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"Eduventory: Automating Visayan Educational Supply Corporation’s Inventory”
A Final Project
Presented to the Faculty of
The Department of Industrial Engineering of the
Cebu Technological University-Main Campus
Cebu City, Philippines
In Partial Fulfillment of the Requirements for the Course IE-PE 322
Enterprise Resource Planning for the Degree of Bachelor of Science in
Industrial Engineering
Group 5
Maratas, Nicjems S.
Navarro, Precious Diadem
Papellero, Kate Glysha T.
Tatoy, Kayrine Eve
Ygot, Jannah Ericka May P.
Engr. Lyndrian Shalom Baclayon, LPT
May 2025
Rationale
Since 1958, Filipino communities have relied on Visayan Educational Supply
Corporation as a reliable supplier of office and school supplies. The organization has
established a reputation for dependability, individualized service, and solid community links
through more than 60 years of steadfast dedication. It caters to a wide range of clients, including
businesses, educational institutions, teachers, and students around the area. With less than 100
committed employees and two well-located branches, Visayan Educational Supply Corporation
blends a professional service approach with a close-knit, family-oriented work culture. Its
product portfolio includes a broad range of common office supplies, school supplies, teaching
aids, art and craft supplies, and seasonal items including calendars, planners, and products with
festive themes.
Visayan Educational Supply Corporation is currently experiencing significant operational
inefficiencies primarily due to the lack of a centralized and accessible inventory management
system. The core issue lies in the inability of one branch to view real-time updates regarding
product arrivals and stock levels from the other branch. This disconnect hampers coordination
and leads to frequent operational errors, including duplicate orders, inconsistent stock levels,
and unfulfilled customer demands. Inventory tracking is still performed manually two to three
times a week, using handwritten records and Excel spreadsheets. These tools are prone to
human error and do not support live updates, making it impossible to monitor inventory
movement across branches in real-time. As a result, one branch may overstock or run out of
essential items without knowledge of available inventory elsewhere in the organization.
To address the operational inefficiencies of Visayan Educational Supply Corporation, the
Eduventory System Web App, a centralized ERP solution was developed to replace outdated
manual processes and improve real-time coordination between branches. Unlike the old
system, which relied on weekly inputs and unsupported software, Eduventory provides instant
visibility of stock arrivals, sales, and transfers across locations, minimizing errors and preventing
duplicate orders. It features automatic item coding with barcodes, editable records with detailed
activity logs, and dynamic quantity management with unit ratio options (e.g., per box, piece, or
bulk). The system supports monthly inventory views for easier tracking, and instead of editing
existing entries, users add new records in sales management to preserve data integrity.
Categories auto-update with added quantities, and each transaction can include details like
transfer numbers or withdrawal slips for clear in/out tracking between main and branch offices.
These enhancements make the Eduventory System uniquely functional and tailored to the
company’s needs, streamlining workflows, reducing errors, and improving overall efficiency.
Objectives
This project aims to create a stock inventory management module in order to improve
inventory accuracy, reduce manual errors, and streamline stock monitoring across all branches
through a cloud-based inventory solution system.
Specifically, it aims to:
1.​ What products are necessary for the stock inventory systems?
2.​ What functions are needed for the web application of Eduventory?
Functionalities of the Eduventory System
The Eduventory System Web Application is a centralized ERP solution developed
specifically for Visayan Educational Supply Corp. It is designed to enhance inventory tracking,
control, and planning across multiple branches. By replacing outdated manual processes and
unsupported
software,
the
interdepartmental transparency.
Core Functionalities:
system
significantly
improves
real-time
coordination and
●​ Real-Time Inventory Visibility - Provides instant updates on stock arrivals, sales, and
transfers across branches, minimizing delays and errors common in weekly reporting
●​ Centralized Data Management - Integrates inventory with other departments, enabling
synchronized operations and more informed decision-making.
●​ Automated Item Coding - Generates barcodes for new items automatically, streamlining
item registration and minimizing human error.
●​ Editable Records with Logs - Allows users to edit entries while maintaining a detailed
activity log for audit and tracking purposes.
●​ Dynamic Quantity Management - Supports unit ratios such as per box, piece, or bulk,
accommodating diverse inventory handling needs.
●​ Monthly Inventory View - Offers a summarized monthly overview of stock levels for
easier tracking and reporting.
●​ Sales Management Integrity - Prevents direct edits to past sales records. Instead, users
input
new
transactions
to
maintain
data
integrity
and
traceability.
●​ Auto-Update Categories - Automatically adjusts category counts when new items or
quantities are added, keeping records up to date.
●​ Detailed Transaction Tracking - Includes fields for transfer numbers or withdrawal slips to
track in/out movements between the main office and branches clearly.
Flowchart of the System
Figure 1:VES Corp Website (Logging in to Dashboard)
Figure 2: VES Corp Website (Dashboard, User Management, Category)
Figure 3: VES Corp Website (Products, Media Files, Sales)
Figure 4: VES Corp Website (Sales Report to Log Out)
The flowchart visualizes the overall process of configuring the Eduventory: Inventory
Management System that is specially made for Visayan Educational Supplies Corporation. The
flowchart visualizes how the system works step-by-step. It all starts by setting up the system by
logging in. After logging in, the dashboard will show up and beside it, the main menu shows a
selection, in which it includes: user management, product category, media items, and sales
report. Each of these options leads to different actions. For example, if the admin wants to add a
product, the system will ask for the details of the product like name, category, picture, stocks or
quantity and price.
There are some rules in the program wherein it only allows certain users like the admin
to manage the user of the website. Whenever you choose something from the menu, the
program does what it needs to, then takes you back to the main menu. This keeps going until
you decide to log out. Once you log out, the session ends and the program stops. Overall, the
whole setup is made so it's easy to follow, keeps things organized between regular users and
admins, and lets you keep using the system until you’re done.
Results and Discussion
The results discussed in this section are based on hands-on system testing, user
feedback from the manager, and a comparative analysis between the previous manual
processes and the new updated system. The evaluation of the Eduventory system is grounded
in hands-on system testing, user feedback from the manager and staff, and a comparative
analysis between the previous manual processes and the newly implemented digital inventory
system.
The implementation of Eduventory brought significant improvements to the overall
operations of Visayan Educational Supply Corporation. Inventory management was mostly
carried out by hand encoding prior to the system launch, which resulted in a number of
operational problems such inaccurate data, duplicate orders, and stock update delays. The
manual system's decentralized structure and the lack of real-time stock visibility between
branches were major contributors to these inefficiencies. The sharp increase in inventory record
accuracy following adoption was one of the most obvious changes. Inventory data was kept
current and consistent across all branches thanks to the system's usage of barcode scanning
and real-time updates.
Figure 5. Pareto Chart of Operational Issues Before and Improvements After Eduventory
Implementation at Visayan Educational Supply Corp.
The Pareto charts provide a clear visual comparison of the most pressing operational
issues faced by Visayan Educational Supply Corporation before and after the implementation of
the Eduventory system. Before utilizing Eduventory, manual updates and decentralized
inventory monitoring were the main causes of issues, accounting for the majority of
inefficiencies. Due to the lack of real-time data sharing across branches, these antiquated
procedures frequently resulted in repeated orders, unmet client needs, and fluctuating stock
levels. As shown in the "Before Eduventory" chart, the cumulative impact of these issues
significantly disrupted daily operations.
After Eduventory was implemented, the "After Eduventory" Pareto chart shows a marked
reduction in those same problems. Many of the previous issues were resolved by the new ERP
system, which enabled consolidated data access, automated inventory updates, barcode
integration, and real-time monitoring. Staff feedback and system testing confirmed improved
speed, accuracy, and coordination. Tasks that previously took over 10 minutes were now
completed in just 1 to 3 minutes, and both branches could view and manage inventory
simultaneously, avoiding stock duplication and shortages. The shift in the Pareto chart bars
reflects this improvement, showing how the system directly resolved the root causes of
inefficiencies. Overall, the discussion highlights how implementing a tailored digital solution like
Eduventory significantly enhances organizational performance, proving the importance of
automation and real-time visibility in inventory management.
Conclusion
The Eduventory System Web Application's implementation has drastically changed
Visayan Educational Supply Corporation's operational environment. The business now uses a
centralized, real-time, automated solution that improves accuracy, speed, and inter-branch
coordination, replacing a disjointed and prone to errors manual inventory system. In addition to
decreasing inefficiencies like duplicate orders and irregular stock levels, the move to a
cloud-based ERP has enabled employees to make quicker, data-driven choices. All things
considered, Eduventory has turned out to be a crucial addition that supports the business's
longstanding dedication to operational dependability and service excellence.
Recommendation
The following actions are recommended to maintain and enhance the benefits of the Eduventory
system:
●​ To guarantee that all functions are used, give staff members ongoing training on system
changes and new features.
●​ Predictive analytics can be integrated to proactively optimize stock levels and forecast
demand trends.
●​ Implement mobile access to the system for on-the-go inventory checks and updates,
especially for branch supervisors.​
●​ Schedule regular system audits to identify and resolve data discrepancies or technical
issues early.​
●​ Expand the ERP system to include other business functions like purchasing, finance,
and customer service for full organizational integration.​
●​ Set up automated alerts for low stock levels and expiring items to further prevent
shortages or overstocking.​
●​ Regularly collect feedback from users to continuously improve user experience and
system functionality.​
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Appendix A. Transmittal Letter
Appendix B. ERP Certificate of Data Authenticity
Appendix C. Certification from the Developer
Appendix D. Codes