i

PROVINCIAL GOVERNMENT OF MISAMIS OCCIDENTAL BIDS AND

AWARDS COMMITTEE PROCUREMENT MONITORING SYSTEM

A Capstone Project
presented to the faculty of the
School of Information and Communication Technology,
Northwestern Mindanao State College
of Science and Technology

In Partial Fulfillment of the Requirements

for the degree Bachelor of Science in Information Technology

By

Princess Joy S. Macalisang

Eljun Karl C. Atay
Roxan D. Cayetano
Vincent S. Estomata

Bill Lawrence Samar, MSIT

Adviser

April 2022
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APPROVAL SHEET

The Research / Capstone Project Study entitled Provincial Government of Misamis

Occidental Bids and Awards Committee Procurement Monitoring System prepared
and submitted by Princess Joy S. Macalisang, Eljun Karl C. Atay, Roxan D. Cayetano,
and Vincent S. Estomata has been examined and is recommended for approval and
acceptance.

RECOMMENDED:

BILL LAWRENCE SAMAR

Adviser

==============================================================
APPROVED by the Committee on Oral Examination with a grade of PASSED on April
26, 2022.

JOSEPH MEYNARD G. OGDOL, MSIT

Chairman

LESLYN REAZOL, MSIT ODO NELLE R. BALAGA, MSIT

Member Member

==============================================================
ACCEPTED and APPROVED in partial fulfillment of the requirements in

Bachelor of Science in Information System.

MR. SCHOOL DEAN

Dean, SICT
Date: _____________
 iii

DEDICATION

This research is dedicated entirely to our adored parents, Mr. and Mrs. Jhonel C.
Macalisang, Mr. and Mrs. Julius C. Atay, Mr. and Mrs. Cirilo L. Cayetano, Mr. and Mrs. Vicente
B. Estomata, who has been the source of our strength and motivation and who have always
inspired and given us full support and encouragement when we thought of giving up, who give us
spiritual, emotional, moral, and financial support, sacrifices, and love by providing and extending
their hands on us.

To our brothers and sisters, friends, and classmates who helped us in the completion of
the project by sharing advice and encouragement.

To all our instructors who imparted their knowledge to us, particularly our adviser, Mr.
Bill Lawrence Samar, who assisted and guide us throughout the project's development, as well as
our school dean, Mr. Joseph Meynard G. Ogdol, who provides us with knowledge and keeps us
encouraged.

Above all, we dedicated this book to our Almighty God, who provides us with strength,
guidance, peace of mind, protection, and abilities, as well as the desire to create all of these
things. All of this is offered to you.
 iv

ACKNOWLEDGEMENT

The developers would like to express their deep thanks and eternal gratitude to all who
have contributed and helped in the completion of this project.
First and foremost, we thank God for providing us with the strength, knowledge, wisdom,
and peace of mind performing daily this project. Despite the difficulties we faced, we thank Him
for awakening us and guiding us every day.
Our sincere gratitude to everyone who has offered to help and encourage us in the
development of our desired system. Special thanks to Mr. Amen for his advice and giving his
ideas and time.
To the members of the group for never giving up and giving it their all to finish the
project, especially to our very active adviser, Mr. Bill Lawrence Samar, who never gets tired of
examining our work and adding and imparting his expertise and thoughts. Thank you also to Mrs.
Leslyn Reazol and Mr. Odo Nelle R. Balaga for their input and review of the project
documentation.
We also thanked our classmates and friends for their emotional support, as well as their
encouragement and motivation.
Finally, we want to express our heartfelt gratitude to our parents for their constant
financial, emotional, and spiritual assistance, as well as their sacrifices and moral support.
Again, thank you from the bottom of our hearts to everyone who has contributed and
placed their confidence and trust in us to complete this project.
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ABSTRACT

The Provincial Government of Misamis Occidental Bids and Awards Committee

Procurement Monitoring System study is created to address the need for dependable and secure
information monitoring procurement procedures and milestones. The BAC office uses an excel
master file to execute transactions, which leads to issues such as delayed processing, poor
monitoring, data inaccuracies, and transparency issues, all of which are time-consuming.
Hence, the goal of this study is to design a Procurement Monitoring System that
automates the procurement transaction process and updates procurement milestones to reduce the
cycle of errors and delays in procurement processes. To gather the relevant data, the researcher
conducted interviews in the office of the BAC to gather the information needed to analyze the
transaction process and flow.
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TABLE OF CONTENTS

Page
TITLE PAGE …………………………………………………………………. i
APPROVAL SHEET …………………………………………………………. ii
DEDICATION ……………………………………………………………….. iii
ACKNOWLEDGEMENT …………………………………………………… iv
ABSTRACT ………………………………………………………………….. v
TABLE OF CONTENTS ……………………………………………………. vi
LIST OF FIGURES ………………………………………………………….. viii
LIST OF TABLES …………………………………………………………… x

CHAPTER
1 INTRODUCTION …………………………………………….. 1
1.1 Project Context ………………………………………………… 1
1.2 Purpose and Description ……………………………………….. 2
1.3 Objectives………………………………………………………. 2
1.4 Scope and Limitations………………………………………….. 3
1.5 Definition of Terms…………………………………………….. 4
1.6 Conceptual Framework………………………………………… 5
CHAPTER
2 REVIEW OF RELATED LITERATURE ………………….. 7

2.1 Related Literature ………………………………………………... 7

2.2 Related System ………………………………………………… 8

2.3 Synthesis………………………………………………………... 9
2.4 Technical Background………………………………………….. 10
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CHAPTER
3 METHODOLOGY …………………………………………… 11
3.1 Project Design………………………………………………….. 11
3.2 Requirement Analysis…….……………………………………. 12
3.3 Requirement Documentation…………………………………… 14
3.4 Design of Software, Systems, Products, and/or Processes……... 17
3.5 Development and Testing………………………………………. 29
3.6 Planning………………………………………………………… 32
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LIST OF FIGURES

Figure Page
1.1 Conceptual Framework …………………………………………..….. 5
2.1 Screenshot of eGov Procurement Monitoring System…............... ….. 8
3.1 The Prototype Model (SDM) …………………………………….….. 11
3.2 Procurement Procedure …………………………………………..….. 12
3.3 System Architecture ……………………………………………......... 17
3.4 Context Diagram …………………………………………………….. 18
3.5 DFD for Register New Procurement Tasks and
Update Milestone…………………………………………………...... 19
3.6 DFD for Upload and Archive different forms of Specific
Procurement Milestone………………………………………………. 19
3.7 Proposed Data Flow Diagram for Monitor Status of Procurement
Tasks in terms of Specific Milestone and Calendar Timeline……….. 20
3.8 Proposed Data Flow Diagram for Generate
Annual Visual Analytic Reports on Procurement Projects…………... 20
3.9 Data Flow Diagram for Consolidate Finalized PPMP
into APP using Uploaded Excel Files………………………………... 21
3.10 Proposed Data Flow Diagram for Consolidate Finalized
PPMP into APP using Uploaded Excel Files………………………… 21
3.11 Data Flow Diagram of Proposed System for
PGMO-BAC Procurement Monitoring System…………………........ 22
3.12 ERD for PGMO-BAC Procurement Monitoring System…………….. 23
3.13 Functional Decomposition………………………………………..….. 33
3.14 Admin Dashboard………………………………………………...….. 34
3.15 Admin Printable PPMP…………………………………………......... 34
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3.16 Admin Printable APP………………………………………………… 35

3.17 Admin Adding Action Personnel…………………………………….. 35
3.18 Action Personnel Adding Purchase Request…………………………. 36
3.19 Result Adding Purchase Request…………………………………….. 36
3.20 Action Personnel Purchase Request………………………………….. 37
3.21 Action Personnel Consolidate PPMP………………………………… 37
3.22 Consolidated APP…………………………………………………... 38
3.23 Action Personnel Adding Supplier…………………………………… 38
3.24 Action Personnel Adding Contract…………………………………… 39
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LIST OF TABLES

Table Page
3.1 Hardware Requirements …………………………………………. 14
3.2 Software Requirements ………………………………………….. 15
3.3 Data Dictionary ………………………………………………….. 24
3.4 Module Specification …………………………………………….. 30
3.5 Technical Feasibility …………………………………………….. 33
3.6 Implementation Plan …………………………………………….. 42
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Chapter 1
Introduction
1.1 Project Context
The Government Procurement Reform Act No. 9184 is an act for the modernization,
standardization, and regulation of the government's procurement activities and other purposes. It
is also declared policy of the State to promote the ideals of good governance in all its branches,
departments, agencies, subdivisions, and instrumentalities, including government-owned/or
controlled corporations, and local government units.
Procurement is generally described as the purchase of relevant goods and/or services at
the best available price to fulfill the purchaser's demands in terms of quality and quantity, time,
and location. Procurement involves as identification of needs, sourcing, selection, negotiation,
ordering, receiving, and payments. The procurement process entails identifying and implementing
certain processes to ensure that they can obtain products and services to meet their needs and
reach their goals.
The Provincial Government of Misamis Occidental Bids and Awards Committee serves
as a guide for its continued dedication to its goal of establishing a procurement monitoring system
that creates interest for the Provincial Government of Misamis Occidental-BAC Office, which is
strengthened and supported by a group of persons. In the past few years, the person in charge of
the BAC's office has found it difficult to keep track of paperwork and milestones because
everything is done manually. Monitoring is essential because organizations were able to do their
task more accurately and productively. Automation of manual operations improves productivity
and efficiency.
People in the BAC used to accomplish their job using a semi-manual method using excel
as a tool. The problem they're now dealing with is that the office needs an accurate and real-time
monitoring system that is quick, efficient, and dependable. As a result, even though their semi-
manual system is organized and can view the ongoing procurement process, they still spend too
much time on their assigned tasks, particularly retrieving statistical data/demographics for
reports, monitoring procurement milestones, and monitoring performance. The BAC is upgrading
and reforming its semi-manual procurement system, not just to bring it up to date, but also to
make it more efficient.
However, the main concern of the BAC office is that the document is not synchronized,
and the action personnel have no way of knowing whether the paper processing is complete. They
can't figure out which part of the document was delayed.
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This capstone project aims to develop and design a procurement monitoring system for
the Provincial Government of Misamis Occidental-Bids and Awards Committee (PGMO-BAC)
that will monitor the status of the BAC office's procurement activities, such as the making of
Purchase Requests and Purchase Orders, as well as the procurement milestones such as Bid-Docs,
Pre-Pro, PhilGEPS, Pre-Bid, Bid-Opening, Request for quotation, and Abstract. Furthermore, the
system will be created to address the needs of the users by minimizing most of the problems that
the office currently encounters.

1.2 Purpose and Description

To replace the current semi-manual means of monitoring procurement in the BAC
office. The PGMO-BAC Procurement Monitoring System is a procurement monitoring system
that keeps track of the BAC activities in the Misamis Occidental province. To reduce the time of
work of employees, they will be more updated on the statuses of their clients.

1.3 Objectives
1.3.1 General Objectives:
To design and develop a Procurement Monitoring System for the Provincial
Government of Misamis Occidental BAC office (PGMO-BAC).
1.3.2 Specific Objectives:
● To register new procurement tasks and update current milestones
● To upload and archive the different editable forms of specific procurement
milestones
● To monitor the status of procurement tasks in terms of milestones and calendar
timeline.
● To generate annual visual analytic reports on procurement projects.
● To consolidate finalized PPMP into APP using uploaded excel files.
● To send notifications on completed procurement tasks to respective requesting
entities.

1.4 Scope and Limitations

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The study aims to develop a Procurement Monitoring System in the BAC Office of the
Provincial Government of Misamis Occidental. This research will focus on transactions,
operations, and processes done in the BAC office.
The new purchase request issued by a specific agency/department will be covered by the
registration of the new procurement task and updating its current milestones. The agency or
department will then upload its forms. The agency/department, on the other hand, can use a local
online interface to check the status of their request's milestones to determine if they have been
completed or are still in progress.
The system will generate the uploaded editable, scanned, and printable documents such
as the purchase request, purchase order, request for quotation, and Abstract, and the data will be
placed in the milestones database once the transaction is completed.
The procurement process, which includes the dates of each transaction such as when the
document was requested, acquired, released, and received, is monitored in terms of milestones
and a calendar timeline.
Furthermore, the system will generate the appropriate reports for all annual procurement
projects utilizing visual analytics and a Pie Chart to visualize the total number of procured PRs
and POs.
In addition, the system accepts PPMPs that have been finalized/approved and have
completed the procedure. However, there will be a limit to the size of files that can be uploaded,
with a maximum upload size of 150MB. The system will generate the consolidation of the
finalized PPMP into an APP using uploaded excel files after storing the submitted PPMP excel
file in the uploaded PPMP database.
Additionally, the sending of notification also serves as an alert to the respective
requesting entities that the paper is ready for transmission via emails.
However, the procurement monitoring system will cover the transactions only in the
BAC office of the Provincial Government of Misamis Occidental and not support the Inventory
and Document tracking system. The Procurement process contains the date of each transaction
like when the document was requested, acquired, released, and received. All key transactions at
the BAC office of the Provincial Government of Misamis Occidental would be managed using
the proposed system.

1.5 Definition of Terms

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Procurement – The process of buying, receiving, and checking goods as needed, and keeping
track
of all the phases in the process.
Direct Purchase - Purchase the input that a business requires to manufacture its end product.
Indirect Purchase - Procurement of the services or input that are not directly used in the
manufacturing.
Bid – Refers to a signed offer or proposal to undertake a contract submitted by a bidder in
response
to and in consonance with the requirements of the Bidding Documents. For purposes of,
and throughout the IRR, the term “Bid” shall be equivalent to and be used
interchangeably with “Proposal” and “Tender”.
PE – Procuring Entity means the organization purchasing the Goods under this Contract.
GPPB – Refers to the Government Procurement Policy Board created by Rule XX of the IRR.
BAC – refers to the Bids and Awards Committee established by Rule V of the IRR.
APP – APP reflects the entirety of the procurement activities that will be undertaken by the
Procuring Entirety within the calendar year. It also includes the PPMPs submitted by the
various PMOs and end-user units within the procuring entity.
PPMP – Project Procurement Monitoring Plan refers to the procurement plan. of a specific
program/activity/project (PAP) of the agency.
PO – Purchase Order is a type of commercial document that signifies the first official offer from
a
buyer to a seller regarding the products or services they intend to purchase.
PR – Purchase Request or a purchase requisition process is a process that involves preparing a
purchase request. This step usually takes a couple of days to complete.
TSO – refers to Technical Support Office which provides research, technical and administrative
support to the GPPB
ABC – refers to Approved Budget in Contract is the budget for the contract duly approved by the
Head of the Procuring Entity
TWG - Technical Working Group is tasked with assisting in the qualification information
regarding the proposed bids and post-qualifications, for example, may be chosen based
on
the level of expertise necessary and the nature of the procurement.
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1.6 Conceptual Framework

INPUT PROCESS OUTPUT

System
Knowledge Requirements Implementation
Software and Maintenance
Development
 Research into the study’s
background PGMO-BAC
 Users Requirement  Planning and Procurement
 Data Gathering, Interview, Analysis Monitoring System
Observation  Data Analysis
 Development Tools and  Prototype
Techniques Cycle Testing
 Review of Related  Implementati
Literature on

Figure 1.1 Conceptual Framework

Narrative:
The PGMO-BAC Procurement Monitoring System project’s conceptual structure is
depicted in the diagram above. It’s based on the IPO model, which stands for Input, Process, and
Output. The following information is composed of the input phase, often known as the
knowledge requirement stage.
Input
● Research into the study’s background – the extent of the system was investigated by the
researchers.
● Users Requirement – the system’s characteristics were determined based on the needs of
the users, according to the researchers.
 6

● Data Gathering, Interview, and Observation – To better understand the project on the
PGMO-BAC procurement monitoring system, the researchers performed a data
gathering, interview, and observation.
● Development Tools and Technique – the researchers will need to choose a set of
appropriate development tools for the capstone project’s needs.
● Review of Related Literature – to serve as a guide in constructing the PGMO-BAC
procurement monitoring system, the researchers studied various kinds of literature and
related systems.
Process
● Planning and Analysis
During the Planning and Analysis phase, the researchers conducted interviews
with several offices involved in procurement processing. The researchers created
an early design for the proposed system after gathering data.
● Data Analysis
The researchers analyzed all the data. This step also aided the researchers in
gaining an understanding of how to construct the proposed system and
conceptualizing how it would be advantageous.
● Prototype Cycle
From the data that has been obtained and analyzed, this stage involves design,
development, and testing. The researchers began working on the proposed
system. It involves the visual design of the system, which is based on user
requirements and research. The researchers obtained all the data needed to
produce the prototype during the development stage.
● Testing
This is the proposed system’s feedback process after it has been implemented and
tested by the beneficiaries of the capstone project. It notifies the developers of
any suggestions or defects in the system’s functionality.
● Implementation
The implementation of the proposed system, which was examined by the (3)
experts, was considered in this phase. It also looked at whether the respondents’
and users suggested solutions had been implemented.
Output
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● After evaluating and gathering data, the capstone project is entitled “PGMO-BAC
Procurement Monitoring System”.

Chapter 2
Review of Related Literature and System
2.1 Related Literature
2.1.1 Local Literature
Procurement is one of the important supporting activities in the government sector.
Procurement activities enable government activities not only for operational activities but also for
investment. The research work of Seth Jones and David (2013) examined the features and impact
of recent reforms introduced by the Philippine government to deal with the longstanding
shortcomings in its procurement system. The findings showed that the impact had been less than
promised. This was due to limitations of certain provisions of the reforms and weaknesses in both
implementations and the accountability of the procuring entities.
According to Dosi, Procurement refers to the buying or purchasing of a product, a
material good, or an intangible service. In the case of goods, the product may be either a discrete
product or a whole system. Procurement in the context can be defined along two dimensions;
private/ public and regular/innovative. The former dimension specifies whether the purchaser is a
private firm or a public agency. In the latter dimension, regular procurement denotes that the
procurement concerns ready-made already existing products whose characteristics are well
known or can be readily ascertained.
Meanwhile, in a study conducted by S. Kolmykova, T & V. Semenikhina, E & A.
Alpeeva, E. (2018), public procurement was defined as a category of the modern economic
system with great influence on the formation of the innovative potential of the country and the
regions. It performs the most important functions: regulative, reproductive, stimulating, social,
and innovative. Thus, the study of the public procurement system today is a significant and

2.1.2 Foreign Literature

The different countries around the world have also been battling with different
difficulties, thus researchers from around the world have conducted studies to address these
problems. The work of Moe Carl Erik (2014) found that most of the research in procurement
focuses on the specific task of requesting, tendering, and vendor selection. He accentuates, that
more than these, there should be more longitudinal research that covers the entire process from
 8

the requisition up to the delivery and that research, and approach must focus on issues like
stakeholders’ involvement and management.
Adopting such developments will improve organizations’ efficiency and effectiveness by
automating processes and fostering coordination between the personnel of the organization.

2.2 Related System

A. eGov Procurement Monitoring System

Figure 2.1 Screenshot of eGov Procurement Monitoring System

MYBUSYBEE INC, a VAS-licensed company under the NTC and an accredited

cybersecurity provider under DICT, developed the very first e-Procurement system to automate
the procurement process in all government agencies in the Philippines that is compliant with R.A.
9184 or Government Procurement Reform Act. This is perfect timing where most of the
workforce of the government are all working from home due to the pandemic. This eGov
Procurement Monitoring System is designed to be accurate to the minutest detail. Once the data is
entered into the system, all the information is secured from access by an unauthorized person
outside of the institution. Since all the processes are handled by the system, the automated eGov
Procurement Monitoring System eliminates many of the mundane and time-consuming processes
associated with manual procurement. Using eGov Procurement Monitoring System, it becomes
much easier for different individuals to access data outside of the office, securely. This is
particularly true for urgent matters where the approving authority is traveling and physically not
present in the office. The approving authority can view and approve pending cases due for
approval online.
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B. Preliminary Analysis: The Public Procurement Monitoring System of

Montenegro
Montenegro is currently in the process of modernizing and restructuring its public
procurement system, not only to bring its procurement system in line with international best
practices and complete its accession requirements to enter the EU but also to construct a more
efficient and competitive public procurement that will enable optimization of results. To
guarantee that significant improvements are built into the procurement system, the Government
of Montenegro has taken several steps to tackle its shortcomings, namely by devising strategies
for the development of the procurement system along with action plans that establish specific
measures and goals and respective timeframes for completion and tracking the implementation of
such measures. The assessments conducted by external entities to the Government of Montenegro
have shown that such strategies have been productive in addressing issues in the public
procurement system of Montenegro and showcase a steady evolution towards better procurement
practices. The analyses introduced by this methodology will most definitely concentrate on
performance compliance indicators. These will allow for a more quantitative-based approach to
monitoring the public procurement practices in Montenegro, introducing a less formal concept of
monitoring, which is currently restricted to legal and regulatory compliance and emphasizes
formal and administrative aspects of procurement. Analyzing and improving the system of
procurement is entirely dependent on data available and the analysis of the data for gathering
business intelligence and increasing the productivity of all entities in the system. To this end,
guidelines, and key performance indicators (KPIs) on how to improve the monitoring, auditing,
and reporting mechanisms will be introduced. This analysis will also include the benchmarking of
the 2015 annual report by the PPA, where monitoring will be assessed in terms of compliance
with proposed targets and changes verified up to this point.

2.3 Synthesis
Considering the foregoing claims, examined literature and studies from both local and
international writers were gathered and compared to the current researcher's work. Based on local
and foreign literature and systems, their method intends to transform the current manual
procurement process monitoring procedure into an automated monitoring process. The related
 10

system is designed to be precise down to the last detail and avoids many of the time-consuming
and repetitive tasks involved with manual procurement. While our proposed system would
replace the present semi-manual of monitoring procurement at the BAC office, it will also
maintain track of BAC activities throughout the province of Misamis Occidental, allowing
workers to work more efficiently and be better informed about the status of their clients. In
contrast to the related systems, the project will focus on the BAC office's transactions, operations,
and processes.

2.4 Technical Background

Microsoft Visual Code is a Microsoft-developed integrated development environment. It
is a programming language used to create computer software, websites, web applications, and
mobile apps. The Windows forms platform is one of the software development platforms utilized
by Visual Studio, and it will be used in this project as well.
XAMPP Apache Friends has created an open-source and free web server solution
platform package. It has Apache, MySQL, FileZilla, Mercury, and other servers that will be used
in this project once it is up and running.
Bootstrap is a free and open-source CSS framework for front-end web development that
is responsive and mobile-first. It includes design templates for typography, forms, buttons,
navigation, and other interface components in HTML, CSS, and (optionally) JavaScript.
Lucid Chart is a web-based proprietary platform that allows users to collaborate on chart
and diagram creation, revision, and sharing.
Figma is a web-based vector graphics editor and prototype tool with desktop apps for
macOS and Windows that provide additional offline features.
MySQL is a relational database management system that is free to use. MySQL, like
other relational databases, organizes data into tables with rows and columns The Structured
Query Language, or SQL, allows users to define, manage, control, and query data.
 11

Chapter 3
Methodology

3.1 Project Design

Prototyping was used in the system's process by the researcher. Because the prototype
model is a system development approach and a software development model (SDM), it instructs
researchers and developers to produce prefaces of the solution to be functionally shown and make
necessary refinements before developing the final solution.

Start Requirement Building

Quick Design
Gathering Prototype

Stop
Implement & Refining Customer
Maintain Prototype Evaluation

Figure 3.1: The Prototype Model

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3.2 Requirement Analysis

3.2.1 Current Technical Situation

Figure 3.2: Procurement Procedure

Narrative:
The proponents make a proposal or capstone project for PGMO-BAC based on the
existing system prescribed by the BAC office. The end-user entities must establish their own
Project Procurement Management Plan (PPMP), for their many projects, activities, and plans. In
the tracking system, the papers will be tracked by the system, and it will be followed by the
master list where all the projects and important details are shown, by this the user will download
the google sheets to be needed by the action personnel. And it is followed by the action personnel
 13

where these people will process the papers through a budget office, and these steps are also where
the APP is being consolidated. And the Admin will monitor all the documents in and out of the
BAC office. And the following will be the process or workflow of the purchase request.
Receive PR entails filling and receiving a Purchase Request (PR) approved by the
Provincial Governor from various departments/offices within Misamis Occidental’s Provincial
Government. Additionally, during this period, the BAC Receiving Officer receives all additional
documented requirements, including the PR, and checks and prepares the PR for examination.
PR Evaluation evaluates newly examined and prepared PRs and other documentary
needs, according to the type of the PR. (For example, PRs for meals must include the Menu and
Serving Schedule; PRs for electronic devices must consist of the Technical Specifications for
each item, and so forth). Along with meeting all other requirements, this step assesses the pricing
of the PRs merchandise. Before submitting the PR, the price per item (ABC per item) should be
canvassed and benchmarked by end customers. Additionally, it should be accurate, reasonable,
and compliant with regulatory issuances and guidelines (particularly in the areas of drugs,
medicine, and medical supplies and equipment) as well as based on current market values to
avoid failure of bidding or waiver of delivery of supplies during the later phases of procurement.
Completed PRs will be assigned a BAC Control Number (a Bac Control Number will be given to
the PR and placed into the BAC Control System only upon receipt of an approved/signed PR –
signed by the Provincial Treasurer and Provincial Governor – and with all required
documentation), and a QR code (A QR code or tracking code is assigned the first submission to
PR review/evaluation with just the department head as the PR signatory and is then formally
registered to the BAC’s Document Tracking System if considered complete with the correct items
and accompanying documentation. Then the PR is returned to the end-user with a tracking slip or
QR code for processing – for signature by the Provincial Treasurer, for approval, and signed by
the Provincial Governor, and attachment of fully signed CAFOA and all supporting
documentation before the BAC receives it).
The approved Purchased Requests are slated to be included on the agenda for the next BAC
meeting, which will select the procurement method. Incomplete PRs (those that lack signatures or
other documented requirements) will be returned to the submitter, along with a description of the
prerequisites for acceptance.
Method of Procurement Selection the BAC members determine the manner of
procurement during their meetings. BAC meetings are planned per the Competitive Public
Bidding milestones outlined in RA 9184 and its IRR.
 14

Preparation of Documents for the Appropriate Procurement Methods after determining

the most appropriate procurement method, purchase requests are classified and assigned to
various individuals (Competitive Public Bidding or Alternative Methods).
Competitive Public Bidding & Alternative Methods of Procurement various documents
must be created to initiate the publishing, request for quotation, or purchase order, depending on
nature, Approved Budget for the contract, and demand (as the case may be). The duration of this
phase varies significantly between methods. While public bidding typically requires significant
time to prepare, negotiated procurement (SVP, AA, EC) preparation time is dependent on the
number of products specified in the PR. During this point, a softcopy of the purchase request can
significantly speed up processing. Invitations to Bid, Request for Quotation, Request for
Expressions of Interest, and other documentation requirements are published on the PhilGEPS
website.
Compilation and Segregation Purchase Orders, Notices to proceed, and Notices of
Awards are distributed to suppliers. Contractors, and consultants and directed to the appropriate
signatories.
Releasing the generated documents are collated and classified for inspection and
transmission following the COA requirements and by this point, the admin also will monitor the
document papers.

3.3 Requirement Documentation

Table 3.1
HARDWARE REQUIREMENTS

Name Specification Purpose

Laptop/PC A Laptop are designed to be more portable
than desktop computers while yet performing
many of the same operations.
Monitor A computer monitor is an output device that
displays information in the form of graphics or
text.

Keyboard A computer keyboard is a peripheral input device

that uses an arrangement of buttons or keys that
 15

allow users to input text, numbers, special

characters, and/or specific functions by pressing
the keys buttons.

Table 3.1
HARDWARE REQUIREMENTS (Continuation)

Sensor: Optical, A computer mouse is a handheld hardware input

Mouse 1000 DPI device that points, moves, and selects text, icons,
sensitivity Buttons: files, and folders on your computer using a cursor
2 buttons, clickable in a GUI (graphical user interface).
scroll wheel

Table 3.2
SOFTWARE REQUIREMENTS

Name Specification Purpose

Visual Studio is a compact code editor that includes

Visual Studio 1.65.0 (64-bit) features for debugging, task execution, and version
management.

1 MySQL is a relational database management system

MySQL 3.0.1 (64-bit) based on SQL – Structured Query Language. It is a

stable, reliable, and powerful solution with advanced
features

XAMPP can serve web pages on the Internet. The

most critical sections of the product are password-
protected using a specific tool. XAMPP can also create
XAMPP 8.1.5 (64-bit)
and manipulate databases in MariaDB and SQLite,
among other databases.

3.3.1 Functional Requirements

A. Admin Module
 16

● The admin can print the individual PPMPs/Finalized PPMP.

● The admin can print the consolidated APP.
● The admin can assign a task (PR) to the action group/personnel.
● The admin can monitor the procurement milestones for PB and
alternative modes.
● The admin can monitor the timelines or calendar for procurement
milestones.
● The admin can monitor the database for scanned documents and editable
forms such as PR, RFQ, PO, and Abstract.
● The admin can generate annual visual analytic reports on procurement
projects.

B. Office
● The office will upload finalized PPMP.
● The office can monitor the procurement milestone for their respective
PRs.
● The office can receive a notification/alert (papers ready for transmittal).
C. Action Personnel
● The action personnel will update the Procurement Milestone/Timeline
for tasks (PR) assigned.
● The action personnel can edit the forms such as PR, Abstract, RFQ, and
PO.
● The action personnel can upload scanned documents such as PR,
Abstract, RFQ, and PO.

3.3.2 Non-Functional Requirements

A. Office
● The office can view and monitor their milestone but cannot edit the
forms
B. Action Personnel
● The action personnel can only edit if it is their assigned task.
 17

3.4 Design of Software, System Products, and/or Processes

3.4.1 System Architecture

The diagram below shows a system with functionality mapped to hardware and software
components, software architecture linked to hardware architecture, and humans interacting with
these components.

Figure 3.3: System Architecture

Narrative:
The office uses the uploaded excel files and the internet to upload the finalized PPMP,
which will be saved/stored on the server and will monitor procurement milestones for their
respective PRs via the internet and receive notification alerts. The action personnel will use the
router to retrieve the finalized PPMP uploaded by the office and consolidate it into the APP, as
well as to connect to the internet. They used the router to complete priority tasks such as updating
procurement milestones, uploading scanned documents, and editing various forms such as PR,
Abstract, and PO that were saved/stored on the server. The admin will monitor the status of
everything saved/stored on the server, such as new procurement tasks, updated milestones,
editable forms such as PO, abstract, and PR, visual analytic reports for procurement projects, and
the consolidated APP.
 18

3.4.2 Context Diagram

The diagram below illustrates how a system interacts with other people (other external
entities) with whom it is supposed to interact. It can be useful in understanding the context in
which the system will operate because it generalizes the entire system's function regarding
external entities.

Figure 3.4: Context Diagram

Narrative:
As shown in Figure 3.4.2, the office will upload the finalized PPMP using excel files for
the action personnel to consolidate the PPMP into APP. They can monitor the procurement
milestone and receive notification alerts via the system. The action personnel will receive the
assigned tasks (PR) given by the PGMO-BAC admin. The action personnel will update his/her
procurement milestone, which will be monitored by the office as well as upload scanned
documents and editable forms such as (PR, Abstract, and PO). The PGMO-BAC Admin will
monitor and review all the papers that come and go from the proposed system, such as new
procurement tasks, updated milestones, editable forms like PO, RFQ, Abstract, and PR, and
visual analytic reports for procurement projects, and the consolidated APP.
 19

3.4.3 Data Flow Diagrams

A. Register New Procurement Tasks and Update Current Milestone

Figure 3.5 shows the flow and process for registering new procurement tasks and
updating the system's current milestones.
The action personnel will save the new procurement task to the database
(purchase_request) where it will be saved/stored. The database will notify the list of registered
tasks, and action personnel will update the current milestones and save them to the database
(assigned_milestones) where they will be saved/stored.

Figure 3.5: Proposed Data Flow Diagram for Register New Procurement Tasks and
Update Current Milestone

B. Upload and Archive different editable forms of Specific Procurement

Milestone
Figure 3.6 illustrates the flow for uploading and archiving different editable forms of
specific procurement milestones.
The action personnel will edit forms for specific procurement milestones such as PR,
Abstract, and PO and upload them to the database (uploads) where the data will be saved/stored.
 20

Figure 3.6: Proposed Data Flow Diagram for Upload and Archive different editable
forms of Specific Procurement Milestones
C. Monitor Status of Procurement Tasks in terms of specific Milestone and
Calendar Timeline
Figure 3.7 shows the process flow for monitoring procurement tasks in terms of specified
milestones and calendar timelines.
The PGMO-BAC Admin will use a search filter to retrieve a list of procurement tasks in
terms of milestones from the database (assigned_milestones), and the PGMO-BAC Admin will
monitor or view the filtered list of procurement tasks in terms of milestones.

Figure 3.7: Proposed Data Flow Diagram for Monitor Status of Procurement Tasks
in terms of Specific Milestone and Calendar Timeline

D. Generate Annual Visual Analytic Reports on Procurement Projects

Figure 3.8 shows the flow for Generating Annual Visual Analytic Reports on
Procurement Projects.
The PGMO-BAC Admin will generate annual visual analytic reports of a list of
procurement projects from the database (assigned_milestones) where the data is saved/stored
using a search filter. The filtered annual visual analytic reports of the Procurement Projects will
then be viewed.
 21

Figure 3.8: Proposed Data Flow Diagram for Generate Annual Visual Analytic
Reports on Procurement Projects
E. Consolidate Finalized PPMP into APP using uploaded excel files
Figure 3.9 shows the flow for Consolidating Finalized PPMP into APP utilizing uploaded
excel files. The action personnel will consolidate the finalized PPMP into the APP using the
uploaded excel files and it will be saved/stored in the database (generated_app).

Figure 3.9: Data Flow Diagram for Consolidate Finalized PPMP into APP using
Uploaded Excel Files

F. Send Notification on Completed Procurement Tasks to Respective Offices

Figure 3.10 shows the process flow of sending notifications on completed procurement
tasks to respective offices.
The PGMO-BAC Admin will send notifications for the Completed Procurement Tasks to
the Respective Offices.

Figure 3.10: Proposed Data Flow Diagram for Consolidate Finalized PPMP into
APP using Uploaded Excel Files
 22

G. PGMO-BAC Procurement Monitoring System

The flow of our proposed system is shown in figure 3.11 in the diagram below. It
illustrates the flow of data in any process or system. It shows data inputs, outputs, storage
locations, and connections between each destination using defined symbols such as rectangles,
circles, and arrows, as well as short text labels.

Figure 3.11 Data Flow Diagram of Proposed System for PGMO-BAC Procurement
Monitoring System

Narrative:
The requesting entities will login and upload the finalized PPMP, while the action
personnel will log in and consolidate the uploaded finalized PPMP into APP, which will then be
saved/stored in a database (APP). The requesting entities will also keep track of the procurement
milestones for their respective PRs, which are saved/stored in the database (assigned_milestones)
and will receive a notification alert when the paper is ready for transmission. The PGMO-BAC
Admin will login and register the action personnel and requesting entities, which will then be
 23

saved/stored in the database (requesting_entities) and (action_personnel) and monitor and view
the procurement milestones, alternative modes, the scanned documents, editable forms, and
annual visual analytic reports on procurement projects that have been saved/stored in the
database. The document tracking system will attach the tracking number and then save/store it in
the database (purchase_request), and the action personnel will receive their respective assigned
tasks (PR) from the PGMO-BAC admin, such as editing forms including PR, PO, Abstract, and
uploading scanned documents.
3.4.4 Entity Relationship Diagram
Figure 3.12 shows the Entity-Relationship Diagram which presents how "entities" like
people, things, or concepts interact inside a system. It is a visual representation of various data
that uses conventions to define how the data are related to one another.

Figure 3.12: ERD for PGMO-BAC Procurement Monitoring System

 24

Table 3.3
DATA DICTIONARY

TABLE FIELD NAME DATA L Key NOT AI Description

NAME TYPE NULL

purchase_ pr_bac_no. Int 11 PK YES YES Primary ID

request of the
application

tracking_no. Int 11 Tracking

number of
the PR

cafoa_obr_no. Int 11

office_no. Int 11 FK Foreign ID

from the
Office

date_received Date Date received

of the PR

description Varchar 50 Description

of the PR

abc Varchar 30 ABC for PR

funding_source Varchar 25 Funding

source of PR

date_endorsed Date Date

endorsed of
the PR

action_personnel Varchar 30 FK Foreign ID

from the
action
personnel

mode_of_procur Varchar 15 FK Foreign ID of

ement mode of
 25

procurement

mode_of_ mp_no. Int 11 PK YES YES Primary ID

procurem of the mode
ent of
procurement
Table 3.3
DATA DICTIONARY (Continuation)

codes Int 11 Codes of the

mode of
procurement

modes Varchar 50 Modes of

mode of
Procurement

Milestone ms_no. Int 11 PK YES YES Primary ID

s of the
milestones

mp_no Int 11 FK Foreign ID

from the
mode of
procurement

form_id Int 11 FK Foreign ID

from the
editable form

name Varchar 30 Name of the

milestones

description Varchar 30 Description

of the
milestones

processing_days Date Processing

days of the
milestones

Office office_Id Int 11 PK YES YES Primary ID

of the office

name Varchar 30 Name of the

office
 26

address Varchar 30 Address of

the office

username Varchar 30 Username of

the office

password Int 11 Password of

the Office
Table 3.3
DATA DICTIONARY (Continuation)

editable_f form_id Int 11 PK YES YES Primary ID

orm of the
editable form

name Varchar 30 Name of the

editable form

description Varchar 30 Description

of the
editable form

directory Directory of
the editable
form

uploaded_ ppmp_no. Int 11 PK YES YES Primary ID

ppmp of the
uploaded
PPMP

office_id Int 11 FK Foreign ID

from the
office

app_no Int 11 FK Foreign Id

from the
generated
APP

ppmp_document Varchar 50 PPMP

document of
the uploaded
PPMP
 27

date_uploaded Date Date

uploaded of
the uploaded
PPMP

date_effective Date Date

effective of
the uploaded
PPMP
Table 3.3
DATA DICTIONARY (Continuation)

generated app_no. Int 11 PK YES YES Primary ID

_app of the
generated
PPMP

app_document App
Document of
generated
APP

date_generated Date Date

generated of
the generated
APP

date_effective Date Date

effective of
the generated
APP

action_per personnel_id Int 11 PK YES YES Primary ID

sonnel of the action
personnel

name Varchar 30 Name of the

user

middle_name Varchar 30 Middle name

of the action
personnel

last_name Varchar 30 Last name of

the action
personnel
 28

category Varchar 30 Category of

the action
personnel

username Varchar 11 Username of

the action
personnel

password Int 11 Password of

the action
personnel

Table 3.3
DATA DICTIONARY (Continuation)
supplier supplier_id Int 11 PK YES YES Primary ID
of the
supplier

Nnme Varchar 30 Name of the

supplier

proprietor Varchar 30 Proprietor of

the supplier

address Varchar 30 Address of

the supplier

dti/sec Int 11 DTI/SEC of

the supplier

dti/tin Int 11 DTI/TIN of

the supplier

philgeps_no. Int 11 Philgeps No.

of the
supplier

contract contract_no Int 11 PK YES YES Primary ID

of the
contract

pr_bac_no Int 11 FK Foreign ID

from the PR

action_personnel Varchar 30 FK Foreign ID

from the
 29

action
personnel

contract_supplier Varchar 30 FK Foreign ID

from the
supplier

representative Varchar 30 Representativ

e of the
contract

address Varchar 30 Address of

the contract

contract_cost Varchar 30 Contract cost

of the
Table 3.3
DATA DICTIONARY (Continuation)

contract

hope_signature Varchar 30 Hope

signature of
the contract

contr_supl_sign Varchar 30 Contract

supplier sign
of the
contract

witnessed Varchar 30 Witnessed of

the contract

date_notaried Date Date notaried

of the
contract

remarks Varchar 30 Remarks of

the contract

assigned_ ams_no. Int 11 PK YES YES Primary ID

milestone of the
assigned
milestones

pr_bac_no. Int 11 FK Foreign ID

 30

from the
Purchase
Request

ms_no. Int 11 FK Foreign ID

from the
milestone

uploads upload_id Int 11 PK YES YES Primary ID

of the
uploads

ams_no. Int 11 FK Foreign ID

from the
assigned
milestone

file_name Varchar 30 File name of

the upload

references reference_no. Int 11 PK YES YES Primary ID

of
Table 3.3
DATA DICTIONARY (Continuation)

the
references

code Int 11 Code of the

references

modes Varchar 30 Modes of the

references

remarks Varchar 30 Remarks of

the
references

3.5 Development and Testing

3.5.1 Development
Prior to the development of the Provincial Government of Misamis Occidental- Bids and
Awards Committee (PMGO-BAC) procurement monitoring system, the developers undertook the
following steps.
 31

● First, the developers ask Mr. Peter Anthony A. Lasmarias, a BAC Chairman, if it
is allowed to develop a procurement monitoring system to be used for the
Provincial Government of Misamis Occidental- BIDS and Awards Committee
(PMGO-BAC).
● Second, the developers conducted a personal interview with the BAC Secretariat
with Mr. Peter Anthony A. Lasmarias and the office of BAC to gather the
necessary information to be displayed on the PGMO-BAC procurement
monitoring system.
● Third, the developers ask Mr. Bill Lawrence Samar, the adviser, to help and
guide their system.
● Lastly, the developers created a design of the system followed by the structure of
the prototyping.

3.5.2 Testing
A. Alpha Testing
The table below shows the module and activities/tests to be conducted on the
system.
Table 3.4
MODULE SPECIFICATION

Module Activities Duration

Admin Module ● can log in 1 hour

● can add a user to the BAC
office
● can monitor the
procurement milestone
● can print
● can save
● can scan documents
● can download all forms
● can assign action
personnel for PR
 32

● can log out

● can log in
● can upload PPMP
● can prepare the PPMP
● can log-out
Office 1 hour
● can monitor for their
respective PRs
● can receive a notification
alert Table 3.3
DATA DICTIONARY (Continuation)

● can log in
● can update procurement
milestone
Action Personnel 30 min
● can edit
● can upload
● can log out

B. Beta Testing
The developer's goal is to create a procurement monitoring system that is managed by the
admin, action personnel, and requesting entities, with the flow of procurement monitoring as the
major focus of all important databases.
The prime purpose of procurement monitoring system beta testing is to allow all
respondents and developers to advocate for and test the entire system and how it works. Also, the
features that are designed in the system are validated or tested.
 33

Developer groups must be included in system testing so that if there is something wrong
or a mistake that the system's developer missed, they can offer suggestions or adjustments to the
system. Internal and external testing of the system will both go through a beta testing method,
which will result in a change.
After all, all of the feedback gathered from the testers will be thoroughly analyzed to
determine what adjustments they want to make to the system. Also, various functionalities that
can be introduced to the system, such as features or aesthetics, need to be fixed.

3.6 Planning
A. Technical Feasibility
Table 3.5
Technical Feasibility
Name Task

Project Manager: ● Leads the group at the same time

Princess Joy S. Macalisang as a scheduler.

Software Engineer/Programmer: ● Build a system using programmer

Eljun Karl C. Atay language.

QA Tester/Technical Writer: ● Ensures the quality of the

Roxan D. Cayetano software product and helps find
and eliminate any bugs.

System Analyst/Database Designer: ● Follow up on the system and

Vincent S. Estomata assist the programmer during the
development.
 34

3.7 Functional Decomposition Diagram

Provincial Government of
Misamis Occidental Bids and
Awards Committee Procurement
Monitoring System

Figure 3.13: Functional Decomposition Diagram

 35

3.8 Screen Layout

Figure 3.14: Admin Dashboard

 36

Figure 3.15: Admin Printable PPMP

Figure 3.16: Admin Printable APP

 37

Figure 3.17: Admin Adding Action Personnel

Figure 3.18: Action Personnel Adding Purchase Request

 38

Figure 3.19: Result Adding Purchase Request

 39

Figure 3.20: Action Personnel Purchase Request

Figure 3.21: Action Personnel Consolidate PPMP

 40

Figure 3.22 Consolidated APP

Figure 3.23: Action Personnel Adding Supplier

 41

Figure 3.24: Action Personnel Adding Contract

Table 3.6
Implementation Plan

STRATEGY ACTIVITIES PERSONS DURATION

INVOLVED
Approval from the Send a letter of permission to the Developers
Provincial BAC office of the Provincial Administrators 1 day
Government of Government of Misamis Action
Misamis Occidental Occidental. Personnel
BAC office

System Planning and Plan how the system will operate, Developers 3 weeks
Development function, and grow.
Design

System’s Installation Installation of the software and Developers 5 hours

hardware required for the system

Information Provide the user with the system's Developers 1 day

Distribution User Manual. Administrator

Conduct practical training and

Training lectures on how to operate the Developers 1 week
system. Administrator

Narrative:
 42

The designed system will be given to the BAC office in the Misamis Occidental
Provincial Government. It will be given to them along with the documentation paper as guidance
by the developers. This time, the developers will import old data into the new system and instruct
users on how to utilize it.