Inventory Control in Stores

Fall 2005 Final Report

Team:

Dec05-09

Client:

Senior Design Program

Faculty Advisor:

Dr. Degang Chen

Team Members:

Jeff Benson

Frederick Brown

Christopher Reed

Brian Wagner

REPORT DISCLAIMER NOTICE

DISCLAIMER: This document was developed as a part of the requirements of an electrical and computer engineering course at IowaStateUniversity, Ames, Iowa. This document does not constitute a professional engineering design or a professional land-surveying document. Although the information is intended to be accurate, the associated students, faculty, and IowaStateUniversity make no claims, promises, or guarantees about the accuracy, completeness, quality, or adequacy of the information. The user of this document shall ensure that any such use does not violate any laws with regard to professional licensing and certification requirements. This use includes any work resulting from this student-prepared document that is required to be under the responsible charge of a licensed engineer or surveyor. This document is copyrighted by the students who produced this document and the associated faculty advisors. No part may be reproduced without the written permission of the senior design course coordinator.

December 14, 2005

Table of Contents

1Introductory Materials

1.1Executive Summary

1.2Acknowledgement

1.3Problem Statement

1.3.1General Problem Statement

1.3.2Solution Approach

1.4Operating Environment

1.5Intended Users/Uses

1.5.1Intended Users

1.5.2Intended Uses

1.6Initial Assumptions and Limitations

1.6.1Current Assumptions

1.6.2Current Limitations

1.7Expected End-Product and Other Deliverables

1.7.1Deliverables

2End-Product Design

2.1Project Approach and Results

2.1.1Functional Requirements

2.1.2Design Requirements

2.1.3Design Constraints

2.1.4Approach Considerations and Results

2.1.4.1Technology Consideration

2.1.4.2RFID Connection

2.1.4.3RFID Power Source

2.1.4.4Software

2.1.4.5RFID Tag Type

2.1.4.6RFID Frequency Range

2.1.4.7RFID Antenna

2.2Detailed Design and Implementation Process

2.2.1Project Design

2.2.2Software Design

2.2.2.1Classes

Program Screenshots

2.2.3Problems Encountered

2.2.4Testing of End Product and Results

3Resources and Schedules

3.1Resource Requirements

3.1.1Personnel Effort Requirements

3.1.2Other Resource Requirements

3.1.3Financial Requirements

3.2Schedules

3.2.1Project Schedule

3.2.2Deliverable Schedule

4Closure Materials

4.1Project Evaluation

4.2Commercialization

4.3Project Continuation Recommendations

4.4Lessons Learned

4.5Risk Management

4.6Contact Information

4.6.1Client Contact Information

4.6.2Faculty Advisor Contact Information

4.6.3Student Team Contact Information

4.7Closing Summary

List of Figures

Figure 2.2.1—1: System Flowchart

Figure 2.2.1—2: Inventory Flowchart

Figure 2.2.1—3: Customer Flowchart

Figure 2.2.2—1: Screenshot of Main Inventory Window

Figure 2.2.2—2: Add To Inventory Manually Screenshot

Figure 2.2.2—3: Remove From Inventory Screenshot

Figure 2.2.2—4: Update Item Screenshot

Figure 2.2.2—5: Check Out Inventory Manually Screenshot

Figure 2.2.2—6: Return Item Screenshot

Figure 2.2.2—7: Screenshot of Main Customer Window

Figure 2.2.2—8: Add New Customer Screenshot

Figure 2.2.2—9: Delete Customer Screenshot

Figure 2.2.2—10: Update Customer Info Screenshot

Figure 2.2.2—11: View Customer History Screenshot

Figure 3.2.1—1: Original Project Tasks Schedule

Figure 3.2.1—2: Revised Project Tasks Schedule

Figure 3.2.2—1: Original Project Deliverable Schedule

Figure 3.2.2—2: Revised Project Deliverable Schedule

List of Tables

Table 2.1.41: Bar-code Versus RFID

Table 2.1.42: Active Tag Versus Passive Tag

Table 2.1.43: RFID Frequency Ranges

Table 2.2.21: DVD Class Info

Table 2.2.22: Customer Class

Table 3.1.11: Original Estimated Personal Effort Resource Requirement

Table 3.1.12: Revised Estimated Personal Effort Resource Requirement

Table 3.1.21: Original Estimated Required Resources

Table 3.1.22: Revised Estimate Required Resources

Table 3.1.23: Final Required Resources

Table 3.1.31: Original Estimated Project Costs

Table 3.1.32: Revised Estimated Project Costs

Table 3.1.33: Final Estimated Project Costs

List of Acronyms/Definitions

GUI – Graphical user interface

RFID – Radio frequency identification

RFID scanner/reader – A device used to communicate with the RFID tags.

RFID tag – A small object that can be attached to, or incorporated into a product that is used to store and retrieve data.

RS232 – Recommended Standard IEEE 232 [computer serial interface].

SQL – Standard computer language for accessing and manipulating databases.

1Introductory Materials

The following introductory material is required to develop a general idea of the project and express how the solution shall come about.

1.1Executive Summary

This report shall explain all of the components of the inventory control system. It shall explain what needs to work and how it works to be considered a success. The report shall show individuals the different ways that they can use the system. Along with the report a CD with the code shall also be attached, so that it can be verified that the system is just as it is described. There shall also be other code that can be used to populate the databases, so that the system can be tested with some slight modification.

1.2Acknowledgement

The team would like to thank Professor John Lamont, Professor Ralph Patterson III, and Professor Degang Chen for their assistance in defining the project and support through its completion. The team would also like to thank Adam Mishler and Jason Warschauer for their efforts in helping the team obtain a reader as well as the software components.

1.3Problem Statement

This section defines the problem and states the problem solution.

1.3.1General Problem Statement

Barcode technology is the leader in inventory control at the present time. However, there are flaws in the technology that limit its effectiveness. The amount of data that can be stored in a barcode, the need for human intervention, and the necessity for line-of-site to transfer data, are a few issues that can be negated using other technology.

1.3.2Solution Approach

The use of RFID can, in many cases, enhance the effectiveness of inventory control. The team shall research the possibilities of RFID technology, using the Internet and textbooks, and examine some of the improvements it has on the current barcode system. The team shall identify issues that can be resolved with the use of RFID and demonstrate its effectiveness. This shall be done by, first, analyzing the limitations of barcode technology, and then applying the new possibilities of RFID technology to propose solutions to correct some of the current issues.This shall be demonstrated through the creation of a mock DVD rental store. Through this store, the team shall show how a tag is scanned and how the data from that tag is added to the database.

1.4Operating Environment

The operating environment for this RFID system shall be a DVD rental store. Since there are so many different types of businesses with inventory needs, there are many possible scanners and tags that are available. In many cases, the equipment must be able to operate in high traffic areas. The readability of the reader is affected by moisture and temperatures outside the range of 0 to 50C, so the operating environment must be dry and within that range. Thus, the DVD rental store provides a great location for the RFID system.

1.5Intended Users/Uses

This section describes the intended users and uses of the final project.

1.5.1Intended Users

The intended user of the team’s RFID inventory control system is the DVD rental store. This system shall be setup to be mostly self-operated, but shall require a trained staff member, or inventory control manager, for troubleshooting and linkage of the system to the specific company software. The user also has the option to manually check-in or checkout customers or items if necessary. In order for simplicity, the system shall be developed for relatively easy setup and mild human interference, but shall require overseeing. It is assumed that the system user shall not apply moisture to the system or attempt to use the system outside of the temperature range.

1.5.2Intended Uses

The RFID inventory control system is used to track inventory, sales, and customers. It shall be designed for a DVD rental store that holds inventory and customer information. The system shall be able to manage and track inventory and sales, collect data, and can be linked to a security system. The system shall be able to scan in new items, display information about the item, write new information to the item tag, manage in and out of stock inventory, manage customers, and subtract items from inventory.

1.6Initial Assumptions and Limitations

The design team shall proceed with the project based on the assumptions and limitations listed within this section.

1.6.1Current Assumptions

Listed below are the current assumptions for the project.

RFID reader – The team shall obtain an RFID reader that shall perform all of the necessary tasks.

Interface – The GUI shall be able to interface with the RFID reader and the SQL database.

RFID tags – The tags shall be readable.

Data – The data taken from the tags shall be read to the setup database.

Software – The software shall be Windows compatible.

System – The system shall only track inventory going in/out of DVD rental business. The system shall not be standalone, it shall require some human interaction.

1.6.2Current Limitations

Listed below are the current limitations for the project.

Cost – The project budget is $150 and the cost of RFID readers and tags is, in most cases, more than this.

Size – Although the size of the RFID system is not a significant restraint as it shall be inside a retail store, this group has set a boundary of less than one cubic foot. This volume shall contain the reader hardware, but the external antenna shall not be included in this restraint.

Weight – Much like the size, this restraint is even less important to the overall product design, but a loose product weight limit has been set at five pounds. Once again, this includes only the main RFID hardware and excludes the antenna and PC that is running the inventory system.

Power – It is assumed that the power for the RFID unit shall be constant, and this team also therefore assumes that power loss is not a concern. Because of this, an alternate form of power shall not be necessary in the design of the RFID system.

RFID tag size – A size constraint is needed for the individual RFID tags, as they are required to fit inside DVD cases and other small items that a retailer may carry.

Standards – There is no set of standards established at the present time.

Temperature – The temperature range for this system to operate effectively is between 0 and 50C.

Liquid and metals – Radio frequency signal quality can be compromised in the presence of materials like metals and liquids.

Distance to read tag – Due to cost constraints the distance to read tag may be smaller than hoped.

RFID reader – Only a single reader must be used for this system.

1.7Expected End-Product and Other Deliverables

The end product of this project shall be contingent upon available funding and design time requirements.

1.7.1Deliverables

Listed below are the deliverables the team expects to complete by the end of the project.

Demonstration – The demonstration shall include a working model of a sample inventory control system using RFID technology. The system shall be linked to the team’s made-up DVD rental store. The team shall show how a tag is scanned, the information that can be collected, and how that information can be linked to a database. Initial research shall also be included.

Documentation – The documentation shall assist the user during operation of the inventory system.

Weekly e-mails – These shall update the instructors, advisors, and clients involved with the project on the work completed the previous week and ask recipients about any issues that have arisen during the previous week. They shall also serve as a plan for the upcoming week.

Project plan – The project plan outlined the basic objective of the project and included information about design restrictions, estimation of work, supplies necessary, and the process being used to develop the product.

Project poster – The project poster is a large, graphical description of the basic components, operation, and design of the project.

Oral presentation of the design results – The team shall give an oral presentation describing the progress achieved and the final design.

Design report – Describes progress made during the first semester and outlines the project plan for the second semester.

Final design report – A final report due at the end of the year detailing all aspects of the design process.

2End-Product Design

The end-project section of this report gives the client a brief description of all of the design constraints the inventory control system is designed around as well as the deliverables in this project.

2.1Project Approach and Results

The approach used section of this report examines each of the components that the group considered in the design of this project.

2.1.1Functional Requirements

The design objectives lead to the functional requirements of the inventory control system of the rental store, which are as follows:

Scanning capability- The system shall scan the RFID tags located on items and membership cards using an RFID scanner.

Data storage/management-The design shall collect and store data from the RFID reader or scanner on a computer using a R232 serial connection.

Software- Software shall be used to collect and process the retail information for the data.

Data control-The system shall allow manual entry into the database for adding membership and items.

2.1.2Design Requirements

Based on the problem statement, there are several necessary objectives that the system must meet. These objectives include the following:

Easy to use – The system shall need to be easy to use once it has been setup. It shall be a stand-alone system and shall require minimum human interface with the system itself in order to perform its functions.

Low maintenance – Once setup, the system shall be able to function with little input from an operator. The database shall be updated automatically and shall only require an employee to oversee the process. The software shall be equipped with an override feature that would allow the employee to take control.

Utilize RFID capabilities – The system shall display some of the nice features that RFID technology has to offer. These features shall demonstrate some of the benefits of using RFID over barcode technology.

2.1.3Design Constraints

Listed below are the constraints the team intends on following throughout the design.

Cost – The overall cost for the RFID hardware necessary to complete the project shall not exceed $150.

DVD – Tag shall not be able to be removed from DVD.

Customer

– Only one customer can walk by reader at a time.

– Each customer must have membership card with RFID tag on it.

– Customers must be at least three seconds apart.

– Each customer must hold membership card and items being rented within reader’s reading distance.

– Each customer must walk slowly by reader to allow enough time to read in membership card and items.

– Each customer won’t walk by scanner again with items just rented.

System user – A trained employee of the business is the only one who can add inventory into system.

2.1.4Approach Considerations and Results

This section describes the different types of technology and approach used to design the team’s inventory system.

2.1.4.1Technology Consideration

For a system solution, there are two possible inventory control scanning techniques that were considered. The technologies that were considered were bar coding, and RFID. The advantage of having bar code is that it is inexpensive, and has the potential to scan items from 40 feet away with 100 percent of accuracy. The disadvantages to having bar code are that it can only scan and read one bar code at a time, and requires line of sight to scan the bar code. The advantages for using RFID scanning techniques are the user can scan many RFID tags simultaneously, does not require line of sight to read each tag, and has a unique identification number with more data. The disadvantages to having RFID are that it can scan only items within a few feet, and scanning accuracy is less than 100 percent. Table 2.1.4—1 explains the advantages and disadvantages of bar code versus RFID. The technology chosen is to use RFID over bar coding because it is designed more for an inventory control environment and already has all the features needed in one convenient package. Depending on the type of product there are some advantages of RFID over bar coding. RFID is well suited for high-value products and also for high volume distribution centers where RFID can speed the velocity of the goods through the receiving and shipping process. RFID is a much better technology in "track and trace" applications where the user wants to be able to track goods through the supply chain.