POWER ELECTRONIC INVENTORY DISPENSING

SYSTEM

BALBUENA , JOMARIE S.

GUAN, VINCENT R.

SANTOS, NEIL ROVIE A.

VALDEZ, NIÑO D.

A Design Project Proposal

Presented to the Faculty of the

Department of Engineering and Computer Studies

of the

SAN PEDRO COLLEGE OF BUSINESS ADMINISTRATION

in Partial Fulfilment of the Requirements for the Degree

Bachelor of Science in Computer Engineering

San Pedro City, Laguna

October, 2019
 CHAPTER 1 - THE PROBLEM AND ITS SETTING

Introduction

Technologies are very useful to significantly improve our daily lives, which have become much

easier, better and more convenient. It has become an important part of our lives by providing

so much value to us. Society has radically changed as new technologies continue to upgrade,

improve and evolve the efficiency in education, medicine, transportation, entertainment and

more. A multi-tasking system has become an effortless system with a much convenient way and

time saving to use such as vending machine and dispensing machine. Automated dispensing

machines are distribution systems that provide computer-controlled storage and have been

recommended as one potential mechanism to improve efficiency

Automated dispensing machine is popularly known for their conveniences expeditiously merge

in modern global economy. This machine can be classified as the use of dispenser and

automated technologies for stress-free flow of process transactions.

Conventionally, this type of machine was close to the market they usually supply to dispense

candies, for hygiene, for medicine and others like cash, label, tape dispenser. Although it is

because of its popularity using internet and advertisements, the machine rapidly become

popular and had many versions and types of dispensing. The wholesale and retail of this

machine increase the numbers to all manufacturers over the world specifically in England and

Egypt.
Background Study

Marivic P. Villanueva is a Laboratory Custodian in San Pedro College of Business Administration

(SPCBA). Managing all inventory laboratory equipment and giving electronic components to the

students for their laboratory activities several times. Laboratory Custodian's job is to ensure the

proper use and maintenance of laboratory materials and equipment. It keeps laboratory

supplies prepared by inventorying the materials needed and recording the data by keeping

routine logs and equipment logbooks.

The students need to fill up request form given by the laboratory custodian with approval. And

then student will search the needed component for the activity to the inventory storage room.

As student began to search for the component needed, they needs to sort out other

components and properly arrange it accordingly when it were placed. Sometimes it’s hard to

properly rearrange where the component should be place. The usual problem here is that the

electronic component may cause malfunction and become rusty in the storage room. It is really

hard to search for the electronic components in an unorganized storage room.

In this given situation, an automated machine with inventory system using application in a

portable device to record the time and date when the component been requested as well as for

the what components will be distributed. The automated machine will also provide the

components needed by the students in a way of dispensing electronic component being

requested from the application. Management of inventory will be more convenient and much
easier to manage the number of stocks of electronic component available in the machine which

can give notification to the laboratory custodian when if the electronic component low or out

of stock. By using this automated machine with an inventory system that notifies, organizes,

handles record and automatically updates inventory would make it much effortless to monitor,

much faster and convenient for student to use.

Statement of the problem

General Problem

Design an automated inventory dispensing system to become much more convenient process and

effortless job for the Laboratory Custodian.

Specific Problems

 Students are having a hard time filling up form to request a component.

 It is very hassle and difficult for the in-charge person to monitor the inventory of
components.

 The in charge/student having a hard time to look for a certain components.

 The difficulty between student and the in charge on the transaction using forms.

 Request forms records are manually compiled and unorganized.

General Objective

This study aims to develop a Power Electronic Dispensing machine that will help students for a

time saving and a stress-free flow of process and to automate and systematize the borrowing of

components for the students.

Specific Objectives

 To create a system that will help the students request a component effortlessly.

 To create a system that monitors the inventory of the components.

 To create a system that will organize and assure that components are in good condition.

 To create a system that will automate the transaction and lessen the hassle.

 To create a system that will generate automated forms and database.

Theoretical Frameworks

According to Erich P. Abad November (2017), the greatest advantage of automation is very

useful in all situations. It brings productivity, ease of management and the possibility of multi-

tasking. This research offers a solution published among paper retailers in printing /
photocopying centers at the University of Science and Technology in Southern Philippines for

students who use bond papers, newsprints and yellow papers as answer sheets in their

examinations and for some other purposes. Merchandising these papers is quite repetitive, and

the shop assistant has to be counted methodically. Despite limited human capital, these

shopping centers have somehow handled multitasking in a tough way. Henceforth the

possibilities of accuracy on giving the number of papers that commensurate the amount is

compromised and also not discounting the dishonesty among some of the buyers. This paper

vending machine utilizes a coin-slot machine and will automatically dispense paper of choice by

the student depending on the amount inserted.

According to Dr.Tariq Sheakh May (2018), Inventory management is a daunting area of handling

the supply chain. Organizations need to have inventories in warehouses in order to meet

customer demand, while those inventories have keeping costs and this is a frozen fund that can

be lost. Therefore, the task of inventory management is to find the quantity of inventories that

will fulfill the demand, avoiding overstocks. This paper presents a case study for the steel

manufacturing industry (Small Scale Industry) on inventory management. The relationship

between inventory management and company performance was calculated on the basis of

inventory days and asset returns (ROA) analysis. Research found that company X had a few

inventory issues such as unorganized storage arrangements, a large number of inventory days /

no period counting and no accurate record balance due to unskilled workers. The research also

showed that there was a significant relationship between asset return (ROA) and stock days.

The paper also makes a suggestion to the organization for further study.
Conceptual Framework

First of all, it's all about sharing the data we've obtained from our customer and what they want

to see about their distribution system and the details that we need for their convenience.

Secondly for the Method, the design and creation of the project and the client's analysis of

what they want to add to the project. Finally, for the output where we have the project itself

the development of the project is complete were they can already use it as their official

component dispenser.

PROCESS

 Design and
development of
the system.
 Analyzing of
theoretical
framework.
 Observation data
from the client
and related
studies.

INPUT OUTPUT

 Theoretical FEEDBACK
Framework
 Review of Related
and Study Power Electronic
 Information Dispenser with
gathered from Inventory Management
interviews and System.
data from the
client.
Significance of the Study

This section will provide brief description on the various importance of the study.

To the School - The importance of the study focuses on the student’s demand and the need of

the school that will help a lot for their convenience.

To the Students - This will help them to process the transaction faster and accurately.

To the Researchers - The process and outcome of this study will produce a great benefits and

satisfaction to the school.

Scope and Limitation of the study

The study for the implementation of system which is automated dispensing system will be

conducted at San Pedro College of Business Administration. The school and its students are

interviewed to gather information and also on the researchers observation. In the making of

the machine, we will use the Arduino as microprocessor.

Interviews, inquiries, framework design and implementation will be carried out within August

2019 to May 2020 (end of the 2nd semester in A.Y. 2019-2020). Researcher will be the

conducting interview and discussion of the current process and system for better development

of the system.
“Power Electronic Dispenser with Inventory Management System” has a system that contains

database to the inventory systems to record the transaction of the requesting student. These

systems will automated the monitoring and recording for each process that will transact in

terms of request of the student’s needs to the school and easily provide electronic component

without hassle.

Definition of Terms

Database - a structured set of data held in a computer, especially one that is accessible in

various ways.

Dispenser - an automatic machine which is designed to release a specific amount of something.

Machine - an apparatus using or applying mechanical power and having several parts, each with

a definite function and together performing a particular task.

Inventory - a complete list of items such as property, goods in stock, or the contents of a

building.

Laboratory Custodian - a person that ensures the proper use and maintenance of laboratory

materials and equipment. Keeps laboratory supplies ready by inventorying stock; placing

orders; verifying receipt. Updates job knowledge by participating in educational opportunities;

reading technical publications.

System - a set of connected things or parts forming a complex whole, in particular.

Foreign Literature

According Esther Y Fung (2010), (Director of Pharmacy Operations, University Health Network, Toronto,

Ontario) & Belling Leung (Pharmacy Operations Leader, Princess Margaret Hospital, University Health

Network, Toronto, Ontario) Automated dispensing machines provide secure medication storage on

patient care units, along with electronic tracking of the use of narcotics and other controlled drugs.

Reports can be generated to help identify and prevent potential diversion. Automated dispensing

machines save nursing time by eliminating the need for manual end-of-shift narcotic counts in patient

care units. Before 2004, large quantities of floor stock were available in the operating rooms at Toronto

General Hospital, with narcotics and other controlled drugs being stocked manually in a double-locked

cabinet. This system was prone to many problems, including under- or over-stocking of inventory,

missing or inaccurate drug charges, no tracking of drugs and drug waste, and complicated manual

documentation procedures for narcotics and other controlled drugs. To improve efficiency and control

of narcotics and other medications in the operating suite, a system of automated dispensing machines

was implemented, in conjunction with a 24-h exchange program for anesthesia trays. This project began

in early 2003 and was completed in May 2004. Every anesthetist has now completed the required

training and is accountable for using this cabinet for the removal and return of narcotics and controlled

drugs to be administered during surgery. The goal of maximizing patient safety has been achieved

through the choice of automated dispensing machines with mini-drawers, which open only when a

specific medication is selected and which limit access to the selected quantities.
Local Literature

According to Melanie V. Lambiquet (2012), the research was designed to model a school vending

machine that uses a touch screen LCD to deliver new items not provided by existing commercial vending

machines. The goal was to develop equipment with new features and enhanced dispensing capabilities.

This investigation sought to address the following issues regarding the device: 1st manipulation of the

dispenser through the inputs of the user in the touch screen LCD 2nd display of the total amount of

product acquired in the machine 3rd ability of the vending machine to function even with power failure.

Experimental development method was utilized to construct the system and descriptive method was

also implemented to evaluate the functionality of the design. Nine purposively chosen evaluators

composed of students; non- teaching personnel and office employee were asked to participate in the

study.

Findings revealed that the device could function satisfactorily as evaluators strongly agreed to the

statements regarding the capabilities of the vending machine.

Foreign Studies

According to Sabek (2012), While people continue to seek comfort, more and more software is being

developed. Such software is a vending machine. Vending machines come in different styles as they are

designed for different purposes. Vending Machines are rarely found in the market of Egypt and its

industry hasn’t been made yet in addition to the increasing consumption of instant noodles within

different ages of people made the idea of designing & implementing an instant noodles vending

machine the availability of investing in a new virgin field with the knowhow of mechatronics can help in
making this project a successful and a practical realistic one. Before starting with details of the proposed

project, we will first talk about some facts and history about variety of vending machines (Sabek 2012).

Local Studies

According to Marrero (2011), The thesis entitled "Student Information System for the University of the

Cordilleras" demonstrated the advent of the idea of Information Systems (IS) in the early 1960s. More

often, when the information system is defined, the field of information science is always linked, and

Information Systems is an academic field that deals with the generation, collection, organization,

storage, retrieval and dissemination of recorded knowledge. Furthermore, it is a collection of related

components designed to support operations, management, and decision making in an organization.

Generally, Information Systems is supposed to inform people. Information System supports people or

users in making intelligent decisions based upon thein formation derived from reliable data

Synthesis of the Reviewed Literature and Studies

The information obtained by the advocate will be of great help in the implementation of the research.

The information and data contained in the related literature and research were related to the proposed

analysis by the advocate. They have realistic ideas, guidance and metrics in order to be able to deliver

the proposed research.

Similar literature and related studies have already shown similarities and differences. Both machine

systems are similar when it comes to usability in systems. The compilation of foreign and local studies

and literature referred to above was one of the proponents bases on how the proposed system would

be useful. It also offers suggestions for the new research by the advocate.
 CHAPTER 3 - METHODOLOGY

System Development Method

Researchers will be using the methodology for their system development. The methodology for system

development refers to the framework used to organize, plan and control the process for creating an

information system. Over the years, a wide range of such structures have evolved, each with its own

known strengths and weaknesses. A technique for system development is not inherently appropriate for

use by all projects. Each of the methodologies available are best suited for different types of projects,

based on a variety of technological, administrative, project and group considerations. Researchers will

choose the most suitable and effective technique for the design system.

Prototyping

The prototype methodology is an Iterative framework and a development process which allows

developers to create only the prototype of the solution to demonstrate its functionality to the clients

and make necessary modifications before developing the actual application. This method significantly

reduces the risk of failure, as potential risks can be identified in early stage and moderation steps can be

taken quickly. It helps in requirement gathering and requirement analysis when there is lack of

requirement documents. This attempts to reduce inherent project risk by breaking a project into smaller

segment and providing more ease-of-change during the development process.

Initial
Requirements
Requirement Analysis

Initial Requirements

Researchers will interview to gathering data and information on how the process or system works from

the client. With the given information, researchers will define the problem and formulate a solution as

their objectives for the study. The researchers and client will be having a discussion and agreement for

the project scope and system requirements. Researchers will search for the available materials needed

for the preparation to build the designed system for the proposed “Power Electronic Dispenser with

Inventory Management System”.

Planning

Researchers will be gathering and planning on how they can improve the system to become more

convenient, time saving and a stress-free flow of process for providing a good quality service.

Researchers will think about the activities needed to achieve the desired objectives

System Design

Researching will be sketching the system design layout through AutoCAD and Sketchup for them to

know the accurate measure and the precise placement of components and tools. System Design will be

the main reference for building the prototype project.

Researchers will base at the system design as reference for building a system prototype. Constructing

the placement of components and tools will ensure the compatibility for the prototype in the designed

system.

System Development

Researchers will construct a system process for defining, designing, testing and implementing a new

software application or program. It could include the internal development of customized systems, the

creation of database systems, or the acquisition of third party developed software.

Review and Updation

Researcher will make sure that the system prototype is ready to set up a software and hardware

application. The system needs to undergo for few updations whether there are some changes between

the design system and system prototype.

Coding and Testing, Implementation and Maintenance and Support

Researchers will create a system for the prototype software application to operate the project. Coding

and testing will be conducted in this phase as well as for the flow of the system. After coding the

necessary code for the system, implementing it to the system by installing the software application to

the hardware and it will also conduct an appropriate training for users, enabling the client to become

familiar with the system and to understand its functions. Researchers must define and implement
standards and adopt an appropriate system development life cycle methodology governing the process

of developing, acquiring, implementing, and maintaining computerized information systems and related

technology. From time to time, the system will be maintained to adapt changes in the inventory and

variety of electronic components of the client. The system should be evaluated in terms of its

performance and must be updated to ensure that it is not obsolete.

Requirements Specification

The system will be consisting of login for both the client and the student. The administrator will be the

laboratory custodian, for monitoring the database, managing the inventory system and approval for

requested components. The user will be the students for the one who will be filling up the request form

to be recorded to the database. When the admin approved the request form from the student, it will

automatically dispense the component listed in the form and changes the stock value in the inventory

system.

Requirements Modelling

The proposed system will be using Arduino as a microcontroller to be controlled inside the system as it

dispenses electronic component. For the tablet, the system will be an android application that will

connect through Bluetooth to the Arduino microcontroller. The android application will be having an

administrator and users. The power electronic inventory dispensing system is designed for a stress-free

flow of process and time saving for the client.

System Development (2007, October) Retrieved from

https://www.fca.gov/template-fca/download/ITManual/itsystemsdevelopment.pdf

Related Projects and Journals on Vending Machine (2008) Retrieved from

https://www.uniassignment.com/essay-samples/information-technology/vending-machines-come-in-

different-types-information-technology-

essay.php?fbclid=IwAR1NK4DVNkWR0B7s1uUbhPaoa8ytIdvlnLGOeHKX1PERLVq6XLluGCPQCuA

Guidance on the interdisciplinary safe use of automated dispensing cabinets Horsham (PA)Institute

for Safe Medication Practices (2009, September) Retrieved from

http://www.ismp.org/Tools/guidelines/ADC_Guidelines_Final.pdf

Hansen R. Product spotlight: automated dispensing cabinets from med DISPENSE Pharm Purch Prod

(2009, December) Retrieved from http://www.pppmag.com/documents/V4N12/p10.pdf

Automated dispensing cabinets in the Canadian environment ISMP Can Saf Bull 2007 (2009, October)

Retrieved from http://www.ismp-canada.org/download/safetyBulletins/ISMPCSB2007-03ADCs.pdf

Improving safety of automated dispensing devices (ADDs) USP Patient Saf CAPSLink 2007 (2009)

Retrieved from http://www.usp.org/pdf/EN/patientSafety/capsLink2007-01-01.pdf