ARBA MINCH UNIVERSITY

ARBA MINCH INSTITUTE OF TECHNOLOGY

E-Procurement Management System for AMU
Group Members
Name Id
1) Beharu Chamiso………………….Ramit/1608/06
2) Fantahun Feleke………………… Ramit/1939/06
3) Ebrahim Hussen………………….Ramit/1643/06
4) Gashaw Kebede………………….Ramit/1682/06
5) Teshale Jamal …………………....Ramit/1864/06
6) Yared Getachew…………………Pt/comp/004/04

A Senior Project (Arba Minch University web based

procurement management system)
Submitted to Department of Computer Science and IT, Institute of Technology, Arba Minch
University, in Partial fulfillment for the requirement of the Degree of Bachelor Science in
Computer Science.

Arba Minch, Ethiopia

June 2017
 ARBA MINCH UNIVERSITY
ARBA MINCH INSTITUTE OF TECHNOLOGY
E-Procurement Management System for AMU

Approved by Examiners

1) ______________________ _____________________ ____________________

Advisor Signature Date

2) ______________________ _____________________ ____________________

Examiner Signature Date

3) ______________________ _____________________ ____________________

Examiner Signature Date

4) ______________________ _____________________ ____________________

Examiner Signature Date

Arba Minch, Ethiopia

June 2017
 E-procurement management system in AMU

ABSTRACT
The Ethiopian government has a number of Federal and non-federal organizations, this offices
purchase a number of goods and services from different supplier‟s throughout their budget year
through a process called Procurement. And this process is an essential part in a way to support
organizations achieves their goal. The procurement process has a defined set of rules and
instructions that has to be followed written in FEDERAL NEGARIT GAZETA(Published 15th
Year No. 60 ADDIS ABABA 9th September 2009 G.C Proclamation NO. 649/2009 The
Ethiopian Federal Government Procurement and Property Administration Proclamation).

Not to mention miss conduction of the procurement law intentionally with the complexity of the
rules, honest mistakes and inexperienced procurement staff, the traditional procurement process
is time consuming, it increase the organizations expense and it has a direct impact over all the
organizations‟ productivity.

Since the traditional procurement process has a number of drawbacks and issues which are even
subjected to corruption; automating the system and supporting/maintaining the system with
information technology will help the country to save the tax payer money from unnecessary
investment, and running the procurement process by supporting it, using IT will increase
confidentiality, transparency, and accountability.

Keywords: Procurement, Proclamation, Purchase, Taxpayer, Tendering, Bidding

CS &IT Page I
 E-procurement management system in AMU

Table of Contents
ABSTRACT ..................................................................................................................................... I
CHAPTER ONE ............................................................................................................................. 1
Introduction ..................................................................................................................................... 1
1.1 Background of the University ................................................................................................... 1
1.1.1 Mission............................................................................................................................... 2
1.1.2 Vision ................................................................................................................................. 2
1.2 Background of the project ......................................................................................................... 2
1.3 Team Composition .................................................................................................................... 3
1.4 Statement of the problem .......................................................................................................... 3
1.5 Objectives of the project ........................................................................................................... 4
1.5.1 General objectives .............................................................................................................. 4
1.5.2 Specific objectives ............................................................................................................. 4
1.6 Scope and significance of the project ....................................................................................... 5
1.6.1 Scope of the project ........................................................................................................... 5
1.6.2 Significant of the project .................................................................................................... 5
1.7 Feasibility Analysis ................................................................................................................... 6
1.7.1 Technical Feasibility .......................................................................................................... 6
1.7.2 Operational Feasibility ....................................................................................................... 6
1.7.3 Economic Feasibility ......................................................................................................... 6
1.7.4 Political Feasibility ............................................................................................................ 7
1.8 Tasks and Schedule ................................................................................................................... 8
1.9 Methodologies of the project .................................................................................................... 8
1.9.1 Data source......................................................................................................................... 8
1.9.2 Fact-finding and analysis ................................................................................................... 8
1.9.3 Development Tools ............................................................................................................ 9
1.9.4 Testing procedures ........................................................................................................... 11
1.10 Limitation of our system ....................................................................................................... 11
CHAPTER TWO .......................................................................................................................... 12
Existing system ............................................................................................................................. 12
2.1 Existing system Description ................................................................................................... 12
2.2 Players in the existing system ................................................................................................. 12
2.3 Major functions/activities in the existing system.................................................................... 12
2.4 Business process of the existing system ................................................................................. 13

CS &IT Page II
 E-procurement management system in AMU

2.5 Report generated in the existing system ................................................................................. 13

2.6 Forms and other documents of the existing system ................................................................ 14
2.7 Bottlenecks of the existing System ......................................................................................... 15
2.8 Practice to be preserved .......................................................................................................... 16
2.9 Proposed solution for the new system .................................................................................... 16
2.10 Requirement of the proposed System ................................................................................... 16
2.10.1 Functional Requirements ............................................................................................... 16
2.10.2 Non-functional Requirements ........................................................................................ 17
CHAPTER THREE ...................................................................................................................... 18
System Analysis ............................................................................................................................ 18
Introduction ................................................................................................................................... 18
3.1 System requirement specification (SRS) ................................................................................ 18
3.2 UML Diagrams of E-Procurement system ........................................................................... 19
3.2.1 Usecase diagram .............................................................................................................. 19
3.2.2 Use Case Documentation ................................................................................................. 21
3.2.3 Sequence diagram ............................................................................................................ 32
3.2.4 Activity diagram .............................................................................................................. 37
3.2.5 Analysis level Class diagram (Conceptual modeling) ..................................................... 40
3.2.6 Prototype user interface diagram ..................................................................................... 43
CHAPTER FOUR ......................................................................................................................... 44
System Design .............................................................................................................................. 44
Introduction ................................................................................................................................... 44
4.1 Class Type Architecture .......................................................................................................... 44
4.2 Class Modeling ....................................................................................................................... 45
4.3 State Chart Modeling .............................................................................................................. 47
4.4 Collaboration Modeling. ......................................................................................................... 49
4.5 Component Modeling ............................................................................................................. 51
4.6 Deployment Modeling. ........................................................................................................... 52
4.7 Persistence Modeling .............................................................................................................. 53
4.8 User Interface design .............................................................................................................. 55
CHAPTER FIVE .......................................................................................................................... 56
Implementation and Testing ......................................................................................................... 56
Introduction ................................................................................................................................... 56
5.1 Functional testing of the system ............................................................................................. 56

CS &IT Page III

 E-procurement management system in AMU

5.2 Hardware and Software Acquisitions ..................................................................................... 64

5.2.1 Hardware &Software Configuration ................................................................................ 64
5.3 User Manual Preparation ........................................................................................................ 64
5.4 Training ................................................................................................................................... 64
5.5 Installation Process ................................................................................................................. 65
5.6 Start-up strategy ...................................................................................................................... 65
5.7 Coding ..................................................................................................................................... 65
5.7.1 Coding for create bid ....................................................................................................... 65
CHAPTER SIX ............................................................................................................................. 72
Conclusion and Recommendation ................................................................................................ 72
6.1 Conclusion .............................................................................................................................. 72
6.2 Recommendations ................................................................................................................... 73
Reference: ..................................................................................................................................... 74

List of tables
Table 1 team composition ............................................................................................................... 3
Table 2 software cost ..................................................................................................................... 7
Table 3 hardware cost ..................................................................................................................... 7
Table 4 tangible benefits ................................................................................................................. 7
Table 5 net cost benefit ................................................................................................................... 7
Table 6 Tasks and Schedule ............................................................................................................ 8
Table 7 Development Tools .......................................................................................................... 11
Table 8 Use case documentation for Login .................................................................................. 21
Table 9 Use case documentation for Plan Procurement .............................................................. 22
Table 10 Use case documentation for approve plan for procurement ......................................... 23
Table 11 use case documentation for prepare budget ................................................................... 24
Table 12 Use case documentation for approve budget ................................................................ 25
Table 13 Use case documentation for request procurement ......................................................... 26
Table 14 Use case documentation for approve procurement ........................................................ 27
Table 15 Use case documentation for prepare bid ....................................................................... 28
Table 16 Use case documentation for approve bid ....................................................................... 29
Table 17 Use case documentation for approve bid ....................................................................... 30
Table 18 use case documentation for create user.......................................................................... 31
Table 19 Test case for login .......................................................................................................... 57
Table 20 Test Case for create plan ................................................................................................ 58
Table 21 Test Case for change password ...................................................................................... 59
Table 22 test case for approved or reject plan .............................................................................. 59
Table 23 tast case for create plan .................................................................................................. 60
Table 24 24 tast case for purchase request.................................................................................... 61
Table 25 test case for create bid .................................................................................................... 62

CS &IT Page IV
 E-procurement management system in AMU

Table 26 offer bid.......................................................................................................................... 63

Table 27 hardware and software configuration ............................................................................ 64

List of Figures

Figure 1 receipt for fixed assets requested and issued .................................................................. 14

Figure 2 receipt for consumable item purchase request................................................................ 15
Figure 3 Use case diagram for Procurement Plan ......................................................................... 19
Figure 4 Use case diagram for Procurement Request ................................................................... 20
Figure 5 Use case diagram for a Bid ............................................................................................. 20
Figure 6 Sequence diagram for Plan procurement ........................................................................ 32
Figure 7 Sequence diagram for request procurement ................................................................... 33
Figure 8 Sequence diagram for follow procurement .................................................................... 34
Figure 9 Sequence diagram for display award list ........................................................................ 35
Figure 10 Sequence diagram for make a bid ................................................................................ 36
Figure 11 Activity diagram for login ............................................................................................ 37
Figure 12Activity diagram for create account .............................................................................. 38
Figure 13 Activity diagram for Display award list ....................................................................... 39
Figure 14 Activity diagram for make a bid ................................................................................... 40
Figure 15 Class diagram ............................................................................................................... 42
Figure 16 Prototype user interface diagram .................................................................................. 43
Figure 17 User interface layer....................................................................................................... 44
Figure 18 Class Modeling ............................................................................................................. 46
Figure 19 State chart for log in ..................................................................................................... 47
Figure 20 Reject or approve procurement plan............................................................................. 47
Figure 21 State chart for publish bid............................................................................................. 48
Figure 22 State chart for offer bid................................................................................................. 48
Figure 23 Collaboration for login ................................................................................................. 49
Figure 24 Collaboration diagram for manage account ................................................................. 50
Figure 25 Collaboration diagram for offer bid. ............................................................................ 50
Figure 26 Component diagram ..................................................................................................... 51
Figure 27 Deployment diagram .................................................................................................... 52
Figure 28 Persistence Modeling.................................................................................................... 54
Figure 29 Login Interface. ............................................................................................................ 55

CS &IT Page IV
 E-procurement management system in AMU

CHAPTER ONE

Introduction
 Procurement is the act of finding, acquiring, buying goods, services or works from an
external source, often via a tendering or competitive bidding process. The process is used
to ensure the buyer receives goods, services or works the best possible price, when
aspects such as quality, quantity, time, and location are compared. Corporations and
public bodies often define processes intended to promote fair and open competition for
their business while minimizing risk, such as exposure to fraud and collusion.
 E-Procurement is a technology to create a system or systems which allow an
organization to carry out its purchasing / supply management function in whole or in part
in an electronic environment.
It has the capability to yield substantial benefits if correctly deployed; benefits in terms of
simplified purchasing, financial savings, timesaving‟s, improved financial controls and enhanced
systems integration.
It is time and manpower consuming in manual labor used to follow up the procedure of
Procurement for accompany. The traditional procurement procedure in a company‟s operational
Departments include reviewing the budget, filling in a procurement request form and waiting for
approval. All the deals depend on faxes and telephone calls to communicate back and forth.. As
the scope of E-Business expands, the procurement function of a company has made the transition
from a supporting role to the decisive factor in competitiveness of an enterprise.. Through the
use of electronic procurement system under E-Business framework, companies may initiate their
procurement procedures with saving time and money.

1.1 Background of the University

Arbaminch University was officially established in September 1979 E.C. During this time it
included five faculties. These are agriculture, engineering, natural science, social science,
Business and economics faculty. At present the University runs undergraduate and post graduate
Programs. It is expected that with the on-going expansion a number of faculties and programs
Will be opened and the enrolment capacity will increase.

CS &IT Page 1
 E-procurement management system in AMU

The numbers of students who are joining the university are increasing from year to year. Due to
this increment now a day the university has five campuses: namely Abaya, Chemo, Nechsar,
Sawla and kulfo. In each campus there are faculties and their respective departments.

1.1.1 Mission

Arbaminch University has a mission of offering relevant and quality education and
Training; conducting. Demand driven research and rendering accessible community services.
According to the Ethiopian Higher Education Proclamation No. 650/2009 and its own charter
(Council of Ministers Charter Regulation No 235/2011), AMU is mandated to:
 Establish, organize and determine the status, functions and responsibilities of academic
units, and close down any of them when appropriate.
 Design and implement undergraduate and graduate programs and short-term trainings in
accordance with the needs of the country.
 Publish and disseminate research works as well as hold discussion forums to deliberate
up on the result.
 Establish and run academic journals and Upgrade the qualifications of its academic staff
and enhance continuously their professional competency.
 Organize modern library services and provide access to entitled users.
 Cooperate with the agency on education relevance and quality matters.

1.1.2 Vision
ArbaMinch University aspires to be a leading University in Ethiopia, a center of excellence in
the field of water resources in Africa and competitive in the world by 2020.

1.2 Background of the project

The main aim of the project is to study the existing traditional method; design a web based
application that could resolve the problems stated above.
Generally our project aims to automate the process from accepting demand, starting procurement
and finally update on status for requesters till delivery. In the meantime the business process will
be kept intact while major factional requirements are going to be reengineered and assessed in a

CS &IT Page 2
 E-procurement management system in AMU

way that we can understand it, so that we can write a fast, effective, secured, bug free, and
scalable program that we can be able to upgrade, maintain and monitor when needed.

1.3 Team Composition

The team has six each having common as well as individual responsibilities.

E-Procurement management system

S.NO Name ID Email Responsibility
1. Teshale Jemal RAMIT/1864/06 [email protected] Designer,
Programmer
2. Fantahun RAMIT/1939/06 [email protected] System Analyst/
Feleke Programmer
3. Yared Pt/comp/004/04 [email protected] Programmer/
Getachew Security Analyst
4. Gashaw RAMIT/1682/06 [email protected] Project
Kebede Coordinator/
Programmer
5. Beharu RAMIT/1608/06 [email protected] Data collector/
Chamiso Database Designer
6. Ebrahim RAMIT/1643/06 [email protected] Project manager
Hussen
Table 1 team composition

1.4 Statement of the problem

The procurement process not only involves the procurement office but several offices and
managers are directly or indirectly involved, for example the organization finance and budget
office has to be involved for every procurement, the offices and individuals who has ordered a
procurement has to communicate with the procurement office, other hierarchical offices might be
involved in decision making if the procurement excide some amount of money.

With all this tedious tasks; regular follow-up of the purchasing task is required and that leads for
a burden which could slow down the process and could lead to poor performance; with the
manual process it is difficult to be consistence because paper works tend to be lost, tasks might
be forgotten, not only that the manual paper based system takes a huge amount of time just to be
delivered form one office to other concerned offices, appointed staffs might be forced to transfer

CS &IT Page 3
 E-procurement management system in AMU

tasks that are not well documented which will lead the person receiving the task not to have
knowledge over the ongoing procurements.

The problem stated above didn't even include about the problems in processing procurement,
evaluating suppliers and the communication between the supplier and the organization.

Offices and employees that has order an item for procurement describe the procurement process
as "boring" and keep blaming the procurement office not only for not delivering on time but for
their undocumented response given for the status of the current ongoing procurement.

To sum up, even if we don't have any research document that we can put as reference to quantify
the loss, it is obvious problems that exists in the current traditional procurement method forces
our government to lose huge amount of money, time, and resources that can be invested in other
development programs.

1.5 Objectives of the project

1.5.1 General objectives

The general objective of this project is to develop the E-procurement management System for
Arbaminch University.

1.5.2 Specific objectives

To achieve the general objectives of the project, the proposed system consists of the following
specific objectives:
Analyze the current system
• To make the system user friendly
• To minimize human errors
• To save the time and space complexity
• To avoid corruption
• To improve the security
• To insure confidentiality
• To generate different report

CS &IT Page 4
 E-procurement management system in AMU

1.6 Scope and significance of the project

1.6.1 Scope of the project

Procurement management system for Amu has a lot of tasks to be accomplished. The scope of
this project is procurement management system for AMU. On the system the customer will
register first and so that they will get the access, Item requester can add their item in the
application, Item requester can see the status of their request on the application, Supplier can
view, filter different procurement that they are want to participate on, With less effort and cost,
the system is able to maintain and store service information system, Accurate way of recording
or processing customer information and set records into organized database system for reference,
To provide security mechanism and different access level in the system, Produce reports for only
information provide records, To develop easy and understandable user interface that handle
procurement management system, Purchase Approval and Supplier Evaluation, binding and
supplier selection.

1.6.2 Significant of the project

1. For end user:- Since the system will handle the scheduling, procurement officers don't have
to check for deadlines again and again, it will reduce job stress and they can focus on tasks that
couldn't be handled with the system. Each purchase requester can see the status of the purchase
without leaving the comfort of their office; they don't have to visit the procurement office again
and again without getting full information about their enquiry. Suppliers can get an equal
opportunity with a transparent notification about their bid.
2. For Organization: -With such application implemented organizations can have more stable,
effective and smooth communication within the organization itself and with suppliers in saving
resource, manpower, money and time which is priceless.
3. For Developers: - Until now we have been learning and working on small projects for a
specific subject; this final project will help us to summarize all the subjects that we have taken
for the past consecutive years and we able to test our skill and knowledge that we have
accumulated so far to see if we can fit in the real programming and computer science world.

CS &IT Page 5
 E-procurement management system in AMU

1.7 Feasibility Analysis

Preliminary investigation examine project feasibility, the likelihood the system will be useful to
the organization. The main objective of the feasibility study is to test the Technical, Operational,
Political and Economic feasibility for adding new modules and debugging old running system.
All system is feasible if they are unlimited resources and infinite time. There are aspects in the
feasibility study portion of the preliminary investigation:

1.7.1 Technical Feasibility

Technically the application that we are going to develop can be developed using different kinds
of tool and technologies, it can be designed so that it can be scalable and can be upgraded if
additional requirements are added; the data will be secured that can make it reliable, also if we
have to observe the data it can be found easily and clearly which can make it reusable.

1.7.2 Operational Feasibility

The system is capable of automating almost all the manual tasks that can be found in the
procurement process, the major functionalities are feasible to implement in a computer program
and can be easily operational with effective output.

Web based applications are now becoming popular and almost all of the man power has at least
basic computer skill, so users can easily grasp the functionality of the application and will sure
use it effectively because it improves their productivity

1.7.3 Economic Feasibility

Since most organizations have a number of electronic resources that are under used,
implementing such application will help the end users to utilize the existing investment that the
organizations made on.

And centrally when comparing the cost for the software, number manpower who can
administrate the system, servers, additional security devices, and administrative work to the
current yearly investment for procurement process the one time investment in developing such
application gives more profit in the long run.

CS &IT Page 6
 E-procurement management system in AMU

A. Software cost

Item Quantity Price(birr)

Microsoft window 7 1 3300
MSVisio2010 1 35
Microsoft word 2010 1 10,978
MySQL Enterprise Edition 1 110,000
PhP 1 35
Notepad++ 1 25
Total 124,373
Table 2 software cost
B. Hardware costs
Item Quantity Unit price(birr) Total
PC 6 12000 36,000
Flash disk 6 120 480
Other material --- ---- 300
Total 36,780
Table 3 hardware cost
So the first year total cost can be calculated like this:-
Total cost=hardware cost +software cost
=124,373 +36,780=161,153
Tangible benefits
Benefits Price(birr)
failure reduction 4,500
Cost reduction 154,153
Service Value 2,500
Total benefit 171,153

Table 4 tangible benefits

Net cost benefit

Total benefits Total cost Net benefit

171,153 161,153 10,000

Table 5 net cost benefit

1.7.4 Political Feasibility

Currently the government is working with its full potential to make sure the information
technology infrastructure can be used by the country with its full potential. And introducing such
application that can reduce corruption, increase productivity, reduce bureaucracy, improve
transparency and accountability is encouraged.

CS &IT Page 7
 E-procurement management system in AMU

Since the application will force the users to strictly follow the rule, it is best way to prevent
mistakes and misconducts.

1.8 Tasks and Schedule

Time

Mar17-

Apr 12-
25
Nov 14-

May25-
Dec23-

Feb 25
2016
Dec20

2017

2017
Activities

Dec 8

May
2016

2017
2016
Project Proposal
Requirement Analysis
Design
Implementation &Coding
Testing
Project Defense
Table 6 Tasks and Schedule

1.9 Methodologies of the project

1.9.1 Data source

During requirement analysis, data needed for the project we gather from various sources. During
gathering and collecting necessary data and information need for system analysis, we use two
major fact-finding techniques those are primary source and secondary source. In primary source
we use empirical approach such as interview and observation. In secondary source we obtain
data from different document.

1.9.2 Fact-finding and analysis

We have used different methodology to collect data. Such as:-
Interview
The team use interviews to collect information from individuals or from groups. The respondents
are generally current users of the existing system or potential users of the propose system.

CS &IT Page 8
 E-procurement management system in AMU

Observation
Through observation, our team can obtain firsthand information about how activities are carried
out. The teams know the way how the current procurement system is performed so as to
overcome the problem what we have observed, at that time the team understands how much the
process is tedious and require high human power to accomplish the process.
Document Analysis
For more information about the existing system we refer relevant documents and other reading
materials.

1.9.3 Development Tools

We use different hard ware and software tools to develop the system those are:-
 System and Design Methodology
We decide to use object-oriented methodology instead of structured approach, object oriented
approach is used for the project because it is more acceptable due to its great advantage of
Polymorphism, Abstraction, Encapsulation, Modularity, inheritance, Hierarchy, Concurrency,
Persistence, etc. in terms of its:
 Increased Extensibility

 Increased Reusability

 Improved Quality

 Lesser maintenance cost and burden

 Less complexity and application backlog

 Over view of project phase

The proposed system contains four different types of phases. These phases are described in the
below one by one.

Startup phase:-Under this phase we try:-

 To describe the initial requirements

 To develop and justify the business case for the system
 To determine the scope of our system
CS &IT Page 9
 E-procurement management system in AMU

 To identify the people, organizations, and external systems that will interact with system
 To develop an initial risk assessment, schedule, and estimate for the system

Elaboration phase:-This phase has several goals:

 To produce a proven, architectural baseline for system

 To develop a coarse-grained project plan for the entire Construction phase
 To ensure that the critical tools, processes, standards, and guidelines have been put in
place for the Construction phase
 To understand and eliminate the high-priority risks of the system.

Construction phase: - Iteratively develop a complete product that is ready to transition to its
user community. Describe remaining requirements, fill in design details, complete the
implementation, and test the software. Release the first operational version (beta) of the system
and determine whether users are ready for the application to be deployed.

Minimize development costs and achieve some degree of parallelism. Optimize resources and
leverage development parallelism between developers or teams of developers by, for example,
assigning components that can be developed independently of one another.

Transition phase:-The purpose in this phase is to ensure that the software is ready for delivery
to users.

CS &IT Page 10
 E-procurement management system in AMU

Development Tools

Software tools
Tools Activities
HTML Client Side Markup Language
Java Script Client Side Scripting
PHP Server Side Scripting language
My SQL Data base Server
Mozilla Firefox, IE, Google Chrome Browsers
Bootstrap CSS Framework. For style/consistence
MS office word 2010 For Documentation
Git Version Control System
MS office power point 2010 For presentation
Draw, Paint To draw the UML Diagrams and for designs
Adobe Photo shop CS4 To design back ground images

Hard ware Tools

Tools Function
Desktop/Laptop computer to work our project
Printer to print the file documentation
Copy Machine to copy the documentation
CD/DVD and Flash disk to take back up & store file
Table 7 Development Tools

1.9.4 Testing procedures

Beta testing: During this phase the team is going to test the application with real but sample data
at this stage the number of errors we expect are less than the first one, and not only ourselves but
we are going to invite students who have done their senior project on web security.

1.10 Limitation of our system

Our system has some limitations that include:
 The proposed system is limited, since it is not going to use online payment.
 The proposed system is limited, since the supplier and the procurement office manager
not going to use digital signature method

CS &IT Page 11
 E-procurement management system in AMU

CHAPTER TWO

Existing system

2.1 Existing system Description

In any government institution there is well defined process to accomplish procurements. It all
starts from planning requirement demand and go all the way to delivery of the item requested.

2.2 Players in the existing system

In the existing procurement process starting from planning until purchasing the following actors
will be involved in the procurement process:-
Staff, Staff Supervisor, Planning officer, Planning Head, Procurement Expert, Procurement
Head, Suppliers/Service Providers.

2.3 Major functions/activities in the existing system

Procurement; it all starts when there is a demand, in government institution every year
procurement plan is prepared; to achieve that every department is asked to prepare their plan for
the following budget year; the department coordinators forward the task and every staff in the
department will participate on the plan for procurement and other projects; after every member
of the department staff prepare their own list of procurement and plan they will submit it to their
department coordinator; then the department coordinator will compile all the demand it, then it
has to be approve it by all staff member of that specific department and department head;
This plan will also let the institution planning directorate office to determine the budget for the
institution for the following year.
Then on the next facial year, different offices that have planned for a specific procurement will
start requesting procurement based on the plan submitted for and approved by the strategic plan
office, the request will be raised by the member staff of the department that have planned for that
specific procurement using receipt form prepared for requesting the purchase of
fixed/consumable asset and services.

CS &IT Page 12
 E-procurement management system in AMU

This form has to be approved by the requesting department head after checking that the
requested item/ service is on procurement-plan/budget and also after checking the requested item
is appropriate both for the facial year and for the department to achieve its goals.

2.4 Business process of the existing system

The actual business process for the procurement actually starts here; when a request for
purchasing an item arrives in the procurement office; so again here just like the requesting
department head had to check for the item where it exists in the procurement plan/budget the first
responsibility for the office of the procurement directorate office will be also to check if the item
requested is on the procurement plan and approve it for further procurement process by assigning
it to appropriate procurement experts.
The procurement office always uses a plan and time table to achieve its purchasing mission with
a goal to collect similar types of products and services at the same time; this will help to save
time, money and also it will help to wisely use the budget for the institution
When the procurement experts are assigned for procurement they always start by categorizing
requested items and services based on their type, similarity, priority and its procurement nature
of complexity and finally the experts list them accordingly with category called LOT.
In the middle of any purchasing plan their might come a new procumbent request and it might be
forwarded after checked its validity by the head of the procurement directorate office to the
experts to include it in the current procurement process; when such request arrive the experts will
include it in the appropriate LOT.

2.5 Report generated in the existing system

Within the existing system generating a report about ongoing procurement is kind of a difficult
job for the procurement directorate office staff because since everything is paper based collecting
information and generating the required report is a time consuming, tedious, and not accurate.
And also the reports are organized using a data that is not real-time will and would not help to
make a decision if the report is not based on real-time/ongoing situation, sometimes when reports
are finalized and given for decision makers to spot a weakness; by the time they are looking the a

CS &IT Page 13
 E-procurement management system in AMU

solution for the weakness the issue even might have been already be solved or even had caused
more damage (financial and time damage).

2.6 Forms and other documents of the existing system

The institution uses two different but yet similar forms for requesting an item/service for
procurement. The first one is a form used to request fixed asset and the second one is a form used
to request consumable items.

Figure 1 receipt for fixed assets requested and issued

CS &IT Page 14
 E-procurement management system in AMU

Figure 2 receipt for consumable item purchase request

The same form is also used in the institution to issue an item from store to the user.

2.7 Bottlenecks of the existing System

Especially when institutions this big doesn't use a system driven business process for such
complicated tasks that really require regular follow-up, it would be even hard to tell the
bottleneck of the process because some issue that have kept a specific procurement process stack
might not be a problem for another procurement process, as mentioned before if we are not able
to make a decision on time using the report generated manually, we would not be able to clearly
identify the bottlenecks of the existing system other than the ones that are obvious.
Procurement experts says that because the existing system doesn‟t have a enough transparency
other staffs always think that the delay on the procurement process is caused because of our
negligence; but the reality is that since the job is not supported with a system that remind all the
stakeholders in the process (actors from the requesters to suppliers) about the status and progress
of a specific procurement the experts will be dependent on the reminder that they get from the
requesters orally.

CS &IT Page 15
 E-procurement management system in AMU

2.8 Practice to be preserved

Even though the system is going to be automated using a web page application; it doesn't mean
that human interaction is not required. There might be times where a user decision is required;
there will be a task the procurement expert, procurement head. Staffs, staffs supervisor, planning
officer, planning head and the suppliers will perform as an actor.

2.9 Proposed solution for the new system

The new system is going to be a web based application that every participant of the procurement
process will use to reduce their paper based and manual tasks, the system will have the same
business process as the actual procurement process; it will help the participants in the
procurement process to follow the tasks that they have to perform and also it will allow them to
view the status of their request/plan, in the meantime the system will control the prerequisites a
request/ plan should have. The system will be able to accept plan for procurement and request
from the staff, approve the plan/ request, suppliers will be able to offer their price for a bid on the
system and the system will let them know when why have won a bid.

2.10 Requirement of the proposed System

2.10.1 Functional Requirements

Most of the tangible and business processes will be included in the main functional requirements;
the following functional requirements are essential tasks that the system should be able to
accomplish
 Employee and offices of the institution should be able to plan their procurement
plan on the system.
 Head of the department should be able to approve or reject the plan on the
system.
 Planed purchases should be able to request on the system.
 Head of the department should be able to approve or reject based on the office
current demand.

CS &IT Page 16
 E-procurement management system in AMU

 The procurement directorate director should be able to accept procurement

requests and assign them to available experts; and reject the request with a
reason.
 The procurement experts should be able to categorize bid and start them process
them until they are out for bid and winner for the bid is identified.
 Suppliers should be able to see what bid they can participate on,
 Suppliers should be able to give their price for a bid they are interested in.
 The system should handle deadline of the bid.
 When there is a winner for a specific bid the winner supplier as well as the
suppliers that didn't win should be notified on the system.
 Through this processes the employee and the department that has asked for
procurement should be notified on every progress.

Each critical business processes should be included in the functional requirement and those
functional requirements has to be implemented within the system based on the user requirement,

2.10.2 Non-functional Requirements

For an efficient, correct, and robust operation of the system, some additional non-functional
requirements emerged as necessary. These requirements are not directly related to functionality.
 The system shall have easy to use user interface.
 The system shall authenticate and authorize users.
 The system shall provide response within shorter time – maximum of 3 minutes.
 The system shall allow users from wrongdoing in entering inputs.
 The system is reliable in providing accurate information to users.
 The system shall be designed using standardized software development procedure.

CS &IT Page 17
 E-procurement management system in AMU

CHAPTER THREE

System Analysis

Introduction
This chapter uses different system development methdologies to put the business process clearly
and detaily. The methdologies we are going to use are Object-Orianted Analisis, and it will give
deatil information about functionality of the project using System Requirement Specifications
(SRS), Use case diagrams, Use case documentation (for each use case identified), and Sequence
diagram, Activity Diagram, and Supplementary specifications.

3.1 System requirement specification (SRS)

In every function of the system actors role is a mandatory contribution for the procurement
process to be complited, The folloing are list of actors with their major role.
Staff:- Plan for Procurement, Request the procurement after it is approved both by the supervisor
of the staff and by strategic plan head, follow the plan, procurement and delivery proccess
Staff Supervisor:- Approves and sends procurement plan and procurement requests recived
from the staff to the strategic plan office and for the procurement office respectivly for further
action.
Strategic Plan Office:- Will collect all the plans and catagorize them then send it for the
strategic plan head for budget approval.
Strategic Plan Head:- Receive the prepared procurement plan and approve the budget for those
procurement requests.
Procurement officer:- After the budget is approved for the procurement and the staff requests
the procurement the request arrive to the procurement officer and the procurement officer will
catagorize the procurement requests and assign them to a unique bid then send the bid for
approval to the head of the procurement.
Procurement Head:- Will receive the organized bid and approve it and publish it for the
suppliers to participate in as a bid.

CS &IT Page 18
 E-procurement management system in AMU

Supplier:- Look for a available bid, select the bid that they are interested in and offer their bid
price, and finally they get a notification about the award on the system.

3.2 UML Diagrams of E-Procurement system

3.2.1 Usecase diagram
The following use case diagrams will help us to visualize the process and activities of each actor
in the system. As listed above there are around seven different actors with different
responsibilities on the system; their specific task on the system will be described using the
following use case diagram.

Figure 3 Use case diagram for Procurement Plan

CS &IT Page 19
 E-procurement management system in AMU

Figure 4 Use case diagram for Procurement Request

Figure 5 Use case diagram for a Bid

CS &IT Page 20
 E-procurement management system in AMU

3.2.2 Use Case Documentation

The following tables describe in detail what a specific actor will perform step by step to
accomplish a specific task.
1) Use case documentation for “Login”.

Table 8 Use case documentation for Login

Use case name Login

Use case number UC1
Actor(s) Staff, Staff Supervisor, Procurement Officer, Procurement Head, Supplier,
Planning Experts
Description This use case describes the process of validating each actors to the system.
Pre-condition Actors of the system should have a valid account.

Basic course of Actors action systems response

action Step 1:User opens the URL Step 2: System display login
specified for the system. window.
Step 3: user enter user name and Step 4: System checks the username
password and password to authenticate the
user.
Step 5: If the user authenticated &
authorized on the system then user
privilege to access only system
privileged pages for that user.
Alternate courses Step 4: If the user‟s enters an invalid credential the system will give an
of action error message and return to Step 2.
Post condition Each Actors of the system uses this interface to start using the system, and
will get the appropriate functionalities for that specific users.

CS &IT Page 21
 E-procurement management system in AMU

2) Use case documentation for “Plan Procurement”.

Table 9 Use case documentation for Plan Procurement

Use case name Plan Procurement

Use case number UC2

Actor(s) Staff

Description This use case describe the process where the every staff of the organization
plans their procurement plan for the coming facial year.
Pre-condition NONE

Basic course of Actors action Systems response

action Step 1: Staffs click the add Step 2:The system displays the option to
plan button and initiate the add the plan for the user.
process. Step 4: The system creates the plan and put
Step 3:Staff inserts detail it on pending until it is approved by the
procurement plan information staff supervisour(Requester Head).
and submitted.
Alternate courses The staff is able to cancel/delete any pending request.
of action

Post condition If approved by the staff supervisor and the planning office this specific plan
will be used to ask for procurement.

CS &IT Page 22
 E-procurement management system in AMU

3) Use case documentation for “Approve plan for procurement”.

Table 10 Use case documentation for approve plan for procurement

Use case name Approve plan for procurement

Use case UC3

number
Actor(s) Staff Supervisour

Description This use case describe the process where supervisour of the staff approve
Staff Plan For Procurement.
Pre-condition Plan For Procurement must be submitted by the Staff.

Basic course of Actors action Systems response

action Step 1: Staffs Supervisour click Step 2: The system displays list of plans
the ApprovePlan button. submited by staff member of the
Step 3:The supervisor approve supervisors' department.
or cancel the plan submitted by Step 4: Approved list of Plan for
the staff individually. Procurement will be available for Strategic
Plan officer
Alternate The staffsupervisor is able to cancel review and reapprove canceled plans.
courses of
action
Post condition All approved procurement plans will be sent to the Strategic Plan officer so
that it can help them prepare the budget.

CS &IT Page 23
 E-procurement management system in AMU

4) Use case documentation for “Prepare Budget”.

Table 11 use case documentation for prepare budget

Use case name Prepare Budget

Use case number UC4
Actor(s) Strategic Plan officer
Description
Pre-condition There should be a list of submitted and approved procurement plans from
different departments.
Basic course of Actors action systems response
action Step 1: Strategic plan officer click Step 2:System displays approved
on the view incoming procurement procurement plan list from different
plan. departments.
Step 3 Strategic plan officer sort/ Step 4: System send the reviewed
categorize and correct the incoming list of procurement plans to the
plan for procurement strategic plan head for final budget
approval.
Post condition List of plans will be posted to be approved for final budget.

CS &IT Page 24
 E-procurement management system in AMU

5) Use case documentation for “Approve Budget”.

Table 12 Use case documentation for approve budget

Use case name Approve Budget

Use case number UC5
Actor(s) Strategic Plan Head/Head of the Organization.
Description On this process the Strategic Plan Head approve budget prepared by the
Strategic Plan Officer.
Pre-condition The Strategic Plan Officer must submit the prepared budget to be approved.

Basic course of Actors action systems response

action Step 1: Strategic plan head click on Step 2:System displays prepared
the view prepared budget plan. budget by the strategic plan officer.
Step 3 Strategic plan Head view the Step 4: As soon as the budget is
budget prepared and approve it. approved the procurements plan that
was on pending will be available to
be requested for procurement.

Post condition List of procurement plans will be active for procurement.

CS &IT Page 25
 E-procurement management system in AMU

6) Use case documentation for “Request Procurement”.

Table 13 Use case documentation for request procurement

Use case name Request Procurement

Use case number UC6

Actor(s) Staff

Description This step shows how the Staffs request for procurement.

Pre-condition Staff must have a planed and approved with a budget demand in order to
request for procurement.
Basic course of Actors action Systems response
action Step 1: Staffs click on list of Step 2: The system displays list of
approved demand (this are procurement plans approved by the
procurement plans approved by strategic plan head with a budget.
the strategic plan head with a Step 4: The system sends the procurement
budget). request by the staff to its suprevisour for
Step 3:Staff select items to approval.
request for procurement based
on priority.
Alternate courses The staff is able to cancel/delete any pending request.
of action

Post condition The request will be sent to the staff supervisor for approval.

CS &IT Page 26
 E-procurement management system in AMU

7) Use case documentation for “Approve Procurement Request”.

Table 14 Use case documentation for approve procurement

Use case name Approve Procurement Request

Use case number UC7

Actor(s) Staff Supervisor

Description This step shows how the Staffs supervisor approve procurement asked by
staff.
Pre-condition Staff must request the procurement in order to be approved by the supervisor

Basic course of Actors action Systems response

action Step 1: Staffs supervisor click Step 2: The system displays list requested
on requested procurement list procurement for the staff supervisor (only
submitted by the staff. requestes from that specific department).
Step 4: The system sends the procurement
Step 3:Staff supervisor select request from that department to the
procurement requests to be sent purchasing department.
for purchasing office and
approve it.
Alternate courses The staff supervisor is able to cancel/delete any pending request.
of action

Post condition Purchasing office will receive the procurement request after the request is
approved.

CS &IT Page 27
 E-procurement management system in AMU

8) Use case documentation for “Prepare Bid”.

Table 15 Use case documentation for prepare bid

Use case Prepare Bid

name
Use case UC8
number
Actor(s) Procurement officer

Description On this step the procurement officer prepare the requested procurements for a bid.

Pre- The procurements should be approved by the requester staff supervisor.

condition
Basic Actors action Systems response
course of Step 1: Procurement officer click on Step 2: The system displaysthe
action the uncategorized procurement
procurement requestes
request.
Step 3:Procurement Officer Step 4: The system stores the organized
organize and categorize the bid
bids.
Step 5: The procurement officer call
out for similar category procurement Step 6: The system sends the notification
requested that are not yet submitted
for those who didn't yet submit their
by different departments.
Step 7: After adding the left over procurement request.
bids the Procurement officer forward
Step 8:The system sends the bid to the
the bid for the procurement head for
approval. procurement head for approval.
Post Head of the procurement will be notified to approve the bid.
condition

CS &IT Page 28
 E-procurement management system in AMU

9) Use case documentation for “Approve Bid”.

Table 16 Use case documentation for approve bid

Use case name Approve Bid

Use case UC9

number
Actor(s) Procurement Head

Description On this step the Procurement Head approve the prepared bid

Pre-condition The bid should be prepared by the procurement officer and submitted to the
Procurement Head
Basic course of Actors action Systems response
action Step 1: Procurement Head Step 2: The system displays the bids that
click on Bid pending approval. are wating for the Procurement Head to
approve them.
Step 3:Procurement Head/Head Step 4: The system publish the bid to be
of the organization will approve filled by the suplieres.
the bid that is complete.

Post condition The bid will be available for the suppliers.

CS &IT Page 29
 E-procurement management system in AMU

10) Use case documentation for “Offer a Bid”.

Table 17 Use case documentation for approve bid

Use case name Offer a bid

Use case UC10

number
Actor(s) Supplier

Description On this step the Supplier searches for available bid and give a price for it.

Pre-condition The bid should be published by the procurement head.

Basic course of Actors action Systems response

action Step 1: Supplier search for Step 2: The system displays all available
available bid. bid.
Step 4:System will give an option to fill the
Step 3:Supplier select a bid to bid.
participate in. Step 6: System will store the bid making it
Step 5: Supplier fill the bid and invisible until the deadline.
submit it.

Alternate Step 5: Supplier fill the bid and save it for feature work (Edit.)
courses of
action
Post condition The bid will be stored in non-editable format until the deadline. And will be
available for award on the deadline.

CS &IT Page 30
 E-procurement management system in AMU

11) Use case documentation for “To create a user”.

Table 18 use case documentation for create user

Use case name Create User

Use case number UC11

Actor(s) Admin

Description On this step the System Admin will create users accounts

Pre-condition The bid should be published by the procurement head.

Basic course of Actors action Systems response

action Step 1: Administrator click on Step 2:The system displays the create user
create account form.
Step 5:System will validate the form.
Step 3:Administrator insert the
user information. Step 6:System will create the user.
Step 4: Administrator submit
the form.

Alternate courses Step 5: Supplier fill the bid and save it for feature work (Edit.)
of action
Post condition Account will be created and can be used to perform given privileges.

CS &IT Page 31
 E-procurement management system in AMU

3.2.3 Sequence diagram

Figure 6 Sequence diagram for Plan procurement

CS &IT Page 32
 E-procurement management system in AMU

Figure 7 Sequence diagram for request procurement

CS &IT Page 33
 E-procurement management system in AMU

Figure 8 Sequence diagram for follow procurement

CS &IT Page 34
 E-procurement management system in AMU

Figure 9 Sequence diagram for display award list

CS &IT Page 35
 E-procurement management system in AMU

Figure 10 Sequence diagram for make a bid

CS &IT Page 36
 E-procurement management system in AMU

3.2.4 Activity diagram

Figure 11 Activity diagram for login

CS &IT Page 37
 E-procurement management system in AMU

Figure 12Activity diagram for create account

CS &IT Page 38
 E-procurement management system in AMU

Figure 13 Activity diagram for Display award list

CS &IT Page 39
 E-procurement management system in AMU

Figure 14 Activity diagram for make a bid

3.2.5 Analysis level Class diagram (Conceptual modeling)

 Entities:

o Staff/ Staff Supervisor/Planning officer/Planning Head,

Procurement Expert/ Procurement Head
o Suppliers/Service Providers.
o Supplier Category
o Item

CS &IT Page 40
 E-procurement management system in AMU

o Item Category
o Department
o Organization

 Operation :
o Plan
o Request
o Approve
o Offer Bid
o View Report
o Manage Staff
o Manage Account
1. Staff :- Has Id, Name, Department, Organization, Supervisor ID, Phone number
2. Suppliers:- Has Id, Name, Category, TIN Number,
3. Supplier Category:- Has Id, Category Name, Description
4. Item:- Has Id, Name, Item Category, Code,
5. Item Category:- Has Id, Name, Description
6. Department:- Has Id, Department name, Org_Id, Department Head,
7. Organization:- Has Id, Name, Category, Administrator, Description,

CS &IT Page 41
 E-procurement management system in AMU

Figure 15 Class diagram

CS &IT Page 42
 E-procurement management system in AMU

3.2.6 Prototype user interface diagram

The following diagram shows what functionality each actor will get when logged in to the
system.

Figure 16 Prototype user interface diagram

CS &IT Page 43
 E-procurement management system in AMU

CHAPTER FOUR

System Design

Introduction
In this chapter we will clearly show the overall architecture or design of the system. We are
going to build including its components by using different object oriented analysis and design
methods.

4.1 Class Type Architecture

Figure 17 User interface layer

CS &IT Page 44
 E-procurement management system in AMU

 User interface layer

o This layer provides all the interfaces for a specific user based on their level of
privilege or role.
 Process layer
o On this layer whatever the user has performed on the user interface layer will be
validate and processed based on the set of rules that the system has defined.
 Domain layer
o This layer handles different domains of the application and make sure that the
data that is stored in the data layer is usable for other domains of the application
this includes external applications that will use the data.
 Persistence layer
o Without going through any difficulties our application will be able to perform
different tasks on the data starting from storing new sets of data to retrieving them
and modifying them.
 System layer
o The system is responsible for providing basic and major functionalities that every
system requires from the operating system.

4.2 Class Modeling

We show our project by describing the class model, attributes, operations (models)
and relationship among objects.

CS &IT Page 45
 E-procurement management system in AMU

Figure 18 Class Modeling

CS &IT Page 46
 E-procurement management system in AMU

4.3 State Chart Modeling

The following state chart modeling diagrams shows the steps that a specific task in the system
has to go through from the starting state to the final state.

Figure 19 State chart for log in

Figure 20 Reject or approve procurement plan

CS &IT Page 47
 E-procurement management system in AMU

Figure 21 State chart for publish bid

Figure 22 State chart for offer bid

CS &IT Page 48
 E-procurement management system in AMU

4.4 Collaboration Modeling.

The following modeling diagrams shows how this objects in the system work together and
interact with each other in order to achieve and handle user requests based on the designed
system functionalities.

Figure 23 Collaboration for login

CS &IT Page 49
 E-procurement management system in AMU

Figure 24 Collaboration diagram for manage account

Figure 25 Collaboration diagram for offer bid.

CS &IT Page 50
 E-procurement management system in AMU

4.5 Component Modeling

Component level diagram describe and shows the interaction between each components of the
system with one another. So each interface or task of a user, process that the system has to
perform and the systems response is modeled as component on this modeling.

Figure 26 Component diagram

CS &IT Page 51
 E-procurement management system in AMU

4.6 Deployment Modeling.

On this modeling diagram components of the system will be visualized where exactly they reside
when the system is deployed and that includes both physical hardware and logical locations; it
also shows the relationship between those components and physical entities.

Figure 27 Deployment diagram

CS &IT Page 52
 E-procurement management system in AMU

4.7 Persistence Modeling

Persistence modeling use the class diagram to show the database design, inside the data types the
database table attribute is used will be specified, the relationship between each table and
dependency also will be visualized including the tables primary and foreign key that makes up
the relationship between the tables or entities.

CS &IT Page 53
 E-procurement management system in AMU

Figure 28 Persistence Modeling

CS &IT Page 54
 E-procurement management system in AMU

4.8 User Interface design

Figure 29 Login Interface.

CS &IT Page 55
 E-procurement management system in AMU

CHAPTER FIVE
Implementation and Testing
Introduction
Implementation refers to the coding of the all documents gathered starting from requirement
analysis to Design phase. All documents, business logic, information gathered are designed into
the code so that the system will be implemented for the user to be used for the purpose it is
developed. The chapter here describes about the final testing system, hardware and software
acquisitions, and installation process. The functional system from the design phase above is the
key input to the implementation phase. The deliverable of the implementation phase (the project)
is the operational system that will enter the operation and support stage of the system‟s life cycle.
Here is the sample code for each module.

5.1 Functional testing of the system

Test case
Here we have designed a test case for some of our interfaces.
Test case for login
Test Case #:1.1 Test case Name: Login
System: Login Sub system:
Designed by: team Design Date: 09/04/2017
Executed by: All user Execution Date: 11/04/2017
Short Description: Test the login Accessibility or check Authorized person

Pre-conditions
The user has a valid User Name and Password. The user has accessed the page by entering User
Name and Password.

CS &IT Page 56
 E-procurement management system in AMU

Table 19 Test case for login

Step Action Expected System Response Pass/Fail Comment

1 Click the „login‟ The system displays a login

button page
2 Enter user name and The system displays a
password message if user name or
password is incorrect asking
the user to re enter
if correct display main page

Post condition
The user can access the main page.

Test Case for change password

Test Case #:1.2 Test case Name: Change Password

System: Password Sub system:
Designed: Team Designed Date: 11/04/2017
Executed by: Admin, Employee and customer Execution Date: 12/04/2017
Short Description: Test the change current password

CS &IT Page 57
 E-procurement management system in AMU

Pre-conditions
The user has a valid User Name and Password before.
The system displays the main page.
Step Action Expected System Response Pass/Fail Comment
1 Click the „Change The system displays a change
password‟ button password page
2 Enter user name, The systems displays a Message if
current password and user name and current password is
new password with not match and confirm new
confirm new password is also not match the
password. user to re-enter again.
If both is correct display message
successfully change

Post-conditions
The New password is store in database.

Test case for Create plan

Table 20 Test Case for create plan

Test Case #:1.3 Test case Name: Create plan

System: Create plan Sub system:
Designed by: team Design Date: 09/04/2017
Executed by: Employee and offices Execution Date: 11/04/2017
Short Description: Test Employee and offices of the institution should be able to plan their
procurement

CS &IT Page 58
 E-procurement management system in AMU

Pre-conditions
The user has registered first
The system displays the user page.

Table 21 Test Case for change password

Step Action Expected System Pass/Fail Comment

Response
1. Click the „create The system displays a plan
plan‟ menu form
2. Customer will enter The system will chuck the
item category, item plan from database and then
quantity and it will give a message “plan
estimated cost per already created “if the plan
item is created before by the
same staff” else
“successfully create plan“

Post condition: the staff will view the progress of the plan is rejected or approved.

Test case for approved or reject plan

Table 22 test case for approved or reject plan

Test Case #:1.4 Test case Name: Reject or Approved plan

System: Reject or Approved plan Sub system:
Designed: Team Designed Date: 11/04/2017
Executed by: Supervisor, plan officer & plan head Execution Date: 12/04/2017
Short Description: Reject or Approved plan

CS &IT Page 59
 E-procurement management system in AMU

Pre-conditions
The plan has created first
The created plan sends to its supervisor page.

Table 23 tast case for create plan

Step Action Expected System Pass/Fail Comment

Response
1. Click the „accept The system must display
plan‟ menu list of plan
2. Supervisor, plan The approved plan will send
officer and plan head into procurement officer and
will Approve or the rejected plan will go
Reject the plan. back into user.

Post condition: approved plan must be stored in database

Test case for Purchase request

Test Case #:1.5 Test case Name: Purchase request
System: Purchase request Sub system:
Designed: Team Designed Date: 17/04/2017
Executed by: user Execution Date: 18/04/2017
Short Description: Planed purchases should be able to request on the system.

CS &IT Page 60
 E-procurement management system in AMU

Pre-conditions
The plan has created first and
The plan must be approved by planning officer.

Table 24 24 tast case for purchase request

Step Action Expected System Pass/Fail Comment

Response
1. Click the „purchase The system must display
request‟ menu list of purchase
2. Staff sends the The purchase request will
purchase request to its send into staff supervisor
supervisor.

3 Supervisor approved The purchase request will

the purchase request send into procurement
that send by its staff. officer

4 Procurement officer The purchase request will

approve the purchase send into procurement head
request

Post condition: The purchase request send into the procurement head and stored into database
And procurement head will organize procurement.

CS &IT Page 61
 E-procurement management system in AMU

Test case for Create Bid

Test Case #:1.6 Test case Name: Create Bid
System: Create Bid Sub system:
Designed: Team Designed Date: 19/04/2017
Executed by: procurement officer Execution Date: 20/04/2017
Short Description: On this step the procurement officer prepare the requested procurements
for a bid.

Pre-conditions
The procurements should be approved by the requester staff supervisor.

Table 25 test case for create bid

Step Action Expected System Pass/Fail Comment

Response
1. Procurement officer The system must display
click on „create bid bid form
„menu

2. Procurement officer The system sends the bid to

will select bid the procurement head for
category, enter start approval.
date, end date and bid
mark then create bid

Post condition: Head of the procurement will be notified to approve the bid.

CS &IT Page 62
 E-procurement management system in AMU

Test case for offer Bid

Test Case #:1.7 Test case Name: Offer Bid
System: Offer Bid Sub system:
Designed: Team Designed Date: 2/05/2017
Executed by: Supplier Execution Date: 2/05/2017
Short Description: On this step the Supplier searches for available bid and give a price for it.

Pre-conditions
The bid should be published by the procurement head.

Table 26 offer bid

Step Action Expected System Pass/Fail Comment

Response
1. Supplier click on The system must display
„available bid‟ menu available bid

2. Supplier fills the bid System will store the bid

making it invisible until the
and submits it.
deadline.

Post condition: The bid will be stored in non-editable format until the deadline. And will be
available for award on the deadline.

CS &IT Page 63
 E-procurement management system in AMU

5.2 Hardware and Software Acquisitions

Hardware acquisition: The system is going to be implemented on the E-procurement
management System in AMU services. Since our system is web based for its deployment a web
server is needed. Here the hardware requirements are the minimum so that to be registered and to
be a member.
Software acquisition: The client side application is compatible with windows environment.

5.2.1 Hardware &Software Configuration

Table 27 hardware and software configuration

Production environments Recommended - 32-bit or 64-bit OS with

Intel/AMD, 2.0 GHZ+ CPU
RAM Recommend minimum - 4 GB
Disk Size 10 GB free disk space
For Redundancy RAID 1+0
Operating system Windows server 2008/Ubuntu 14.04 or later

Network Card 100 Mb/s

5.3 User Manual Preparation

No more manual preparation is needed for users, because the system developed is not software
and it is not installed on a client computer. After the implementation has been completed, it is
directly hosted on Network (server).

5.4 Training
During the development of the system, the project group members will give short time training
for the system administrators and workers explaining how the system works and in what way
they can manage the system developed.

CS &IT Page 64
 E-procurement management system in AMU

5.5 Installation Process

Since the project is a web based System, there is no need to install it on a particular machine
rather it will be hosted on a web server. Database server will also be configured.

5.6 Start-up strategy

Once the system is hosted, it has one parts: One which needs password and username that is for
Manager. To access those parts one has to have password and user name so that he/she can enter
into it and use it.

5.7 Coding
5.7.1 Coding for create bid
<?php
ob_start();
session_start();
require_once 'dbconnect.php';

$user =$_SESSION['user'];

if ( isset($_POST['addBid']) ) {
// clean user inputs to prevent sql injections
$bidCat = trim($_POST['bidCat']);
$bidCat = strip_tags($bidCat);
$bidCat = htmlspecialchars($bidCat);

$bidItem = trim($_POST['bidItem']);
$bidItem = strip_tags($bidItem);
$bidItem = htmlspecialchars($bidItem);

$estBidStartDate = trim($_POST['estBidStartDate']);
$estBidStartDate = strip_tags($estBidStartDate);
$estBidStartDate = htmlspecialchars($estBidStartDate);

$estBidEndDate = trim($_POST['estBidEndDate']);
$estBidEndDate = strip_tags($estBidEndDate);
$estBidEndDate = htmlspecialchars($estBidEndDate);

$bidRemark = trim($_POST['bidRemark']);
$bidRemark = strip_tags($bidRemark);

CS &IT Page 65
 E-procurement management system in AMU

$bidRemark = htmlspecialchars($bidRemark);

$qu = "SELECT bidItem FROM bid WHERE pubBidApp=0 && bidItem='$bidItem'";

$result = mysql_query($qu);
$count = mysql_num_rows($result);
if($count!=0){
$error = true;
$bidExistError = "There exists an open bid with the item you wanted to create.";
}

$totalEstCost = $itemQuan * $estCost;

// if there's no error, continue to create bid
if( !$error ) {

$query = "INSERT INTO

bid(bidCat,bidItem,bidRemark,bidCreatedBy,estBidStartDate,estBidEndDate)
VALUES('$bidCat','$bidItem','$bidRemark','$user','$estBidStartDate','$estBidEndDate')";
$res = mysql_query($query);

if ($res) {
$errTyp = "success";
errMSG = "Bid "."<b>" .$bidRemark ."</b>"." is created successfuly";
}
else {echo "test";
$errTyp = "danger";
$errMSG = "Something went wrong, <a href=index.php>CLICK HERE</a>";
}
}
?>

<!DOCTYPE html>
<html lang="en">
<head
<?php
include 'inc/title.php';
?>
<!-- Include Bootstrap Datepicker -->
<link rel="stylesheet" href="//cdnjs.cloudflare.com/ajax/libs/bootstrap-
datepicker/1.3.0/css/datepicker.min.css" />
<link rel="stylesheet" href="//cdnjs.cloudflare.com/ajax/libs/bootstrap-
datepicker/1.3.0/css/datepicker3.min.css" />

<script src="//cdnjs.cloudflare.com/ajax/libs/bootstrap-datepicker/1.3.0/js/bootstrap-
datepicker.min.js"></script>

<style type="text/css">

CS &IT Page 66
 E-procurement management system in AMU

/**
* Override feedback icon position
* See http://formvalidation.io/examples/adjusting-feedback-icon-position/
*/
#dateRangeForm .form-control-feedback {
top: 0;
right: -15px;
}
</style>
</head>
<body id="bodycreatebid">
<?php
include 'nav.php';
?>
<div class="panel panel-primary " style="margin:20px; ">
<div class="panel-heading">
<h3 class="panel-title">Bid</h3>
</div>
<table style="table-layout:fixed;">
<tr>
<td width="50%" style="table-layout:fixed;">
<div class="panel panel-primary " style="margin:20px; " >
<?php
if ( isset($errMSG) ) {
?>
<div class="form-group" style="table-layout:fixed;">
<div class="alert alert-<?php echo ($errTyp=="success") ? "success" : $errTyp; ?>">
<span class="glyphicon glyphicon-info-sign" style="width:40px" ></span> <?php echo
$errMSG; ?>
</div>
</div>
<?php
}
?>
<div class="panel-heading">
<h3 class="panel-title">Create Bid</h3>
</div>
<div class="tab-content">
<h1>Create Plan</h1>
</div>
<form method="post" action="<?php echo htmlspecialchars($_SERVER['PHP_SELF']); ?>"
autocomplete="off" >
<div style="full-width">
<div class="itemCat">
<label>Bid Catagory</label>

CS &IT Page 67
 E-procurement management system in AMU

<select class="form-control input-

sm" style="width:300px" name="bidCat" onchange="getId(this.value)">
<option value="">
Select Bid Catagory</option>
<?php
$query = "SELECT itemCatId,itemCatName FROM item_cat";
$res=mysql_query($query); //echo
"<option value= $accrank> $accrank
</option>";
while (($row = mysql_fetch_array($res)) != null)
{
echo "<option value = '{$row['itemCatId']}'";

echo ">{$row['itemCatName']}</option>";
}
?>
</select>
</div>
<div class="item">
<label>Item</label>
<select class="form-control input-sm" style="width:300px"name="bidItem" id="itemlist">
<option value="1"></option>
</select>
<span class="text-danger" style="width:300px">
<?php echo $bidExistError; ?> </span>
</div>
<br>
<label>Start Date</label>
<div class="form-group">
<div class="col-xs-6 date">
<div class="input-group input-append date" id="dateRangePicker">
<input type="text" class="form-control" name="estBidStartDate" />
<span class="input-group-addon add-on"><span class="glyphicon glyphicon-
calendar"></span></span>
</div>
</div>
</div>
<br>
<label>End Date</label>
<div class="form-group">
<div class="col-xs-6 date">
<div class="input-group input-append date" id="dateRangePicker2">
<input type="text" class="form-control" name="estBidEndDate" /<span class="input-group-
addon add-on">

<span class="glyphicon glyphicon- calendar"></span></span>

CS &IT Page 68
 E-procurement management system in AMU

</div>
</div>
</div>
<br>
<label for="itemDesc">Bid Remark*</label>
<textarea class="form-control input-sm" name="bidRemark" style="width:300px"
rows="3"></textarea>
<br>
<div class="col-md-12 col-sm-12" id="addblock">
<div class="form-group col-md-3 col-sm-3 ">
<input type="submit" class="btn btn-primary" value="Create Bid" name="addBid"/>
</div>
</div>
</div>
<br><br><br><br>
</form>
</td>
<tr>
<br>
</tr>
</table>
</div>
<!-- JavaScript -->
<script>
$(document).ready(function() {
$('#dateRangePicker')
.datepicker({
format: 'yyyy-mm-dd',
startDate: '2010-01-01',
endDate: '2020-12-30'
})
.on('changeDate', function(e) {
// Revalidate the date field
$('#dateRangeForm').formValidation('revalidateField', 'date');
});
$('#dateRangeForm').formValidation({
framework: 'bootstrap',
icon: {
valid: 'glyphicon glyphicon-ok',
invalid: 'glyphicon glyphicon-remove',
validating: 'glyphicon glyphicon-refresh'
},
fields: {
date: {
validators: {
notEmpty: {

CS &IT Page 69
 E-procurement management system in AMU

message: 'The date is required'

},
date: {
format: 'MM/DD/YYYY',
min: '01/01/2010',
max: '12/30/2020',
message: 'The date is not a valid'
}
}
}
}
});
});
</script>
<script>
$(document).ready(function() {
$('#dateRangePicker2')
datepicker({
format: 'yyyy-mm-dd',
startDate: '2010-01-01',
endDate: '2020-12-30'
})
.on('changeDate', function(e) {
// Revalidate the date field
$('#dateRangeForm').formValidation('revalidateField', 'date');
});

$('#dateRangeForm').formValidation({
framework: 'bootstrap',
icon: {
valid: 'glyphicon glyphicon-ok',
invalid: 'glyphicon glyphicon-remove',
validating: 'glyphicon glyphicon-refresh'
},
fields: {
date: {
validators: {
notEmpty: {
message: 'The date is required'
},
date: {
format: 'MM/DD/YYYY',
min: '01/01/2010',
max: '12/30/2020',
message: 'The date is not a valid'
}

CS &IT Page 70
 E-procurement management system in AMU

}
}
}
});
});
</script>
<script src="js/myscript5.js"></script>
<script>
function getId(val){
$.ajax({
type: "POST",
url: "getdata.php",
data: "itemCatId="+val,
success: function(data){
$("#itemlist").html(data);
}
});
}
</script>
</body>
</html>

CS &IT Page 71
 E-procurement management system in AMU

CHAPTER SIX

Conclusion and Recommendation

6.1 Conclusion
By now we have completed and covered what is stated in our scope and we have implemented
all the major business processes in our application; and after our testing we have seen that the
application that we have developed is suitable and applicable for any government organization
that might want to use it. Not only that the since the database is structured in a way that it is
scalable and can grow easily much more functionality can be added and it can easily be
integrated with other systems like LDAP authentication, integration with external HRM systems
and even more pull suppliers data from the authorized organization that will keep the suppliers
data up to date.

From end user point of view the application is designed so that the users can easily understand it
and their business flow is kept in mind; the user interface is designed in a way that that the end
users could have a better interaction experience with the system.

CS &IT Page 72
 E-procurement management system in AMU

6.2 Recommendations

While implementing the system we strongly recommend that the application and the database are
installed on a separate servers and both logging for accounting and auditing should be handled
separately from both the application server and the database server.

The Database server should be only accessible from the application server‟s IP, the application
administrator should not have a read access over the database connection files. If the database
hosted on the same server as the application server; MySQL‟s skip-networking option should be
enabled to only allow the localhost and ignore the rest of the connections coming to the database,

To monitor activities on the database a version (revision) control system should be implemented
to assist the logging system and to alert on any values that should be only created once and
doesn‟t get changed.

The application should be used over https (SSL/TLS) protocol so that user data is kept secured
on the network.

Any additional requirements should be only handled with the application only, if the application
doesn‟t have the option to handle the new required business process; it should be updated by the
developers so that there is no need to access the database directly; there should be a policy that
suggests that.

The database should be indexed well, with in the application if there is a query that will execute
for a unique value it should be limited to 1 so that we have a better performance as the database
grows.

CS &IT Page 73
 E-procurement management system in AMU

Reference:
1) PHP Object-Oriented Solutions by David Powers published, 2002
2) PHP Cookbook by David Sklar, published, November 2002
3) My SQL/PHP Database applications by Jay green span and Brad Bulger ,published, June
2004
4) FEDERAL NEGARIT GAZETA (Published 15th Year No. 60 ADDIS ABABA 9thmber
2009 G.C Proclamation NO. 649/2009

CS &IT Page 74