Office Systems

TABLE OF CONTENTS Page

Introduction ------------------------------------------------------------------ 2

1 .1 Problem Statement --------------------------------------------------------- 2 1 .2 Aims and Objectives--------------------------------------------------------- 3

1 .3 Scope of the project -------------------------------------------------------- 4 1 .4 Project ---------------------------------------------------------- 4

1 .5 Project Deliverables-------------------------------------------------------- 4

1 .6 Justification for the Methodology---------------------------------------- 5

1 .7 Requirements for the new system--------------------------------------- 5

Feasibility Study --------------------------------------------------------- 6

2 .1 Operational Feasibility---------------------------------------------------- 6

2 .2 Economic Feasibility------------------------------------------------------ 6 2 .3 Technical Feasibility------------------------------------------------------- 7 Discussion-------------------------------------------------------------- ---- 8

p 3 .1 Requirement Analysis---------------------------------------------------- 8

4 .0 Requirement Specification . 8 4 .1Interviews . 8 4 .2 Observation . 9-10 5 .0 Logical System Specification . 10 5 .1 Database Design .10

5 .2 System and Interface Design .10 5 .3 Input /output Design .10

6 .0 Physical Design 11

6 .1 System Coding 11 6 .2 Integration and Testing . 11 6 .4 Justification of the testing technique . 11 7 .0 Changeover and Transition . 11 8 .0 Conclusions . 12 8 .1 Project Management .12

8 .2 Project Achievements 13 8 .3 Challenges Faced . 13

8 .4 Mitigations of challenges . 13

8 .5Personal Recommendations . 13

9 .0 User Guide . 16-17 9 .1 References .16-17 10 .0 Appendix a : Diagrams and Figures . 18 10 .1 Appendix b : Source Code . 19 A COMPUTERIZED PURCHASING SYSTEM

1 .0 Introduction

The current procurement system in my company has proved to be inefficient and unreliable for the time it has been operational hence resulting in losses to the entire company as currently the company does its purchasing manually i .e . in a work form

It is part of the company 's mission to ensure that its goods are appreciated worldwide and provides autonomy , transparency accountability and efficiency to their clients

It is a medium-sized company with a small organizational structure which consists of several departments that include accounts and finance administration , procurement , human resource . The structure is organized in a hierarchical way which starts with the top management going down to junior employees of the company

The structure of the company is given in figure 1 of the appendix

Problem Statement

This project is based on computerizing the purchasing system of the company which is currently handling most of their daily operations manually . There is a high rate of bureaucracy within the organization The problems currently faced from the manual operations of the company are :-

The amount of work involved is high

The turnaround time for obtaining information to make decisions is highly time consuming

Inefficiency

Error rate is high in a manually functioning organization

The tendency to lose important documents is high

No backups data in manual system , even if the organization keeps backup data there will be a problem of space and data redundancy

The management of the supplier 's records and payment system is not efficient

Therefore the aim of this project is to minimize the current problems faced by this company by computerizing the entire purchasing system and making this a more efficient organization

The company makes a lot purchases for its materials to enable it in the production of clothes...