i

SUPPLY OFFICE PROCUREMENT PROCESS

with REAL-TIME NOTIFICATION
in SAMAR STATE UNIVERSITY

__________________________________________

An Undergraduate Capstone Project

Presented to
The Faculty of the College of Arts and Sciences
Samar State University
Catbalogan City, Samar

__________________________________________

In Partial Fulfillment
of the Requirements for the Degree
Bachelor of Science in Information Technology

__________________________________________

Sherwin Bundac Rantay

Rea Fe Bernaldo Cadlit
Ronalyn Cabueños Dequiña
Angelyn Dacut Gabioanza

January 2025
 i

APPROVAL SHEET

In partial fulfillment of the requirements for the degree BACHELOR OF SCIENCE IN

INFORMATION TECHNOLOGY (BSIT). This undergraduate Capstone Project
Entitled “SUPPLY OFFICE PROCUREMENT PROCESS WITH REAL-TIME
NOTIFICATION IN SAMAR STATE UNIVERSITY’’ was prepared and submitted by
SHERWIN B. RANTAY, REA FE B. CADLIT, RONALYN C. DEQUIÑA,
ANGELYN D. GABIONZA who are recommended for final defense.

MR. ERICKSON L. NIEGO

Adviser

Approved by the Committee on Final Defense on ___________ , with a rating of

_____________ .

FLORABELLE B. PATOSA, Ph. D.

Chair, Defense Panel

_______________________________ _______________________________
Faculty Faculty

_______________________________ _______________________________
Faculty Faculty

Accepted and approved in partial fulfillment of the requirements for the degree
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY.

__________________ FLORABELLE B. PATOSA, Ph.

D.
 ii

Date of Final Defense Dean, College of Arts and Science

ABSTRACT

Title of Capstone Project : Supply Office Procurement Process with Real-

Time Notification in Samar State University

Proponents : Sherwin B. Rantay

Rea Fe B. Cadlit

Ronalyn C. Dequiña

Angelyn D. Gabionza

Degree : Bachelor of Science in Information Technology

Adviser : Mr. Erickson L. Niego

Introduction

The Supply Office Procurement Process with Real-Time Notification in Samar

State University is an innovative solution aimed at addressing inefficiencies in traditional
procurement methods within the university’s supply office. This system is designed to
streamline procurement processes, improve data accuracy, and enhance communication
by integrating real-time notifications.

The study identifies the limitations of conventional procurement practices, such

as delays, miscommunication, and lack of immediate updates on procurement status. By
implementing a centralized database, the proposed system logs procurement-related
transactions, monitors, processing times, and generates detailed reports to facilitate better
workflow management. The real-time notification feature ensures that users receive
updates regarding their requests, approvals, and delivery status, reducing the need for
follow-ups.

Utilizing the System Development Life Cycle (SDLC) Waterfall Model, the
system underwent several phases including planning, analysis, design, development,
testing, and implementation. A usability evaluation was conducted based on five key
criteria: Functionality, Reliability, Accuracy, Security, and Portability. Survey results
from administrative personnel indicated that the system is “Effective” across all
evaluation metrics, demonstrating its potential to enhance procurement efficiency while
maintaining data integrity and security.
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The Supply Office Procurement Process with Real-Time Notification signifies a

substantial improvement in procurement management by reducing processing times,
increasing accountability, and ensuring seamless procurement activities within
administrative offices. Future recommendations include enhancements such as improved
security measures for document access control.
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TABLE OF CONTENTS

TITLE PAGE……………………………………………………………………………..i

APPROVAL SHEET……...……………………………………………………………..ii

ACKNOWLEDGEMENT……………..……………………………………………….iii

DEDICATION…………………………………………………………………………..iv

ABSTRACT…………………………………...………………………………………….v

TABLE OF CONTENTS…………..……………………………………………………vi

LIST OF TABLES………..………………………………………………………...…..vii

LIST OF FIGURES…………………………………………………………………....viii

Chapter

I. INTRODUCTION

Background of the Study………………………………………………………….1

Objective of the Study…………………………………………………………….6

Assumption of the Study…………………………………….…………………….7

Conceptual Framework e of the Study……………………………….……………8

System Architecture of the Study…………………………………...……….……9

Significance of the Study……….……………………………………..……..…..10

Scope and Delimitation of the Study…………………………………….………11

Definition of Terms…………………………………………………………...….12

II. REVIEW OF RELATED LITERATURE OF THE STUDY

Related Literature……………………………………………………………...…14

Related Studies……………………………………………………………...…....17

III. MATERIALS AND METHOD

 v

Development of the Product………………………………………………...…...20

Data Gathering…………………………………………………………………...24

Validation of Instruments………………………………………………………..25

Statistical Treatment of Data……………………………...……………………..26

Ethical Consideration…………………………………………………………….34

IV. RESULTS AND DISCUSSION

Description of the Product…………………………………………...…………..36

Evaluation of the Product…………………………………………….…………..46

Functionality………………………………………………………………...…...47

Reliability…………………………………………………………………….…..49

Usability…………………………………………………………….……………51

Efficiency………………………………………………………….…………..…53

Maintainability…………………………………………………………………...55

Overall Performance of the System…………………………………………...…57

V. SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATIONS

Summary of Findings……………………………………………………….……58

Conclusions………………………………………………………………………60

Recommendations………………………………………………..………………61

BIBLIOGRAPHY………………………………………………………………………62

APPENDICES…………………………………………………………………………..65

Appendix A. Letter of Approval Title…………………….………………………

66

Appendix B. Letter of Assignment of Adviser…………………….

……………...67
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Appendix C. Cover Letter

Questionnaire………………………...........................68

Appendix D. Ethical Clearance………………………………………….

……….69

Appendix E. Letter of Certification of Edited

Manuscript………………………..70

Appendix F. Questionnaire for Research

Study…………………………………..71

Appendix G. Gant

Chart………………………………………………………….72

Appendix H. Data Flow Diagram…………………………………………...……

73

Appendix I. Flow Chart…………………………………….

…………………….74

Appendix J. Cost and Benefit Analysis……………………………..

…………….75

Appendix K. Letter for Data Gathering………………………….

……………….76

Appendix L. Letter to Conduct Beta Testing………………………...

…………...77

Appendix M. User

Manual……………………………………………………….78

Appendix N. Source Code…………………………………………………….

….79
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CURRICULUM VITAE………………………………………………………………..80

LIST OF FIGURES

Figure

1. The IPO (Input Process-Output) Diagram………………………………………………...8

2. System Architecture……………………………………………………………………….9

3. SDLC Waterfall Model Diagram………………………………………………………...20

4. Data Flow Diagram………………………………………………………………………27

5. Admin Flowchart………………………………………………………………………...28

6. User Flowchart…………………………………………………………………………...29
 viii

LIST OF TABLES

Table

1. Respondents Evaluation on the Functionality of the System…………………………….46

2. Respondents Evaluation on the Reliability of the System……………………………….48

3. Respondents Evaluation on the Usability of the System………………………………...50

4. Respondents Evaluation on the Efficiency of the System………………………….……52

5. Respondents Evaluation on the Maintainability of the System………………………….54

ix
 1

Chapter I

INTRODUCTION

Background of the Study

Due to the increasing demand for efficiency in procurement processes,

organizations leveraged digital solutions to enhance their supply chain management and

administrative functions. Universities, as complex institutions, require streamlined

procurement systems to ensure the timely acquisition of essential supplies and resources.

Implementing real-time notification systems in procurement significantly improved

transparency, efficiency, and accountability in university operations (Smith & Brown,

2020).

Mobile applications and digital platforms enabled institutions to automate

procurement workflows, reducing manual intervention and minimizing delays. These

technologies allowed procurement offices to track requests, approvals, and deliveries in

real-time, ensuring that faculty and staff received the necessary materials without

unnecessary bureaucratic setbacks. By integrating real-time notifications, universities

enhanced communication between stakeholders, reduced procurement cycle times, and

improved overall operational efficiency (Johnson & Lee, 2021).

The adoption of digital procurement solutions in academic institutions like Samar

State University supported data-driven decision-making and resource optimization.

Realtime notifications provided instant updates on purchase requests, approval statuses,

and delivery schedules, allowing stakeholders to stay informed and take prompt action

when necessary. This proactive approach reduced procurement bottlenecks and ensured

compliance with institutional policies and budgetary constraints.

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Furthermore, efficient procurement systems contributed to institutional

sustainability by reducing paperwork, improving audit trails, and enhancing supplier

relationships. By embracing digital procurement with real-time notifications, Samar State

University optimized its supply chain operations, fostered transparency, and supported a

more responsive and efficient administrative environment. Such innovations not only

improved internal processes but also set a benchmark for other academic institutions

aiming to modernize their procurement strategies (Williams & Carter, 2022).

Procurement refers to the purchasing of goods and services by organizations. It

accounted for a significant proportion of both public expenditure and the demand for

goods and services in the economy (Dong et al. 2009). Procurement played a major role

in manufacturing and trade, significantly influencing a company’s performance (Blunt,

2010). Its day-to-day existence was very much defined by growing procurement volumes

due to the greater concentration of business on core competencies, globalization of

procurement markets, growing market dynamics, and the ever-shorter product lifecycle

(Blunt, 2010).

Procurement management had roots in the theories of management, especially the

classical management movement, by providing a rational and scientific basis for the

management of organizations stemming from the Industrial Revolution, which created a

need for efficient planning, organizing, influencing, and controlling of all work activities.

Administrative Management theory examines organizations as total entities and focuses

on ways to make them more effective and efficient. According to Kerzner (2006), the

basic function of any manager should incorporate planning, organizing, commanding,

coordinating, and controlling in an effort to increase productivity and re-examine

organizational efficiency and effectiveness.

 3

According to Croom & Johnston (2003), procurement was an internal service

provided by a dedicated team of professionals. It operated at the interface between the

organizations, the external provider, the marketplace, and the organizations' operational

processes. The procurement team was exposed to many temptations because they had

decision-making power over large sums of money, and many salespeople were put under

pressure to reach targets (Ngobe, 2007). In addition, Kishor et al. (2006) contended that

over the last 40 years, while private and public sector organizations had been utilizing

Information Technology (IT) systems to streamline and automate their purchasing and

supply management, plus other processes, it was only in the past decade that e-

Procurement systems had attracted attention and debate about how recently e-

Procurement had emerged.

The management theory informed the management of the procurement function to

conduct procurement planning, which was the management function of planning,

solicitation development, and supplier selection, which related to the organizing function

of management, and contract management and administration, which related to the

control aspects of management in the process of acquisition of inputs for value adding in

organizations (Thai, 2005). This study was therefore modeled on the postulates of the

systems theory to the management of projects because a project, as the adage goes, was a

"journey, not a destination." The journey in this case was the MSI projects, each with a

level of effectiveness or quality of performance.

Real-time notification systems became increasingly vital in various sectors,

providing immediate updates and alerts that enhanced communication and

decisionmaking processes. According to Brown (2021), these systems enabled users to

receive instant notifications, allowing for quicker responses and improved efficiency in
 4

managing tasks and events. Similarly, Davis and Chen (2020) highlighted those real-time

notifications significantly reduced delays in information dissemination, leading to better

coordination and time-sensitive actions. This study explored the role of real-time

notification systems in enhancing organizational communication and efficiency, building

on the findings of previous research while identifying potential challenges in their

implementation.

In any academic institution, an efficient procurement process is essential for

ensuring the timely acquisition of supplies and resources necessary for daily operations.

At Samar State University, the supply office played a crucial role in managing

procurement activities and ensuring transparency, efficiency, and accountability.

However, traditional procurement processes often involve manual handling of requests

and approvals which leads to delays and inefficiencies. To address these challenges,

implementing a Supply Office Procurement Process with Real-Time Notification in

Samar State University significantly enhanced operational efficiency. This system

automated procurement workflows, providing instant updates on requisitions and

approvals. Through real-time notifications, supply office staff—procurement unit staff,

and admin—were able to improve manually reducing delays and improving decision-

making.

Moreover, such systems not only streamlined the process of document retrieval

but also ensured that all stakeholders were informed about the latest developments

regarding critical documents. This feature was particularly beneficial in collaborative

environments where multiple users needed access to shared files simultaneously (Brown

et al., 2020). By integrating advanced technologies such as cloud computing and artificial

intelligence, modern supply office management systems offer enhanced functionalities

 5

like automated sorting, categorization, and even predictive analytics to anticipate future

document needs (Johnson & Lee, 2022).

On the other hand, the Supply Office at Samar State University, the locale of the

present study, used MS Excel for its records. This system was prone to human errors and

did not automatically update when releasing items. Additionally, for faster approval

processes. Lastly, the real-time notification sped up the release of items drawn with the

inspiration of making a system for the supply office. The researchers created a system

entitled "Supply Office Procurement Unit Management System with Real-Time

Notification in Samar State University." This system aimed to develop a reliable,

accurate, and secure information system that helped the office conduct the request

process efficiently. The system managed transactions such as Project Procurement

Management Plan (PPMP), Purchase Request, Summary of Canvas, Purchase Order, and

Requisition

Slip. The request processes and real-time notifications in the supply office department of

Samar State University were designed to meet the client's expectations by eliminating

most problems that the office faced.

 6

Objectives of the Study

General Objective

The study aimed to develop a web-based procurement management system for the

Supply Office of Samar State University-Main Campus, integrating key procurement

processes, including the Project Procurement Management Plan (PPMP), purchase

reports, canvass summaries, purchase orders, and requisition slips.

Specific Objectives

1.0 Develop a web-based system in the Supply Office at Samar State University that

performs the following:

1.1 Provide the necessary details for initiating and managing the request process

1.2 Archived records of request process stages for auditing and reporting

1.3 Provide updates for request status

1.4 Generate reports

2.0 To test the effectiveness of the system based on ISO 9126 in terms of:

2.1 Functionality;

2.2 Reliability;

2.3 Usability;

2.4 Efficiency;

2.5 Maintainability; and

2.6 Overall Performance of the Developed System;

 7

Assumption of the Study

In this study, the proponents assumed that all users—administrators, companies,

or organizations—actively interacted with the system. The designed system was used in

the procurement process based on the information acquired. The proponents anticipated

that the following were true; (1) The system provided the necessary details for initiating

and managing the request process. (2) The records of request process stages were safely

archived for auditing and reporting. (3) The system effectively provided updates on

request statuses. (4) The system improved the process of generating reports.
 8

Conceptual Framework of the Study

Figure 1 shows the conceptual framework of the study, which includes the input,

process, and output. The input consisted of admin and user accounts with usernames and

passwords, the request process, and real-time notifications. The process involved adding

user accounts, updating users, verifying requests, and updating request statuses. Lastly,

the main output of the research was a Supply Office Procurement Process with Real-Time

Notification at Samar State University.

INPUT PROCESS OUTPUT

ADMIN AND ADDING USERS

USERS ACCOUNT ACCOUNTS
WITH USERNAMEUPDATING THE SUPPLY OFFICE
AND PASSWORD USERS PROCUREMENT
PROCESS WITH
REQUEST PROCESS VERIFYING REAL-TIME
REQUEST NOTIFICATION IN
REAL-TIME SAMAR STATE
NOTIFICATION UPDATES UNIVERSITY
REQUEST STATUS

ISO 9126
Figure 1. IPO Model
 9

System Architecture

ADMIN

DATABASE

PRINT
REPORTS

CLOUD

USER
Figure 6. System Architecture
 10

Significance of the Study

According to the researchers, the findings of this study were beneficial to the

Supply Office staff, the University, SSU personnel, and future researchers.

Supply Office Staff. This study helped the supply office staff improve and

enhance management in the supply office, lessen the time and effort required for the

request process, enhance communication, and ensure timely updates, leading to better

management.

SSU Personnel. This study helped the SSU personnel reduce the time and effort

spent on preparing reports manually. Moreover, the system ensured that the requester was

satisfied with the outcome of their request and was likely to continue using the services in

the future.

Samar State University. This study provided the university with information

about the advantages they gained upon embracing the new system implementation.

Future Researchers. This study provided insight into how to improve complex

work processes and served as a useful reference and guide for enhancing existing studies

related to the supply office at Samar State University.

 11

Scope and Delimitation of the Study

Scope

The system was primarily focused on creating a Supply Office Procurement Unit

Management System with Real-Time Notification at Samar State University. This

included the Procurement Unit with the PPMP, Purchase Request, Summary of Canvas,

Purchase Order, and Requisition Slip. It also included login access for both the admin and

user sides. Thus, those who logged into the system had access to view the request status

through the process of real-time notification. This system not only tracked documents but

also provided real-time notifications of approved requests for releasing items.

Delimitation

The system was used by the supply office staff and the departments that needed to

request items or equipment from the supply office at Samar State University. The system

focused only on the procurement process and did not extend to the budget office,

inventory, or Bids and Awards Committee (BAC). Accounts for each department were

provided by the admin to ensure safety and security.

 12

Definition of Terms

To give readers a clear opinion of the term being used, the researchers provided

conceptual and operational definitions for each term.

Alerts and Notifications. According to Thompson (2019), alerts and notifications

are automated messages generated by a system to inform users of critical events, such as

low stock levels or pending approvals, helping to maintain smooth operations (According

to Thompson 2019).

Automation. Miller and Davis (2021) describe automation as the use of

technology to perform a complex task with minimal human intervention, through

generating an accurate report thereby increasing operational efficiency and reducing the

likelihood of errors.

Dashboard. According to Brown and Taylor (2018), a dashboard is a visual

interface that displays key performance indicators and metrics, providing users with an

ata-glance view of important data and trends to support decision-making.

Procurement. According to Lysons and Farrington (2012) define it as the process

of acquiring goods, services, or works from external sources, often involving a systematic

method to ensure cost-efficiency and quality. This includes identifying needs, sourcing

suppliers, and managing contracts.

Purchase Order. According to Monczka et al. (2016), a purchase order is "a

written authorization prepared by a buyer to formally request goods or services from a

supplier under specified terms and conditions."

 13

Project Procurement Management Plan (PPMP). According to Lysons and

Farrington (2016), procurement is "the process of obtaining goods and services in any

way, including borrowing, leasing, and even force, but most commonly through

purchasing." Farrington (2016), procurement is "the process of obtaining goods and

services in any way, including borrowing, leasing, and even force, but most commonly

through purchasing."

Purchase Request. According to Baily et al. (2021), "a purchase request is a

structured document or digital record that an organization uses to trigger procurement,

ensuring alignment between operational needs and purchasing activities."

Real-time Notification. Brown (2021) defines real-time notifications as instant

alerts or updates that are triggered automatically when specific events occur, allowing

users to respond promptly to changes or issues as they arise.

Requisition Slip. According to Monczka et al. (2020), "a requisition slip is a

formalized internal document used to initiate the movement, allocation, or procurement

of resources, ensuring clarity and control in organizational operations."

System Integration. System integration involves connecting various software and

hardware components within an organization to create a cohesive and interoperable

environment, ensuring smooth data exchange and workflow continuity (Garcia 2020).

Summary of Canvas. According to Osterwalder and Pigneur (2010), "a canvas is

a strategic management tool that provides a visual representation of critical components

of a business or project to facilitate clarity and innovation."

 14

Chapter II

REVIEW OF RELATED LITERATURE

This chapter includes relevant information from a range of relevant research and

literature that will be used as a conceptualization and reference guide for this study.

Related Literature

The following sets of literature were reviewed by the researchers in this study.

These materials were found to be related to the study at hand.

Successful supply management needs to address different purchased items and

buyer-supplier relationships with different purchasing strategies because the

corresponding issues and challenges may differ significantly. For this reason,

procurement experts in corporate practice proposed and implemented numerous

purchasing portfolio models to classify items and derive effective purchasing strategies.

Since procurement departments are strongly analytical, receiving and producing

large amounts of data, the adoption of artificial intelligence (AI) could be the driving

force for further improving the procurement process in various ways (Handfield et al.,

2019). Indeed, the promises of AI applied to procurement are remarkable and growing, as

new applications, smart platforms, and pilot projects are continuously presented to

digitize procurement departments.

Performance measurement has been receiving increased attention in public

organizations. As performance measurement systems begin to take on a central focus by

public sector organizations, the challenges of measuring and improving critical

 15

organizational processes continue to increase in importance. Furthermore, as the

procurement process continues to gain critical importance in public sector organizations,

the need to apply specific performance measurement methods to measure and improve

the procurement processes is essential for mission success. (Rene G. Rendon2008)

The Public Finance (Procurement) Report (2000), summarized these

consequences as; procurement failing to timely meet the actual needs of user

departments, advantages of scale and bulk purchasing are not achieved, packaging and

timing are not utilized to achieve value for money as was realized in the MSI project

where some projects received equipment 2 years after implementation yet some were

absolute. The contribution of planning in facilitating an efficient and effective

performance of public sector organizations is generally undisputed in both developed and

developing countries. Its contribution can be at both central and local government levels

of public sector management (Basheka, 2008).

Streamlining the Requisition Process in Philippine Local Government Units De

Guzman (2017) examined how local government units (LGUs) in the Philippines can

optimize their requisition processes to improve efficiency and reduce delays. The study

highlights various challenges faced, such as bureaucratic red tape and manual processing,

and offers solutions including the adoption of digital systems and workflow automation to

streamline requisition procedures and enhance service delivery.

Requisition Management in Philippine Educational Institutions Ramos and Santos

(2018) explored the requisition management practices in several educational institutions

across the Philippines. Their study focuses on how these institutions handle the

requisition process for supplies and equipment, identifying common issues such as
 16

inefficiencies and delays, and proposing improvements through better process

management and technology integration.

Chimwani, Iravo, and Tirimba (2014) conducted a study on factors influencing

procurement performance in the Kenyan public sector, focusing on the State Law Office

(SLO). Their research identified key challenges affecting procurement, including

inefficient records management systems, outdated procurement procedures, lack of

information communication technology (ICT) integration, and insufficient staff

qualifications. The study found that many government agencies still rely on manual

procurement systems, leading to delays, lack of transparency, and difficulty in tracking

procurement processes. This creates a research gap, as many institutions require a step-

bystep digital transformation strategy rather than simply identifying weaknesses in

procurement. To address this gap, the present study, "Supply Office Procurement Process

with Real-Time Notification at Samar State University," aims to introduce a structured

digital procurement framework by integrating real-time notifications, digital record

archiving, and automated reporting. Unlike Chimwani et al. (2014), which primarily

focuses on problems within manual procurement, this research provides practical

solutions that enable institutions to gradually transition from manual to semi-automated

procurement processes, improving efficiency, transparency, and accountability.

Jahani et al. (2021) conducted a systematic literature review on the application of

Industry 4.0 (I4.0) technologies in procurement, highlighting how Artificial Intelligence

(AI), Blockchain, Big Data Analytics, Cloud Computing, and the Internet of Things (IoT)

enhance supplier selection, risk management, cost efficiency, and overall procurement

performance through automation and real-time decision-making capabilities . However,

while their study provides a comprehensive overview of digital procurement innovations,

 17

it assumes that most organizations have already begun transitioning to fully automated

procurement systems. This creates a research gap, as many institutions—particularly in

government offices, universities, and small organizations—still rely on manual

procurement methods, which are often plagued by paper-based request processing, lack

of real-time updates, and inefficient record management. Furthermore, the study does not

address how organizations with limited technological infrastructure can gradually shift

from manual to automated procurement. To bridge this gap, the present study, "Supply

Office Procurement Process with Real-Time Notification in Samar state University," aims

to develop a structured digital transition framework that integrates real-time notifications,

digital record archiving, and automated reporting. By focusing on organizations that still

depend on manual procurement systems, this research provides a practical and scalable

approach to improving procurement efficiency while ensuring a progressive transition

toward full automation.

Related Studies

Related research that was deemed relevant to the current study is included below.

Real-time notification systems are designed to provide immediate alerts and

updates regarding various aspects of supply chain operations. These notifications can

include stock levels, order statuses, and supplier communications. According to Lee and

Whang (2019), real-time notifications play a critical role in enhancing responsiveness and

agility in supply chain management.

The future of real-time communication is promising, with ongoing advancements

in artificial intelligence and machine learning set to enhance communication experiences.

 18

Research by Chen et al. (2024) suggests that AI-driven features, such as real-time

language translation and sentiment analysis, could significantly improve user interaction

and accessibility.

Real-time communication has evolved significantly and continues to impact

various domains positively. While challenges remain, ongoing research and technological

advancements promise to enhance real-time communication effectiveness and

accessibility. Future studies should focus on addressing existing barriers and exploring

innovative applications to fully harness the potential of real-time communication.

Challenges and Benefits of Automated Requisition Tracking in Philippine

Universities: Garcia and Dela Cruz (2020) focus on the challenges and benefits of

implementing automated requisition slip tracking systems in Philippine universities. The

research identifies common issues such as resistance to change and budget constraints but

also highlights the benefits, including improved processing speed and accuracy in

managing university supplies.

According to the studies by the OECD, the most exposed activity to corruption in

the public sector is public procurement. This is due to the intricacy of the process, the

close relationship between the procurement officers and the contractors, and the huge

number of stakeholders (OECD, 2014). This issue does not exclude the uniform body of

government agencies where the procurement actively takes place to achieve the objective

of the agency which is to preserve the welfare of the citizen. For example: There have

been a lot of complaints regarding the issues of procurement activities in one of the

uniform government agencies in Malaysia. Among the misconducts involving the

uniform body of the government agency are losses of assets, contracts paid without the

work done, and procurement of defense assets without good specifications.

 19

The procurement process is a structured mechanism used by both private and

public sectors to acquire goods, services, or works. It plays a critical role in ensuring

efficiency, transparency, and accountability, especially in public procurement, where

significant resources are allocated. Abebe (2014) highlights that procurement's efficiency

depends on effective controls and professional conduct, with transparency achieved

through standardized procedures and open information access.

According to Monczka et al. (2015), an effective procurement strategy can lead to

significant cost savings, improved quality of goods and services, and enhanced supplier

relationships. Furthermore, procurement plays a vital role in driving innovation and

sustainability within organizations (Cousins, 2005). The strategic alignment of

procurement with organizational goals is crucial for achieving competitive advantage

(Cousins et al., 2008).

Chapter III
 20

MATERIALS AND METHODS

This chapter presented the methods and procedures used by the researchers in

collecting and gathering necessary information for the study. This included the

development of the product, data gathering procedure, conceptual design, data flow

diagram, system development life cycle, system flowchart, hardware and software

specifications, cost and benefit analysis, and security infrastructure.

Development of the Product

In the process of developing the system, the researchers utilized the System

Development Life Cycle (SDLC) in the development structure of the proposed system,

specifically the Waterfall Model created by Winston Royce. It had six phases:

Requirement Analysis, System Design, Implementation, Testing, Development, and

Maintenance.

PLANNING

ANALYSIS

DESIGN

DEVELOPMENT

TESTING

IMPLEMENTA TION
 21

Figure 2. Waterfall Model Diagram

Planning. In the planning stage (Image 1), the proponents plan with gathered

information about the current situation or the processes that took place in the supply

office of the said university. After learning that the concerned office faces numerous

issues and difficulties, the proponents decided to conduct this study to lessen the

paperwork.

Image 1. Planning with gathered information

Analysis. In this phase (Image 2) the proponents reviewed and analyzed the data

gathered about the problem encountered in the concerned office. This phase involved the

gathering of information, interviews, sample work, and documents used for requisition.

The objective is to clearly come up with a web-based that will serve as the answer to the

problems being encountered and to the features of the software that will be solved and

corrected.
 22

Image 2. Analyzing gathered information

Design. In this phase (Image 3) the proponents designed a friendly software

interface that gives better help and design to the university when it comes to the

procurement process and supply office.

Image 3. Creating a friendly design interface

Development. In the development phase (Image 4) proponents used a web-based

tool to create and develop the system software incorporated by HTML, CSS, Bootstrap,

and JavaScript programming because it is more comprehensive for it is an object-

oriented programming language that can be easily understood. The proponents also used

PHP in creating the software. PHP is the server-side scripting language designed

primarily for web development and in designing the system software. The proponents

then used MySql and

XAMPP for the database.

 23

Image 4. Developing the Product

Testing. In this phase (Image 5) the proponents underwent data gathering by

testing the system on the client. To test the web-based system if it’s already working as

expected and fix the errors if ever there are. This phase is a very important stage before

implementing the proposed system.

Image 5. Testing the system to the client

Implementation. This is when the system expected features to be given as

accepted by the admin and the users. The program, desktop, and PC were tested to ensure

they met the specifications.

 24

Image 6. Deploying the system to the supply office

Data Gathering Procedure

Before conducting the study, the researchers asked for permission from the

Capstone Adviser, ITE Program Head, and the Dean of the College of Arts and Science at

Samar State University. Once approved, they sent a formal request to the Supply Office

and Deans Office at Samar State University to allow them to distribute the survey

questionnaires. The researchers used data-gathering instruments which will assist us in

acquiring the needed information about the proposed study.

Observation. This is where we use our senses by observing physically the

processes and recent events that take place in the said supply office of Samar State

University.

Interviews. Here is where the research entailed asking relevant questions of those

directly involved in the procurement process, tracking documents, and real-time

notification, such as supply office staff and another department requester.

 25

Questionnaire. This is where the researchers let their prospected respondents of

the study to let them experience in person the proposed system let them answer a set of

questions in response to their experience with the system and also to gather some relevant

suggestions and recommendations from them.

Validation of Instruments

Since the questionnaire is researcher-made, it has undergone a validation process. First, it

was reviewed by the experts: the IT and group research adviser. After that, the proponents

conducted a survey in order also to validate the instruments used in collecting and gathering

useful information needed in the development of the study. This was essential method in order to

evaluate the answers, comments, and suggestions of the respondents.

 26

Statistical Treatment of Data

After gathering the needed data, the collected data was classified, tabulated, and

analyzed. The statistical measures used by the researchers are frequency counts and

percentages.

Mean. This tool was used to get the average result of the profile of the
respondent's

Weighted Mean. This formula is used to determine the effectiveness of the

system.

This formula is one of the most important measures of effectiveness.

Where:

WM= weighted Mean;

Wa= Summation of weighted score;

N= Total number of respondents;

 27

Sampling Procedures

It is concerned with the selection of a subset of individuals from within a statistical

population to estimate the characteristics of the population. The main advantage of sampling is

the data collection.

Data Flow Diagram

 28

Request

Update PPMP Form Status

Send Request
Update PR Form Status

Requestor
Requesting Unit

Update Request Status

0
Create PPMP Form

Procurement Unit
Create PR Form
Management System with Update Request Status
Real-Time Notification

Update PPMP/PR Form Status

Procurement Create SOC Form

Office
Create PO Form

Create RIS Form

Supply Office

Update PO Form Status

Figure 3. Admin/ User Data Flow

 29

Figure 4. Admin Flowchart

 30

START

LOGIN

DATABASE
NO

VALID
ACCOUNT?

YES

YES SEND REQUEST TO THE

HOME PAGE ADD NEW REQUEST? REQUESTING UNIT/
CLERK

NO

VIEW ALL REQUEST

VIEW NEW YES FROM REQUESTOR
REQUEST?

NO

VIEW ALL PENDING

VIEW PENDING YES
FORMS TO BE SINGED ,
FORMS? APPROVE/REJECT

NO

YES
CREATE PPMP? CREATE PPMP FORM

NO

CREATE
YES CREATE PURCHASE
PURCHASE
REQUEST FORM
REQUEST?

NO

UPDATE YES
PROFILE? UPDATE PROFILE
NO

NO

YES
LOGOUT? END

Figure 5. User Flowchart

 31

Hardware Specification

The hardware of the application was set for the application to work and function and

anticipate interpretation.

• Wi-Fi

• Laptop / Desktop

Software Specification

This part deals with the software that was used by the researchers.

Visual Studio. Commonly referred to as VS Code, is a source-code editor made by

Microsoft with the Electron Framework, for Windows. Features include support for

debugging, syntax highlighting, intelligent code completion, snippets, code refactoring,

and embedded git.

XAMPP. Is an open-source cross-platform web server solution stack package

developed by Apache Friends, consisting mainly of the Apache HTTP Server, MariaDB

database, and interpreters for scripts written in the PHP and Perl programming languages.

JavaScript. Is a scripting or programming language that allows you to implement

complex features on web pages, it is the third layer of the layer cake of standard web

technologies, two of which (HTML and CSS) we have covered in much more detail in

other parts of the Learning Area.

Bootstrap. is an open-source framework used for creating responsive, mobile-first

sites.
 32

Security Infrastructure

Nowadays, the concern about data protection has also been raised so other system

applications are built with security, and data encryption etc., living proof is the

cyberattacks on the websites of government agencies in the Philippines like PhilHealth,

but just like other software applications in the market, they will depend on the security

infrastructure of the operating system. The application must take that the operating

system and the user make good choices about which applications give that permission.

The researchers or developers have made sure to embed security measures in the software

like a login with an account provided by the admin.

 33

Ethical Consideration

In connection with the practice of ethical standards in conducting research

studies, the researchers adhered to the following ethical considerations during the process

of conducting the present study.

First, the researchers ensured the beneficence and nonmaleficence of the

participants by ensuring them that they were treated with care and far from harm. They

are also assured that the venue that will used for the interview and survey is safe and

comfortable. They are also ensured that their shared information is treated with utmost

confidentiality and privacy.

Moreover, it is an utmost undertaken by the researchers to ensure that there is no

conflict of interest and no solicitation nor any form of contribution will be collected from

them. Next is integrity, provided by presenting the data without discrimination and

manipulation from the researchers to ensure its accuracy and credibility. Analysis was

under empirical procedures of Thematic Analysis and personal biases were guarded to

secure the integrity of the results.

Then, respect for peoples’ rights and dignity was undertaken to ensure that all

gathered information is secured with maximum privacy and confidentiality. The

researchers refrained themselves from using any information that may identify the

identity of the participants if in any case, the participants choses to withdraw their

participation in the study and also been informed of their right and not to held liable for

any implications it may affect in the study. In addition, an informed consent form was

obtained from the participants and no coercion was made. Thus, those who voluntarily

participated will only be part of the study.

 34

Lastly, the following were discussed with the participants of the study: (a) the

purpose and objectives of the research including the duration and extent of the

participants; (b) mutual responsibilities; (c) rights of the participants to withdraw; (d)

possible consequences of refusing to withdraw; (e) research benefits; (f) incentives of

participating;

(g) contact persons’; and (h) practice of confidentiality.

 35

Chapter IV

RESULTS AND DISCUSSIONS

This chapter presents relative information about the product. It also presents the

evaluation of the product, collected and analyzed after the data-gathering process. This is

to justify if the system met its main objective and promised functions and specifications

from its users.

Description of the Product

“Supply Office Procurement Unit Management System with Real-Time

Notification in Samar State University” is a web-based type of system proposed and

created for the procurement process management system of the supply office of Samar

State University, Main Campus. The product will include logging in and out admin/user,

updating of request status or information, and creation of user accounts by the admin.

Thus, requests will undergo a verification process whether it is pending, approved, or

rejected. The system will not just include the procurement process but also include

generating and printing of reports, monthly and yearly reports. The two major users of the

system are the admin and the immediate heads of all university offices and departments

that are directly involved in the supply office.

Features of the Product

 36

The following are the major features of the Product. Provided with the user interface of

every feature for an easy reference upon accessing the system.

Login Form. Figure 7 is the login form where the users enter their usernames and

passwords, and if found to be valid by the system, users will be able to access it.

Figure 7. Login Form

User Dashboard. Figure 8 generally displays the number of requests, the number of

approved requests, requests that need approval, and the number of departments or offices

registered by the admin.

Figure 8. User Dashboard

 37

Add New Request. Figure 9 is where the requestor needs to fill up a form for specific

requests of items needed and after that, you will see the summary of the request.

Figure 9. Add New Request Form

 38

Create PPMP. Figure 10 is the PPMP form which is the 2 nd step of requesting an item,

after approving the requested item it will proceed to another form that is lined in the

process.

Figure 10. Create PPMP Form

 39

Create Purchase Request. Figure 11 is the 3rd form of requesting items. After approving

the second form, it will proceed to another form to fill up again, after that the summary of

the filled-up form will be displayed.

Figure11. Purchase Request Form

 40

Pending Form. Figure 12 is the pending forms where the approvers need to verify the

request and make a decision of approving or rejecting the request.

Figure12. Pending Form

Summary of Canvas. Figure 13 is the summary of canvas that shows the decision of the

selected supplier.
 41

Figure 13. Summary of Canvas

 42

Purchase Order. Figure 14 is the purchase order form this is the last that the PCMU

needs to create to have a deal with the supplier.

Figure 14. Purchase Order Form

 43

Requisition Slip. Figure 15 is the requisition slip that issues the items. It is where the

requestor will receive the items.

Figure 15. Requisition Issue Slip

 44

Archived Forms. Figure 16 is the archived forms where you can see all the transactions

within the system, whether the request is approved or rejected.

Figure 16. Archived Forms

 45

Evaluation of the Product

This study presented the evaluation of the product that has been evaluate using the

appropriate statistical analysis. This study gathered some recommendations during the

beta testing. The proponent’s effort gains the following result after interpreting the

gathered data. The product will be evaluated with the following parameters: functionality,

reliability, usability, efficiency and maintainability.

 Table 3
Functionality of the Developed System
Indicator VM Interpretation

1. The real-time notification 4.4 E

system meets my procurement
needs effectively.

2. The system supports all 4.4 E

necessary procurement
processes (e.g.,
requisition, bidding).
3. The system allows for easy 4.6 HE
tracking of procurement
requests.
4. The management of supplier 4 E
information through the system
is effective.
5. The notification system 4 E
provides adequate reporting
features for procurement
activities.
6. The notifications I receive are 4.5 E
clear and informative.
7. Customization options for 4.5 E
notifications meet my
requirements effectively.
8. The system provides accurate 4.4 E
results for user inputs.
9. The system effectively 4.5 E
manages changes in
procurement requests
10. Overall, the functionality 4.4 E
of the procurement system is
effective.
Total: 43.7 E

Grand Mean: 4.37

Legend:

5.00 – 4.51 Highly Effective (HE)

4.50 – 3.51 Effective (E)
3.50 – 2.51 Moderately Effective (ME)
2.50 – 1.51 Slightly Effective (SE)
1.50 – 1.00 Not Effective (NE)
Evaluation of the respondents on the effectiveness of the System with regards to

Functionality.

Table 3 shows that statement indicator three is evaluated by the respondents as

“Highly Effective”, with individual weighted mean of 4.6. On the other hand, statement

indicators one, two, four, five, six, seven, eight, nine, and ten were evaluated as

“Effective” with individual weighted mean of 4.4, 4.4, 4, 4, 4.5,4.5, 4.4, 4.5, and 4.4,

respectively. The grand mean posted at 4.37 is interpreted as “Effective”.

 Table 4
Reliability of the Developed System
Indicator VM Interpretation

1. The system is reliable. 4.4 E

2. The system has reliable data 4.5 E

storage.
3. The system provides accurate 4.3 E
data and statistics.
4. A mobile may be used to 4.4 E
operate the system.
5. The system may get real- 4.6 HE
time updates with regards to
request status.
6. System produces reliable 4 E
reports.
7. The system's flaws can be 4.2 E
modified immediately.
8. The overall reliability of the 4.3 E
procurement process is
satisfactory.
9. I rarely experience data loss 4 E
or corruption within the system
10. Overall, I find the 4.3 E
reliability of the procurement
notification system effective
Total: 43 E

Grand Mean: 4.3

Legend:

5.00 – 4.51 Highly Effective (HE)

4.50 – 3.51 Effective (E)
3.50 – 2.51 Moderately Effective (ME)
2.50 – 1.51 Slightly Effective (SE)
1.50 – 1.00 Not Effective (NE)

Evaluation of the respondents on the effectiveness of the System with regards

to Reliability.

Table 4 shows that statement indicator five is evaluated by the respondents as

“Highly Effective”, with individual weighted mean 4.6. On the other hand, statement

indicators one, two, three, four, six, seven, eight, nine, and ten were evaluated as

“Effective” with individual weighted mean of 4.4, 4.5 4.3, 4.4, 4, 4.2, 4.3, 4, and 4.3

respectively. The grand mean posted at 4.3 is interpreted as “Effective”.

 Table 5
Usability of the Developed System
Indicator VM Interpretation

1. The system is easy to learn 4.4 E

for new users with minimal
training required.
2. Instructions and help 4.5 E
resources are readily available
when needed.
3. Submitting procurement 4.6 HE
requests through the system is
straightforward and effective.
4. Accessing historical 4.6 HE
procurement data within the
system is easy and efficient.
5. I feel comfortable using all 4.5 E
features of the procurement
notification system
6. The layout of buttons and 4.4 E
menus is visually appealing
and organized.
7. User feedback mechanisms 4.6 HE
are effective in improving
usability.
8. I feel comfortable using the 4.3 E
software without assistance
from others.
9. The interface design of the 4.4 E
procurement notification
system enhances usability.
10. Overall, I find the usability 4.6 HE
of the procurement process
effective.
Total: 44.9 E

Grand Mean: 4.5

Legend:

5.00 – 4.51 Highly Effective (HE)

4.50 – 3.51 Effective (E)
3.50 – 2.51 Moderately Effective (ME)
2.50 – 1.51 Slightly Effective (SE)
1.50 – 1.00 Not Effective (NE)
 Evaluation of the respondents on the effectiveness of the System with regards

to Usability.

Table 5 shows that statement indicators three, four, seven, and ten is evaluated by

the respondents as “Highly Effective”, with individual weighted mean of 4.6, 4.6, 4.6, and

4.6. On the other hand, statement indicators one, two, five, six, eight, and nine were

evaluated as “Effective” with individual weighted mean of 4.4, 4.5, 4.5, 4.4 4.3 and 4.4

respectively. The grand mean posted at 4.5 is interpreted as “Effective”.

 Table 6
Efficiency of the Developed System
Indicator VM Interpretation

1. Notifications regarding 4.5 E

procurement requests are
received in a timely manner.
2. The real-time notification 4.5 E
feature effectively reduces
delays in procurement
processes.
3. The software responds 4.4 E
quickly to user inputs and
commands.
4. Notifications lead to 4.5 E
immediate actions on my part
regarding request status
updates.
5. The real-time notifications 4.5 E
contribute positively to
decision-making speed in
procurement processes.
6. Overall efficiency in 4.6 HE
managing procurement tasks
has improved since using this
system.
7. Urgent procurement needs 4.5 E
are prioritized effectively
through notifications.
8. The time taken to complete 4.4 E
procurement tasks has
decreased due to this system's
effectiveness.
9. Areas for improvement in 4.5 E
efficiency are clearly identified
by the notification system's
reports.
10. Overall, I find that the 4.6 HE
efficiency of the procurement
process has been enhanced.
Total: 40.5 E

Grand Mean: 4.05

Legend:
 5.00 – 4.51 Highly Effective (HE)
4.50 – 3.51 Effective (E)
3.50 – 2.51 Moderately Effective (ME)
2.50 – 1.51 Slightly Effective (SE)
1.50 – 1.00 Not Effective (NE)

Evaluation of the respondents on the effectiveness of the System with regards

to Efficiency.

Table 6 shows that statement indicators six and ten is evaluated by the respondents

as “Highly Effective”, with individual weighted mean of 4.6, 4.6. On the other hand,

statement indicators one, two, three, four, five, seven, eight, and nine were evaluated as

“Effective” with individual weighted mean of 4.5, 4.5, 4.4, 4.5, 4.5 4.5 4.4 and 4.5

respectively. The grand mean posted at 4.05 is interpreted as “Effective”.

 Table 7
Maintainability of the Developed System
Indicator VM Interpretation

1. The system is capable of 4.5 E

changes and upgrades.
2. The system is adaptable and 4.3 E
simple to adjust.
3. The system is user-friendly. 4.6 HE
4. Updates to the system are 4.2 E
communicated clearly and
effectively to users.
5. The system is capable for 4.4 E
maintenance process and
updates.
6. Documentation for 4.4 E
maintaining profiles and
settings within the system is
clear and helpful.
7. The system flaws are simple 4.3 E
to diagnose.
8. System performance 4.6 HE
improves significantly after
maintenance updates are
applied.
9. Maintenance schedules for 4.4 E
the procurement notification
system are communicated
effectively to users.
10. Overall, I find 4.6 HE
maintainability aspects of this
procurement process effective.

Total: 44.3 E

Grand Mean: 4.43

Legend:

5.00 – 4.51 Highly Effective (HE)

4.50 – 3.51 Effective (E)
3.50 – 2.51 Moderately Effective (ME)
2.50 – 1.51 Slightly Effective (SE)
1.50 – 1.00 Not Effective (NE)
 Evaluation of the respondents on the effectiveness of the System with regards

to Maintainability.

Table 7 shows that statement indicators three eight and ten is evaluated by the

respondents as “Highly Effective”, with individual weighted mean of 4.6, 4.6, 4.6. On the

other hand, statement indicators one, two, four, five, six, seven, and nine were evaluated

as “Effective” with individual weighted mean of 4.5, 4.3, 4.2, 4.4, 4.4, 4.3 and 4.4

respectively. The grand mean posted at 4.43 is interpreted as “Effective”.

 Table 8
Overall Performance of the Developed System
Indicator Weighted Mean Interpretation

1. Functionality 4.37 Effective (E)

2. Reliability 4.3 Effective (E)

3. Usability 4.5 Effective (E)

4. Efficiency 4.05 Effective (E)

5. Maintainability 4.43 Effective (E)

Grand Total 4.35 Effective (E)

Legend:

5.00 – 4.51 Highly Effective (HE)

4.50 – 3.51 Effective (E)
3.50 – 2.51 Moderately Effective (ME)
2.50 – 1.51 Slightly Effective (SE)
1.50 – 1.00 Not Effective (NE)

Evaluation of the Overall Performance of the Developed System.

Table 8 reflects obtained from the respondents. It shows that indicator one Functionality

gets the weighted mean of 4.37 which is interpreted as Effective. Indicator two Reliability

gets the weighted mean of 4.3 which is interpreted as Effective. Indicator three Usability

gets a weighted mean of 4.5 which is interpreted as Effective. Indicator four Efficiency

gets a weighted mean of 4.05 which is interpreted as Effective. Indicator five

Maintainability gets a weighted mean of 4.43 which is interpreted as Effective. Thus, the

grand total of the weighted mean is 4.35 interpreted as Effective.

Chapter V
 SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATION

This chapter presents the summary of findings, conclusions, and recommendations

of the proposed system derived after the data-gathering process of the study, it was then

collected and analyzed by the proponents.

Summary of Findings

The proposed system was tested and evaluated by the respondents, and here are the

following main findings of the study:

1. On the evaluation of the product in terms of Functionality, it is shown that the

product is evaluated by the respondents to be “Effective” with an individual

weighted mean of 4.37.

2. On the evaluation of the product in terms of Reliability, it is shown that the

product is evaluated by the respondents to be “Effective” with an individual

weighted mean

of 4.3.

3. On the evaluation of the product in terms of Usability, it is shown that the product

is evaluated by the respondents to be “Effective” with an individual weighted

mean

of 4.5

4. On the evaluation of the product in terms of Efficiency, it is shown that the

product is evaluated by the respondents to be “Effective” with an individual

weighted mean of 4.05.

5. On the evaluation of the product in terms of Maintainability, it is shown that the

product is evaluated by the respondents to be “Effective” with an individual

weighted mean of 4.43.

6. On the evaluation of overall performance of developed system, it was interpreted

as “Effective” having a grand mean 4.35.

Conclusion

The following conclusions were drawn from the results of the study. The

researchers concluded that the system was effective based on the feedback from 20

respondents.

1. The system’s functionality was rated as effective, as it performed its task by

giving the necessary details for initiating and managing the request process

accurately and meeting the needs of its users.

2. In terms of reliability, the respondents agreed that the system consistently

delivered stable performance and has a reliable database, which also received an

effective rating.

3. The system’s usability was found to be effective, as respondents found it simple to

navigate and user-friendly.

4. The efficiency of the system was also rated effective, demonstrating smooth and

effective operations. This also indicates that the system ensures real-time updates

to the requestor.

5. The maintainability of the system was rated as effective, indicating that it can

archive records of transactions of request for auditing and reporting and is easily

updated or improved when necessary.

6. The overall performance of the developed system was rated as effective, it

provides a more convenient and hassle-free way to request an item in the supply

office. The system also improves the process of signing the documents through

the E-signature, has timely updates through in-app notifications, and lastly is
 hassle-free in printing transaction reports. Overall, the researchers conclude that

the system is an effective tool for admin and users at Samar State University.

Recommendations

Based on the gathered data from beta testing the following were drawn:

1. The proponents suggested coming up with a full process of the supply office

and the procurement process in ordering the product\item. Specifically, the

bidding or the quotation for selecting the supplier.

2. The procurement office suggested adding the feature for tracking documents.

3. Automatic inventory of the items that facilitate the number of stocks.

4. Make a real-time notification effectively through email and SMS.

5. End user needs to be already identified what department they’re in, fund and
unit price also should be answered in combo box.
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