The Pizza Company Inventory Tracking Database - Njit.edu

The Pizza Company
Inventory Tracking Database
Jim Lubey
Debbie Miksiewicz
DBM380
April 17, 2011

Table of Contents
Abstract 3
Business Rules 4
Elements of the Database 5
Tables / Entities 5
Attributes / Properties 5
Identifiers 5
Relationships 6
Cardinality 6
Entity-Relationship (E-R) Diagram 7
Schema 8
Delivery_Method Table 8
Employee Table 9
Ingredient Table 10
Ingredient_Category Table 11
Inventory_Transaction Table 12
Orders Table 13
Suppliers Table 14
Business Functions 15
Forms – General 15
Forms – Columns / Display Names 17
Reports 20
Summary 21
References 22
The Pizza Company Inventory Tracking Database 2

Abstract
The Pizza Company Inventory Tracking Database 3
The Pizza Company is a fictitious company chosen by the members of Team A to illustrate the development of an inventory system. In the
following diagrams, we will show the details of the inventory system as it applies to the various functional areas involved in the materials
management of the inventory of this pizza company. Covered in this paper are the business rules, the data base elements, and the requirements. We
will also discuss the schema and the entity relationship diagram that such a database would require, in addition to typical user reports.

Business Rules
The Pizza Company Inventory Tracking Database 4
As with any database, determining business rules was an important part of our design process. Users have specific requirements, which the
database must meet. During the data modeling stage, we attempted to determine what these rules are, and to adjust the database relations
accordingly. Understanding the business processes, and knowing how the business has decided to use the database information are critical.
The Pizza Company makes frozen pizzas and distributes them to supermarkets and grocery stores for sale to the public. In the tables and
relationships shown in this documentation, we show how each process step is dependent upon or related to the database model. The Pizza
Company employs several associates who have the authority to order (add to inventory) ingredients and to remove items from inventory to use in
the production of the pizza. These specially trained production control staff have an in-depth understanding of the company processes.
Generally, the Pizza Company buys ingredients, and the supplier delivers them. Occasionally the Pizza Company picks up a purchase in the
corporate vehicle. The company considers orders as changes to the ‘Ingredient warehouse’ indicating a ‘Purchased’ or ‘Used in Production’. Every
Order must have certain information, including the employee’s name that entered the order, and the Ingredient supplier’s name. The general
business rules are as follows:
• The company buys ingredients from several suppliers.
• Perishable ingredients have a percentage of shrinkage.
• The unit of measure for all of the Ingredients is the pound.
• The Ingredient_Name contains units of measure for bulk items used for packaging. (i.e.: “500 foot role of Z-wrap – 24 inches wide”)
• There are five categories of Ingredients. These are the crust, the toppings, the cheese, the sauce, and packaging.
• The Pizza Company employees have the authority to order or remove items from inventory.
• All required database fields must be complete to create an order.

Elements of the Database
Tables / Entities
Entities are items that the user wants to track. An entity class is a group of entities of the same type. We use seven tables:
� Delivery_Methods
� Employees
� Ingredients
� Ingredient_Categories
� Inventory_Transactions
� Orders
� Suppliers
Attributes / Properties
The Pizza Company Inventory Tracking Database 5
Attributes (also called properties) describe the characteristics of the entity, thus giving it definition. The table properties include the physical
name and conceptual name (which in this case are the same), columns, primary key, and indexes. Properties for columns include the physical
name, display name, data type and length, and whether or not it is a primary key and or required. The attributes of our ingredients are self-
describing, and therefore make ordering easier to understand.
Identifiers
Identifiers are those attributes that identify the entity instances (instances are representations of a specific entity.)

Relationships
The Pizza Company Inventory Tracking Database 6
Relationships describe how entities are associated with each other. There are three types of relationships, one to one, one to many, and many to
many. These relationships define how entity instances relate. Relationships also provide us with critical information about entity interactions.
In this project, there are six relationships. There is a relation of one to many between Ingredients and Ingredient_Categories. The relationship
between Orders and Delivery_Method and Orders and Employees are each one to one. The relationship between Orders and Suppliers is one to
many because sometimes a request for ingredients from manufacturing contains items from one or more suppliers. Orders to Suppliers (items
purchased) are always one order submitted to one supplier. The Inventory_Transaction table has a many to one relation to Ingredients and also a
many to one relation to Orders. The five relationship names are:
� Delivery_Method_Orders
� Ingredient_Ingredient_Category
� Inventory_Transaction_Ingredients
� Inventory_Transaction_Orders
� Orders_Employees
� Orders_Suppliers
Cardinality
In general, each relationship can also have a minimum and maximum cardinality associated with it to show which relationships are optional,
which are mandatory, and any numerical limitations on these relationships. The cardinality for this database is:
� Delivery_Method_Orders is 1:1
� Ingredient_Ingredient_Category is 1:1
� Inventory_Transaction_Ingredients is 1:1
� Inventory_Transaction_Orders: 1:N
� Orders_Employees: is N:1
� Orders_Suppliers is 1:1

Entity-Relationship (E-R) Diagram
The Pizza Company Inventory Tracking Database 7
To document the Pizza Company database, we used the following Entity-Relationship (E-R) diagrams. The following diagram graphically
depicts the various relationships, the associated cardinality, and the entity classes of the relationship.
Inventory_Transactions
PK Inventory_Transaction_ID
I1 Inventory_Transaction_Date
FK3,I2 Ingredient_ID
FK4 Order_ID
Inventory_Transaction_Description
Unit_Price
Units_Ordered
Units_Received
Units_Sold
Units_Shrinkage
Ingredients
PK Ingredient_ID
I1 Ingredient_Name
Ingredient_Description
FK2,I2 Ingredient_Category_ID
Unit_Price
Unit_Size
Reorder_Level
Discontinued
Lead_Time
The Pizza Company Inventory Tracking ERD
PK Order_ID
Orders
Order_Number
Order_Description
FK9,I1 Supplier_ID
FK6,I4 Employee_ID
I3 Order_Date_Time
Promised_Ready_Date_Time
Delivery_Date_Time
FK4 Delivery_ID
Delivery_Charge
Ingredient_Categories
PK Ingredient_Category_ID
I1 Ingredient_Category_Name
Suppliers
PK Supplier_ID
I2 Supplier_Name
Contact_Name
Contact_Title
Address
City
State
I3 Zip_Code
Phone
FAX
Payment_Terms
Remarks
Delivery_Methods
PK Delivery_ID
Delivery_Method
Employees
PK Employee_ID
First_Name
I1 Last_Name
Title
Work_Phone
Extension

Schema
The Pizza Company Inventory Tracking Database 8
The following schema defines aspects of the database, such as attributes (fields), domains, and parameters of the Pizza Company database. As
shown here, each table has specific definitions that apply to each item, and enforce some of the business rules.
Delivery_Method Table
Table Column Keys
Delivery_Methods
Data
Type
Delivery _ID PK Integer 10
Delivery
_Method
max Note
Auto
Counter
User
Input:
Data field
req
during a
trans.
VarChar 10 X
DBM
Input:
Data
fields
input
prior to a
trans.
Data
defaults
Permitted Value,
range of values,
or formula
X 0-9999999999 Autocounter
air; ground,
refrigerated truck,
will call
Comment
User Input - User may decide how we want it
shipped, when placing the order

Employee Table
Table Column Keys
Employee
Data
Type
Employee _ID PK Integer 10
max Note
Auto
Counter
User
Input:
Data field
req
during a
trans.
DBM
Input:
Data
fields
input
prior to a
trans.
Data
defaults
The Pizza Company Inventory Tracking Database 9
Permitted Value,
range of values,
or formula
X X 0-999999999
First _Name VarChar 30 X REQUIRED
Last _Name I1 VarChar 30 X REQUIRED
Title VarChar 50 X
Work _Phone VarChar 30 X REQUIRED
Extension VarChar 10 X
Comment
This would be a choice during transactions (auto
generated when record is created). An Employee
Form by user creates dropdown list for
Transaction (Use Ingredient or Order Ingredient)
This would be filled in by system during a
transaction, based on Employee _ID (user input
when employee record is created or edited)
This would be filled in by system during a
transaction, based on Employee _ID (user input
when employee record is created or edited)
This would be filled in by system during a
transaction, based on Employee_ID (user input
when employee record is created or edited)
This would be filled in by system during a
transaction, based on Employee_ID (user input
when employee record is created or edited)
This would be filled in by system during a
transaction, based on Employee _ID (user input
when employee record is created or edited)

Ingredient Table
Table Column Keys
Ingredients
Data
Type
Ingredient _ID PK Integer 10
Ingredient
_Name
Ingredients
_Description
Ingredient
_Category _ID
max Note
Auto
Counter
User
Input:
Data field
req
during a
trans.
DBM
Input:
Data
fie lds
input
prior to a
trans.
Data
defaults
Permitted Value,
range of values,
or formula
X X 0-999999999
I1 VarChar 50 X X
VarChar 50 X X
FK, I2 Integer 10 X
The Pizza Company Inventory Tracking Database 10
Comment
This would be a choice during transactions (auto
generated when record is created)
Ground beef,
Mushrooms, olives, This would be filled in by system during a
ham. Pineapple. transaction, based on Ingredient_ID (user input
Sausage. Green when Ingredient record is created or edited)
peppers, pepperoni
i.e.: for ground
beef the
description would
be "Lean Ground
Beef"
This would be filled in by system during a
transaction, based on Ingredient_ID (user input
when Ingredient record is created or edited)
See
Ingredient_Catego User selects Ingredient category from list
ry_ID in Ingredient (Ingredient form
Category Table
Unit _Price Currency 10 X
Cost at time of last
User enters in Ingredient form
purchase
Unit _Size VarChar 20 X
pound, each,
bushel etc…
depending on
supplier, and
User enters in Ingredient form
ReOrder _Level Integer 10 X
perishable, this is
User enters in Ingredient form
the number of day
it takes to reorder
and receive
This field indicates that the ingredient is no longer
Discontinued Boolean 2 X Yes - No
used at our company. Yes would make the item
not show up in any new dropdowns of ingredients.
User inputs this value.
Lead _Time VarChar 30 X
User enters in Ingredient form the date provided
by the seller

Ingredient_Category Table
Table Column Keys
Ingredient _Categories
Ingredient
_Category _ID
Ingredient
_Category
_Name
Data
Type
PK Integer 10
max Note
Auto
Counter
User
Input:
Data field
req
during a
trans.
DBM
Input:
Data
fields
input
prior to a
trans.
I1 VarChar 20 X
Data
defaults
The Pizza Company Inventory Tracking Database 11
Permitted Value,
range of values,
or formula
X 0-999999999 System
Initially these are:
Topping, Cheese,
Sauce Crust…
Comment
Form to add/edit/delete Ingredient Categories
Used for Order or purchases

Inventory_Transaction Table
Table Column Keys
Inventory_Transactions
Inventory
_Transaction
_ID
Inventory
_Transaction
_Date
Data
Type
PK Integer 10
max Note
Auto
Counter
User
Input:
Data field
req
during a
trans.
I1 Date/Time 15 X
DBM
Input:
Data
fields
input
prior to a
trans.
Data
defaults
The Pizza Company Inventory Tracking Database 12
Permitted Value,
range of values,
or formula
X 0-999999999 System
short date format
(I.e.: 01/01/1901)
Default is (today)
Comment
Ingredient _ID FK3 Integer 10 X
See
Ingredient_Catego
User selects Ingredient from list (Inventory Form)
ry_ID in Ingredient
Table
Order _ID
Inventory
FK4 Integer 10 X
See Order_ID in
Ingredient Table
Generated from order
_Transaction
_Description
VarChar 50 X Purchased; WIP user input
Unit _Price Currency 10 X from Ingredient table
Units _Ordered Integer 10 X from purchase or sale record
Units _Received Integer 10 X from purchase or sale record
Units _Sold Integer 10 X From Order table
Units
_Shrinkage
Integer 10 X
= (Units_Ordered -
User Input
Units_Received)

Orders Table
Table Column Keys
Data
Type
max Note
User
Input:
Data field
req
during a
trans.
DBM
Input:
Data
fields
input
prior to a
trans.
Data
defaults
The Pizza Company Inventory Tracking Database 13
Permitted Value,
range of values,
or formula
Comment
Orders
Order _ID PK Integer 10
Auto
Counter
X 0-999999999
This would be a choice during transactions (auto
generated when record is created)
Order _Number VarChar 30 X User Input
Order
_Description
VarChar 255 X User Input
Supplier _ID FK9, I1 Integer 10 X
User Chooses from list created from Supplier
Form
Employee _ID FK6, I4 Integer 10 X
User Chooses from list created from Employee
Form
Order _Date
_Time
Date/Time 15 X
long date format
(I.e.: 01/01/1901
5:00 PM)
User Input
Promised
long date format
_Ready _Date Date/Time 15 X
(I.e.: 01/01/1901 User Input
_Time
5:00 PM)
Deliver _Date
_Time
Date/Time 15 X
long date format
(I.e.: 01/01/1901
5:00 PM)
User Input
Delivery _ID FK4 Integer 10 X
User Chooses from list created from Delivery
Type Form
Delivery
_Charge
Currency 10 X X
depends on
delivery method
When a delivery method is selected, related charge
will be displayed

Suppliers Table
Table Column Keys
Data
Type
max Note
User
Input:
Data field
req
during a
trans.
DBM
Input:
Data
fields
input
prior to a
trans.
Data
defaults
Permitted Value,
range of values,
or formula
The Pizza Company Inventory Tracking Database 14
Comment
Suppliers
Supplier _ID PK Integer 10
Auto
Counter
X 0-999999999
This would be a choice during transactions (auto
generated when record is created)
This would be filled in by system during a
Supplier _Name I2 VarChar 50 X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
Contact _Name VarChar 50 X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
Contact _Title VarChar 50 X X
transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
Address VarChar 255 X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
City VarChar 50 X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
State VarChar 20 X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
Zip _Code I3 VarChar 20 X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
Phone VarChar 30 X X REQUIRED transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
This would be filled in by system during a
FAX VarChar 30 X X
transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
Payment
_Terms
VarChar 255 X X REQUIRED
This would be filled in by system during a
transaction, based on Supplier_ID (user input
when Supplier record is created or edited)
Remarks VarChar 255 X User Input

Business Functions
Forms – General
The Pizza Company Inventory Tracking Database 15
There will be six forms and two child forms used to add, edit or delete records. The parent forms are the Employee Form, the Supplier Form,
the Delivery Method Form, the Ingredient Form, and the Ingredient Category Form. The Child forms are the Purchase Order sub form, and the
Ingredient sub form.
The Purchase Order sub form is contained on the Orders Form. The Ingredient sub form is found on the Ingredients form.
The purpose of the Purchase Order Form is to create a printable request for ingredients, that can be faxed or mailed to a supplier, while the
Ingredients sub form is used to maintain a record of transactions affecting an particular ingredient.
Before using the system to keep track of inventory, someone must enter employees, suppliers, ingredient categories and Delivery methods.
Note: Employees with the appropriate permission can add new employees, suppliers, ingredients categories, and delivery methods as needed while
creating an order.
The Employee Form, the Supplier Form, The Delivery Method Form and the Ingredient Category Form are simple forms to record data used
for the more complex Ingredient from, queries and reports.
These initial records will be used to choose from, when a user creates orders and other inventory transactions.
Employees use the Ingredient Form to initially describe the particular ingredient and later to record transaction, using the sub form to record items
that remove items from inventory. There are two calculated fields on the form displaying current on hand and on-order quantities.

The Pizza Company Inventory Tracking Database 16
A user would use the Order form to add Ingredient quantities to the inventory. After creating an order, the user will have the option to create a
printable purchase order to send to a supplier. Order transaction, which add to the inventory and transactions that subtract from inventory (entered
directly into the Ingredient sub form) are all maintained in the Inventory_Transaction table, and are displayed in the Ingredient sub form.
Ingredients sub form depicted as a table on the Ingredient parent form.
Date Order ID Ingredient Description # Ordered # Received
7/20/2002 102 Tomatoes
# Used
in MFG # Shrinkage
Purchase from Albino’s
Produce Co. 10 0 1 2
7/23/2002 102 Tomatoes
Received from Albino’s
Produce Co. 0 10 0 0
7/24/2002 Tomatoes Sent to MFG 0 0 5 0
7/24/2002 Tomatoes Removed spoiled items 0 0 0 0.5
Purchase Order sub form for order # 102 depicted as a table on the Orders parent form.
Date Ingredient # Ordered Unit Price Line Total
7/20/2002 Tomatoes 10 $12.50 $ 125.00
7/20/2002 Green Peppers 2 $23.00 $46.00
7/20/2002 Mushrooms 4 $32.00 $128.00

Forms – Columns / Display Names
The following table describes the display names and row sources for each form and sub forms used in the system.
Form Name Source Column Display
Name
Categories Form Ingredient_Categories Ingredient_Category_ID Category ID
Ingredient_Category_Name Category
Name
Delivery Methods Delivery_Methods Delivery_Method_ID Delivery
Form
Method ID
Delivery_Method Delivery
method
Employees Form Employees Employee_ID Employee ID
First_Name First Name
Last_Name Last Name
Title Title
Work_Phone Phone
Extension Extension
Ingredients Form Ingredients Ingredient_ID Ingredient ID
Ingredient_Name Ingredient
Name
Ingredient_ Description Ingredient
Description
Ingredient_Category_ID Category
Unit_Price Unit Price
Reorder_Level Reorder
Level
Discontinued Discontinued
Lead_Time Lead Time
Units On
Hand
Units on
Order
Ingredient
List
Ingredient
Subform
Ingredients Order_Date Date
The Pizza Company Inventory Tracking Database 17
Notes
Units_received - Units_Sold -
Units_Shrinkage
Units_Ordered - Units_Received
See Ingredient Sub form

The Pizza Company Inventory Tracking Database 18
Form Name Source Column Display
Name
Notes
Ingredients Ingredient Ingredient
Inventory_Transactions Units_Ordered Units
Ordered
Ingredients Unit_Price Unit Price
Line Total Units_Ordered * Unit_Price
Order Form Orders Order_ID Order ID
Order_Number Order
Number
Order_Description Description
Supplier_ID Supplier SELECT DISTINCTROW Suppliers.*
FROM Suppliers ORDER BY
[Suppliers].[Supplier_Name];
Employee_ID Employee SELECT [Employee_ID],
[Last_Name] & ", " & [First_Name]
FROM Employees ORDER BY
[Last_Name] & ", " & [First_Name];
Order_Date_Time Order Date
Date_Required Date
Required
Promised_Ready_Date_Time Date
Promised
Ship_Date Ship Date
Delivery_Method_ID Delivery SELECT DISTINCTROW
Method [Delivery_Methods]. * FROM
[Delivery_ Methods] ORDER BY
[Delivery_Methods].Delivery_Method;
Delivery_Charge Delivery
Charge
Inventory
Order List
See Purchase Order Sub form
Purchase Order
(Subform)
Inventory_Transactions TransactionDate_Date Date
Ingredient Ingredient_ID Ingredient SELECT DISTINCTROW Ingredients.
* FROM Ingredients ORDER BY
[Ingredients].[Ingredient_Name];
Inventory_Transactions Units_Ordered Units Orderd
Inventory_Transactions Unit_Price Unit Price

The Pizza Company Inventory Tracking Database 19
Form Name Source Column Display
Name
Notes
Line Total Unit_Price * Units_Ordered
Suppliers Form Suppliers Supplier_ID Supplier ID Hidden
Supplier_Name Supplier
Name
Contact_Name Contact
Name
Contact_Title Contact Title
Address Address
City City
State State
Zip_Code Zip Code
Phone Phone
Number
FAX Fax Number
Payment_Terms Payment
Terms
Remarks Remarks

The five Reports that The Pizza Company initially requires are:
Reports
The Ingredient Cost Comparison Report (by date and supplier) generated from a Select Statement that will result in a report showing the
Ingredient_Name, Supplier_Name, Average Unit_Price, Total Units, and summaries. Employees use this report to determine the best average price
that a supplier offers, for a particular ingredient.
The Ingredients Purchased Report (by date and supplier name) generated from a Select Statement and will display the Ingredient_Name, The
Supplier_Name, The Average Unit_Price, the Total_Units and summaries. This report will summarize ingredients purchased from various
suppliers.
The Inventory Summary Report generated from a Select Statement shows quantities coming in and going out of stock. The fields that will be
included are: Ingredient_Name, Reorder_Level, Lead _Time, Number In Stock, and Number on Order. This report will be viewed/printed daily to
determine what if anything should be ordered.
The Ingredient Transaction Detail Report (sorted by date) generated from a Select Statement shows the history of all ingredients. The fields
included are Ingredient_Name, Transaction_Date, transaction_Description, Unit_Price, Units_Ordered, Units_Received, Units_Sold, and
Units_Shrinkage.
The Purchase Order is the hard copy of an order to be sent to a supplier. It is generated from a Select Statement and contains the Employee’s
First_Name, Last_Name, Order_Date, Order_ID, Order_Number, Date_Required, Date_Promised, Delivery_Method, Order_Description. The
supplier portion will include Supplier_Name, Contact_Name, Address, City, State, Phone, and Fax. The Ingredient portion of the document will
include the Ingredient_ID, Ingredient_Name, Units_Ordered, Unite_Price, and a line subtotal. There will also be a grand total displayed.

Summary
The Pizza Company Inventory Tracking Database 21
The Pizza Company is a fictitious company chosen by the members of Team A to illustrate the development of an inventory system. In the
preceding pages, we demonstrated the step-by-step requirements needed to develop a productive database that would satisfy the requirements of
this particular company. We have shown the details of the inventory system as it applies to the various functional areas involved in the materials
management of the inventory, and how the ordering process is controlled. The comprehensive set of business rules was created to set the database
criteria so those business requirements were met. Finally, documentation of the schema and entity-relationships serves as a visual guide that shows
the user how the database fields relate to one another, in addition to providing a clear map for report generation.
Developing a database is a complex process, requiring that both the potential users and the database developer work together to create one
vision of the completed product. While every design may require some adjustments once in actual implementation, using the tools we have shown
here will go a long way towards creating a near perfect product. Documentation is critical, not only in the design phase, but for future
programmers who may need to maintain this database in the future. At the Pizza Company, Team A has provided such documentation.

References
The Pizza Company Inventory Tracking Database 22
Kroenke, D. M. (2000). Database Processing: Fundamentals, Design and Implementation: Sections 1-6 (University of Phoenix Custom Edition).
Needham Heights, MA: Pearson Custom Publishing.
Kroenke, D. M. (2002). Database Processing: Fundamentals, Design and Implementation: 8 th edition. Upper Saddle River, NJ: Pearson
Education.