Analysis and Design of an Inventory Management Information System

Study Case Analysis and Design of an Inventory Management Information System Based on the Design Thinking Approach at the University of Cincinnati Michael Kurniawan (2018123456) University of Cincinnati, 2600 Clifton Ave, Cincinnati, OH 45221, United States kurniaml@mail.uc.edu Abstract The Software Engineering Program at the University of Cincinnati has implemented a web-based information system to manage laboratory equipment inventory. However, the existing system still has several limitations. The entire process of recording equipment borrowing and return data is still carried out by administrators or computer lab assistants, not by users or borrowers directly. In addition, the system currently in use does not have a report generation feature. This study aims to analyze and design a more modern inventory information system by adding several new features such as automatic report generation, notifications, damaged item management, inventory deletion, and the implementation of digital letters. Furthermore, this research applies the design thinking method to redefine problems and produce innovative solutions centered on user needs. The design thinking approach consists of five main stages, namely empathize, define, ideate, prototype, and test, which are used to systematically address problems. The results of this research are in the form of a Software Requirement Specification (SRS) document that provides a complete description of the system to be developed. The analysis was conducted using Unified Modeling Language (UML) to visualize the structure and processes of the system. Testing was conducted with usability testing using the System Usability Scale (SUS). The test results showed that the system was accessible and efficient, but it scored 51.5, which was below the good standard (68). Keywords: Inventory, Design Thinking, Unified Modeling Language, Usability Testing, System Usability Scale MICHAEL KURNIAWAN 1 Study Case INTRODUCTION The use of technology in educational institutions is very important, especially in the modern era with its rapid technological developments. This development requires every sector to be able to manage data and information quickly, precisely, and accurately [1]. The main factors that influence technological progress are the quality of human resources (HR) and natural resources (NR) available. Every university has various facilities to support academic activities, including equipment and items used for teaching and learning activities. All these assets must be recorded in a structured inventory system. According to Merriam-Webster Dictionary, inventory is defined as a complete list of all assets or items owned by an organization, company, or institution that are used to carry out operational functions. At the University of Cincinnati, the Software Engineering Study Program has been using a web-based information system to record, monitor, and manage laboratory inventory. Although this system helps improve work efficiency, several shortcomings have been found. The entire process of recording the borrowing and return of items is still carried out by the administrator or laboratory assistant, not by the borrower directly. In addition, the system does not yet implement multi-user access levels, so access rights between users are not yet differentiated. Some items are also not yet equipped with a unique item ID that can be linked to inventory data in the system. The existing system also does not provide a feature for creating inventory reports according to laboratory needs. To overcome these problems, this study focuses on redesigning the inventory system by adding several new features, including: 1. A self-service borrowing and returning feature, with digital approval by the Head of the Laboratory and the Head of the Study Program using digital signatures. 2. A feature for scanning items using QR codes to display inventory details in real time [2]. 3. An automatic report generation module so that laboratory assistants can produce inventory reports more quickly and efficiently. 4. The addition of a feature to record damaged or items to be destroyed. This study focuses on analyzing the system process flow and designing wireframes as the initial stage of development. The design thinking approach is used to redefine MICHAEL KURNIAWAN 2 Study Case problems and produce innovative solutions based on user needs. The novelty of this research lies in the application of design thinking in the development of a user-oriented (human-centered design) inventory information system. In addition, the integration of QR codes for real-time item identification and the use of digital signatures in administrative processes speeds up validation and enhances transaction security. This research also produced a structured and comprehensive Software Requirement Specification (SRS) document as a technical guide for system developers. With a measurable and user-needs-based approach, this research is expected to improve the efficiency and effectiveness of inventory management in academic environments. RESEARCH METHOD This research method consists of four main stages: determining research instruments, data collection, data analysis, and applying the design thinking method. Research Instruments The instruments used in this study include the following software and hardware: 1. Software a. Figma b. Google Chrome c. StarUML d. Windows 11 Operating System 2. Hardware a. Laptop b. AMD Ryzen 5 Processor c. 8 GB RAM d. 1 TB HDD e. 250 GB SSD Data Collection Procedures Data was collected using three main methods: interviews, observation, and literature study. 1. Interviews Interviews were conducted with the parties responsible for managing the laboratory inventory in the Software Engineering Study Program at the University of Cincinnati, MICHAEL KURNIAWAN 3 Study Case namely the laboratory assistants. From the interviews, it was found that the existing system did not provide direct access for students and lecturers to borrow items. In addition, there were no features for reporting, recording damaged items, managing items to be destroyed, or an automatic notification system. 2. Observation Observations were made by directly reviewing the existing inventory system. The research team received documentation in the form of screenshots from the existing system and observed its actual use to identify weaknesses and potential developments. 3. Literature Study This stage was carried out by reviewing academic literature, books, journals, and research reports related to inventory information systems, design thinking methods, and usability testing approaches. Data Analysis Techniques This study uses a qualitative approach [3], which focuses on in-depth observation of real conditions in the field. This approach allows researchers to develop conceptual theories based on empirical findings. In the analysis stage, Unified Modeling Language (UML) is used to visualize process flows and system structures [4]. This approach helps produce more flexible and measurable designs. The collected data is processed through situational descriptions, field notes, and supporting documentation. Proposed Method: Design Thinking This study adopts the design thinking method [5], which consists of five main stages to produce user-oriented innovative solutions: 1. Empathize – Collect data through observation and direct interaction with users to understand their needs and problems. 2. Define – Analyze and formulate the core problem based on the results of previous observations. 3. Ideate – Identify various creative alternative solutions to solve the problems found. 4. Prototype – Develop a wireframe design as a visual representation of the proposed solution. 5. Test – Test the design by distributing questionnaires and obtaining user feedback to assess the effectiveness of the solution. MICHAEL KURNIAWAN 4 Study Case Method Testing The evaluation was conducted using usability testing with the System Usability Scale (SUS) instrument [6]. Users were asked to answer a questionnaire that assessed the ease of use, efficiency, and satisfaction with the system. The results of the SUS were used to determine the level of system feasibility and identify aspects that needed improvement. RESULTS AND DISCUSSION Empathize Based on interviews with the Laboratory Assistant of the Software Engineering Technology Program at the University of Cincinnati, several obstacles were found in the current inventory system, including: 1. The system cannot be accessed directly by students or lecturers to borrow items. The borrowing process still requires an official request letter signed by the Program Chair and Laboratory Head. 2. There is no feature for recording items that have been severely damaged or destroyed. 3. The system does not yet have an automatic notification feature for users. 4. There is no feature for generating reports systematically. The basic requirements for the new inventory system include: 1. Each user has an individual account created by the Laboratory Assistant. 2. Requests for borrowing items will be generated automatically by the system. 3. The Program Chair and Laboratory Head can give digital approval or rejection for each borrowing request. 4. Borrowing can only be done at least two weeks before the item is used. 5. The return process is accompanied by photos of the condition of the items and a description after use. 6. The Laboratory Assistant verifies the condition of the items and approves the return. 7. Requests to purchase new items require tiered approval from the Program Chair, Associate Director, Director, and Foundation. 8. The Foundation Finance Department only has access to view data on items that have been approved. MICHAEL KURNIAWAN 5 Study Case 9. The destruction of items must be approved by the Program Chair and submitted by the Laboratory Assistant. 10. Heavily damaged, lost, or destroyed items will be accompanied by an official report signed by the Program Chair. The following is a system flowchart illustrating the process of borrowing, returning, checking the condition, submitting, and placing items: Figure 1. Item Borrowing Flowchart. In the borrowing process, users submit a request letter to the Laboratory Head. Once approved, the document is forwarded to the Program Chair for digital signing. The use of digital signatures provides an additional layer of authentication to ensure document authenticity and prevent unauthorized modification during transmission. Figure 2. Item Return Flowchart. MICHAEL KURNIAWAN 6 Study Case After the items are returned, the Laboratory Assistant checks their condition. If they are in good condition, the items are accepted back; if they are damaged and cannot be replaced, an official damage report is created. Figure 3. Item Condition Checking Flow. Periodic checks are conducted to ensure that the condition of items in the system matches their actual condition. If damage is found, the Laboratory Assistant creates an incident report. Figure 4. Item Placement Flow. MICHAEL KURNIAWAN 7 Study Case Each item is recorded according to its storage location. If a transfer occurs, the location data is updated in the system. Figure 5. Item Submission Flow. New items can come from three sources: study program funds, university funds, or assistance from the Foundation. Submissions are made through a purchase request by the Laboratory Assistant, which must then be approved sequentially by the Program Chair, Associate Director, Director, and Foundation. Once approved, the finance department arranges the purchase process. Define This inventory system will be used by six types of users: 1. Program Chair Responsible for approving or rejecting item loans, requests, and disposals, as well as monitoring all inventory data. 2. Laboratory Head Oversees laboratory activities, approves loans, and monitors item data and loan activities, but does not have the authority to approve requests or disposal of items. 3. Laboratory Assistant Responsible for operational inventory management, periodic checks, report generation, and user access rights management. MICHAEL KURNIAWAN 8 Study Case 4. Students and Lecturers (Students and Faculty) Can submit requests to borrow and return items. For faculty from other departments, permission from the Laboratory Head is sufficient, while for the same program, additional approval from the Program Chair is required. 5. Director, Associate Director, and Foundation Responsible for approving or rejecting new item requests and monitoring approved inventory data. 6. Finance Foundation Has access only to view approved items and is tasked with arranging purchases or procurement of items. Ideate This system is designed using the Entity Relationship Physical Data Model (PDM) to define the database structure (see Figure 6). The relationship between tables is oneto-many, with a total of 17 interconnected tables. Columns marked PK (Primary Key) indicate unique data, while FK (Foreign Key) indicates relationships between tables. In addition, Unified Modeling Language (UML) is used to support data flow analysis and system interactions. Figure 6. Physical Data Model Schema. MICHAEL KURNIAWAN 9 Study Case Prototype The system has a wireframe design that serves as an initial framework for developing a mock-up user interface. Figure 7. Inventory System Prototype. The item data page displays an inventory list that can be filtered by specific categories, facilitating data management and retrieval. Testing Effectiveness and efficiency testing was conducted using usability testing and the System Usability Scale (SUS) method. Five respondents ran a series of test scenarios as described in Table 1. Table 1. Usability Testing Scenario Tasks. MICHAEL KURNIAWAN 10 Study Case After running the scenarios, respondents filled out 10 statements presented in Table 2. Table 2. System Usability Scale Statement Instrument. Usability Testing The effectiveness of the system was measured based on the level of task success, which was grouped as follows: S = Success, PS = Partial Success, F = Failure Table 3. Test Results for Effectiveness Values. MICHAEL KURNIAWAN 11 Study Case Based on the results in the table, the system achieved an effectiveness level of 99%, calculated using the success rate formula: Figure 8. Effectiveness Calculation Results. For efficiency, completion time was measured in seconds (Table 4) and achieved 100% efficiency, as shown in Figure 9. Table 4. Efficiency Test Results. Figure 9. Efficiency Calculation Results. MICHAEL KURNIAWAN 12 Study Case System Usability Scale Respondents filled out a questionnaire containing 10 statements via a QR Code link. The results were processed using the SUS method, producing initial data as shown in Table 5. Table 5. Initial Questionnaire Results. The average SUS value was calculated using the standard formula and the results are shown in Table 6, with an average score of 51.5. Table 6. SUS Average Calculation Results. Based on the SUS scale interpretation, this score is categorized as Grade D, indicating that the system is still at a “fairly satisfactory” level. To achieve the “good” category, the score must be above 68. MICHAEL KURNIAWAN 13 Study Case CONCLUSION Through the application of the Design Thinking method, this study successfully identified user needs and guided the development of an efficient and easy-to-use inventory system at the University of Cincinnati. The Define stage helped to outline the functional requirements of the system in a structured manner, while Ideate produced diagram designs and an Entity Relationship Schema (PDM) as the basis for database creation. The wireframe design provided an initial overview of the interface design before it was developed into a mock-up. Testing results showed that the system had an effectiveness rate of 99% and an efficiency rate of 100%, based on trials with five respondents, including a Laboratory Assistant. Thus, this system has met good standards of effectiveness and efficiency to support inventory management in an academic environment. MICHAEL KURNIAWAN 14 Study Case REFERENCE MICHAEL KURNIAWAN 15