WOLKITE UNIVERSITY

COLLEGE OF COMPUTING AND

INFORMATICS
DEPARTMENT OF INFORMATION SYSTEMS
INDUSTRIAL PROJECTE PROPOSAL TITLE:
WEBE BESED PURCHASING SYSTEM FOR WKU
Group member Id
1. TESHOME AYENE CIR/153/10
2. SILESHI ALELIGN CIR/149/10
3.TILAHUN AYENEW CIR/154/10

Submission date 06/07/2013E.C

Contents
1. INTRODUCTION...................................................................................................................................1
1.1. Background of the project.................................................................................................................2
 1.1.1.Mission of Wolkite University....................................................................................................2
1.1.2. Vision of Wolkite University.....................................................................................................3
1.2 .Statement of problem........................................................................................................................3
1.3 .Objectives of the project...................................................................................................................3
1.3.1. General objective.......................................................................................................................3
1.3.2 .Specific objective.......................................................................................................................3
1.4. Feasibility Analysis..........................................................................................................................4
1.4.1. Operational feasibility................................................................................................................4
1.4.2 .Technical feasibility...................................................................................................................4
1.4.3. Political feasibility.....................................................................................................................5
1.4.4. Economic feasibility..................................................................................................................5
1.5 .Scope and Limitation of the Project..................................................................................................5
1.5.1. Scope of the project.......................................................................................................................5
1.5.2. Limitation of the project............................................................................................................6
1.6. Significance of the project................................................................................................................6
1.7. Beneficiary of the Project.................................................................................................................7
1.8. Methodology of the Project..............................................................................................................7
1.8.1. Data Collection Tools/Techniques.............................................................................................7
1.8.2. System Analysis and Design......................................................................................................8
1.8.3. System Development Model......................................................................................................8
1.8.4 .System Testing Methodology....................................................................................................9
1.8.5 .Development Tools and Technologies.......................................................................................9
1.8.6. Documentation and Modeling Tools........................................................................................10
1.9. Budget and Time Schedule of the Project.......................................................................................10
1.9.1. Budget of the Project...............................................................................................................10
1.9.2 .Time Schedule of the Project...................................................................................................11
1.10. Team composition....................................................................................................................12

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1. INTRODUCTION
Purchasing system is a method used by an organization to buy products and/or services. A
purchasing system manages the entire acquisition process, from requisition, to purchase order, to
product receipt, to payment. Purchasing systems are a key component of effective inventory
management in that they monitor existing stock and help organizations determine what to buy,
how much to buy and when to buy it.
During investigation, the team will found the web based purchasing information management
system that delivers the following solutions such as increasing accuracy, reducing the rate of
increase in costs in labor-intensive activities, increased effectiveness, and permits decentralized
access to records. In addition to this, Offices and suppliers can see the status of an order without
change/amend files and without travelling to the order department to interrupt their work in
order. To find out and check to see whether a request/material is ready, departments and colleges
can request their purchasing needs online without travelling to the order department offices.

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1.1.Background of the project
Wolkite University (WKU) is one of the third-generation higher institutions that have been
founded in 2012GC/ 2004 EC. The university is located in the Southern Nation Nationalities
Regional State, in Gurage Zone, 158km southwest of the capital city, Addis Ababa, on the way
to Jimma. Wolkite University. Our proposed project will focus on WKU purchasing system web
based purchasing system for WKU. The current purchasing system is using the paper
documentation system to request, filter or process, purchase, report and exchange additional
resources.

Currently, there are four ways of purchasing materials in WKU purchasing system (Cite the
source of this data). Those are:

Direct purchasing:-this type of purchasing is conducted for materials which are not visible
when you planed that are important for teaching and learning process like chalk, duster, and
laboratory chemical and so on. They take costs up to 5,000 birr.

Performa:-these purchasing is conducted for materials that are larger than direct purchasing in
size that does not need a tender and takes a cost of up to 200,000 birr.

Restricted tender:-conducted when the suppliers are limited. Take a cost of up to 1.5 million
birr. The tender is opened for sufficient times in order to get many competitors at national and
international level.

Level-II Tender:-this is conducted when we do not know the specifications of the material that
we want to purchase and allow for different suppliers to announce their material specification
and after this we can select the specification that we want and we can select a supplier among
themselves or another one. It is difficult and boring, and so in this project the team will try to
solve this problem by automating the system.

1.1.1. Mission of Wolkite University

 To produce graduates who are knowledge, attitudinal nature and practically innovative.

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  To supply relevant and demanded technology and knowledge that address national and
community level development problem to help make operations of the government and
non-government organizations efficient, effective and competitive and

 To provide training and consulting services to the community and the government.

1.1.2. Vision of Wolkite University

 To be one of 10 universities in East Africa by 2035 G.C.

1.2 .Statement of problem

In The existing system; the receiving, collections of purchasing needs and records of materials
are primarily on paper. Purchasing is very record-intensive. The college and dean must know
precisely which material of which amount of which quality of which size was taken by precisely.
The tasks involved are generally tedious, repetitive, and lend themselves to computerization even
though the records may be complex and arranged in complicated ways.

Generally, in the existing system the following main problems are available:

 Reduction in sharing information and customer services that means every work is done
manually due to this the sharing of information is too low.
 Costly to produce reports it takes costs for paper and other writing materials to produce
report.
 Lack of security preservation means that all information is stored on paper for this reason
the paper may damage and all the purchasing information is lost.
 Duplication of data entry: purchasing request is collected from each departments many
times
 Data handling are very tedious as the data is stored on paper and difficult to search the
required purchasing information.
 Generating report is time consuming and tedious as report is generated by examining
different documents on the recorded paper for this reason it is difficult and tedious to
generate report timely to concerned body.
 Categorizing the purchasing request is difficult

1.3 .Objectives of the project

1.3.1.General objective

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The general objective of the project is to design web based purchasing information management
system in for Wolkite University.

1.3.2 .Specific objective

Specific objects are objectives that help to achieve the general objectives of the system.
The specific objectives of the proposed system are:
 To develop a system that enables to control and manage purchasing request
 To develop a system that enables authorized user to view purchasing status
 To develop easy and descriptive user interfaces to register purchasing request
 To develop a system that enables automatic report generation
 To implement accessible system in which internet is available.
 To design user friendly interface.
 To develop a system that enables only authorized user can add and modify purchasing
request with detail specification
 To develop a system that enables to collect purchasing needs online with their detail
specification.
 To develop a system which distribute items for departments and colleges.
 To develop a system that enables register and modify market details online
 To test the new developed system.
 To see the problems of the existing system.

1.4.Feasibility Analysis
Feasibility Analysis is the measure of how beneficial the development or enhancement of an
information system would be to the business. It is an ongoing process done frequently during
systems development projects in order to achieve a keeping commitment from the user and to
continuously assess the current status of the project.
1.4.1.Operational feasibility
The proposed system shall be allows replacing manual systems of WKUpurchasing system to the
web based purchasing information management system and allows ease of searching of
information. Hopefully, it is operationally feasible.
1.4.2 .Technical feasibility

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The system which we develop will be technically feasible. The system may be technically
feasible since the teams develop it easily by using simple programming languages and software’s
like: html, JavaScript, MySQL. …language like html and simple programming language like
JavaScript. Also, the team will use a relational database management system named as
MySQL. These languages are simple, open source and already known, so the team develop the
system easily. We expect that, the system can be operated in simple way and all users can access
easily by giving simple training for them. It doesn’t require any technical expertise and can be
integrated with the existing system

1.4.3.Political feasibility
The propose system will be politically feasible since it doesn’t contradict the government rule
and regulations. In addition to this the purchasing directorate and workers appreciate and accept
the project ideas as well as they are ready to implement it.
The project does not break the law that means all functionality supported in our system is legally
allowed so the system is legally feasible.
1.4.4.Economic feasibility
The propose system is not expensive. Since this project is going to be computerized system,
there is reduction cost for material that used for manual operation such as cost of paper and pen,
save time and make comfortable working environment for the users. Hence, our system is
economically feasible.
Tangible benefits
Our new system gives tangible benefits that can be estimated in terms of money which means the
benefit is real or actual rather than imaginary or visionary. For example, the system provides cost
reduction /avoidance such as mobile card, paper, error reduction, increased flexibility,
facilitating the activities, reducing materials consumption.
Intangible benefits
The new system gives intangible benefits that cannot be estimated in money such as increasing
work processing efficiency, Moral satisfaction for developers, the purchasing workers and the
user.

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1.5 .Scope and Limitation of the Project
1.5.1.Scope of the project
Scope defines the coverage areas of the project, activities and operations done by the system.
The project team needs to develop web based purchasing information management system for
WKU.Currently all WKU purchasing activities are performed in manual manner. The new
system is developed only for Wolkite University. The new system will be keeps track of the
main purchasing system activities such as to request, filter or process, purchase, report, address
the output and exchange additional information but our scope excludes payments. The system
works for academic staff but not for administrative staff(Why??). Justify your reason why will
exclude administrative staff and payments clearly. Our system does the following activities

 Collecting purchasing requests (needs) from each departments, offices, colleges as well
as from schools in some extent.
 approving or rejecting purchasing requests based on the organization business rules such
as specifications of the material
 Registering tender result and posting details of a winner
 Posting a notice to announce different departments, offices, schools and colleges to
submit their purchasing needs
 Addressing the purchased materials to the requested body based on the specification of
the material with priority
 Check the purchased materials by the right expert
 Generating timely report to concerned body
 Registering the market detail of an item and modifying the market detail once in three
months.

1.5.2.Limitation of the project

As there are some limitations like time, information, resource and other external factors. The
system does not include payment and not include the administrative staff. ????

1.6.Significance of the project

After implementation our system will be delivers different functions for WKU staff workers that
involves in purchasing system. (this point is opposing your scope of the study). Currently
this system operates on manual system. With the introduction of this web based.

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Computerized system the following benefits are will be achieve.

 Reduce resource wastage because purchasing requests is collected online and it does
not need for paper
 It saves manpower as users sent their purchasing request online
 Save time to accomplish any task because all tasks are done online.
 Make tasks simple and efficient to generate timely reports.
 Creates satisfaction to the user as the workload are reduced
 Improve the quality, speed and effectiveness of purchasing department,
 Improve the management of resources
 Generating report with a short period of time to concerned body
 It facilitates faster decision making for purchasing managers
 Facilitates easy searching of purchasing information’s.

1.7.Beneficiary of the Project

Market study team
 Study(register) the market means that the price of the items
 announce market detail to purchasing team
 modify market detail
Purchasing workers
 Purchase the identified items
 They Involve in direct purchasing
 Report to purchasing team if the material is not found in the market

Suppliers

 Fill the price and detail of the item that he/she supplies
 Supply the materials if they are selected as a winner
 Taking agreement with purchasing team
 Apply for the tender or register to be among competitors
 View the result of the tender that he/she was participate
Purchasing directorate
 Manage staff/workers

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  Group purchasing requests based on item type
 Plan for purchasing activities
 Post purchasing related notices
Approval committee
 Approve/reject the request that comes from technical room and college administrator.
 Evaluate the winner
 Evaluate the plan

1.8.Methodology of the Project

1.8.1.Data Collection Tools/Techniques
 Interview

The project team will be use direct Interview techniques to get information about current flow of
work by interviewing key workers such as purchasing directorate, purchasing team leader,
approval committee as they told as the system uses manual way, to store purchasing information
by paper generally they have no computerized system to perform their task.

 Direct observing

To gather relevant information the project teamwill be observes how the current system works.
As we observe the approval committee out the tender and they agree with the supplier to buy the
machines.

 Document analysis

The project team will be tire to discover written documents about the purchasing areas relevant
to the project. For example we get rules that the purchasing directorate gives from soft copy
analysis.

1.8.2.System Analysis and Design

In the proposed system the team would use Object Oriented System Develop Iterative
methodology. The reason being for using Object Oriented Approach and Iterative methodology
is to get the benefits that we can get from this methodology such as: -

 Increased reusability
 Increased extensibility

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  Improved quality
 Reduce maintenance burden
 Simplifies the complex application to develop

1.8.3.System Development Model

We select software development life cycle models is iterative because of the following reason: -

 Iterative process starts with a simple implementation of small sets of the software
requirements.
 Iteratively enhances the evolving version until the complete system is implemented and
ready to deploy.
 It doesn’t attempt to start with a full specification of requirements instead development
begins by specifying and implementing just part of the software which is then reviewed
in order to identify further requirements

1.8.4 .System Testing Methodology

 Unit testing: every developer and analyst would test each module. In our system we will
test whether the return type of functions is correct, whether functions are called correctly,
whether correct output is produced for different inputs and efficiency of the code in terms
of CPU and memory usage.
 System testing: after the whole integration of all expected system modules, the whole
system would be tested using sample. In this level of testing process, we will have
examined how the whole subsystems came together to achieve the desired goal. The
goals of system testing are to detect faults that can only be exposed by testing the entire
integrated system or some major part of it.
 User acceptance testing: In this level of testing our system is tested for acceptability,
tested by user and we will ask for any improvements and this helps us to check if we
meet the user requirements.

1.8.5 .Development Tools and Technologies

Frontend Technologies

 Html: is a client side programming a markup language for developing the client side or
the user interface.it tells the browser how things are supposed to be displayed and used

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 for different. The reason why we use HTML is editing and running code is fast; allow the
addition of dynamic and interactive activities to web pages.
 CSS: cascading style sheet performs the designs of the interface and performs the design
layouts.
 Java script. JavaScript is client side scripting, meaning it executes on the viewer’s
browser
 To validate users input.
Backend Technologies

For this project system development we used PHP for the backend end as means of
communication between system and the user.

Wamp and xampp server-it’s used as a web server.

The reason that we use PHP is that it:
 Increase efficiency & usability -PHP provides efficiency and usability when it is used for
the development of websites.

 Compatible-PHP is compatible on all operating systems.

 Data processing -A website that has been developed using the PHP functions has fast
features of data processing.

 Easy to understand -When compared with other scripting languages, PHP can be
understood easily because it has simple techniques and features.
MySQL dbms: -storing table values of entities with their attributes

1.8.6.Documentation and Modeling Tools

 Microsoft office word 2010:-To write the documentation
 Microsoft PowerPoint 2010:-For presentation at the end of the project
 Edraw max:-to draw different UML diagrams such as use cases, sequence diagrams,
activity diagrams, class diagrams…….and so on.
 Editor:-Notepad++, notepad for writing programs or codes
 Browser: -chrome, Firefox, opera, UC browser, Internet explorer used to run the program

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1.9. Budget and Time Schedule of the Project
1.9.1.Budget of the Project
Resources Amount Unit price Total price
Pen 6 10 Birr 60 Birr
Printing 85 page 170 Birr 170 Birr
Paper 1 Desta 150 Birr 150 Birr

Flash disk 2 -32Gb 250 Birr 500 Birr

Laptop 1 18000 Birr 18000 Birr

Desktop 3 By university By university

Total 18880
Birr

1.9.2 .Time Schedule of the Project

Tasks Months
No Steps March20 March March Apr May june- July -8
-march- -12marc 20- 18– 17- 29– -July 30
24 h 17 Apr May- june july-6
-17 4 -28
1 Data collection
and Requirement

2 Proposal
3 System analysis
4 System design
5 Implementation
6 Testing
7 Documentation
Total Overall project
time

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1.10. Team composition

Project title Web based Purchasing information management system in WKU

Prepared by ID NAME RESPONSIBILITY
1 154/10 TilahunAyenew Group Coordinator
-documentation,
implementation

2 149/10 SileshiAlelign -V-coordinator

Analysis/
Requirement
Gathering
3 153/10 Teshome Ayene -Designing and
Testing

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