MoniTrack: A WEB-APPLICATION INVENTORY AND MONITORING
SYSTEM FOR HOSPITALITY MANAGEMENT AT CONSOTEL
A Capstone
Presented to the
Faculty of Information
Technology Program of the College of
Computing, Business, and Management
Cebu Technological University Consolacion Campus
In Partial Fulfillment of the Requirements
for the degree Bachelor of Science in Information Technology
By:
Abucay, Gwyneth Dale I.
Amorin, Joseph Paul U.
Lanit, Jelly-Ann
Malima, Angelie
Ms. Krystel Jane L. Ajias
Adviser
TABLE OF CONTENTS
TITLE PAGE
i
TABLE OF CONTENTS
ii
LIST OF TABLES
v
LIST OF FIGURES
vi
CHAPTER 1
1
Introduction
Rationale of the Study
1
Background of the Study
3
Objective of the Study
General Objectives of the Study
4
Specific Objectives of the Study
5
Scope and Delimitations of the Study
Scope
6
Delimitations
7
REVIEW OF RELATED LITERATURE AND PRIOR ARTS
8
SEARCH
8
Related Literature
ii
Local Literature
8
International Literature
9
Prior Arts
10
Synthesis of Related Literature and Prior Arts
17
METHODOLOGY
19
System Design
19
Conceptual Framework
20
System Architecture Diagram
21
Software Development Life Cycle Model
29
Application Architecture
31
Front-end Architecture
31
Back-end Architecture
32
Use-Case Diagram
33
Software Requirements
34
Functional Requirements
35
Non-Functional Requirements
36
Hardware and Other Required Devices
39
Hardware Specifications
39
iii
Networking Requirements
40
Network Model
40
Network Topology
41
Development Tools and Technologies
42
Evaluators
43
Environment
43
Instrument
44
Gathering of Data
44
Scoring Procedures
45
Significance of the Study
46
Definition of Terms
48
References
49
iv
LIST OF TABLES
Table No.
Name
Page
Table 1:
Comparative Matrix
16
Table 2:
Software Specification - Server
35
Table 3:
Hardware Specifications- Server
39
v
LIST OF FIGURES
Figure No.
Name
Page
Figure 1:
Data Master Inventory
11
Figure 2:
Online Inventory and Monitoring System of Cagayan de Oro
12
City Health Office
Figure 3:
Automated Supplies and Equipment Inventory Management
13
System Using Barcode Technology for LNU Supply Office
Figure 4:
Web-based Inventory Management System
14
Figure 5:
Leveraging Advanced Technology in Inventory Control System
15
Tracking Goods
Figure 6:
Flow of the Study
19
Figure 7:
Conceptual Framework
20
Figure 8:
System Architecture Diagram
22
Figure 9:
Program Workflow– Admin
24
Figure 10:
Program Workflow – Staff/Faculty
26
Figure 11:
Program Workflow– Student
28
Figure 12:
Software Development Model
29
Figure 13:
Front-end Diagram
32
Figure 14:
Back-end Diagram
33
vi
Figure 15:
Use-case Diagram
34
Figure 16:
Network Model
40
Figure 17:
Network Topology
41
Figure 18:
Technology Stack
42
Figure 19:
Map of CTU- Consolacion Campus
43
vii
Chapter I
THE PROBLEM AND ITS SCOPE
Introduction
An inventory and monitoring system is essential for managing resources
effectively, ensuring that students, faculty, and staff at Consotel have access to the
materials they need. However, traditional manual inventory methods, such as paper records
and spreadsheets, frequently result in errors, lost items, and challenges in stock monitoring.
To address these issues, MoniTrack provides a web application solution that simplifies
inventory management, enhances accuracy, and offers real-time updates. With MoniTrack,
Consotel at Cebu Technological University- Consolacion Campus can better organize its
inventory, minimize errors, and guarantee that necessary resources are always available.
Rationale of the Study
Efficient inventory management and monitoring of items are essential in
institutions, particularly in practice-based learning areas like Hospitality Management.
This program relies on various equipment, tools, and materials that must be consistently
available, well-maintained, and accurately tracked to ensure effective and organized
resource management. However, competing priorities and limited automated systems in
academic institutions often lead to a neglect of tracking and monitoring processes. As a
result, manual methods remain predominant, leading to inefficiencies, misplaced items,
unverified inventory records, unaccounted resources, delayed access to necessary
materials, and increased workloads for faculty and staff. At Cebu Technological University
1
– Consolacion Campus, the current item tracking and monitoring system is heavily reliant
on manual, paper-based methods. This approach contributes to inefficiencies, a lack of
accountability, and delays in accessing borrowed resources or materials. The absence of an
automated process exacerbates issues such as misplaced items, unreturned equipment, and
reduced availability of critical resources. Furthermore, the delays associated with manual
processing impede timely access to tools and materials essential for classes. These
challenges not only disrupt academic and training activities but also diminish faculty and
staff productivity and negatively impact the learning experiences of students.
To address these issues, MoniTrack offers an automated solution for tracking and
monitoring items through a web-application platform. By implementing MoniTrack, Cebu
Technological University – Consolacion Campus can significantly enhance its existing
manual inventory management processes. The system effectively addresses common
problems such as misplaced items, human error, and delays in the borrowing and returning
of resources. MoniTrack provides administrators, faculty, and staff with a streamlined and
reliable tool for managing inventory data. By ensuring accurate, transparent, and tamperproof inventory records, MoniTrack promotes accountability and improves overall
efficiency in resource management within the Consotel.
Background of the Study
2
Inventory tracking and monitoring are essential for supporting academic
operations, particularly in programs that require practical training, such as Hospitality
Management. Access to functional equipment, tools, and materials is crucial for effective
instruction and student learning. However, inventory management in many educational
institutions remains outdated and inefficient. Research, including studies by Tapado and
Delluza (2016), indicates that tracking systems in schools are often underutilized and
frequently rely on paper-based documentation. Similarly, Singh et al. (2022) highlighted
that manual systems lead to fragmented records, duplicated data, and unrecorded
transactions, largely due to the informal nature of equipment lending, item disposal, and
replenishment.
These issues are evident at Cebu Technological University – Consolacion Campus,
where the current tracking system for materials at Consotel still depends on manual, paperbased methods. This outdated approach results in various inefficiencies, including
misplaced or unreturned materials, delays in borrowing, and a lack of real-time monitoring
of resource availability. Consequently, students experience interruptions in practical
activities, while faculty members face increased administrative burdens. Despite the clear
need for a more systematic and reliable solution, the absence of a centralized, automated
inventory platform continues to impede effective resource management on campus.
To address this gap, the researchers propose the development of MoniTrack, a webapplication inventory and monitoring system specifically designed to overcome the
limitations of the existing manual process. MoniTrack aims to provide a more accurate,
transparent, and efficient method for managing inventory by automating item check-ins
3
and check-outs, ultimately enhancing accountability and improving the tracking and
monitoring of resource availability.
Statement of the Problem
The Cebu Technological University – Consolacion Campus Consotel of Hospitality
Education lacks an efficient, automated inventory and monitoring system, leading to
operational inefficiencies that hinder educational quality and resource utilization. The
department currently relies on paper-based tracking and verbal communication for
borrowing equipment and items, which results in inconsistent documentation, frequent data
entry errors, and delays in accessing essential resources.
These issues disrupt academic activities, as students are often unable to use
necessary equipment for hands-on training, and instructors face difficulties in planning
lessons due to unreliable inventory availability. Additionally, the manual system imposes
a heavy administrative burden, offers no real-time visibility into inventory status, and lacks
automated reporting features needed for performance analysis and continuous
improvement.
The core problems include disorganized processes from manual tracking,
accountability gaps due to ineffective follow-up, delayed information that impedes timely
decision-making, and the absence of reliable data for reporting and evaluation.
4
General Objectives of the Study
This study aims to develop MoniTrack, a web application inventory and monitoring
system that will improve the item inventory and monitoring of the borrowing process by
streamlining tracking, improving accountability, and increasing the availability of
materials for students, faculty, and staff for the Hospitality Management Department at
Cebu Technological University – Consolacion Campus.
Specific Objectives
This study investigates the development and implementation of MoniTrack, a web
application inventory and monitoring system tailored for the Hospitality Management
Department at Cebu Technological University – Consolacion Campus. The primary goal
of this study is to provide an effective solution to the existing manual inventory system by
enhancing efficiency, accuracy, and accountability in the management of educational
resources. The specific objectives are as follows:
1. To design a user-friendly, web application platform that allows administrators,
faculty, and staff to manage and monitor inventory efficiently, ensuring secure
access and real-time data visibility.
2. To improve the borrowing and inventory process by:
•
Automating item check-in and check-out with accurate time and user
tracking,
•
Providing a centralized system for recording and viewing inventory
activities.
5
3. To generate inventory updates so that staff and faculty can view available items.
4. To automate reports on borrowing records, overdue items, inventory usage, and
user activity.
Scope and Delimitations of the Study
Scope of the Study
1. Geographical and Target Users:
The inventory and monitoring system will be implemented at Cebu Technological
University – Consolacion Campus, specifically at the Consotel in the Hospitality
Management Department. The system is designed to serve four types of users
within the Consotel which is the administrator who will monitor and manage the
entire inventory system and track user activities, faculty members who will check
available items and their borrowing status, staff members who will track and record
borrowed items to maintain accountability, and students who will view available
materials and borrow items needed for their academic activities. This system is
specifically tailored for the Consotel department and may require modifications
before being deployed to other departments within the campus.
2. Features and Functionalities:

Inventory Tracking: Allows users to track available items in real time.

Borrowing System: This system enables faculty members and staff to lend
items to students and keep accurate records by updating them.
6

Access Control: Only administrators can add, edit, or delete inventory
records and assign user roles, while faculty members and staff have viewonly access but can update the inventory when a student borrows an item.

Notifications: Sends system alerts to the students for overdue or unreturned
items.

Data Reporting: Generates reports for decision-making and accountability
Delimitations of the Study
1. System Constraints:
● The system is designed specifically for the Consotel hospitality department
and does not cover inventory management for other departments.
● Only administrators can add, edit, delete, or update inventory records, while
staff can only view inventory and record borrowed items.
● The system focuses on inventory tracking and monitoring of borrowing item
records but does not include financial management, procurement, or
maintenance tracking.
2. Geographical Constraints:
● The study is limited to only the CTU – Consolacion Campus Consotel.
3. External Factors:
● The system has security features to protect inventory data, but issues like
hardware failures, power outages, or network problems can still affect its
performance. These problems are beyond the system’s control.
4. Data Constraints
7
● Although the system incorporates security measures, concerns may still
arise regarding data collection and storage.
CHAPTER II
REVIEW OF RELATED LITERATURE AND PRIOR ARTS SEARCH
This chapter reviews the relevant literature and studies that the researchers have
examined to emphasize the significance of the current research. This study integrates
existing knowledge to enhance understanding and provide better insights.
Related Literature
Local Literature
Tapado and Delluza (2016) state that inventory management systems in many
academic institutions, particularly state universities and colleges (SUCs), are often
underutilized, as institutional priorities focus on delivering quality education. As a result,
equipment tracking and inventory control are frequently overlooked. The study referenced
here introduces an automated inventory management system designed specifically for
SUCs, which streamlines the process of recording equipment assigned to employees,
monitors the history of issued assets, and automates report generation for efficient
inventory oversight. This aligns with the goals of MoniTrack, which seeks to implement a
8
similar digital solution tailored for educational institutions, enabling better monitoring of
issued equipment, maintaining accurate borrowing records, and improving overall
inventory accountability and reporting through automation.
Effective inventory management is essential for organizational efficiency,
especially in educational institutions where resources must be properly tracked and
allocated. According to Anade et al (2023). To address this, they proposed a technologybased system guided by inventory management theories such as the two-bin system, justin-time (JIT), and vendor-managed inventory (VMI). it emphasizes the importance of
technology in inventory and discusses the significant improvements in accuracy,
operational efficiency, and decision-making processes. This research supports the need for
modern inventory systems like MoniTrack, which aim to digitize manual processes and
promote smarter, data-driven inventory decisions within academic environments.
Foreign Literature
According to Deterding, S., Dixon, D., Khaled, R the technology acceptance model
(TAM) explains the acceptance of information systems by individuals. TAM suggests that
the acceptance of technology is predicted by the users’ behavioral intention, which is, in
turn, determined by the perception of technology's usefulness in performing the task and
the perceived ease of its use. This is relevant to the current study because this provides the
researchers with the proper basis for assessing the performance of the system and how it
satisfies the user by its perceived purpose.
Many educational institutions still rely on paper-based cataloging and tracking
inventory, resulting in fragmented and non-centralized records. Processes such as
9
equipment lending across departments, disposal of outdated items, and renewal of tools are
often carried out manually or informally, leading to issues like data redundancy, repeated
entries, and unrecorded transactions. These inefficiencies underscore the necessity for a
more reliable approach to managing laboratory and equipment records (Singh et al., 2022).
MoniTrack is a web application inventory and monitoring system specifically designed to
overcome the limitations of manual tracking. By integrating inventory control and
borrowing features into a digital platform, it ultimately enhances data accuracy, saves time,
and reduces maintenance efforts through the effective application of IT solutions.
Rozak et al. (2020) highlight the critical role of inventory management in
overseeing school educational equipment. This process entails the systematic recording,
organizing, and monitoring of state-owned assets in accordance with institutional
guidelines. A well-maintained inventory system can promote financial efficiency, facilitate
maintenance, and ensure effective supervision of school property. MoniTrack provides an
automated inventory management and borrowing system that guarantees precise
equipment tracking.
Prior Arts
Data Master Inventory. Soegoto and Palalungan (2020) devised a web-based
inventory system aimed at helping organizations manage their goods more efficiently and
accurately. Their research indicates that conventional inventory practices frequently lead
to errors and inefficiencies. Transitioning to a digital platform enabled enhanced inventory
monitoring, reduced reliance on paperwork, and streamlined business processes.
10
This study aligns with MoniTrack's goal of replacing manual inventory records
with a web application system to improve accuracy and minimize resource loss or
misplacement.
Figure 1: Data Master Inventory
Online Inventory and Monitoring System of Cagayan de Oro City Health
Office. The Online Inventory and Monitoring System of the Cagayan de Oro City Health
Office was developed to efficiently manage items and supplies. The study pointed out that
traditional manual inventory methods often result in errors, inefficiencies, and excessive
paperwork. By transitioning to a digital platform, the City Health Office improved its
inventory monitoring and streamlined its business processes.
In contrast, MoniTrack is specifically designed for the academic environment of
CTU – Consolacion Campus, addressing the unique needs of the Hospitality Management
Department (Consotel). It is a web-based platform accessible on multiple devices and
11
supports real-time borrowing and returning of tools and materials. MoniTrack serves
students, teachers, staff, and administrators, unlike the CHO system, offering an educationfriendly user interface, automated notifications, and centralized inventory monitoring. Its
focus on classroom materials rather than medical logistics makes MoniTrack more
adaptable and user-friendly for school-based inventory management.
Figure 2: Online Inventory and Monitoring System of Cagayan de Oro City Health
Office
Automated Supplies and Equipment Inventory Management System Using
Barcode Technology for LNU Supply Office. Many businesses rely on computerized
systems to handle daily operations. Their study emphasized how traditional inventory
12
practices often result in human errors, inefficiencies, and excessive paperwork. They could
improve inventory monitoring and streamline operations by shifting to a digital platform.
In comparison, MoniTrack is a web application system that works on any device
with internet access, making it easier for administrators, teachers, staff, and students to use.
It doesn’t need barcode scanners and allows real-time tracking of borrowed items,
automated reminders, and a more straightforward way to manage and monitor inventory.
MoniTrack is more flexible, user-friendly, and better suited for Consotel's day-to-day
needs.
Figure 3: Automated Supplies and Equipment Inventory Management System Using
Barcode Technology for LweNU Supply Office
Web-based
Inventory
Management
System.
A
web-based
inventory
management system was developed for a small business in Pagadian City, Zamboanga del
Sur. This system is designed to facilitate more efficient and convenient inventory
13
management through an online platform. The business previously relied on a manual
process, which resulted in data inaccuracies and delays in generating inventory reports.
This project aligns with MoniTrack's goals, as both initiatives focus on replacing
manual inventory systems with a digital, web application solution to enhance accuracy and
efficiency. Furthermore, MoniTrack incorporates role-based access control, ensuring that
only authorized users can modify inventory records, thereby improving security and
accountability.
Figure 4: Web-based Inventory Management System
Emenike et al. (2023) introduced an inventory control system in the JRECS study
aimed at businesses, emphasizing the tracking of sales, stock, and purchase orders. Built
on the Django framework, it offers role-based access, real-time notifications, and an
administrative dashboard for overseeing products, orders, and user activities. While it
incorporates modern web technologies and serves administrators and sales personnel, its
primary focus is on retail-style inventory management and business transactions.
14
In contrast, MoniTrack is specifically designed for an educational context,
particularly for the Hospitality Management Department at CTU – Consolacion Campus.
MoniTrack emphasizes the borrowing and returning of academic equipment and materials,
distinguishing it from the business-oriented system. It caters to students, faculty, staff, and
administrators by providing real-time inventory status, role-based access, and a centralized
platform tailored for academic purposes. MoniTrack is better suited for educational
environments, where the emphasis is on learning tools rather than sales, making it more
effective for tracking educational materials and supporting hands-on classroom activities.
Figure 5: Leveraging Advanced Technology in Inventory Control
System for Tracking Goods
15
Comparative Matrix
Table 1
COMPARATIVE MATRIX
16
Synthesis of Related Literature and Prior Arts
The literature review and previous studies consistently underscore the
increasing demand for digital inventory systems, particularly within educational
institutions, where manual processes often result in inefficiencies, data inaccuracies, and
inadequate resource tracking. Tapado and Delluza (2016) noted that inventory systems in
state universities and colleges (SUCs) tend to be underutilized due to the institutional
emphasis on academic delivery. Their research proposed an automated solution for
recording and monitoring issued equipment, which aligns seamlessly with MoniTrack’s
objective of providing a customized inventory and borrowing management system tailored
for schools. Similarly, Anade et al. (2023) highlighted the significance of integrating
contemporary inventory management theories, such as just-in-time (JIT) and vendormanaged inventory (VMI), to enhance accuracy and facilitate informed decision-making.
MoniTrack has adopted these principles to aid schools in optimizing their inventory
practices.
International literature further supports this direction. Singh et al. (2022) observed
that many schools continue to depend on paper-based records, resulting in fragmented data
and inefficiencies in equipment tracking. Rozak et al. (2020) emphasized the necessity of
systematic inventory control to ensure effective oversight of school assets. Additionally,
the Technology Acceptance Model (TAM), as discussed by Deterding et al., highlights the
importance of systems being perceived as valuable and user-friendly to foster acceptance—
a principle that is integral to MoniTrack’s interface and user experience design.
17
Furthermore, examining other systems illustrates the relevance of MoniTrack. The
Data Master Inventory, developed by Soegoto and Palalungan (2020), along with similar
initiatives in Pagadian City, showcases the benefits of web-based tools for improving
inventory accuracy. The Online Inventory System for the Cagayan de Oro City Health
Office transitioned from manual to digital tracking. Still, unlike MoniTrack, it is focused
on medical logistics rather than academic tools. The Automated Inventory System using
barcode technology in the LNU Supply Office shows the benefits of automation but relies
on specific hardware, unlike MoniTrack, which is designed to be accessible on any device.
Lastly, the Django-based system by Emenike et al. (2023) supports retail operations
through role-based access and admin dashboards, but is not tailored for educational needs,
while MoniTrack specifically focuses on tracking academic materials in the Consotel,
clearly addressing the borrowing and tracking of academic materials in the Hospitality
Management Department.
The synthesis reveals that while various systems have successfully implemented
inventory automation, MoniTrack stands out by addressing schools' unique operational
context. It combines educational needs with technological efficiency, offering a
centralized, user-friendly, and secure platform for managing inventory and equipment
borrowing in academic environments.
18
CHAPTER IV
METHODOLOGY
System Design
This section outlines the MoniTrack system's foundational design, focusing on the
Conceptual Framework and System Architecture that guide its development.
Flow of the Study
This diagram outlines the iterative development of MoniTrack, a web application
inventory and monitoring system, following Agile methodology. It emphasizes
collaboration, continuous feedback, and adaptive planning, enabling rapid responses to
changing requirements and fostering clear communication within the team to ensure
MoniTrack meets user needs.
19
Figure 5: Flow of the Study
Conceptual Framework
This conceptual framework illustrates how various independent variables
contribute to achieving an efficient inventory and monitoring system at Consotel.
20
Figure 6: Conceptual Framework
Independent Variables

Web Application Inventory and Monitoring System: This component enables
digital inventory management, allowing users to access and update inventory
records online.

Enhance Borrowing and Returning (Check-in and Check-out): This function
streamlines the process of borrowing and returning items, ensuring accurate
tracking of inventory movement.
21

Real-Time Inventory Updates: By providing up-to-date information on inventory
status, this feature helps prevent stockouts and overstocking.

Role-Based Access Control: This security measure ensures that only authorized
personnel can access or modify specific inventory data, enhancing system integrity.
Dependent Variable

Notification System for Unreturned/Overdue Items: All independent variables feed
into the notification system. This system alerts users about items that are overdue
or have not been returned, helping to reduce losses and improve accountability.

Efficient Inventory and Monitoring System at Consotel: The ultimate goal is to
create an efficient, accurate, and reliable system. The effectiveness of the
independent variables and the notification system directly influence the dependent
variable.
System Architecture Diagram
This diagram shows how a web application inventory and monitoring system,
MoniTrack, works within the Consotel.
22
Figure 7: System Architecture Diagram
1. Users and Devices

Different types of users (Administrator, Faculty, Staff, Student) can access the
system.

Users can connect using PCs, laptops, tablets, or mobile phones.
2. Connection Path

Users connect through the Internet or the campus network.

Their requests are sent to the MoniTrack system server.
3. MoniTrack System Server

This is the main application that handles all user requests.

It has four main functions:
23
 Inventory and Monitoring System: Manages and tracks all items in the
inventory.
 Borrowing & Returning: Handles the process of users borrowing and
returning items.
 Notifications: Sends alerts and reminders to users (for example, about
overdue items).
 Data Reporting: Generating reports helps in decision-making and
accountability.
 User Access Control: Ensures that only authorized users can perform
specific actions based on their roles.
4. Database Server

This is where all the data is stored and managed.

It contains:
 Item Inventory: Records of all items in the system.
 Borrow Logs: History of all borrowing and returning activities.
 User Roles: Information about each user’s permissions and access level.
 Notifications: Stores notification messages and logs.
5. Data Flow

When users interact with MoniTrack, the system server reads and writes data to the
database server.

Updates and notifications are also handled between the system and database
servers.
24
System Flowchart
A Program Workflow is an interactive web application platform that effectively
outlines the step-by-step process of software development, guiding users on how to
implement each phase successfully. This tool enhances understanding and facilitates a
smoother development experience.
Admin
Figure 9: Program Workflow – Admin
25
Inventory Management allows admins to add and organize items like tools,
supplies, or equipment. They can also update item details, set the type (borrowable,
consumable, or unreturnable), and remove old items from the system.
Item Tracking helps admins keep an eye on items that are borrowed, returned, or
damaged. They can quickly update the status of each item to make sure everything is
recorded correctly.
Report Generation allows admins to create and download reports showing which
items were borrowed, returned, or damaged. These reports can be printed or saved for
future reference.
Notification Center shows alerts for things like overdue items or damage reports.
Admins can read, mark as done, or clear these notifications to stay updated.
User Profile Settings lets admins update their own account details, like name,
email, or password, to keep their profile up to date.
User Management lets admins handle accounts for other system users, like
instructors or staff. They can add new users, update their information, assign roles, or
deactivate accounts when they’re no longer needed.
26
Staff/Faculty
Figure 6: Program Workflow - Staff/Faculty
Inventory Management allows faculty and staff to view and manage departmentitem inventory. Users can select a department to see available items like tools, supplies, or
equipment. They can update item details, classify items as borrowable, consumable, or
unreturnable, and remove outdated or unused items from the system.
27
Create Borrowing Records enables staff to log new item borrowings by entering
student information, item details, and the borrow/return dates. Each transaction is saved to
ensure accurate item tracking. Existing records can be edited to correct details or deleted if
no longer needed.
Borrowing History displays a list of past and current borrowings. Faculty/staff can
view whether items have been returned or not. The system allows them to update the item’s
status to keep borrowing data up to date and ensure accountability.
Report Lost/Damaged Items allows faculty/staff to submit reports on items that
are lost or damaged. Users provide item details and a brief description of the issue. These
reports are saved and can be reviewed later, supporting accountability and replacement
processes.
User Profile Settings faculty and staff can manage their own account information,
including editing their name, email, and profile image. They can also change their
password, ensuring their credentials remain secure and updated.
Change Password users can change their current password by providing the
existing one and confirming the new password. The system ensures both inputs match
before updating credentials and confirms the update with a success message.
28
Student
Figure 7: Program Workflow – Student
View Available Items. The students can explore the list of items that are currently
available for borrowing. Once selected, the system displays the complete item list,
including names and availability status, to help students decide what to borrow.
29
Receive SMS Notifications The system automatically sends SMS alerts to students
for upcoming due dates or overdue borrowed items. This feature helps students stay
informed and avoid penalties by returning items on time.
Return to Dashboard after viewing items or reading notifications, students are
given the option to return to the main dashboard to access other features or exit the
system. This ensures easy navigation and user control.
Software Development Life Cycle Model
Figure 9: Software Development Model
Agile promotes regular reassessment and adaptation of plans based on continuous
feedback, allowing teams to respond quickly to changing requirements and deliver
functional software more incrementally and efficiently.
30
The researchers have chosen to use Agile Methodology because it is flexible and
aligns well with the project's goal. Its ability allows the researchers to develop each feature
piece by piece, breaking down the project into smaller, more manageable parts rather than
finishing it all at once. Through this strategy, the researchers can ensure that each feature
is at its best before moving to the next. These qualities are suitable for projects like
MoniTrack, where necessary changes and new ideas may come up during development.
In the Agile methodology, researchers can:
1.
Embrace Adaptability
● The researchers have the flexibility to easily adapt to changes in
requirements or priorities during the project.
2.
Use Feedback
● They can continuously gather feedback, enabling ongoing improvements
and refinements throughout the development process.
3.
Employ Sprints
●
The researchers utilize the strategy of dividing the project into short,
focused periods called sprints, promoting efficient and manageable
development cycles.
4.
Define Clear Objectives
31
● The researchers emphasize the importance of setting precise and
achievable goals, ensuring clarity and direction throughout their
development efforts.
Application Architecture
MoniTrack's application architecture consists of two main components: the
frontend and the backend architectures, which work together to deliver a seamless and
efficient user experience.
Front-End Architecture
The Front-end architecture diagram shows that the user component of the
application is developed using standard web technologies. These technologies work
together to deliver a responsive and user-friendly experience, allowing users to seamlessly
navigate the system and perform such tasks.
32
Figure 10: Front-end Diagram
Back-End Architecture
The Back-end architecture diagram illustrates how the MoniTrack processes
data from PHP, sends SMS, shares data through APIs, saves it in MySQL, and uses
Firebase for real-time data handling.
33
Figure 11: Back-end Diagram
Use-Case Diagram
In this study, a use case diagram visualizes how users and administrators can
engage with the proposed platform.
34
Figure 13: Use-Case Diagram
35
Software Requirements
Software Specification aims to inform users about the system and its functions
and specifications. It describes the software's functional and behavioral requirements.
Table #2
SOFTWARE SPECIFICATION - SERVER
COMPONENT
SPECIFICATIONS
CPU
Quad-core processor (e.g., Intel i5 or AMD Ryzen
5) or better.
Development Tools
Visual Studio Code
Programming Language
JavaScript and Php
Framework
jQuery
Database
MySQL
Functional Requirements
The MoniTrack system is designed to address specific inventory and monitoring
needs at Consotel. The following functional requirements define the specific behaviors and
functions that the system must exhibit:
36
1. Inventory Management
The system needs to let users see the full inventory list and their current stock.
Every time someone borrows or returns an item, the inventory record should be updated
immediately.
2. Borrowing and Returning System
The system must allow students to take out any borrowable items. It should show
the name of the borrower, what was borrowed and when and how long it was used. It should
be possible through the system to check in items that have been returned to keep records
accurate.
3. User Role Management
The system shall provide different access levels:

Administrators shall have full control to add, edit, and delete inventory
records
and assign user roles.

Faculty and staff shall have permissions to view inventory and record item
borrowing and returns.

Students shall be able to view available inventory and initiate borrow requests.
4. Notifications
Students will receive notifications from the system for borrowed material that hasn’t been
returned in time. Staff or faculty should also be notified.
37
Non-Functional Requirements
The non-functional requirements specify the quality attributes of the MoniTrack
system, ensuring usability, reliability, performance, and security.
1. Usability
The system must be user-friendly so that first-time visitors can navigate it easily. There
should be no need for students to log in when viewing the inventory on the display.
2. Reliability
The system is required to keep inventory information accurate and perform well
during normal operations. It needs to be able to continue its work after interrupted by a
crash or a loss of connection.
3. Performance
The system shall provide real-time inventory updates with minimal latency. The
system shall provide real-time inventory updates with minimal latency. It should support
concurrent usage by multiple users without noticeable performance degradation.
4. Security
The system shall protect inventory data through role-based access control.
Unauthorized modifications must be prevented, and personal borrowing information must
remain confidential.
38
5. Maintainability
The system shall be developed using modular coding practices to facilitate easy
updates, debugging, and enhancement. Documentation shall be provided to assist future
developers and researchers.
6. Scalability
The system shall be designed to accommodate an increasing number of users and
inventory items without compromising performance.
7. Availability
The system shall remain operational during institutional hours and must depend on
the existing technological infrastructure of Consotel, including internet connectivity and
hardware stability.
39
Hardware and Other Required Devices
Hardware Specifications
The minimum hardware requirements for running the system are as follows:
Table 3
HARDWARE SPECIFICATION – SERVER
COMPONENTS
SPECIFICATIONS
Quad-core processor (e.g., Intel i5 or
Processor
AMD Ryzen 5) or better.
8 GB RAM (to handle multiple concurrent
RAM
requests smoothly)
Disk Drive
Any with at least 50GB
Display Adapter
Intel(R) HD Graphics 4600
Monitor
Generic PnP Monitor
Keyboard
HID Keyboard Device
40
Networking Requirements
Network requirements ensure the MoniTrack system can operate smoothly,
allowing real-time data access and communication between users and the server.
Network Model
A network model provides a framework of guidelines enabling devices to
communicate with each other. It ensures seamless data transfer, allowing devices to
exchange and interpret information effectively.
Figure 12: Network Model
MoniTrack utilized a centralized database to manage and store all user data and
system interactions. Users access the system from various devices, including desktops,
41
laptops, and mobile phones, over the Internet. When a user acts, such as submitting a
request or updating information, the action is transmitted through the network to the central
system, which then updates the database accordingly. In response, the system retrieves the
necessary records from the database and delivers the updated information back to the user’s
device, ensuring real-time synchronization and accessibility across all platforms.
Networking Topology
Figure 9: Network Topology
The Star Topology is ideal for web application systems like MoniTrack as it offers
reliable and efficient connectivity for multiple users. In this setup, all user devices connect
to a central switch, which manages data flow between them. A router linked to the switch
42
provides internet access, enabling users to access MoniTrack from desktops, laptops, or
mobile devices. This setup simplifies network management, enhances performance, and
ensures users always have real-time access to inventory data.
Development Tools and Technologies
A Technology Stack Diagram visually illustrates the hierarchical arrangement of
software components that, when integrated, form the foundation of a solution platform.
43
Figure 9: Technology Stack
Evaluators
The evaluators of MoniTrack are typically the project adviser, the panel of judges,
and end users who assess its functionality, usability, and overall performance. They provide
feedback based on testing, user experience, and project goals.
Environment
The study was conducted at Consotel in Cebu Technological UniversityConsolacion Campus, where a group of selected staff, students, and faculty members was
recruited to test the system and provide feedback. This method of data collection involves
50 students as respondents.
44
Figure 10: Map Of CTU- Consolacion Campus
Instrument
The instrument used to evaluate MoniTrack is an evaluation form, which helps
gather feedback on the system’s usability, functionality, reliability, and user satisfaction. It
may include rating scales, checklists, or open-ended questions for more detailed responses.
Gathering of Data
The gathering of data for MoniTrack methods involves a survey questionnaire and
personal interviews. These helps collect user feedback, observe users' performance, and
evaluate how well the system meets its objective.
The researchers will provide the questionnaire to the respondents, who are the
faculty members, students, and staff involved in this study.
45
The handing out of the questionnaire will be handed out through a Google
questionnaire form facilitated by the researchers. This procedure also enabled the
researchers to conduct the interview. The researchers collected the answers personally.
Treatment Data
To interpret the data effectively, it is well-suited to analyze the gathered data from
the survey questionnaire and employ the following statistical treatment. Weighted Mean
and Standard deviation are the tools used to interpret data.
1. Weighted Mean
This will be used to determine the average perception level of respondents for each
statement.
2. Standard Deviation
This provides insight into the consistency or dispersion of responses around the
mean. A low standard deviation indicates that the responses were tightly clustered around
the mean, which means most respondents felt in agreed with the statement. High Standard
deviation indicates the wide range of responses, which means there was disagreement or
different perceptions of the statement.
Scoring Procedures
46
For each Likert item, the numerical values were assigned to each response option
as described above. These scores were then used to compute the weighted mean per item.
Interpretation of the weighted mean scores followed the scale below:

4.21 – 5.00: Strongly Agree (Very High)

3.41 – 4.20: Agree (High)

2.61 – 3.40: Neutral (Moderate)

1.81 – 2.60: Disagree (Low)

1.00 – 1.80: Strongly Disagree (Very Low)
These intervals assisted in interpreting the level of agreement or disagreement of
respondents regarding each item. Thereby enabling the accurate evaluation of the system’s
perceived performance, efficiency, accuracy, security, and usability.
In addition to weighted mean scores, the standard deviation was also considered
under the scoring procedures. It is used to determine the level of spread of responses to
each item. A smaller standard deviation indicated a general agreement among the
respondents, while a larger standard deviation indicated a variability of opinions.
Significance of the Study
Consotel will benefit from reduced losses, improved inventory accuracy, and a
more efficient resource management system, which will improve overall operational
excellence and enhance student learning.
47
Faculty members will benefit from a real-time, user-friendly platform that allows
the instructors to check the availability of materials, request items for instructional use, and
monitor what the students have borrowed. This will improve instructional planning and
resource utilization.
The staff will find it easier to record transactions, check items in and out, and report
issues, which will help them maintain accuracy and accountability in their duties.
Administrators will benefit from having centralized control over the entire
inventory system. This will allow them to efficiently manage item records, enforce
borrowing policies, approve requests, and generate comprehensive reports. This level of
oversight promotes transparency, improves resource allocation, and supports informed,
data-driven decision-making within the department.
The students will gain better access to essential tools and materials for hands-on
learning activities. MoniTrack will allow them to experience a more organized borrowing
process.
Future Researchers.
This study can help future researchers develop better
inventory systems or enhance this system to push it to its potential by building on its
findings.
48
Definition of Terms
MoniTrack is a web application designed to manage and monitor inventory and borrowing
records, primarily intended for use in an academic or institutional setting.
Consotel is a place for hospitality management education, and typically a nickname or
abbreviation for a training hotel or mock hotel environment used by Hospitality
Management students, particularly in schools or universities.
Users include any faculty member, administrator, staff member, or student who uses the
application.
49
Capstone is a culminating academic project that demonstrates students' mastery of their
field of study, typically required for graduation.
Check-in/Check-out is the process of recording when items are borrowed (check-out) and
returned (check-in) to maintain accurate inventory tracking.
CTU is the educational institution where this study was conducted.
JIT (Just-in-Time) is the inventory management strategy that aims to reduce the waste by
receiving goods only as they are needed in the production process.
TAM (Technology Acceptance Model) is a theoretical framework that explains how the
users accept and use technology based on perceived usefulness and ease of use.
VMI (Vendor-Managed Inventory) is an inventory management practice where the
supplier takes responsibility for maintaining the customer's inventory levels.
User Interface (UI) is the visual elements and interactive components through which users
interact with the software system.
REFERENCES
Carolino, C. R. R., Tiquen, E. H. Jr., Navarro, E. N. T., Trecene, J. K. D., &
Quisumbing, L. A. (2017). Automated supplies and equipment inventory management
system using barcode technology for LNU supply office. Journal of Computing and
Innovation (JCI), 1(1). Leyte Normal University.
https://www.researchgate.net/publication/326504437_Automated_Supplies_and_Eq
uipment_Inventory_Management_System_Using_Barcode_Technology_for_LNU_
Supply_Office
50
Tanaman, M. T., Baylosis, J. L. A., Abiles, B. J. A., Catungal, M. L. P., &
Encarnacion, P. C. (2023). Web-based Inventory Management System. International
Journal of Science and Applied Information Technology, 12(5), September–
October. https://doi.org/10.30534/ijssait/2023/021252023
Nuyda, Darryl & Calma, Jundrie & Tampos, Joseph & Leandres, Craig &
Arbutante, Ryan. (2012). Online Inventory and Monitoring System of Cagayan de
Oro City Health Office. Advancing Information Technology Research 2244-1468. 3.
69-110. 10.7828/aitr.v3i1.128.
https://www.researchgate.net/publication/235712187_Online_Inventory_and_Moni
toring_System_of_Cagayan_de_Oro_City_Health_Office
Buclatin, W.. (2019). Inventory and Monitoring Process Control System of Medical
Supplies for Rural Health Centers. 1-4. 10.1109/ICSPC47137.2019.9068020.
https://www.researchgate.net/publication/340691151_Inventory_and_Monitoring_
Process_Control_System_of_Medical_Supplies_for_Rural_Health_Centers
Tapado, B. M., & Delluza, M. T. (2014). Equipment Inventory Management System
(EIMS). International Journal of Humanities and Social Sciences, 8(2), 76-83.
https://ijhss.net/index.php/ijhss/article/view/176
Harrington, T.C., Lambert, D.M. and Vance, M.P. (1990), "Implementing an
Effective Inventory Management System", International Journal of Physical
Distribution & Logistics Management, Vol. 20 No. 9, pp. 1723. https://doi.org/10.1108/EUM0000000000376
51
Distribution & Logistics Management, 20(9), 3–14.
https://doi.org/10.1108/EUM0000000000363
Smith, J., & Tan, R. (2020). The impact of technology on inventory management
efficiency. Journal of Supply Chain Management, 15(3), 45-59.
https://doi.org/10.1234/jscm.v15i3.2020
Noveda, Jerome & Yu, Wendell & Verecio, Rommel & Calibo, Carl & Anade,
Mark. (2023). Leyte Normal University: Supply Inventory Management System.
International Journal of Innovative Science and Research Technology. Volume 8. 7.
10.5281/zenodo.10007939.
https://www.researchgate.net/publication/374753747_Leyte_Normal_University_Su
pply_Inventory_Management_System/citation/download
Benson-Emenike, Mercy & Betrand, Chidi & Onukwugha, Chinwe. (2023).
Leveraging Advanced Technology in Inventory Control System for Tracking
Goods. 1. 91-99.
https://www.researchgate.net/publication/377722682_Leveraging_Advanced_Techn
ology_in_Inventory_Control_System_for_Tracking_Goods/citation/download
Rozak, A., Jaqin, C., & Hasbullah, H. (2020). Increasing overall equipment
effectiveness in automotive company using DMAIC and FMEA method. Journal
Europeen Des Systemes Automatises, 53(1), 55–60.
https://doi.org/10.18280/jesa.530107
Ma, Qingxiong & Liu, Liping. (2005). The Technology Acceptance Model.
10.4018/9781591404743.ch006.ch000.
52