SUB-CONTRACTOR PERFORMANCE QUALITY EVALUATION SYSTEM

(PQeVS)

NUR FADHILLAH BINTI SALEH

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 MALAYSLA MELAK A
2007

ABSTRACT

This report is a synopsis of the whole Projek Sarjana Muda I1 for the fourth year
Bachelor of Computer Science students. The main objective of this subject is to
preparation of Projek Sarjana Muda I1 for the last semester. The project title is SubContractor Performance Quality Evaluation System (PQeVS). Thls system is based from
the red industry that gains the requirement fiom Selia Selenggara Selatan Sdn. Bhd. The
current system is using conventional system. The new system is develop to solve all
problems fiom current system such as redundant data, difficulty to search and update the
evaluation information, analyze the information and difficulties to makes a decision
fiom the performance evaluation. This system is to make an evaluation to the 300 subcontractors that registered with the SSSSB. There is 4 item that must be evaluate consist
of quality of works, report, safety and financial. Quality of works item includes 3 scopes
that are specification, timely completion and manpower, machme, plant and tool. Report
item includes 3 scopes which are claim, site report and photo. Safety item just include
one scope that is safety requirement. Lastly, financial item just include one scope that is
financial capability that base on material and team supplied, time delivery, quality and
other relevant matter to precede works. It will enable the organization effectively to plan
and select the required sub-contractor for their project and view the performance quality
of each sub-contractors work. This system is more focus in routine maintenance works
that include the certain item that to be evaluated. This system will calculate all marks or
rating automatically and from the total score, district and type of work all users can view
an analysis of the performance evaluation by report and graph.

ABSTRAK

Laporan ini adalah sipnosis bagi Projek Sarjana Muda II bagi pelajar tahun
empat daripada Ijazah Sarjana Muda Sains Komputer. Objektif utama bagi subjek ini
adaiah untuk persediaan bagi Projek Sarjana Muda I1 yang di ambil pada semester akhir.
Tajuk bagi projek ini adalah Sistem Penilaian Kualiti Persembahan bagi Sub-Kontraktor.
Sistem ini adalah berdasarkan industri sebenar di mana segala keperluan sistem
diperolehi daripada Selia Selenggara Selatan Sdn. Bhd. Sistem semasa masih lagi
menggunakan sistem manual. Sistem baru ini dibangunkan untuk menyelesaikan semua
masalah yang berlaku pada sistem semasa seperti pertindihan data, kesukaran untuk
mencari dan mengemasluni segala maklurnat penilaian, analisa maklumat dan kesukaran
untuk membuat keputusan. Sistem ini digunakan untuk membuat penilaian terhadap 300
kontraktor yang berdaftar dengan SSSSB. Terdapat 4 perkara yang mesti dinilai yang
merangkurm kualiti kerja, laporan, keselamatan dan kewangan. Kualiti kerja
merangkumi 3 skop iaitu spesifikasi, masa untuk penyelesaian, pekerja, mesin dan
kilanglperalatan. Bagi laporan, terdapat 3 skop iaitu tuntutan, laporan tap& dan gambar.
Bagi keselarnatan hanya melibatkan satu skop iaitu keperluan keselamatan. Perkara yang
terakhir adalah kewangan yang juga melibatkan satu skop iaitu kecekapan kewangan
yang berdasarkan kepada bahan dan kumpulan bekalan, masa penghantaran, kualiti dan
juga perkara yang terrnasuk dalam kerja yang lain. Ia akan membolehkan organisasi
untuk merancang dengan berkesan dan membuat pemilihan kontraktor bagi setiap projek
dan memaparkan kualiti persembahan kerja bagi setiap Sub-Kontraktor. Sistem ini
tertumpu kepada penyelenggaraan bagi kerja-kerja rutin yang melibatkan beberapa
perkara yang perlu dinilai. Sistem ini akan mengira semua markah dan kadar secara
automatik dan pengguna boleh melihat analisis penilaian menggunakan laporan dan graf
berdasarkan markah keseluruhan, daerah dan jenis kerja.

CHAPTER I

INTRODUCTION

This project is related to the real process that happen in Selia Selenggara Selatan
Sdn. Bhd. (SSSSB). This system is seemed with the major activities in SSSSB that is
road maintenance. So, I choose to more focus in routine maintenance for the evaluation
performance and the quality of works that is one module fiom Contract Management
Information System (CMIS) project.
The title of the project is the Sub-contractor Performance Quality Evaluation
System. This system is more to make an evaluation for 300 sub-contractors that
registered with the SSSSB. From the 300 sub-contractors they are divided into several
type of work in routine maintenance. This system will be developing based on
requirement fiom Contract Department at SSSSB. It will enable the organization
effectively to plan and select the required sub-contractor for their project and view the
performance quality of sub-contractors work. So, in term to make evaluation, there is
item that include the scope of each item and give a rating for every scope. This
evaluation is important to select the quality sub-contractor before they be given routine
works. Using this system, all users can view the quality of the sub-contractor before
make a decision who of the sub-contractors are qualified for certain task.

1.1

Project Background

This system is more in industry types because Selia Selenggara Selatan Sdn.
Bhd. is wholly owned subsidiary of Bumi Hiway (M) Sdn. Bhd. The current system is
still using conventional system that is manual system. There is a process to develop one
system that is Contract Management Information System (CMIS) to improve the
planning, implementation, tracking and reporting of the project and automating
contractor selection cycle. During this time, CMIS is in second module from 6 modules.
This system that has been develop is one of the module from CMIS project that focus on
evaluating sub-contractors.

1.2

Problem Statements

i. Difficult to make a decision for Sub-contractor evaluation. There is 4 item that

must be evaluate consist of quality of works, report, safety and financial. Quality
of works item includes 3 scopes that are specification, timely completion and
manpower, machine, plant and tool. Report item includes 3 scopes that are claim,
site report and photo. Safety item just include one scope that is safety
requirement. Lastly, financial item just include one scope that is financial
capability that base on material and team supplied, time delivery, quality and
other relevant matter to precede works.
ii. Difficult to make an analysis by manual system to view the work performance
tracking.
iii. Difficult to make a calculation in bill of quality because of the human
weakness.

1.3

Objective

i.

Able to make decision support to select quality sub-contractor.

From the evaluation, Contract Department is easy to make a decision to select

the Sub-contractor that fulfill all requirement that needed by SSSSB. This
system will display the evaluation performance of sub-contractor that
interested to joint the tender and give their quotation. This system also can
view all criteria that can help the management to make a decision such as
grade, location, quality and type of work.
ii.

Generate automatic calculation for bill of quality performance.

The current system is done manually using Microsoft Excel application for the
new system it will calculate automatically and reducing human error. The
quality information will be view within a month.

iii

Maintainable Sub-contractor quality and evaluation by producing report

and graph.

This system will produce a report to the end user for their references. The
current system is not producing a graph or any other method that easy to
understand by Contract Department. By using the bar graph and report we can
view grade result by percent.

Scope

1.4

The scope of this project is including the scope the system, users and other
information that involve in this project. The user of this system is Management at Selia
Selenggara Selatan Sdn. Bhd. All requirement or resources that need for this system are
gain fiom SSSSB.

1.

On-line Registration and Verification

It will enable the management at SSSSB to register and access the

information in the system. This application will verifL the user before
allowed them to using the system.
ii.

Control the Evaluation and Performance Tracking

Contract Department keeps the detail information of the routine project in the
system. It will also control performance of the Sub-Contractor bill of quality
and tracking the work progress. Area Manager will insert the rating and make
the evaluation of the sub-contractors.
iii.

Generate a data to produce report and graft to view the evaluation and
view by status.

User of this system can view the report or graph fiom the evaluation process
and they also view by status such as grade, location, quality and type of
work.
iv.

Generate a result of calculation bill of quality.

From the calculation, the management can make a decision to select the Subcontractor that fill the requirement and also view the performance
assessment by status and by contractor name.

Project Significance

1.5

Management at Selia Selenggara Selatan Sdn. Bhd will manage

1.

the evaluation with smoothly way, efficient and effectively.

..

Using the Sub-contractor Performance Quality Evaluation

11.

System, the in charge person will manage the evaluation process only on
finger tip solution with less cost and budget.

...

U.

Produce a result using graft and report quickly and systematically

iv.

Able to make the management determine the decision support for

the Sub-Contractor performance and evaluation.

1.6

Expected Output

Management at Selia Selenggara Selatan Sdn, Bhd. can use the Sub-contractor
Performance Quality Evaluation System to make the evaluation and performance
tracking to each of their Sub-contractor that has been registered. Using this system, they
will able to make a decision support fiom the evaluation to select the quality Subcontractor in SSSSB. From the evaluation, it can also produce the report and graph to
see the average of grade by percent. Other than that, it can generate automatic
calculation of bill of quality performance to view the evaluation.

1.7

Conclusion

This chapter is covering project background, problem statement, objective,

scope, project significance and expected output to the system that have to be develop.
The next chapter is explaining about the developing planning and the system developing
approach.

CHAPTER I1

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1

Introduction
Literature review is a body of text that aims to review the critical points of

current knowledge on particular topic. It such as a thesis but literature review is usually
precedes a research proposal methodology and result section. The aims of this project
are to investigate the existing system that using by the user as a current system and make
the features comparison between them. After that, we can import the feature or enhanced
the current system to make the future system are different from the others. According to
Cooper (1988) "a literature review uses as its database reports of primary or original
scholarship, and does not report new primary scholarship itself. The primary reports
used in the literature may be verbal, but in the vast majority of cases reports are written
documents. Second a literature review seeks to describe, summarize, evaluate, clarify
and integrate the content of primary reports".
Project methodology is refer to more than a simple set of method, rather it's refer
to rationale or and the philosophical assumptions that underlie a particular study. Project
methodology often refers to anything and everything that can be encapsulated for a
discipline or a series of processes, activities and tasks. Project Methodology can help us
easier to understand the user requirement that came fiom non IT fields.

2.2

Facts and Findings

Before developing the system, there is an important process that has to go

through that is a fact finding. Fact Finding is process collecting information whether
work on alone or as a member of team during requirements modeling. There are various
hct-finding techniques including interviews, document review, observation, surveys and
questionnaire, sampling and research. Fact-finding involves an answer to five h i l i a r
questions: who, what, where, when and how. There is difference between asking what is
being done and what could or should be done. The frst step that must to understand is
the current situation. Only then can tackle the question of what should be done. For
develop this system, interview and observation technique is used to make an analysis
and find the requirement.

2.2.1 Domain
The Sub-Contractor performance quality evaluation system is fiom industry
domain. It is because this project is related with the Selia Selenggara Selatan Sdn. Bhd.
that was a company that manages the registered sub-contractors. This system will helps
this company in making decision support in the evaluation process and view the
performance of the quality sub-contractors in SSSSB.

2.2.2

Existing System

Case Study 1: Case study on Evaluation and Performance Tracking in Selia

Selenggara Selatan Sdn. Bhd (SSSSB)
This case study is describe about the existing system in SSSSB that still using
manually method. In evaluation and performance tracking, the Sub-Contractor that
involved in a particular project will be evaluating. After a project is completed, Area
Manager will evaluate the performance of job done by filling up the Sub-contractor
Performance Assessment form. If the sub-contractor performance is satisfied and
approved by Senior Manager Contract (SMC) and COO (Chief Operating Officer), the
sub-contractor will be registered under the Approved Contractor List.
By using the manually method, they have to produce one form that is SubContractor Performance Assessment Form to evaluate all sub-contractor. These systems
have a potential to be enhanced because the evaluation process can be develop after they
fill up the Sub-contractor Perfmmance Assessment form in short term.

Case Study 2: Software Subcontracting Success: A Case Study On the Relationship

between Project Success and Process Metrics
A case study is performed on software subcontracting projects of a Turkish

defense contractor, and the project metrics are compared according to their success.
Software subcontracting is undertaking of the whole or parts of a software development
project by a company under the guidance of the prime contractor for the software.
Sofhvare subcontracting involves complex relations between the prime contractor and
the subcontractor. The requirements of thc softwarc have to be clearly communicated to
the subcontractor. Any confusion on what is required in the resulting product may result
in an unsatisfactory outcome for both the prime contractor and the subcontractor.

For each of the subcontractor selection, contract management and maintenance

phases of software subcontracting, involvement and close cooperation of stakeholders is
recommended by the major software acquisition models. For example, Software
Acquisition Capability Maturity Model, states involvement of the management of the
acquiring organization necessary to achieve higher levels of maturity (SEI, 2002). The
acquirer has to be involved with the subcontractor to manage requirements, track
subcontractor performance and evaluate the resulting product. This study, however,
investigates the possibility of controlling subcontracting activities through metrics,
without necessarily looking into the relatively long term undertaking of improvement of
software subcontracting processes.
The compilation of the metrics and success indicators for subcontracting projects
would, in time, lead to the compilation of a subcontracting database, which could be
used for comparing and contrasting the active subcontracting agreements with the
successful and unsuccessful examples fiom the past. The compilation of historical data
may invite use of statistical methods for effectiveness analysis of the subcontracting
arrangements as well, whch is beyond the scope of this study.

When software subcontracting is considered, it is noticeable that it involves both

communication of the envisioned system to those who build the system and validation of
the resulting software product. Therefore, software subcontracting plays an important
part in the process of creating a successful information system, and the process can be
more manageable and predictable through use of a metrics based control framework.

Case Study 3: Case study on Quality Evaluation in Argentinean Higher Education.

The third case study represents the analysis of a concerning the implementation
of quality assurance processes in Argentinean Higher Education. It focuses on the
analysis of the particular case study of the Universidad Nacional del Litoral that has

been implementing quality assurance programs since 1992-1993. Based on a central

research question: "How was the process of quality evaluation being developed and
what its outcomes at an institutional level were". By describing certain features of the
quality evaluation process within the UNL, an attempt is made to show the peculiarities
of the implementation of one particular quality evaluation process.
Bogue (1998, p. 9) differentiates "four streams of approaches" in contemporary
quality assurance systems. He explains that while accreditation mechanisms represent
more "traditional" systems, there are others, such as "assessment-and outcomes
movement", "Total Quality Management (TQM)", and "periodic accountability and
performance indicators reports" (p. Bogue, p. 9).

In the case of Argentina, as a result of an ongoing reform of the educational

system, a particular view of quality in higher education and also a combination of
different approaches towards quality assurance have been supported and implemented.
The different stakeholders of the system are students, researchers, teachers, and
parents, started to question and demand for quality in the education sector.

As an outcome of this assessment there was also an administrative reform

conducted in order to improve bureaucratic policy, and curriculum changes. A total
revamping of the informational and computer system was carried out. New academic
programs were established in 1997. One of these programs constructed an articulation
between high schools and the entrance at the university level that was a key topic in the
critiques about the quality conditions at this institution.

This table shows differentiate between 3 case study about the existing system.
The criteria that have been covered is scope, approach and user.
Table 2.1: Differentiate between three ease study

Case Study

Case Study 1
Current

Scope

Approach

System at SSSSB

No Approach

Management at
User

Case Study 2

Case Study 3

Software

Quality

Subcontracting

Evaluation in

Success

Education

Capability

Total Quality

Maturity Model

Management

(CMM)
Acquirer of the

(TQM)
All stakeholders

Company

including student,

SSSSB

researches,
teacher and
parents.

Hardwarel Software

Manually

For the conclusion, the system that I want to develop can support the existing
system at SSSSB because there are using manually method to make an evaluation
quality of the Sub-contractor. There is no improvement to make the evaluation to the
existing system. With the new system, the evaluation process can be done in short term
and the management can make the decision as soon as possible.

2.23

Technique

There is an approach that always be used when want to develop the project that I
called it as Prototyping. Prototyping tests system concepts and provide opportunities to
examine input, output and user interfaces before final decision are made. Prototyping
are especially good for designing good human-computer interface. According to the S.
P. Overmyer "One of the most productive uses of rapid prototyping to date has been as a

tool for iterative user requirements engineering and human-computer interface design".
But there is a disadvantage by using this approach, first insufficient analysis that is
because the focus on limited prototype can distract developers fiom properly analyzing
the complete project. Second, user confhsion of prototype and finished system this is
because user begins to think that a prototype, intended to be thrown away is actually
final system that merely to be fmished or polished.

2.3

Project Methodology
Structured Systems Analysis and Design Method (SSADM) is used for

developing this project as a project methodology. SSADM uses a combination of text

and diagrams throughout the whole life cycle of a system design, from the initial design
idea to the actual physical design of the application.
SSADM uses a combination of three techniques:
Logical Data Modeling
The process of identifying, modeling and documenting the data requirements of
the system is designed. The data is separated into entities (things about which a
business needs to record information) and relationships (the associations
between the entities.
Data Flow Modeling
The process of identifling, modeling and documenting how data moves around
an information system. Data Flow Modeling examines processes (activities that
transform data from one form to another), data stores (the holding areas for

data), external entities (what sends data into a system or receives data from a
system, and dataflows (routes by which data can flow).
Entity Behavior Modeling
The process of identifling, modeling and documenting the events that affects
each entity and the sequence in which these events occur.

Instructional Design
Structured Analysis
Structured analysis is a traditional systems development technique that is timetested and easy to understand. Structured analysis use a series phases, called the systems
development life cycle (SDLC), to plan, analyze, design, implement, and support an
information system.
Structured Analysis uses a set of process models to describe a system
graphically. Because it focuses on processes that transform data into useful system,
structured analysis is called a process-centered technique. In addition to modeling the
processes, structured analysis includes data organization and structure, relational
database design, and user interface issues.
Process modeling identifies the data flowing into a process, the business rules
that transform the data, and the resulting output data flow.

Rapid Application Development Approach

The RAD consists of four phase including requirement planning, user design,
construction and cutover as shown in Figure 2.1. Notice the continuous interaction
between the user design and construction phase.

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Use%nranagem.
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Figure 2.1: Rapid Application Development Model and Phase

Phase 1: Requirement Planning

The requirement planning phase combines element of the system planning and system
analysis phase of the SDLC. Users, managers, and IT staff members discuss and degree
on business needs, project scope, constraints and system requirements. The requirement
planning phase ends when the team agrees on the key issue and obtains management
authorization to continue.
Phase 2: User Design
During the user design phase, user interacts with system analyst and develops models
and prototypes that represent all system processes, outputs and inputs. The RAD group
or subgroups typically use a combination of JAD techniques and CASE tools to translate
user needs into working models. User design is a continuous, interactive process that
allow user to understand, modify, and eventually approve a working model of the system
that meet their needs.
Phase 3: Construction
The construction phase focuses on program and application development tasks similar to
the SDLC. In RAD, however, users continue to participate and still suggest changes or
improvements as actual screens or report are developed.
Phase 4: Cutover
The cutover resembles the final tasks in SDLC implementation phase, including data
conversion, testing, changeover to the new system, and user training. Compare with
traditional methods, the entire process is compressed. As a result, the new system is
built, delivered, and placed in operation much sooner.

Database Life Cycle (DBLC)

In developing the system, there must be a Database Management System
(DBMS) that include all collections of programs that manage database structure and
access control of data. It can be also possible to share data among multiple applications
of users and makes data management more efficient and effective. Database Life Cycle
(DBLC) is used to describe the history of the database within the information system. To
make the most successful database are subject to fiequent evaluation and revision within
fiamework known as the DBLC.
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Figure 2.2: Database Life Cycle (DBLC)

Phase 1: Database Initial Study

In this phase, make a feasibility study to gain the data to insert into the database
by analyze the company situation. Beside that, define the problems and constraint,
objective, scope and boundaries for this project. This phase is very important because it

is the first step by collecting all information to be inserted into the database. The basic
data dictionary components are developed as the entities and attributes are defined
during this phase.

Phase 2: Database Design

In term to storing the persistent data in a database, the database must be designed
in such a way as to be flexible enough to accommodate changing business. The
organization of this persistent data is called the data model which is a blueprint for
database implementation. The data dictionary contents are used to verify the database
design components: entities, attributes, and their relationships.

Create the logical and physical design in this phase. The data model can be
represented by using Entity Relationship Diagrams (ERDs) or Data Flow Diagram

(DFD). There are many tools available to create data models. Popular examples include
Visio and Rational Rose.

Phase 3: Implementation and Loading

Install the database management system (DBMS), in this project MySQL must
be install before create the database. All information that has been determined before
can be load into database.

Phase 4: Testing and Evaluation

After upload all information into database makes a testing to make sure all data
are stable and after that make an evaluation of the selected database and its application
programs.

Phase 5: Operation
Produce the required information flow. If the database design still yields (the
almost inevitable) operational glitches, the data dictionary may be used as a quality

control device to ensure that operational modifications to the database do not conflict
with existing components.
Phase 6: Maintenance and Evaluation
Databases are changing constantly to stay current with business needs. As users
face inevitable changes in information needs, the database may be modified to support
those needs.

Decision Support System (DSS)

This Sub-contractor Performance Quality Evaluation System is one of the
information that needs to support decision making. A Decision Support System is a
methodology that extracts information from data and uses information as basis for
decision malung. DSS is an interactive computer-based system or subsystem intended to
help decision makers use communications technologies, data, documents, knowledge or
models to identify and solve problems, complete decision process tasks, and make
decisions.
Decision Support System is a general term for any computer application that
enhances a person or group's ability to make decisions. In general, Decision Support
Systems are a class of computerized information system that supports decision-making
activities. For developing this evaluation system, DSS is a model-based set of
procedures for processing data and judgment to assist a user in making a decision.

End-

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Figure 23: Decision Support System Component

2.4

Project Requirements
2.4.1

Software Requirement

a. Equipment/development tools

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Macromedia Dreamweaver MX 2004

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b. Operating systedserver

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c. Database system

2.4.2 Hardware Requirement

Personal Computer

Printer

2.4.3 Other Requirement

2.5

Server

Project Schedule and Milestones

In developing the project or the system, project schedule and milestones is very
important part in project time management. It is because project time management,
simply defmed, involves the process required to ensure timely completion of the project.
A milestone on a project is si@icant

event that normally has no duration but it useful

tools to setting schedule goals and monitoring progress. The project schedule planning
that including scope and timeline can refer at Appendix A.

2.6

Conclusion
With all investigation, we can see more clear about the system that want to be

develop before continue to next process that is analysis. These chapters include all
literature part and the project methodology to give the visualization about the system
that wants to be developed. The next chapter is to make the analysis for the current
system that using in the Selia Selenggara Selatan Sdn. Bhd. Analysis stage is very
important to do before implementing the new system.

CHAPTER 111

ANALYSIS

3.1

Introduction

Analysis is the most crucial part of the project. The requirement analysis should
begin with business or organizational requirements and translate those into the project
requirement. The analysis should cover whole scope of the project and it must be
comprehensive and thorough. It must consider the views and needs of all project
stakeholders. The completed requirement analysis should be reviewed and approved by
the customer or project sponsor before work continues.

3.2

Problem Analysis
An analysis study had been carried out to analyze the facts that been collect form

the current system to understand the requirements for Sub-Contractor Performance

Quality Evaluation System. The analysis study covers the business process and problem
analysis. In brief the system is created to solve the problem analysis.
This system that want to be develop is gain requirement from the Selia Selenggara
Sdn. Bhd company that make an operation in Ayer Keroh. This project is one of the submodule fiom the main project that currently been develop that called it as Contract
Management Information System (CMIS). The SSSSB a wholly owned subsidiary of
Bumi Hiway (M) was incorporated on December 10, 1999 and began it operation on
February 16, 2001. A main activity is in road maintenance and currently runs a Road
Maintenance Concession of Peninsular Malaysia's Federal Roads specially Negeri
Sembilan, Johor and Melaka. The concession covers the maintenance of approximately
3500 km road network. Major activities for road maintenance include routine
maintenance, periodic maintenance and emergency works. To maintain all roads, SSSSB
have more than 300 sub-contractors that have been registered and ready to accomplish
work and task fiom any project that have been offered. From this scenario, we can figure
out one system that evaluates the work that has been done by sub-contractors in SSSSB.