Information Systems Development Plan for Petro Gazz in Tubod, Carmen, Davao Del Norte

Information Systems Development Plan for Petro Gazz in Tubod, Carmen, Davao Del Norte

Kevin B. Miguel¹, Jhun Rey M. Flores², Stacey Marie Nicole G. Monta³

^1,2Student, Bachelor of Science in Information Systems, Davao Del Norte State College

³Faculty, Davao Del Norte State College

DOI: https://dx.doi.org/10.47772/IJRISS.2025.90600059

Received: 27 May 2025; Accepted: 28 May 2025; Published: 28 June 2025

ABSTRACT

This document provides a basis for developing an information system to improve Petro Gazz activity. Petro Gazz distributes fuel through gas station outlets. This framework encompasses the installation of two requisite systems, a Fuel Monitoring System (FMS) and a Biometric Time and Attendance System (BTAS), which will solve the issues resulting from the manual process of recording the attendance of employees and fuel inventory, which may cause inefficiencies and hinder sound judgment. The deployment of monitoring systems should significantly lessen the errors in the documentation and allow for quality monitoring of the commitments completed on a day-to-day basis, leading to valuable savings from monitoring the people’s resources for workplace health and safety, product accountability, and employee productivity through effective supervision. Errors are minimized by no longer relying on the attendance monitoring and fuel consumption of employees to be completed by hand, allowing for improved resource use and customer service. The economic benefits of this process are increased accuracy, enhanced productivity, and return on investment. This research is predicated on the need for improved technological processes in the retail fuel industry concerning adaptation to the modern consumer’s needs in the digital age. 

 Keywords: Fuel Inventory Control, Biometric Time Attendance, Business Operating Efficiency, Technology Convergence, Retail IT Integration

INTRODUCTION

Background of the Company

Petro Gazz was founded in 2012 as a homegrown fuel supplier in the Philippines that represents a quality fuel provider to the average motorist at an affordable price. Founder Ramon Villavicencio is a well-known veteran of the energy sector and current chair of Basic Energy Corporation. Through dependable service, Petro Gazz aspires to create a performance standard that allows them to match the fuel performance and prices of the large equity international oil companies and create a reputation for reliability in a competitive world where cost and quality are key distinguishing features. They provide several fuel types, including Diesel Gazz and Unleaded Gazz. Petro Gazz has grown to 220+ service stations throughout Luzon, Visayas and Mindanao. They have many of their stations with convenience stores, car care, digital payment options, and a premium fuel line for engine performance. Petro Gazz’s slogan, “Fuel Happy,” demonstrates the company’s dedication to reliable and community-based fueling services. One of their newest additional stations is Petroz, located in Tubod, Carmen, with eight employees. This location was upheld to Petro Gazz standards by providing community consistent fuels, reliable service, and value pricing.

Current routines and Business Process 

Current routines

With eight employees, including one security guard, Petro Gazz in Tubod runs 24/7. Customers are always attended to due to the staff working on a rotating shift schedule. Every workday includes tasks starting with general cleaning of restrooms and the station to keep the area clean and welcoming. All systems stand ready for operation, equipment fuel levels are checked, and functional tests are carried out. 

 Attendants handle cash transactions, perform basic vehicle maintenance, and operate fuel pumps. To ensure continuous service, employees take staggered meal breaks, which ensures that at least two staff members are on duty at all times. This approach guarantees uninterrupted service during both peak and off-peak hours.

 During each shift handover, attendants stay prepared for any operational changes. The assigned security guard plays a vital role at night by patrolling the premises to ensure a safe environment. Petro Gazz’s strong focus on service quality and safety is reflected in its careful adherence to standard operating procedures..

Table 1. Event Table of Petro Gazz in Tubod, Carmen, Davao Del Norte

Table 1 shows the daily events and tasks performed by Petro Gazz employees in Tubod, Carmen.

Business Process

The station’s operations depend on continuous service supported by a carefully organized shift rotation. Key services include fuel dispensing, basic vehicle assistance, and payment processing. Employees are responsible for maintaining cleanliness, performing fuel inspections, and providing prompt customer support.

Service quality is maintained by fostering teamwork, ensuring handover communication between shifts, and adhering to safety protocols. Petro Gazz prioritizes customer satisfaction, cleanliness, and safety, positioning itself as a dependable provider in the local fuel retail market.

Problems Found

Lack of Technological Integration: The station currently relies on manual processes for tracking employee attendance, calculating wages, and monitoring fuel inventory, which results in inefficiencies and higher chances of human error.

Challenges in Fuel Monitoring: Precisely measuring fuel levels in storage tanks remains difficult, complicating the timely prediction of restocking requirements.

Goals and Objectives

General Objectives

The research aims to implement a comprehensive IT infrastructure at Petro Gazz Tubod that enhances operational efficiency by introducing automated systems for fuel monitoring and employee attendance management.

Specific Objectives

• To determine the quantity of fuel required for replenishment.
• To enhance fuel inventory management and minimize shortages.
• To systematize the worker attendance data using the Biometric Time and Attendance System (BTAS).
• To provide accurate and real-time reports on fuel levels and employee attendance.

Organizational Structure

Figure 1: Organizational Structure of Petro Gazz in Tubod, Carmen, Davao Del Norte

Petro Gazz operates under a franchise structure, with a supervisor playing a key role in ensuring daily operations run smoothly and the business remains profitable. The supervisor manages staff, monitors sales, and upholds service quality, making them essential to the station’s success.

Stakeholder

Figure 2: Stakeholders of Petro Gazz in Tubod, Carmen, Davao Del Norte

Government, Community, Franchise Owner, Fuel Suppliers, Third-Party Service, Employees, and Customers are recognized as stakeholders in Petro Gazz, as illustrated in Figure 2

Proposed Information System

To solve the operational challenges at Petro Gazz Tubod, we propose the implementation of two systems: the Fuel Monitoring System (FMS) and the Biometric Time and Attendance (BTAS). These systems intend to automate processes like participation marking and inventory management, which will minimize manual robotic processes and improve error rates in decision-making.

 Name of IS   

The Fuel Monitoring System (FMS) involves real-time monitoring of fuel levels, consumption and inventory. The FMS works from sensor-equipped tanks and dispensers that measure fuel flow and detect theft or leaks. The information collected is sent to a central dashboard with sensors that enable station managers to monitor fuel use, compile reports, and schedule refuelling. These trades save time since manual checking is no longer needed, inventory accuracy is better, and operational costs [1] will be minimized.   

Biometric Time and Attendance System (BTAS) utilizes biometric information to record attendance, preventing time theft like buddy punching. It encourages discipline, helps people to arrive on time, and automates the payment of salaries through a connected payroll system. Strong managerial support for incorporating BTAS is crucial to ensure a smooth transition and better use of the new, optimal system [2].

Related Literature 

Fuel Monitoring Systems (FMS) have seen significant advancements in recent years across multiple industries. In Malaysia, researchers created a prototype IoT-based fuel monitoring system designed to oversee underground fuel storage tanks at gas stations. Traditionally, manual dipstick measurements were common but posed safety risks and lacked accuracy. The new system employs ultrasonic sensors to gauge fuel levels and waterproof temperature sensors to track temperature changes. These sensors connect to a NodeMCU microcontroller, which transmits real-time data to the Blynk IoT platform for monitoring. This arrangement enabled real-time fuel level and temperature monitoring, providing increased safety and efficiency by generating alerts when risks were identified and eliminating the need for manual measurements [3]. Consistent with this approach, Cartrack Philippines discussed how they provide hardware and software integrated fuel monitoring systems to enhance fuel optimization by transport/logistics services. Their technology included sensors that provided real-time fuel level monitoring, engine monitoring, and alerts to mitigate thefts and waste. The system would enable the company to make better-informed decisions, increase efficiencies, and control costs [4]. At a local government level, the provincial government of Davao del Norte has evolved a fuel monitoring system to help capture fuel usage transparency and improve efficiency in their public sector organization. As stated in the CY 2023 Davao Regional Development Report, the fuel monitoring/management system ensures real-time fuel monitoring, reduces wastage, and improves transparency of fuel allocation. This initiative demonstrates the commitment of local government to use data to support and manage resources more efficiently while remaining conscious of sustainability fees and impacts [5]. Yin and his team showed how keeping track of fuel use in real-time helps make operations more efficient and avoid problems like fuel loss. This idea is closely related to our project since our Fuel Monitoring System is also designed to keep fuel usage in check and improve how it’s managed at Petro Gazz in Tubod, Carmen, Davao del Norte [6]. 

Facilitating the development of fuel management, biometric time and attendance (BTAS) have emerged and are gaining traction in supporting workforce management improvements. A study in Northern Ghana showed how the implementation of the biometric time and attendance system (BTAS) for the study helped improve attendance and reduced some loafing at work. The management and employee engagement with the biometric systems started the change process, although sustainable change is realized only when system structures are used [2]. Locally, there is research for San Manuel, Isabela, which pioneered biometric fingerprint recognition for attendance tracking at Callang National High School. It resolved most of the problems associated with manually operated attendance systems, improving accuracy and efficiency in educational institutions where attendance tracking is essential [7]. Mabao and Macasieb [8] also discussed the emerging information system designed for the Sta Teresa Funeral Homes in Panabo City, Davao del Norte, which further supports these assumptions. Mabao and Macasieb emphasize that the BTAS development was essential in increasing the organization’s overall efficiency. Their system uses fingerprint recognition for attendance monitoring to the extent that it minimizes and removes human mistakes in manual tracking and prevents possible fraudulent activities concerning attendance verification. This research shows how BTAS has afforded companies a lower duration of managing administrative documentation and tracking employee accountability and punctuality, as well as any biometrics or integrated systems that could also provide additional efficiencies in attendance tracking from a time and other systems perspective across many industries. Venkatesh and Jothi [9] have studied the possibility of fusing artificial intelligence (AI) into biometrics. They described how they operationalized AI approaches that consider the contextual factors around and enhance contextually shaped similar applications face and fingerprint authentication. Recent developments within biometric systems have included smarter analytical and authentication means to help organizations leverage resources with representative staff from controlled sites and support remote work operations. Mir et al. [10] also reported that biometrics systems have positively improved attendance records across many organizational categories. Their results show support for the utility of BTAS for improved security, reduced time theft, better accuracy of tracking attendance, and quicker payroll turnaround. These results indicate that biometric features that are unique and not configurable are important enabling contributors to the reliability of these systems’ ability to detect and keep associated with an employee’s attendance. The findings leave the authors to conclude that such employees have beneficial, wider effects on organizations’ efficiency, create transparency, and foster employee discipline.    

Functionality

Fuel Monitoring System (FMS)  

• It prevents fuel shortages by monitoring tank levels in real time.  

• It detects leaks or theft, ensuring fuel security and accountability.  

• It generates automated reports for inventory tracking and decision-making.  

• It reduces manual errors and improves the accuracy of fuel dispensing records.  

Biometric Time and Attendance (BTAS) 

• It eliminates buddy punching and other forms of attendance fraud. 

• It integrates seamlessly with payroll systems for automated salary computation. 

• It provides accurate logs of employee work hours and schedules. 

• It improves punctuality and enhances overall workforce discipline. 

System Architecture

Figure 3: System Architecture of Petro Gazz – Tubod, Carmen, Davao del Norte

As illustrated in Figure 3, the system architecture is designed to streamline gas station operations by automating employee attendance tracking and fuel level monitoring. Biometric data ensures accurate logging of staff work hours, while the fuel measurement system delivers real-time updates on tank inventory. Both systems connect to a central database for efficient data handling and reporting.              

Economic Feasibility

Table 2: Economic Feasibility of Petro Gazz in Tubod, Carmen, Davao Del Norte 

Table 2 present the projected expenses associated with implementing the proposed system

Proposed It Infrastructure 

To overcome the current limitations in operations at Petro Gazz Tubod, the researchers propose a robust IT infrastructure designed to enhance productivity, minimize human error, and enable real-time information access. This infrastructure includes hardware, software, and network components essential for efficiently running the Fuel Monitoring System (FMS) and Biometric Time and Attendance (BTAS).

Proposed Computer Hardware

The hardware infrastructure integrates rapidly evolving technologies to facilitate smooth business operations. 

Adequate hardware resources are essential to achieving operational robustness. 

Table 3: Proposed Computer Hardware for Petro Gazz in Tubod, Carmen, Davao Del Norte 

Table 3 presents the total hardware costs for Petro Gazz in Tubod, Carmen, should the proposed plan be implemented. 

Proposed Operating System Platform 

An operating system serves as the central software that manages a computer’s memory, hardware, and other programs to ensure efficient and stable performance.

Table 4: Proposed Operating System Platform

Table 4 present the total cost of the operating system for Petro Gazz in Tubod, Carmen, should the proposed be implemented.

Proposed Enterprise Software Application  

Implements resource planning by integrating all the processes needed to run their companies with a system they acquired.

Table 5: Proposed Operating System Platform for Petro Gazz in Tubod Carmen Davao Del Norte 

Table 5 present the cost of the Enterprise Software Application for Petro Gazz in Tubod, Carmen, should they implement the proposed plan.

Proposed Data Management

It provides a structure that enables seamless information sharing and effective management of the system data. 

Table 6. Proposed Data Management for Petro Gazz in Tubod, Carmen Davao Del Norte 

Proposed Network and Telecommunication 

Since Petro Gazz operates as a franchise, we proposed that the business requires a reliable network and telecommunication setup to ensure efficient coordination with the head office. By implementing secure LAN connections and VPN access, the system enables accurate fuel monitoring and employee attendance tracking, supporting smooth day-to-day operations across all managed branches. 

Metropolitan Area Network 

Petro Gazz plans to set up a Metropolitan Area Network (MAN) to enable centralized communication and connect its gas stations to connect gas stations operating in multiple locations. In different areas. 

 Table 7: Proposed Network and Telecommunication 

Table 7 show the cost of Network and Telecommunication for Petro Gazz in Tubod, Carmen, should they implement the proposed plan

Internet Platform

E-Commerce involves purchasing and selling goods or services, as well as the transfer of funds and data to finalize transactions. 

Table 8: Internet Platform for Petro Gazz in Tubod, Carmen, Davao Del Norte 

Table 8 shows the internet infrastructure of Petro Gazz in Tubod, Carmen, should they implement the proposed plan. 

IT Manpower

Network Administrators are responsible for maintaining computer networks and solving any problems that may occur with them. 

Table 9: IT Manpower for Petro Gazz in Tubod, Carmen, Davao del Norte 

Table 9 presents the projected IT personnel expenses for Petro Gazz in Tubod, Carmen, assuming they implement the proposed plan. 

Prototype 

Biometric Machine 

The prototype system for Petro Gazz includes a fingerprint biometric scanner that logs employee attendance in real time. This device eliminates manual logbooks, improves accuracy, prevents time fraud, and integrates with payroll processing software for seamless HR operations. 

 ATG Controller 

The prototype functions as a real-time fuel leveling monitoring device that accurately measures the volume and temperature of fuel storage tanks. It helps the business by preventing fuel shortages, detecting leaks early, and ensuring inventory accuracy for efficient operations. 

CONCLUSION AND RECOMMENDATION

Conclusion

Considering the purpose of the study, the findings strongly support implementing the proposed Fuel Monitoring System (FMS) and Biometic Time and Attendance (BTAS) to improve operational effectiveness and reliability over time. These systems aim to address current deficiencies in fuel tracking and employee attendance monitoring—ultimately resulting in substantial gains in productivity and accountability. This IT-driven initiative marks a strategic progression for Petro Gazz toward a more organized and efficient operational structure, prioritizing timeliness and ensuring accurate, dependable performance across all business data centers. 

Recommendation 

The following are recommended to Petro Gazz to optimize its business operations: 

These efforts are designed to increase operational efficiency, reduce resource wastage, and secure the sustained growth and stability of Petro Gazz.

REFERENCES

1. Spectrafuels.com,”Automated Fuel Monotoring System and the importance of mass flow meter in bunkering – Spectra Fuels,” Accessed: May 18, 2025.
2. “The Impact of Biometric Time and Attendance System on Workforce Management Outcomes: The Moderating Role of Managerial Commitment in the Service Sector in Northen Ghana,” International Journal of Business and Technology Management, Sep. 2023, doi: 10.55057/ijbtm.2023.5.3.37.
3. R. F. R. Suleiman,” Gas Station Fuel Storage Tank Monitoring System using Internet of Things,” International Journal of Advanced Trends in Computer Science and Engineering, vol. 8, no. 1.6, pp. 531-535, Dec. 2019, doi: 10.30534/ijatcse/2019/7881.62019.
4. Cartrack, “What Is a Fuel Management System?,” cartrack.com. Accessed: May 18, 2025. [Online]. Available: https://www.cartrack.com.ph/what-fuel-management-system
5. NEDA Region XI, “CY 2023 Davao Regional Development Report,” 2024. Accessed: May 18, 2025. [Online]. Available: https://nro11.neda.gov.ph/wp-content/uploads/2024/02/DRDR_2023_revised.pdf
6. Q. Yin, Z. Ding, K. Ding, and G. Liu, “Design of a real-time ship fuel consumption monitoring system with self-checking function,” in 2017 4^th International Conference on Transportation Information and Safety (ICTIS), IEEE, Aug. 2017, pp. 735-738, doi: 10.1109/ICTIS.2017.8047849.
7. R. B. Rivera, “Enhanced Attendance Monitoring System using Biometric Fingerprint Recognition,” International Journal of Recent Technology and Engineering (IJRTE), vol. 9, no. 5, pp 1-4, Jan. 2021, doi:10.35940/ijrte.E5070.019521.
8. R. G. Jabe Bondad Student, E. B. Mae Bucana Student, K. S. Maynards Castro Student, and S. G. Nicole Marie Monta Student, ”Informations Systems Development Plan for Sta. Teresa Funeral Homes,” 2021.
9. B. S, S. Kadry, A. Prasanth, and R.K. Dhanaraj, AI Based Advancements in Biometrics and its Applications. CRC Press, 2024, doi: 10.1201/9781032702377.
10. G. M. Mir et al.,”The Benefits of Implementation of Biometric Attedance System,” Oriental Journal of Computer Science and Technology, vol. 11, no. 1, pp. 50-54, Mar. 2018, doi: 10.13005/ojcst11.01.09.

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