This project was centered on design and implementation of computerized contract management system, a case study of chinese contractor limited. The current process of keeping contract information is being operated manually and due to this procedure numerous problem are been encountered. A design was taken to computerized the manual process in order to check this problem. The problems were identified after series of interviews and examination of documents after which analysis was made and a computerized procedure recommended. This project will also suggest how to successfully implement the computerized procedure and to overcome the obstacle that would hinder the successful implementation of the system. The new system was designed using PHP programming language. This language was chosen because of its easy syntax and features for developing windows based applications.
1.1 Background of the Study
There has been continuous quest for man to improve his well being, thought, reactions to problem and challenges posed by his environment. Tools upon tools have been fashioned and designed by man to help him conquer these problems and challenges posed by his overcrowded environment.
The entry of computer system into the scene could not have been for any other reason except to improve efficiency and reduce time of provision of more reliable and accurate output.
There is no doubt that the modern society and the accuracy, availability and management of this information should be of great importance to human beings.
We all know that the aim of every organization is to make profit from the services it renders. The complexity of the management of any business enterprise has a direct relationship to the size and range of operations of the organization.
Ministry of works is known to have many levels of contract management. The contract therefore focuses on the design and implementation of computerized contract management system, a case study of Chinese contractor limited.
1.2 Statement of Problems
It has been observed that manual filling system in the organization has many problem associated with it which includes:
a) The manual filing system is inefficient.
b) A lot of time is wasted in processing information of a contract.
c) Loss of vital data is rampant.
d) Reports produced are error-prone and inaccurate.
e) Immediate access to management information is often difficult.
As a result of the above outline problems associated with the manual filing system in ministry of works domain, this contract work aims at not only providing advice to these problems but also solving them hence “Design and development”.
1.3 Aim and Objectives
This research work aims at developing effective software for contract management information system for Chinese contractor limited.
The objectives are:
a) Enhanced front-end data capture.
b) To quicken the search for a particular contract information.
c) To improve file keeping and handling facility.
d) To ensure the production of reliable, timely and accurate management information.
e) To improve the handling of contract queries.
f) To maintain contract management information system for forecasting and decision making.
g) To help put in place effective project management information system and improved utilization of resources.
1.4 Significance of the Study
Man has moved from primitive stone ages in industrial age and of recent to information technology age. Computerized information system for contract management is the fundamental and the bedrock for information technology (IT).
Because of the importance of the information technology (IT) age, ministry of works is converting from the traditional manual-based methods.
The significance of this research work is to demonstrate how ministry of work’s need could be met efficiently and effectively through the application of tools and methods made available by new advances in science and technology.
1.5 Scope of the Study
The research is concerned with the design of an information system for contract management that will efficiently handle the various activities in chinese contractor limited. It covers all the information needed for managing any contract for the company.
1.6 Limitations of the Study
Usually, every work has some limitations and this study is not exempted.
The two major limitations of this study are the high programming technique as well as financial constraints. The high programming technique constraint in PHP, JQUERY and MYSQL prevents the researcher to have an in depth study and analysis on the subject matter. While the issue of financial constraint limits the frequency of investigation to/from the institution toward gathering the necessary information relevant for the study.
1.7 Definition of Terms
AGENT: A representative who act on behalf of other person or organization.
BIDDING: An offer (often competitive) of setting a price one is willing to pay for something.
COMPUTER: A computer is an electronic machine, operating under the control of instructions stored in its own memory unit, which can accept data, process those data without human intervention, produce output from the processing and store both the data and output (result) for later use.
CONTRACT: A contract is formal or a legally binding agreement between the parties identified in the agreement to fulfill all the terms and conditions outlined in the agreement.
DESIGN: Creating an object’s form and function. Design can involve making products, machines, and structures that serve their intended purpose and are pleasing to the eye as well.
IMPLEMENT: To put something into effect or action.
INFORMATION: Information is a data that has been processed in a useful format that will enable an individual to gain knowledge in order to make decision.
ONLINE: Activated and ready for operation; capable of communicating with or being controlled by a computer “An online database”.
SOFTWARE: Computer software are programs (instructions) that control and co-ordinate the activities of the computer hardware and direct the processing of data.
SYSTEM: A system can be said to be a group of things or a set of components, ideas, theories, procedures etc working together for which a particular or specific objective can be achieved.
INTERNET: this is a global connection of computer network co-operating with each other to exchange data using common software standard protocols
DATA: These are raw fact that to proposed into meaningful information
MANUAL SYSTEM: Any system that does not involve the use of electronic computer.
COMPUTERIZED SYSTEM: This is process of operation of integrated with a computer system.
USERS: An agent either human agent, (en 0 user) or software agent who uses a computer or network services.
ACCESSIBILITY: A general term used to describe the degree to which a product, device, or environment is accessible by as many people as possible.
DATABASE: A systematized collection of data that can be access immediately and manipulated by a data processing system for a specific purpose
ROBUSTINESS: The ability of a compute to cope with errors during execution or the ability of an algorithm to continue to operate despite abnormalities in input calculation etc.
HTML CODE: – HTML stands for Hyper Text Markup Language. It is a type of computer language that is primarily used for files that are posted on the internet and viewed by web browsers. HTML files can also be sent via email.
Markup language: – A markup language is a combination of words and symbols which give instructions on how a document should appear. For example, a tag may indicate that words are written in italics or bold type.
Web browser: -A Web browser is a software program that interprets the coding language of the World Wide Web in graphic form, displaying the translation rather than the coding. This allows anyone to “browse the Web” by simple point and click navigation, bypassing the need to know commands used in software languages.
File extension: – A file extension is the suffix at the end of a filename that tells a computer, and the computer user, which program is needed to open the file. Also called a filename extension, this suffix preceded by at least one period, is generally one to five characters long but the norm is usually three characters in length.
Email: – Email, also sometimes written as e-mail, is simply the shortened form of electronic mail, a protocol for receiving, sending, and storing electronic messages. Email has gained popularity with the spread of the Internet. In many cases, email has become the preferred method of communication.
TCP/IP: – This often used but little understood set of operations stands for Transmission Control Protocol/Internet Protocol. TCP/IP is the combination of the two and describes the set of protocols that allows hosts to connect to the Internet. In actuality, TCP/IP is a combination of “more than those two protocols, but the TCP and IP parts of TCP/IP are the main ones and the only ones to become part of the acronym that describes the operations involved.
TEXT FILE: – A text file is a computer file that stores a typed document as a series of alphanumeric characters, usually without visual formatting information. The content may be a personal note or list, a journal or newspaper article, a book, or any other text that can be rendered accurately in typewritten form.
Hyper Link:-A hyperlink is a graphic or a piece of text in an Internet document that can connect readers to another webpage, or another portion of a document. Web users will usually find at least one hyperlink on every webpage. The simplest form of these is called embedded text or an embedded link.
WWW: – acronym for World Wide Web.
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