This project was centered on computerized information system for contract bidding. 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 Microsoft visual basic 6.0 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 development of a contract bidding information system for ministry of works case study of ministry of works Owerri.
1.1 STATEMENT OF PROBLEM
It has been observed that manual filling system in ministry of works sector 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 OBJECTIVES OF THE STUDY
This research work aims at developing effective software for contract management information system for ministry of works.
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 ministry of works in Owerri. It covers all the information needed for managing any contract for the ministry.
1.6 LIMITATIONS OF THE STUDY
This research work by its nature is exhaustive and demanded a lot of time and financial resources, manpower and energy to give it effective coverage. In spite of these staff interviews were not too open as they believe that they are either exposing their personnel information and data or that I am tactically tapping their professional knowledge and the secrete of the growth of their ministry. The research’s inadequate financial resources might have affected the extent, depth and complexity of the software produced as you the giant(s) may notice. Staffs were reluctant in giving out certain needed vital data supposed to influence through gifts which money would have solved but was not enough.
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.
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