DEPARTMENT OF SOCIAL WELFARE AND

DEVELOPMENT (NCR)
PURCHASE REQUEST
TRACKING SYSTEM
?
? WHAT IS
THE
PROJECT
CONTEXT ?
 DSWD-NCR is executive department of
PURCHASE the Philippine Government responsible
for the protection of the social welfare of
TRACKING rights of Filipinos and to promote social
development. This institution is
SYSTEM composed of departments that need a
purchase tracking system.
Project analysis slide 6
WHERE DID THEY WHERE IS IT LOCATED? WHO IS THE OWNER?
START?

LOCATED AT SAN
ON 1939 INSTITUTION UNDER
RAFAEL ST. COR.
THE GOVERMENT
LEGARDA ST.
SAMPALOC MANILA
Project analysis slide 2
NETWORK INFRASTRUCTURE/
EQUIPMENT/HARDWARE
ARCHITECTURE

STORAGE BACKUP AND

RECOVERY PROCEDURE
TECHNICAL
SOFTWARE BACKGROU
D
SECURITY AND PROCEDURES

PEOPLEWARE/MANPOWER POLICIES AND

PROCEDURE
 EQUIPMENT/HARDWARE
Project analysis slide 3

Hardware Brand name/Application Server

Server Name APP_SVR_1
CPU CPU Intel® Xeon® Processor E5-2687W
Router  
Pc Dell/Coby
Memory 32GB RAM
Printer Canon/Epson
 SOFTWARE
Project analysis slide 3

Software Application Server

Operating System Windows Server 2007, 2008,
2010
 PEOPLEWARE/MANPOWER
Project analysis slide 3
No. User Role Responsibilities Department/Section/Unit
1. Employee Preparation of purchase request. All Department(included in the
(Requester) scope)
2. BAC officers Evaluation of purchase requests with Bids and Awards Committee
documents, bids, and post–qualification. Section
3. Procurement Officer Supporting documents and advising the Procurement Section
supplier.
4. Budget Officer Budget preparation, and releasing of ORS. Budget Section
5. Accounting Officer Committing funds to support a Accounting Section
procurement or disposal activity.
6. Supplier Providing supplies/equipment None
 NETWORK INFRASTRUCTURE/
Project analysis slide 3
ARCHITECTURE
 STORAGE BACKUP AND
Project analysis slide 3
RECOVERY PROCEDURE

Recording through Microsoft Excel. All documents are

stored only in shelves, makes the procedure more
confusing, time-consuming and vulnerable, sometimes
resulting for an abrupt incident.
 
 SECURITY AND PROCEDURES
Project analysis slide 3

The institution ensures the effective security

program, the security measures designed to
allow only the authorized personnel to access
data/information.
 POLICIES AND PROCEDURE
Project analysis slide 3

1. BAC officer is allowed in receiving of any purchase request.

2. They have to inquire by making a call to every department that is

included in the process.

3. Requester must complete first the attachments together with the

purchase request for it to be processed by the BAC officer.

4. Administrator (Procurement Officer) is take in-charge in the preparation

of the documents that must be sent to the supplier.

5. 7 days grace period is allotted in processing the PhilGeps posting,

Abstract of Canvass and Awards of Contract.
CONTEXT DIAGRAM

CONTEXT
DIAGRAM
 DATA FLOW
DIAGRAM PR details
1.0
Preparing of Purchase
Request PR Details PR Storage
w/proposal

DATA FLOW
Employee

DAIGRAM
(Requester)

2.0
PR Status Assess Purchase
Request

BAC Officer
FISHBONE ANALYSIS
 PROBLEM:
1. Unmonitored purchase
request.
2. Recording of the
necessary data/information
resulting for time
THE consuming.
PROBLEM & 3. Tracking documents of
improper storage.
SOLUTION SOLUTION:
STATEMENT 1. Performs activities in a
short period of time.
2. Easily monitoring and
tracking of the purchase
request.
3. Automated to lessen their
workloads.
PROBLEM-REQUIRMENTS MATRIX
PROBLEM
P1. Tedious way of recording purchase
request.
P2. Tedious way of searching past
records.
P3. Difficulty in monitoring/tracking
purchase request.
P4. No proper storage for purchase
request documents.
P5. Sudden unavailability of staff or
changing schedule.
P6. Unable to see the breakdown of
processed purchase request within the
organization for a certain period.
REQUIREMENT
R1. Add/update/delete purchase request
conveniently.
R2. Retrieve records immediately.
R3. Track/monitor purchase request
electronically in a short period of time.
R4. Store the records in the data
storage.
R5. Provide no standard monitoring
system.
R6. Generate report for the breakdown
of the processed purchase request
within the organization.
 PROPOSE & The main purpose of the study is to
propose a system that will provide real-
DESCRIPTION time monitoring and storage for the
purchase request.
 
 1. Can add, update and delete purchase
request electronically.

2. To enumerate the problems faced by lack of

reports, storage and unorganized process of
SPECIFIC purchase request.

OBJECTIVES 3. To eliminate the difficulty in retrieval of

records and monitoring of purchase request.

4. Can provide a designated access per user to

properly process the purchase request.

5.To properly track/monitor purchase request

in a short period of time.
 The project covers the processes of the
DSWD-NCR including, the management, storage
and retrieval of the organization’s record.
SCOPE & Generation of processed purchase request report.
To solve the aforementioned problems in the

LIMITATION previous sections.

The project is limited for DSWD-NCR and will

not extend to other branches as well to their
partners.  
 Related Connection with the
Literature/Study Study/Proposal
1.

2.

3.

REVIEW OF 4.

RELATED 5.

LITERATURE/ 6.

SYSTEMS 7.

8.

9.

10
REQUIREMENTS-FEATURES
MATRIX
 

R1

R2

R3

R4

R5

R6
REQUIREMENTS
FEATURES
Web-based Application ✔ ✔ ✔ ✔ ✔ ✔
Centralized Storage   ✔   ✔   ✔
Search and View   ✔ ✔   ✔ ✔
Add/Update/Delete ✔   ✔   ✔  
Provides alert and ✔   ✔      
Notification
Trace and Monitor ✔ ✔ ✔ ✔ ✔  
Create Accurate Reports           ✔
Security of     ✔   ✔ ✔
Data/Information
 EVENT DECOMPOSITION
Event Trigger Source Use Case Response Destination
Employee/ Employee/Officer signs up. Employee/ Managing Account Employee/ Admin
Officer register Officer Officer information
Requesting for Employee prepare Employee Preparation of Purchase Request BAC(Bids and
supplies/order purchase request. (Requesting Unit) Purchase Request Details Award Committee)
Officer
Assessment and Officer review and validate BAC Officer Purchase Request PR Number, Requesting Unit,
validation of Purchase purchase request. Validation PR Status Procurement
Request Officer
Determine Supplier Procurement Officer BAC Officer, Supplier AOC (Abstract of Supplier
prepares RFQ, AOC and Procurement Officer Management Canvass),
purchase order to supplier. AOC (Awards Of
Contract), Purchase
order
 
Monitoring of User tracks the status of Officer Purchase Request PR Status Employee/
purchase request the purchase request. (BAC, Tracking Officer
Procurement,
Budget/
 FUNCTIONAL REQUIREMENTS
Function No. Requirement User Description
 1. Create User Account Employee The user registers account to access the system.
Officer They must provide the needed information in
Supplier the sign-up form.
 2. Login Employee It only allows authorized users to access the
  system.
Officer The user then submits the credentials, it will
  grant the access and the expected interface will
display.
3.  Create Purchase Request Employee(requester) The employee prepares the purchase request.
4. Track Purchase Request Employee The user can monitor the purchase
  request status provided by the
Officer PR tracker.
5.  Manage Supplier Officer The officer can send RFQ, AOC and purchase
order to supplier.
 6. Manage Purchase Request Officer The officer can update the purchase request
depending on the process that has been done.
 7. Manage employee and Admin Admin has the responsibility to manage the
officer information employee and the officer's information. This
includes managing their accounts, usernames,
NON-FUNCTIONAL REQUIREMENTS

1. Security. The main security concern is for users account so to secure the access of confidential
information, the system is devised to have proper login mechanisms such as the username and
password.
2. 24 X 7 availability of the application.
3. Performance. The system is interactive and the delays are less. So, in every action-response of
the system, there are no immediate delays.
4. Safety. Records are securely stored without any changes in information.
5. Reliability. The system provides the reliability in its operation and securing all details and
information.
6. Usability. The system is easy to handle and navigates in the most expected way with no delays.
USE CASE
DIAGRAM
USE CASE
DIAGRAM
Use Case No. 1
Manage Account
USE CASE
DIAGRAM
Use Case No. 2
Purchase Request
Preparation
USE CASE
DIAGRAM
Use Case No. 3
Purchase Request
Validation
 USECASE REPORTS
Use Case ID: UC-01
Use Case Name: Manage Account
Purpose: User login the system
User/Actor: Employee, Admin, BAC officer, Procurement officer, Budget Officer, Accounting
Officer, Supplier
Context of Use: The user logs in to authenticate his or her role in the system and to perform
his/her desired task in the system.

Use Case ID: UC-02

Use Case Name: Purchase Request Preparation
Purpose: User/Employee requesting for a purchase order.
User/Actor: Employee(Requester)
Context of Use: The user specifies the order needed by entering his/her username and password.
Use Case ID: UC-03
Use Case Name: Purchase Request Validation
Purpose: Officers assess and review purchase request.
User/Actor: BAC Officer, Procurement Officer
Use Case ID: UC-04
Use Case Name: Purchase Request Tracking
Description User can monitor/track purchase request.
User/Actor: Employee(Requester), Procurement Officer, BAC Officer, Accounting/Budget Officer

Use Case ID: UC-05

Use Case Name: Supplier Management
Description: Officers determine the supplier.
User/Actor: Procurement Officer, BAC Officer
Use Case ID: UC-06
Use Case Name: Preparation of Purchase Order
Description: Officer prepares the purchase order with ORS (Obligation Request and Status).
User/Actor: Procurement Officer, Budget/Accounting Officer
Use Case ID: UC-07
Use Case Name: Generate Reports
Purpose: Generation of Processed Purchase Request Report.
User/Actor: Admin
ACTIVITY
DIAGRAM
Manage Account
ACTIVITY
DIAGRAM
Purchase Request
Preparation
ACTIVITY
DIAGRAM
Purchase Request
Validation
ACTIVITY
DIAGRAM
Purchase Request
Tracking
ACTIVITY
DIAGRAM
Supplier Management
ACTIVITY
DIAGRAM
Preparation of
Purchase Order
ACTIVITY
DIAGRAM
Generate Report
ENTITY RELATIONSHIP DIAGRAM
Thank You!!!