Ban Nong Bong School is a small primary school with limited personnel, which has resulted in non-standardized inventory management practices. Reliance on manual record-keeping and paper-based documents has caused undocumented withdrawals, duplicated requests, and equipment loss. This study aims to develop a prototype information system for recording and managing equipment withdrawals by applying systems engineering principles together with Lean management concepts, tailored to the context of a small educational institution. This research follows an applied research approach. The prototype information system was developed using spreadsheet-based software, such as Microsoft Excel or Google Sheets, with the data structure designed in a single worksheet. The system integrates withdrawal recording, item receiving, and remaining inventory calculation into one workflow. Lean techniques were applied to reduce unnecessary steps, including eliminating paper-based withdrawal forms and consolidating multiple recording processes into a single worksheet. The system was tested with 10 teachers and staff members of Ban Nong Bong School over a two-month trial period, using data from actual system usage and user satisfaction questionnaires. The results show that after implementing the prototype system, no duplicated withdrawals and no equipment loss were observed during the trial period, compared with the pre-implementation phase in which two duplicated withdrawals and three missing items were identified. Overall user satisfaction was high, with an average score of 4.6 out of 5. These findings indicate that a simple spreadsheet-based information system combined with Lean-based process simplification can effectively improve inventory control in small primary schools without requiring complex or costly technologies.

Keywords

systems engineering, inventory management, lean management, spreadsheet-based system, small primary school