The Intelligent Management System Of School Office Supplies

Office supplies management is an indispensable part of business for both enterprises and institutions. Its main purpose is to provide all kinds of necessary articles for office use with minimum article storage as well as to avoid article overstocking and shortage so as to ensure the normal functioning of enterprises and institutions.By using information technology in the management of office supplies, we may be able to strengthen the management of different sectors to reduce the unit management expenses. The technology also helps to do detailed statistic analysis of different information so that we may be able to discover various problems existing in current office supplies management and make adjustment accordingly. Consequently, we may be able to provide timely information for decision making in office supplies management and make it more scientific and more advanced. In the long run, we may be able to realize the systematic, standardized, and automatic management of office supplies.The information management system does the data processing, planning, controlling, predicting and helps decision making. Its specific functions are as follow:1.using standardized criteria to provide and process information so as to eliminate contradictory and incomplete data.2.Providing complete and timely data for management and decision making.3.Making objective prediction by utilizing the appointed data relation pattern to do data analysis.4.Providing specific reports for various levels of management departments with shortened analysis and explanation time.5.Providing accurate and reliable information with minimum expenses and shortest time so that the decision makers can make best choice in their implementation plan and thus increase the economic benefit of the enterprises.The current problems existing in the using and keeping of office supplies are as follow:1. Time wasting owing to the fact that both the storage recording table and the applying recording table are done manually.2. Constant mistake occurring owing to the manually processing of the accounts.3. inability to know the exact inventory as it is also done manually.4. inability to provide an accurate statistic data for the decision maker of the institution since it is rather time and energy consuming process in data collecting and figures calculating.5. it is very hard to collect data in the using of office supplies of every departments and it is very likely to make calculating mistakes.6. As office supplies are mostly myriad small articles, it is very likely to cause article missing or repeated applying problems when it is recorded manually.7. it is unable to make timely and accurate recording of the incoming and outgoing office supplies, leading to the result that the urgent needed articles are not there and the less needed goods are surplus.The research result shows that all the above listed problems can be solved. The findings are very beneficial with the following expected results.1.all the incoming and outgoing office supplies are done with computers rather than manually.2.all the latest surplus of office supplies obtainable.3.be able to inform the lack of inventory of office supplies and the items that need immediate purchase.4.be able to tell what office supplies are surplus and do not need further purchase.5.be able to tell the recording of the applying and the using of office supplies of different departments.6.be able to check the incoming and outgoing of every type of office supplies.7.be able to make the incoming, the outgoing and the surplus report table.8.be able to provide different executive power to different user.The system is designed to add, amend, delete, and check the basic, incoming, and outgoing information of office supplies. It will be able to get the surplus data by entering the incoming and outgoing information. As a result, it can make shortage forecast when the surplus is below the minimum inventory alarming figure and make surplus forecast when the inventory is above the maximum inventory alarming figure. The system will also be able to record all the incoming and outgoing of inventory and automatically make report sheets.We have adopted the SQL Server 2000 developed by Microsoft due to its easy application, flexibility, reliability and its improvements in its data storage. What's more, SQL Server 2000 is also a data processing and management system based on the end user and server relation.The reason why we choose Microsoft's Visual Basic 6.0 is because there are visual data processing tools and a new edition of Data Environment Designer so that we may be able to design visual Oracle and Microsoft SQL Server data base, creating reusable data checking order without leaving Visual Basic Environment.The main functions for the office supplies management system to complete are: application plan management; purchase plan management; basic information management; incoming information management; outgoing information management; surplus information management; statistic reports management; and system maintenance.