Order Processing System for the Supply Branch

1. Order Processing System for the Supply Branch (Group 14)

2. Objectives • Users should be able to access information quickly and easy to make summarize quotations and tender document. • To using new system Technical committee should be able to make decisions easily. • To using message notification method, Supplier should be able knows their BID reject or accept. • To logging supplier account able to know status of process. • By using email to communicate suppliers and branch reduce time, than existing system. • To motivate staff by reducing the work load and to improve their quality of work.

3. Main Functions Technical Officer Check purchase order specification and approx. cost correct Create request purchase order with specification Department Head Approve purchase request order Approve purchase order form Technical Evolution Committee Ability of analyzing purchase history by each supplier Sort submitted quotations suppliers according to the item price & quality Add reason for selected supplier Approve and given recommendation to summarized quotation

4. Dean/Register/Bursar Approve Purchase Request Form Recommended Purchase Request From Approve Order Purchase Form University Register/Vice Chancellor Approve Purchase Request Form Supplier Apply Quotations(suppliers able BID online and fill tender/quotation document) Checking current status of the order Supply Branch Maintain Purchase request orders, Purchase Return orders, Quotation request, Summarized quotation document, Technical committee reports, Inquires about purchasing orders details

5. System Private Message facility for system users Generate printed copy of necessary reports Setting a deadline for complete tender document and Bid Send a notification to supplier about their BID reject or accept

6. Database Structure

10. Used Software

11. Time Line

12. Individual Contribution