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 FIGURESPage
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 CONTENTSPage
Organization of Work iv
List of Figures v
Table of contents vi
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
2.0 LITERATURE REVIEW 6
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
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
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
6.0 DOCUMENTATION 35
6.1 Program Documentation 35
6.2 User Documentation 36
7.0 SUMMUARY, RECOMMENDATION AND CONCLUSION 37
7.1 Recommendation 37
7.2 Summary 37
7.3 Conclusion 39
1.0 INTRODUCTIONMaterial 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.
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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