Tender Management System for JKR Besut S

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TENDER M N GEMENT SYSTEM

OR JKR

BESUT

IKR M H KIMI

BIN MOHD Z KI

UNIVERSITI TEKNIK L M L YSI MEL K




OR

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 MALAYSIA MEL K

2008



DECL R TION

I hereby declare that this project report entitled


OR

JKR BESUT

is written by me and is my

own

effort and that no part has been plagiarized without

citations.

STUDENT

Date 2

Nov 2008

SUPERVISOR: tl

(INTAN

E ~ H N I

BINT ABO. JALIL)

Date 2

Nov 2008



DEDIC TION

o

my beloved parents family friends

nd

well-wishers

for

all

of

your support

nd

inspiration ...

v



v

CKNOWLEDGEMENTS

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

he

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.

Last

but

not least,

my

sincere appreciation also extends to all

my

friends -

formally and informally - the words

of

encouragement and the tremendous amount

of

goodwill.

My

spirits were sustained

by

their sympathy

in

the most frustrating moments

and by their sharing

of

my

joy whenever I completed a chapter.



VI

BSTR CT

The Tender Management System for

JKR

Besut is an application that provides the

tender advertising and infonnation, and bid submissions by the contractor especially in F

class group. The Jabatan Kerja Raya

JKR)

Management is responsible to upload the

tender infonnation for contractor to view by browsing it. The engineer is able to review

the bid submission record and has a privilege to approve or reject the bid. From the

functions stated above, the application requires three access levels to manage the system

which are administrator, contractor, registrar and engineer. The web application is

developed by using PHP as a programming language. The database for this system is

built using MySQL. The system also contributes toward solving the tender process

become easier with those functions applied.



VB

BSTR K

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 n

berpeluang untuk memudabkan pemprosesan sebutbarga tender dengan adanya fungsi

yang diguna pakai.



viii

T BLE O CONTENTS

CH PTER SUBJECT P GE

CH PTER 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

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

1.7

Conclusion 7



ix

CHAPTER II

LITER TURE REVIEW ND PROJECT METHODOLOGY

2.1

Introduction

8

2.2

Facts and Findings

2.2.1

Domain

2.2.2 Existing System 12

2.2.2.1 Case Study 1

12

2.2.2.2 Case Study 2

3

2.2.3 Project Methodology

14

2.3

Project Methodology

5

2.4 Project Requirement

17

2.4.1 Software Requirements

17

2.4.2 Hardware requirements

7

2.4.3 Other Requirements

8

2.5 Project Schedule and Milestones

18

2.6 Conclusion

2

CHAPTER

N LYSIS

3.1 Introduction

2

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

3.2.3.1 Use case View

26



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

CH PTER V IMPLEMENT TION

5 1 Introduction

5.2 Software Development Environment setup

28

38

38

39

40

41

41

42

42

43

44

45

45

47

48

48

50

51

52

55

57

59

59

62

63

64



l

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

CH PTER VI TESTING

6 1

Introduction

71

6.2 Test Plan

71

6.2.1

Test Organization

7

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

6.6

Conclusion

89



CH PTER VII CONCLUSION

7 1

REFERENCES

PPENDICES

7 2

7 3

7 4

7 5

Observation Weakness and Strengths

Strength

Weakness

Propositions for Improvement

onclusion

90

91

91

91

91

92

93

xii



Xlll

LIST OF FIGURES

FIGURES

TITLE

PAGE

2 1

www.lelong.com.my

12

2 2 www.lelong.com.my

3

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

ER forTMS

53

5 1

Software Development Environment for TMS

64

5 2

Apache Web Server configure screen

6

5.3

MySQL Database configure screen

67

6 1

Rating for TMS interface Design

88



XIV

LIST OF TABLES

TABLES

TITL

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


data of

Tender Registrar Module

78

6 6 Test Description and Test data ofTender 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


data

of Login Module

83

6 11

Test Description and Test data of Staff Registration Module

83

6 12

Test Description and Test data

of

Database Backup Module

83

6 13

Test Description and Test data of Database Backup Module

84

6 14

Test Description and Test data of Profile Update Module

84



x

h 1

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

6 18 Test Description and Test data of Tender idder Selection Module 86



2

CHAPTER I

INTRODUCTION

1 1 Project ackground

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 KR Besut organization to

be

a medium

of

interaction between contractors

and

KR

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

management. Therefore. the tender bidding process can

e

managed more efficient using

this technology to replace the traditional process in term

of

management.



3

1 2 Problem Statement

hcrc are a

few

problems identified in the current traditional tender management system

IIpplied y

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 ender bidding process

Tender bidding process require a lot of process and decision which require a

professional logical judgment and management. The process require a lot of processing

time and· a lot

of

protocol, such as form filling process, contractor information and

experience and technical review before the bidding process is going to be finalized.



4

1 Goal tatement 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

With the usage

of

this system, unnecessary usage

of

paper resource can be

reduced. All the information can be stored on centralized database. Every user level can

gain and access the information through the system. By computerizing record

management,

JKR

Besut organization can also enhance their management in record

keeping, where data can be reused for the future review.



5

1.3.2.3 ecision Support System for tender bidding process

With the help o this system

KR

Besut management will be able to decide the

hest bidder for the related tender. The system makes a rational decision by gathering

related information such as contractor experience number

o

project handled to be

review before making a decision to decide the best bidder.



1.4

cope

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

to

make the system being confidential and secure to use.



7

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

KR 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

to understand as it will help the users to quickly adapt to the system for the future use.



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 onclusion

8

As a conclusion Tender Management System will be provide a new perspective

on tender management inside

KR

Besut management and also for the contractors. The

incorporation of web based application will makes it much more convenient and easy to

use almost everywhere via Internet connection. Therefore Tender Management System

w ll enhance of KR Besut management working and improves their communication to

contractors.



9

CH PTER

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.

t

discusses on what is literature review and

their importance in creating Tender Management System. t 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 n the

market.

A literature review is a body

of

text that aims to review the critical points

of

current knowledge on a particular topic.

t

is important process

n

the system

development which encompasses research and analysis on previous system techniques

used and study on the project domain. The purpose

of

literature review is to fmd read

and analyze the body of

literature published on tendering and bidding system or any

works or studies related to Tender Management System. Besides that it also discusses on

the PHP and DSS which is a vital part

n

constructing Tender Management System.

Tender Management System for JKR Besut S

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