Tender Management System For JKR Besut System.

TENDER MANAGEMENT SYSTEM FOR JKR BESUT

IKRAM HAKIMI BIN MOHD ZAKI

TENDER MANAGEMENT SYSTEM FOR JKR BESUT

IKRAM HAKIMI BIN MOHD ZAKI

This report is submitted in partial fulfillment of the requirements for the

Bachelor of Computer Science (Software Development)

FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY UNIVERSITI TEKNIKAL MALA YSIA MELAKA

2008

DECLARATION

I hereby declare that this project report entitled

TENDER MANAGEMENT SYSTEM FOR JKR BESUT

is written by me and is my own effort and that no part has been plagiarized without

citations.

STUDENT Date: 21 Nov 2008

SUPERVISOR:

tl#

(INTAN

ｅｾｈａｎｉ＠

BINT! ABO. JALIL)

Date: 21 Nov 2008

DEDICATION

To my beloved parents, family, friends and well-wishers for all of your support and

inspiration ...

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ACKNOWLEDGEMENTS

Alhamdulillah, praises to be the Lord, Allah S.W.T for His blessing and mercy I am capable to complete this Projek Sarjana Muda (PSM) as it is. My great appreciation goes to my parents, Mohd Zaki bin Mustapha and Che Norlida binti Zakaria" who taught me the value of education and their never-ending love and support in all my efforts.

In particular, I wish to express my heartfelt gratitude and sincere appreciation to my PSM supervisor, Miss Intan Ermahani Binti Abd. Jalil, for encouragement, guidance, critics and friendship. Without her continued support and interest, the project would not have been the same as presented here.

VI

ABSTRACT

VB

ABSTRAK

Tender Management System for JKR Besut adalah merupakan satu aplikasi yang

menyediakan informasi sebutharga dan tawam sebutharga daripada golongan kontraktor kelas F. Jabatan KeIja Raya (JKR) Managements bertanggungjawab dalam menyediakan

informasi sebutharga untuk golongan kontraktor tersebut. Jurutera berpotensi untuk

memaparkan rekod penghantaran bid dan mempunyai keutamaan untuk menerima atau menolak tawaran. Aplikasi ini memerlukan tiga aras pengguna iaitu administrator,

kontraktor dan jurutera. Sistem aplikasi ini juga dibangunkan dengan menggunakan PHP

sebagai bahasa aturcara. Pangkalan data yang digunakan pula ialah MySQL. Sistem ini

berpeluang untuk memudabkan pemprosesan sebutbarga tender dengan adanya fungsi

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TABLE OF CONTENTS

CHAPTER SUBJECT PAGE

CHAPTER I INTRODUCTION

1.1 Project Background 1

1.2 Problem Statement 2

1.2.1 Lack of proper infonnation management 2 1.2.2 Traditional record keeping

and paper-based application 2

1.2.3 Tender bidding process 2

1.3 Goal Statement and Objective 3

1.3.1 Goal 3

1.3.2 Objective 3

1.3.2.1 To create a good infonnation system 3 1.3.2.2 Computerized record management 3 1.3.2.3 Decision Support System

for tender bidding process 4

1.4 Scope 5

1.4.1 Data 5

1.4.2 Functionality 5

1.4.2.1 User Friendly 5

1.4.2.2 Security 5

1.4.3 Target User 6

1.5 Project Significant 6

1.6 Expected Output 7

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CHAPTER II LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1 Introduction 8

2.2 Facts and Findings 9

2.2.1 Domain 11

2.2.2 Existing System 12

2.2.2.1 Case Study 1 12

2.2.2.2 Case Study 2 13

2.2.3 Project Methodology 14

2.3 Project Methodology 15

2.4 Project Requirement 17

2.4.1 Software Requirements 17

2.4.2 Hardware requirements 17

2.4.3 Other Requirements 18 2.5 Project Schedule and Milestones 18

2.6 Conclusion 20

CHAPTER 111 ANALYSIS

3.1 Introduction 21

3.2 Problem Analysis 22

3.2.1 Current System Analysis 22

3.2.1.1 Manual and paper-based system 22

3.2.1.2 Infonnation management 23

3.2.1.3 Bidding Process 23

3.2.2 Detailed Problem Statement 23 3.2.2.1 Data Insecurity 23 3.2.2.2 Data Inconsistency 24

3.2.2.3 Convoluted in Searching 24

3.2.2.4 Excessive Manual Records 25

3.2.2.5 Inefficient Data Updates 25

3.2.3 To-Be System Analysis 25

3.2.3.2 Business Flow

3.2.3.3 Requirement Analysis

3.2.4 Data Requirement 3.2.5 Functional Requirement

3.2.6 Non-Functional Requirement

3.2.7 Others Requirement

3.2.7.1 Software Requirement

3.2.7.2 Hardware Requirement

3.2.7.3 Network Requirement

3.3 Conclusion

CHAPTER IV DESIGN

4.1 Introduction 4.2 High-Level Design

4.2.1 System Architecture

4.2.2 User Interface Design

4.2 .2.1 Navigation Design 4.2.2.2 Input Design

4.2.2.3 Output Design

4.2.3 Database Design

4.2.3.1 Conceptual and Logical Database Design

4.2.3.2 Logical Database Design

4.2.3.3 Database Selection

4.3 Detailed Design

4.3.1 Software Design

4.4 Conclusion

CHAPTER V IMPLEMENTATION 5.1 Introduction

5.2 Software Development Environment setup

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5.2.1 Software, Hardware,

and Network Environment Setup 65

5.3 Software Configuration Management 65 5.3.1 Configuration Environment Setup 65 5.3 .1.1 AppServ Configuration 66

5.3.1.2 MySQL server Configuration 67

5.3.2 Version Control Procedure 67

5.4 Implementation Status 69

5.5 Conclusion 70

CHAPTER VI TESTING

6.1 Introduction 71

6.2 Test Plan 71

6.2.1 Test Organization 71 6.2.2 Test Environment 73

6.2.3 Test Schedule 74

6.2.3.1 Black-Box Testing 74

6.2.3.2 Usability Testing 74

6.3 Test Strategy 75

6.4 Black-Box Test Design 76

6.4.1 Test description and Test Data 76

6.4.2 Test Result and Analysis 83

6.5 Web Usability Testing 87 6.5.1 Test Description and Test Data 87 6.5.2 Test Results and Analysis 88

CHAPTER VII CONCLUSION

7.1

REFERENCES APPENDICES

7.2

7.3

7.4

7.5

Observation Weakness and Strengths

Strength

Weakness

Propositions for Improvement

Conclusion

90

91

91

91

91

92

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LIST OF FIGURES

FIGURES TITLE PAGE

2.1 www.lelong.com.my 12

2.2

www.lelong.com.my 13

3.1

Use Case Diagram

27

3.4

Sequence Diagram for Requester (Engineer) Operation

30

3.5 Sequence Diagram for Requester (Administrator) Operation

31

3.6

Sequence Diagram for Requester (Contractor) Operation

32

3.7

Sequence Diagram for Requester (Tender Registrar) Operation

33

3.8

Flowchart for Tender Bidding Process

3S

3.9

Flowchart for Tender Evaluation Process

36

4.1

TMS System Architecture

46

4.2

Navigation design for TMS

49

4.3

ERDforTMS

53

5.1

Software Development Environment for TMS

64

5.2

Apache Web Server configure screen

6

5.3 MySQL Database configure screen

67

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LIST OF TABLES

TABLES TITLE PAGE

2.1 Phase and activities of OOAD

16

2.2

Milestone for Projek Sarjana Muda

18

3.1

Actors of the TMS

26

3.2

Functional requirement

39

3.3

Non-functional requirement

40

3.4

Other Requirement

41

3.5

Hardware Requirement

42

3.6

Network Requirement

42

4.1

Output design system

50

5.1

Server, client and hardware requirement

65

5.2

Version control Procedure

68

S.3

TMS Implementation Status

69

6.1

System testing of TMS

74

6.2

Test Description and Test data of Login Module

76

6.3

Test Description and Test data of Staff Registration Module

77

6.4

Test Description and Test data of Database Backup Module

77

6.5

Test Description and Test data of Tender Registrar Module

78

6.6

Test Description and Test data of Tender Registration Module

79

6.7

Test Description and Test data of Tender Approval Module

80

6.8

Test Description and Test data of Tender Bidding Module

80

6.9

Test Description and Test data of Tender Bidder Selection Module

81

6.10

Test Description and Test data of Login Module

83

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h.1 ｾ＠ Test I>escription and Test data of Tender Registration Module 85 6.16 Test Description and Test data of Tender Approval Module 85

h.17 Test Description and Test data of Tender Bidding Module 85

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CHAPTER I

INTRODUCTION

1.1 Project Background

Tender bidding is a process by which one can seek prices and terms for a particular

project such as a construction job, to be carried out under a contract. The sealed offers themselves, including company information, a project outline, and a price quote, are

known as tenders or bids.

Jabatan Kerja Raya Besut (after this known as JKR Besut) is responsible to be as

a medium to produce project tender inside the Besut district level. Not only they produce

tender but they also maintain and monitor the tender progress.

In this project, the tender online management system, using web-based application, is used to help JKR Besut organization to be a medium of interaction between contractors and JKR Besut, related to the tender issue. This is a very good communication method as

internet and web application has become a familiar tool for professional work in

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1.2 Problem Statement

·I 'hcrc are a few problems identified in the current traditional tender management system IIpplied by JKR Besut organization. The problems are listed as follows:

1.2.1 Lack of proper information management

Contractors have to come to JKR department to seek the information of the tender available as the tenders information is put on the notice board. The information also can he sought online, but for tender for the Class F, where project are available to work on inside Besut district level is hard to find via online. There is also information such as news related to the contractors in Class F group from top government which is hard to seek.

1.2.2 Traditional record keeping and paper-based application

Most of documentation related about tenders and contractors are being made and applied using paper based (including printing version) and archived using files and folders for record keeping. This traditional method are very much looks as want-to-be replaced for a long term management goal as JKR Besut want to apply information system technology to record the tenders and contractors information for future references and used Furthermore, paper-based application methods disallow the information from being updated and managed easily.

1.2.3 Tender bidding process

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1 .. 1 Goal Statement and Objective

t.3.1 Goal

The goal of study is to develop an online web-based application system called Tender Management System (TMS for

JKR

Besut to help them to enhance their Ilumagement productivity for tender and contractor via website browser.

1.3.2 Objective

The objective of the Tender Management System is listed as below.

1.3.2.1 To create a good infonnation system

The usage of this system will be ensuring that every user levels provided with comprehensive information, depending on the user access level. Every user level will support the system by giving related information and responsive. The information also can be accessed via online using on any web browser platform.

) .3.2.2 Computerized record management

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1.3.2.3 Decision Support System for tender bidding process

With the help of this system, JKR Besut management will be able to decide the

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1.4 Scope

Scope describes the limitation or boundaries for Tender Management System. The

scope of the study for Tender Management System consists of data, functionality and

turget users.

1.4.1 Data

There are various types of data in this system which can be separate by user level.

Contractors will provide their information data related to their business. JKR Besut management will provide information related to tenders for contractors. They also will support information to update contractors profile in the contractor's testimonial of their

recent project works on the tender. There are some data are visible and some are not for

secure and privacy purpose.

1.4.2 Functionality

1.4.2.1 User friendly

The website content will be build with simply-looks but in corporate manner.

Bahasa Malaysia will be mainly use as it will help user from any level to understand the system concept. By building this system using website application, it also will help user

to access the website anywhere via Internet connection.

1.4.2.2 Security

The website will be built with security with access level to hide private data and

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1.43 Target User

The target user for this system can be divided on three categories. The first group

is JKR Besut organization, consisting administrator, engineers, and related staff. They muinly provide information to the contractor and support the system with logical use.

The second group would be contractors as they will provide their information to the system and also retrieve information related to the tender from the system.

The third group is tender submitter, from government or non government sectors

inside Besut district region where they will submit their tender request to the system.

1.S Project Significance

'lbe main reason of developing this Tender Management system is to provide

enhancement in tender management with association of JKR Besut and Class F contractors group.

Tender Management System is designed to be able to record tenders and contractors related information. This system also is able to process tender flow, starting from tender

request, tender bidding, selecting best bidder, and record the progress of the tender.

Convenient of using and access is also require as it will help user to works

remotely as long as they connected to Internet environment. The design also must be easy

1.6 Expected Output

The expected output is the Tender Management System will be able to use and work according as what as it requested to. The system also will be able to work on any web hrowsers platfonn and can be accessed anywhere via Internet. The system also will be secured as it will protect the confidential and privacy of data effectively.

t.7

Conclusion

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CHAPTER 2

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1 Introduction

This chapter discusses on the literature review conducted and the methodology used to develop Tender Management System. It discusses on what is literature review and their importance in creating Tender Management System. It also includes relevant facts and findings, project requirements and also the project schedule and milestones. Apart from that, a review is also conducted on existing tender management systems in the market.