ABSTRACT
Material procurement is the
acquisition of goods and/or services at the best possible total cost of
ownership, in the right quality and quantity, at the right time, in the right
place and from the right source for the direct benefit or use of corporations,
individuals, or even governments, generally via a contract, or it can be the
same way selection for human resource. Simple procurement may
involve nothing more than repeat purchasing. Complex procurement could involve
finding long term partners – or even ‘co-destiny’ suppliers that might
fundamentally commit one organization to another.
In this project work, we are going
to look at the computerization of material procurement management information
system using visual basic 6.0 as our platform for software development.
ORGANIZATION OF WORK
This project work consists of seven
chapters and each chapter is being treated according to the format stipulated.
Chapter one deals with introduction
to the project topic.
Chapter two revealed the literature
Review aspect of the project work.
Chapter three deals with the
analysis and description of the existing system.
Chapter four has to do with the
design of the new system
Chapter five deals with the
implementation of the new system.
Chapter six deals with the
documentation.
Chapter seven is all about the
summary, recommendation and conclusion.
Followed by reference, Appendix,
e.t.c
LIST
OF FIGURES
Page
Fig 3.1
Organizational
Structure
14
Fig
3.2 Information Flow
Diagram
15
Fig
4.1 Input Design
18
Fig
4.2 File
Design
18
Fig
4.3 Procedure
Chart
19
Fig
4.4 System
Flowchart
20
Fig
5.1 Program
Flowchart
23
Fig
5.2 Test
Run
32
TABLE
OF CONTENTS
Page
Cover Page
Certification Page
Approval Page
Dedication
i
Acknowledgement
ii
Abstract
iii
Organization of
Work
iv
List of
Figures
v
Table of
contents
vi
CHAPTER ONE
1.0 INTRODUCTION
1
1.1 Statement of
the
Problem
2
1.2 Aims and
Objective of the
Study
2
1.3 Purpose of the
Study
3
1.4 Significance
of the
Study
3
1.5 Scope of the
Study
4
1.6 Constraints
and
Limitation
4
1.7
Assumptions
4
1.8 Definition of
Terms
5
CHAPTER TWO
2.0 LITERATURE
REVIEW
6
CHAPTER THREE
3.0 DESCRIPTION
AND ANALYSIS
OF THE EXISTING
SYSTEM
12
3.1 Fact Finding
Method /
Methodology
13
3.2 Organizational
Structure
14
3.3 Objectives of
the Existing
System
14
3.4 Input, Process
and Output
Analysis
14
3.4.1 Input
Analysis
14
3.4.2 Process
Analysis
15
3.4.3 Output
Analysis
15
3.5 Information
Flow
Diagram
15
3.6 Problems of
the Current
System
16
3.7 Justification
for the New
System
16
CHAPTER FOUR
4.0 DESIGN OF THE
NEW
SYSTEM
17
4.1 Design
Standard
17
4.2 Output
Specification and
Design
17
4.3 Input Design
and
Specification
18
4.3.1 File
Design
18
4.4 Procedure
Chart
19
4.5 System
Flowchart
20
4.6 System
Requirement
20
4.6.1 Hardware
Requirement
20
4.6.2 Software
Requirement
21
4.6.3 Operational
Requirement
21
4.6.4 Personnel
Requirement
21
CHAPTER FIVE
5.0
IMPLEMENTATION
22
5.1 Design
Standard
22
5.2 Program
Design
22
5.2.1 Program
Flowchart
23
5.2.2 Pseudo
Code
24
5.3
Coding
24
5.4 Test Data/
Test
Run
32
5.5 User
Training
34
5.6 Cutover
Process
34
CHAPTER SIX
6.0
DOCUMENTATION
35
6.1 Program
Documentation
35
6.2 User
Documentation
36
CHAPTER SEVEN
7.0 SUMMUARY,
RECOMMENDATION
AND CONCLUSION
37
7.1
Recommendation
37
7.2
Summary
37
7.3
Conclusion
39
References
40
CHAPTER
ONE
1.0
INTRODUCTION
Material Procurement can be
defined as the purchase of goods or services at a total cost of the optimum
possible in the correct amount and quality of procurement. These goods and
services are also purchased at the right time and location to express profit or
the use of Government, business, business, or individuals by signing a
contract.
The process of acquisition of goods
or services that are required as a raw material (direct recruitment) or for
operating purposes (indirect procurement) a company or a person might call
acquisition. The procurement process involves not only the purchase of
commodities, but also the quality and quantity of controls. Typically,
providers are listed and pre-determined by the contracting company. This makes
the smoother process, the promotion of a good relationship between the buyer
and the supplier.
The synonyms for recruitment, which
are the gain, purchase, purchase and acquire, can shed light on the meaning of
recruitment. The recruitment process may vary from company to company, and a
Government entity can have a slightly different recruitment process compared to
a private company.
Acquisitions can also be defined
simply as the procedure in which the goods or raw materials are purchased when
prices are low. Procurement is advantageous if the goods are purchased in large
quantities. E-procurement is another method of electronic media is used for the
acquisition or purchase of goods. Everything is processed electronically, the
search for the right bidder delivery and payment.
The recruitment procedure may vary
depending on the product and the uses of the product. Health team must be
efficient and reliable, and the recruitment process is carried out carefully in
order prevent the defective equipment purchase. Another important factor that
usually includes definitions of the recruitment is the amount purchased the
product. This is important because the quantity of purchased goods is inversely
proportional to their cost.
Thus, recruitment is a process that
is carried out by the company almost every individual and for their own
personal benefit or benefits, involving the purchase of commodities by choosing
the appropriate provider.
1.1 Statement of the Problem
Most company’s are suffering some
set backs due to their procurement system. Most often low quality goods are
purchased and they end up loosing money. Also at times, they lack a steady
supply, resulting to lack of materials for production. Hence the need for
computerization of material procurement management information system.
1.2 Aims and Objectives of the Study
The main objective is to
computerized material procurement management information system of a business
transactions in Sam igbokwe & sons. Enugu. This will help the manager know
when to make purchases of items, ascertain the exact number of each items or
stock available, to ascertain the materials that are either mostly or sparsely
used as well as knowing the exact number of each material or items that are
lacking thereby helping to improve workflow in the organization. Moreover to
reduce time wasted in data processing and information retrieval. And finally to
improve management activities, which will lead to improved productivity,
accountability and business management of the organization.
1.3 Purpose of
the Study
This purpose of this study is to
design a computerized material procurement management information system for
Sam igbokwe & sons Enugu. This will help in monitoring their material
procurement.
1.4 Significance of the Study
The project is aimed at designing, a
new better alternative system to help the organization in material procurement
thereby making the management system to be more effective. Also the software
designed will help management to: -
(a) Maintain
a database of materials procured.
(b)
Safeguard data and information in the system.
(c) Reduced
workload in the present system.
(d) Keep
accurate record on material procurement
(e) Reduce
time wasted in data processing.
1.5 Scope of Study
This project work is designed to
cover all aspect of purchases of materials in Sam igbokwe & sons. Enugu.
The system incorporates materials
procurement recording and stock taking.
1.6 Constraints
and Limitations
During the process of this research
work some drawbacks were encountered while trying to get adequate needed data
and information.
They include the reluctance of the
management of the firm under study to release vital information, which they
feared would jeopardize the security of the organization. And secondly, time
and financial constraints which had great influence to this work.
1.7 Assumptions
It is assumed that all information
gathered with respect to material procurement management information system is
correct as implemented by Sam igbokwe & sons. Enugu.
1.8 DEFINITION OF
TEMRS
Procurement: It can be defined as the purchase of goods or services at a
total cost of the optimum possible in the correct amount and quality of
procurement.
Receipt: Receipt is the process of accepting from sources, all
materials or items used in the organization.
Issue: This is the process of giving out items from store to
various departments in the organization.
Computer Program: This is a set of instruction that guides the computer on
the action to perform.
Flowchart: This is graphical representation of step by step by
which computer can follow to execute a task.
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