TENDER MANAGEMENT SYSTEM FOR JKR BESUT

IKRAM HAKIMI BIN MOHD ZAKI

UNIVERSITI TEKNIKAL MALAYSIA MELAKA

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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

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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:

(INTAN

tl#
E~HANI

BINT! ABO. JALIL)

Date: 21 Nov 2008

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DEDICATION

To my beloved parents, family, friends and well-wishers for all ofyour support and
inspiration ...

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.

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.

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ABSTRACT

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.

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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
yang diguna pakai.

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TABLE OF CONTENTS

CHAPTER

SUBJECT

CHAPTER I

INTRODUCTION

PAGE

1.1

Project Background

1.2

Problem Statement

1.2.1

Lack of proper infonnation management

1.2.2

Traditional record keeping

1.2.3
1.3

and paper-based application

Tender bidding process

Goal Statement and Objective

1.3.1

Goal

1.3.2

Objective

1.3.2.1 To create a good infonnation system

1.3.2.2 Computerized record management

1.3.2.3 Decision Support System

for tender bidding process
1.4

Scope

4
5

1.4.1

Data

1.4.2

Functionality

1.4.2.1 User Friendly

1.4.2.2 Security

Target User

1.5

Project Significant

1.6

Expected Output

1.7

Conclusion

1.4.3

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CHAPTER II

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1

Introduction

2.2

Facts and Findings

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

Project Methodology

14

2.2.3
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

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

To-Be System Analysis

25

3.2.3.1 Use case View

26

3.2.2

3.2.3

3.3

3.2.3.2 Business Flow

28

3.2.3.3 Requirement Analysis

38

3.2.4

Data Requirement

38

3.2.5

Functional Requirement

39

3.2.6

Non-Functional Requirement

40

3.2.7

Others Requirement

41

3.2.7.1 Software Requirement

41

3.2.7.2 Hardware Requirement

42

3.2.7.3 Network Requirement

42

Conclusion

43

CHAPTER IV DESIGN
4.1

Introduction

44

4.2

High-Level Design

45

4.2.1

System Architecture

45

4.2.2

User Interface Design

47

4.2.2.1 Navigation Design

48

4.2.2.2 Input Design

48

4.2.2.3 Output Design

50

Database Design

51

4.2.3.1 Conceptual and Logical Database Design

52

4.2.3.2 Logical Database Design

55

4.2.3.3 Database Selection

57

4.2.3

4.3

Detailed Design
4.3.1

4.4

Software Design

Conclusion

59
59
62

CHAPTER V IMPLEMENTATION
5.1

Introduction

63

5.2

Software Development Environment setup

64

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5.2.1

Software, Hardware,
and Network Environment Setup

5.3

Software Configuration Management

5.3.1

5.3.2

65
65

Configuration Environment Setup

65

5.3 .1.1 AppServ Configuration

66

5.3.1.2 MySQL server Configuration

67

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

6.6

Web Usability Testing

87

6.5.1

Test Description and Test Data

87

6.5.2

Test Results and Analysis

88

Conclusion

89

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CHAPTER VII CONCLUSION

7.1

Observation Weakness and Strengths

90

7.2 Strength

91

7.3

91

Weakness

7.4 Propositions for Improvement

91

7.5 Conclusion

91

REFERENCES

92

APPENDICES

93

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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
3.9

Flowchart for Tender Bidding Process

3S

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

5.3

MySQL Database configure screen

67

6.1

Rating for TMS interface Design

88

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LIST OF TABLES

TABLES

TITLE

PAGE

2.1

Phase and activities of OOAD

16

2.2
3.1

Milestone for Projek Sarjana Muda

18

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
4.1
5.1

Network Requirement
Output design system

42
50

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

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

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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 Bidder Selection Module

86

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
management. Therefore. the tender bidding process can be managed more efficient using
this technology to replace the traditional process in term of management.

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:

Lack of proper information management

1.2.1

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

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.

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

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.

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

related information, such as contractor experience, number of project handled, to be

review before making a decision to decide the best bidder.

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
to make the system being confidential and secure to use.

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

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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
As a conclusion, Tender Management System will be provide a new perspective
on tender management inside JKR 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

will enhance of JKR Besut management working and improves their communication to
contractors.

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.

A literature review is a body of text that aims to review the critical points of
current knowledge on a particular topic. It is important process in 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 in constructing Tender Management System.