Abstract

The efficiency of an industrial manufacturer requires seamless planning and operations. Real-
time information management and decision systems can help improve the sales and accounting
efficiency by reducing delays and interruptions due to manual labors.

This project documentation is an Information Systems (IS) project report for an automated
inventory control and management system that is applicable to Horticultural Crops Development
Authority Limited. It provides a complete inventory management and planning system
framework that may be connected to information or other specific systems of the factory.

The report introduces the system and relates it to other similar systems that exist. It provides the
background to the problem, states the problems experienced with the current (MS-Excel) system
and the necessary changes required in making the system efficient and effective. The system will
ease up inventory keeping and keep track of exports, production as well as distribution of fruits,
flowers and vegetables. It will also serve as a database resource for employees/ distributers
customers/ suppliers seeking information about their previous transactions/ interactions with the
company.

System requirements as well as the research and system development methodology are
highlighted in this report. Also highlighted are the data collection methods, processing, analysis
and evaluation activities, diagrammatic techniques such as User Case Diagrams, User narratives,
Conceptual diagram and Database Schema that show the general flow of the system and its
relationship from one component to schema.

The programming language that was used in developing the system together with the database
and other miscellaneous design structures are also briefly discussed. Project testing, integration
and acceptance are also discussed in depth highlighting the various tools and techniques
employed.

This report includes the user guide, part of the system code and the installation manual. The
problems that were encountered and their respective solutions found together with the reference
materials used for literature review and for the complete development of the system have been
stated as well.
 Acknowledgement/Appreciation
My heartfelt gratitude and sincere appreciation goes to God who gave me the strength to
accomplish the system and to deliver its objectives as stipulated in the project proposal and
making it a success. God, you were the light at the end of the tunnel, thanks for guiding me
throughout the project life cycle.

This project won’t have come this far without my fellow student Michael Saisi. He did a
tremendous job of putting his energy and wisdom, in helping me put my ideas and thoughts
to paper and project completion. Am deeply grateful.

I could have done very little if my project supervisor, Mr. Nelson Ochieng had not left his door
wide open for me to seek guidance. He did a remarkable job of ensuring i worked within my
project schedule and did accomplish all the set objectives. Am tremendously grateful.

To my fellow colleagues in Strathmore who we happened to brainstorm, you guys were a source
of inspiration and you gave me the determination to complete my project. May God bless you
and take care of you and show you the right way forward to live and be people of character and
integrity to be of good influence in the market place.

Finally, I would like to thank Horticultural Crops Development Authority ltd and the Director,
Mr. Joseph Serem for having immense faith in me, allowing me develop a system for the
company as a way of developing my programming skills. May God bless them.
 Glossary

Adjustment account - The account against which adjustments to inventory are usually
offset. A debit to the inventory account by an adjustment transaction usually results in a credit to
the adjustment account and vice versa. This account is usually set up as a cost-of-goods sold
account.

Allocated inventoried item - The reserved quantity for unprocessed demands of an inventoried
item based on orders and requisitions. Allocated inventory is maintained by location in the
Warehouse system.

Allocation - A Warehouse system process that reserves inventory quantity for an open case,
requisition, customer order, or work order.

Allocation details - The quantity of an inventoried item that is reserved from a bin, lot,
Serial number or multiple unit of measure. For example, drug companies can allocate inventory
by bin and lot.

Allocation. Alternate location - An alternate location for a vendor or customer that is used to
track remit-to or purchase-from payment processing information under a single vendor or
customer number.

H.C.D.A – Horticultural Crops Development Authority Limited