SAMARA UNIVERSITY

COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTEMENT OF COMPUTER SCIENCE

PROJECT PROPOSAL FOR: ‘WEB BASED E-TENDERING SYSTEM FOR SEMERA-

LOGIYA CITY ADMINSTER OFFICE’
PREPARED BY

NAME ID

1. DESA DATA 583

2. YIDNEKACHEW YIGEZU 782
3. HABTAM ASSEFA 633
4. HANA LULIE 643
5. GIRMAY KIFLE 629

ADVISOR NAME SENAI.T

Submitted to Department of Computer Science, in Partial fulfillment for the

requirement of the Degree of Technology, Bachelor Science in Computer Science

Semera,Afar
Decmber,2012
 Abstract

This booklet contains proposal documentation for ‘Web based e-Tendering

system’ A tender is a document that a purchasing agent publishes to announce his
request for certain goods or services and through this process an offer is made by
the buyer to accomplish work at an acknowledged price by the supplier. The intent
of the Online Tendering is to develop, promote and manage an internet based
tender registration, document distribution, proposal submission and Internet based
payment of Tender document and earnest money deposit system for the benefit of
suppliers and buyers. In our proposed Online Tendering system the buyers can
publish their tender notice and the offer is made by the suppliers is arranged by the
system according to the buyers specification. The system also handles the payment
procedure and generates reports at each step to control the Tender process in a
well-organized manner.
Table of Contents
1. Introduction ............................................................................................................................. 1
1.1 Background about the organization.................................................................................. 1
1.2 Background of the project ................................................................................................ 2
2 Statement of the Problem ........................................................................................................ 2
2.1 General objective.............................................................................................................. 3
2.2 Specific objective ............................................................................................................. 3
3 Scope and limitation of the project ......................................................................................... 4
3.1 Scope of the project .......................................................................................................... 4
3.2 Limitation of the project ................................................................................................... 4
4 Significance of the project ...................................................................................................... 4
5 Beneficiaries of the system ..................................................................................................... 5
6 Literature review ..................................................................................................................... 6
7 Methodology for the project ................................................................................................... 7
7.1 Data collection method..................................................................................................... 7
7.2 Analysis ............................................................................................................................ 9
7.2.1 System Analysis methodology.................................................................................. 9
7.2.2 Design methodology ............................................................................................... 11
7.2.3 Implementation methodology ................................................................................. 12
7.3 System Development Tools ........................................................................................... 12
7.3.1 Programming tools: ................................................................................................. 12
7.3.2 Hardware tools: ....................................................................................................... 13
7.4 Testing Overview ........................................................................................................... 13
8 Feasibility study .................................................................................................................... 14
8.1 Operational feasibility .................................................................................................... 14
8.2 Technical feasibility ....................................................................................................... 14
8.3 Schedule feasibility ........................................................................................................ 15
8.4 Behavioral/Political feasibility ....................................................................................... 15
8.5 Economic Feasibility (Cost Benefit Analysis) ............................................................... 15
9 Team composition and management .................................................................................... 15
10 Schedule of the project (using Gantt chart) .......................................................................... 16
11 Cost Analysis ........................................................................................................................ 17
12 Reference .............................................................................................................................. 17
 1. Introduction

Technology has improved our lives in every aspect. Manually driven systems
are now being overtaken by computerized system. Now a day’s computer does
most of the work through software. The previous system of tendering is both cost
& time consuming. The buyer needs to manage a manual system for tender as
well as seller also. Another thing is that to maintain the whole system with
unfairness is critical for the buyer in the prospect of Ethiopia.

In the current manual system the buyer first prepares the tender and
advertises in the newspaper. Then seller shows his/her interest for registration and
buys the document from the company. After that the seller has to submit the
tender proposal to the company within specific time. The company then opens the
tender and evaluates it and award notifies the tender and makes a contract with the
seller.

1.1 Background about the organization

Semera, the capital city of Afar regional state is a microcosm of the region.
Growing construction and rising populations are propelling the young capital into
the modern age. Investment potential, natural history and other assets are pushing
people towards Semera. The city charter is the driving document behind what the
aldermen can and can't do. This document outlines the scope of what the
government does as a whole, including its rules and responsibilities to the
citizens, and what powers and checks guide and define the council. These duties
and responsibilities can be summed up as "Do the very best to represent your

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constituents only after you've seen to the needs of the city as a whole." Doing
tender project is one these tasks constructing road, distributing social services are
one and major job of the administrative bureau. To these tasks the office should
search for good contractors in a minimum costs and accurate and quality
professionals that's why doing bid is preferable

1.2 Background of the project

Web based E-Tendering system is a project which allows users and vendors in
purchasing of goods and services using the internet simply using their computer.
It automates and integrates the buyer and supplier processes leveraging the
internet. It automates the complete procurement process right from tender
preparation to purchase order, invoicing and electronic payment. E-Tendering
has the capability to drive transparency, deliver large cost reduction and process
efficiency throughout the tendering process of any corporation.
These project was objected to bring e-Tendering into action and invoke a fair and
transparent environment for vendors in a short period of time. The application’s
main focus was to automate most of the tasks involved in the entire tendering
cycle.

2 Statement of the Problem

The current system includes the following problem:

 The current tendering system suffers with lack of transparency &

openness

 High tender advertising, paper & overhead costs

 The process is lengthy and time consuming

 Have to wait long time to get Tender document

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  Lower participation rate

 Because of the criminal activity ,sometimes bidder cannot participate

in the tender

 Its take time and money to search appropriate tender for bidder

 Time consuming payment system

 Long time tender lodgment process

 Lengthy Tender Evaluation process

2.1 General objective

The main objective of this project is to develop Web Based E-Tendering System.
Which solves the above mentioned problems with the existing system.

2.2 Specific objective

 To create a system that reduces the manual work in the institution.

 To automate all the financial works in the association.

 To develop a system in which all transaction are available and easy.

 To develop user friendly interface.

 To develop a system that shares information easily in the institution.

 To develop a system that provides fast and secured services.

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 3 Scope and limitation of the project

3.1 Scope of the project

The scope of the project is to provide tender information to the

participator in so far as possible but institution in Ethiopia are considered,
make the payment procedure easier for the competitor, make the procedure
for getting the tender document effortlessly, make the tender submission
procedure trouble-free and flexible and offer apparent way to select the
bidder.

3.2 Limitation of the project

 Because of limitation in time, developing multi language is not achieved.

And makes the system language dependent.
 To use this system both vendors and user needs internet access that is costly.
 For mobile bank users the system Works only with limited banks.

4 Significance of the project

As part of electronic system Web based e-tendering

 It will improve management satisfaction.

 The system will provide better decision-making quality to the

buyers and promotes transparency of such procedures. The tender
template helps the buyer to guide them to prepare a tender, which
increases satisfaction and save time.

 It will take less time for the tender committee to complete the
instant report.
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  The system reduces the make the payment procedure easier for the
competitor.

 The system makes the procedure for getting the tender document
effortlessly.

 The system makes the tender submission procedure trouble-free

and flexible.

5 Beneficiaries of the system

 General:
 streamlines the whole tendering process;
 provides improved and secure access to tender
information;
 Brings about innovative business processes;
 initiates greater opportunities for small and regionally
based businesses;
 allows downloading of electronically submitted tenders in
a form suitable for evaluation purposes without having to
manually re-enter data;
 And Makes it easier for businesses to obtain tender
documentation and to submit an offer on time.
 Industry perspective:
 provides quick and easy access to public and private
tendering information;
 increased tender opportunities;
 improved access for geographically isolated industry
organizations;
 increased market share and competitiveness;
 And reduces the cost of printing - saving time and
resources.
 Government perspective:
 best value for taxpayers’ money;
 increased efficiency and effectiveness;
 consistent tendering practice across Government;
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  promotes overall e-Commerce initiative;
 And environmentally friendly due to a predominantly
‘paperless’ process.

6 Literature review

In an attempt to put these ‘new avenues of business’ into perspective, the

following section provides an overall ‘snapshot’ of current public and private
construction industry sector opportunities and practices in the implementation and
application of web-based ICT tools, systems and processes (e-Uptake) to develop
Android based E-Tendering.

E-UPTAKE :- The Internet has debatably revolutionized the way in which

information is stored, exchanged and viewed, opening new avenues for business,
which only a decade ago were deemed almost inconceivable.

E-COMMERCE :-According to ‘Information Technology in Construction Best

Practice’, online trading (e-Commerce) is forecast to grow rapidly, with the
undertaking of business electronically leading to significant improvements in cost,
time and quality of business products and services. Rapid developments in ICT, its
uptake, and increase in computer literate customers' expectations, reinforces the
need for companies to reconsider their strategy with respect to e-Commerce and e-
Business. E-Commerce can be defined as: ‘Any value adding business exchange
conducted electronically within or between businesses, or between businesses and
consumers. It covers all forms of electronic trading including electronic data
interchange, electronic banking, electronic mail (email) and other online service
and communication tools’.
E-PROCUREMENT: - e-Procurement covers a wide range of web-based
methods and tools (for obtaining prices, awarding and managing contracts, etc.)
spanning every stage of the purchase of goods or services. It can be described as
using e-Commerce for procurement: ‘A business tool and enabler, involving the
use of electronic technologies to automate and streamline the procurement
processes of an organization, improving efficiencies and transparency, and thereby
reducing the costs of those processes within and between businesses’.

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 7 Methodology for the project

The team chooses object oriented analysis and design approach to analyze and
design the system, based on our preliminary analysis of the old system.

In our project the team will use Object Oriented Software Development
Methodology (OOSD) because it has the following advantages:-

 Increase reusability: - the object oriented provides opportunities for reuse

through the concepts of inheritance, polymorphism, encapsulation and
modularity.

 Increased extensibility: - when there is a need to add new feature to the

system you only need to make changes.

 Improved quality: - quality of our system must be on time and meet our
exceeded the expectation of the users of our system, improved quality comes
from increased participation of users in the system development.

7.1 Data collection method

Information gathering methods are summarized as follows

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Step Technique Specific Activities

Interviews
Bidder to get a precise scenario of
the system.
Questionnaires
information that will have
gathered through interviews and
document analysis we will
prepare specific questionnaires
for them.
Document
Analysis for the current system, which the
Understand Current system will interact.
the Current
System structural models for the Online
Tendering.
Observation t
system by analyzing the gathered
information.

Root Cause  The project team will identify

Analysis the problems of manual
tendering system.
 Include “Root Cause analysis”
in
Identify the interview and questionnaire
Improvements session.
Duration  Identify the amount of time it
Analysis takes to process inputs in the
current As-Is business process.
 Include Duration Analysis in the
interview session.

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 Activity-based  Identify the major
Costing processes or steps and costs
associated with them.
 Include “Activity-based
Costing” in the
questionnaire session

Interviews & Bidder

 We need some important
information from the user.
Develop a  Here the questionnaires will be
Questionnaires
To-Be System used for collect some common
Concept information form the user.
 The question on questionnaires
must be clearly written and closed
ended question tend to be used.

Table 2.1: Information Gathering Plan

7.2 Analysis

To complete the project we will follow the SDLC process. The first phase of
SDLC is Analysis. And the second phase is Design Analysis,

7.2.1 System Analysis methodology

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Step Technique Specific Activities

Gather
Information gathered from interview,
Understand the questionnaire and document
Current System analysis and produce an
overview of the current system.
Develop Process
Model behavioral model for current
system.
Develop
Data Model a data/structural model for the
current system.
Problem
Analysis people to identify the basic set
of features for the automated
tendering system.
Root Cause
Analysis drawbacks of Current system
that is going to be solved in the
automated system.
Duration
Analysis into several sub processes to
Identify Accomplish the process in a
Improvements relatively simpler way.
Activity-based
Costing associated with the major
processes or steps.
Technology
Analysis innovative development
technologies.

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 Develop a Activity
New System Elimination activities to be eliminated
Concept without causing any problem of
the normal process.
Gather yst will analyze the As-Is
Information system information, behavioral
and structural models to
develop the information of the
To-Be system.

Develop Process
Model DFD into behavioral / process
model for the To-Be system.
Develop
Data Model structural model for the new
system.

Table 2.2: Analysis Plan

7.2.2 Design methodology

The second phase of SDLC is Design. In this phase we will carry out the
followings,

1. First, we will design the logical database. To do this, we need to

consider all inputs, outputs and every data element on the E-R
Diagram. Then we will design the physical database. Here we will
use the relational database model.

2. We will design the forms and reports. The kinds of forms and reports
were established as part of the design strategy formed at the end of
the analysis phase. To design forms and reports we will follow the

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 prototyping approach. We will have to design the Interfaces and
Dialogues at this stage.

Then we will finalize the design specification. The only deliverable is a set of
physical design specifications for each separate part of the entire system.
7.2.3 Implementation methodology

The third phase of SDLC is Implementation. In this phase we will carry out the
followings,

We will code the system according to the design specification. Then we test
the new system and after the successful testing we will install the system. At last
we will prepare the Documentation for the System.

7.3 System Development Tools

7.3.1 Programming tools:

 Operating System Server: Windows XP or later

 Database Server: Microsoft SQL Server-2005
 Client: Microsoft Internet Explorer
 Tools: Microsoft Visual Studio .Net-2008
 User Interface: Asp.Net with Ajax,Code Behind: C#.Net
 Visual studio, Rational Rose, Visual Paradigm, E draw:-For designing UML
diagrams associated with the project.

 Microsoft office 2010:- for documenting the corresponding deliverables

associated with the project.

 Edit plus and notepad++:- for writing code.

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7.3.2 Hardware tools:

 Processor: Intel Pentium or More

 Ram: 512 MB Ram

 Hard Disk: PC with 20GB

 Flash disk
 CD-R
 Personal Computer (Desk Top)

7.4 Testing Overview

Unit testing: this unit testing will implement during deployment (individual) time.
So, if the error will occur, it will fix immediately.

Integration testing: we will make an integration testing to check whether the

system meets all the functionality requirements or not.

Alpha testing: the system will tested by allowing or giving the correct input.

Validation testing: is the process of evaluating software during the development

or at the end of the development process to determine whether it satisfies the
specified business requirements. Validation Testing ensures that the product
actually meets the client’s needs. It can also be defined as to demonstrate that the
product fulfills its intended use when deployed an appropriate environment. It
answers to the question, are we building or developing the wright products.

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 8 Feasibility study

Feasibility study is essential to evaluate the cost and benefits of the new system.
On the basis of the feasibility study decision is taken on whether to proceed or to
cancel the project.
Need of the feasibility study:

 It determines the potential of the existing system.

 It used to determine/finds out the problem of the existing
system.
 To determine all goals of the new system.
 It finds all possible solutions of the problems of the existing
system.

8.1 Operational feasibility

The system to be developed will provide accurate, active, secured service and
decreases labor of workers and also it is not limited to particular groups or body.
And also it is plat form independent i.e. it run’s in all operating system.

8.2 Technical feasibility

The proposed system doesn’t require much technical expertise. The system to be
developed by using technologically system development techniques such as
Aspex, vis.net, and Mysql database without any problems and the group members
have enough capability to develop the project. So the system will be technically
feasible.

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 8.3 Schedule feasibility

Since schedule feasibility is a process of assigning the degree to which the

potential time frame and computation date for all major activities within a project
meet organizational deadlines, so our project will be continued next.

8.4 Behavioral/Political feasibility

Since the proposed system is user friend, solve difficulties (problems) with society
regarding to traditional Tendering system and accepted almost by all the customers
behaviorally hence it is Feasible.

8.5 Economic Feasibility (Cost Benefit Analysis)

This stage determines the cost or value analysis. It can be software, hardware, and
the people. The new proposed system will be economically feasible because it
takes less capital as compared as the existing system.
9 Team composition and management

Table 1.1: Team composition and management

NAME ID NO ROLL IN TEAM

DESA DATA 583/09 DESIGNER

YIDNEKACHEW YIGEZU 782/09 PROGRAMMER

HABTAM ASSEFA 633/09 SYSTEM ANALIST

GIRMAY KIFLE 629/09 MANAGER

HANA LULIE 643/09 DATA COLLECTOR

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 10 Schedule of the project (using Gantt chart)

This involves questions such as how much time is available to build the new
system, when it can be built.

Table 1.2: Schedule feasibility table using Gantt chart

2019 GC.

No. Task Name

Oct 20- Jan 2- Jan 30 March 2-April 30 May 2-May Jun 10
Dec2 30

1 Requirement
gathering

2 SRS

3 Design
Document
4 Implementation
document

5 Operation
testing

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 11 Cost Analysis

To complete our project starting down from the beginning up to the end of this
project we planned the following cost list.

Table 1.3: shows the cost of the proposed system

No Item quantity Price per item Total price

1 Paper 250 0.25 62.50

2 CD 2 10 20

3 Pen 5 5 25

4 Mobile card 10 10 100

5 Print 80 1 80

6 Binding 2 10 20

7 Miscellaneous cost - - 550

Total 7 349 807.5

12 Reference

 NSW Government (2002). Electronic Procurement Implementation Strategy

- Guidelines (http://www.cpsc.nsw.gov.au/e-procurement/contents.htm).
Sydney, New South Wales (NSW) Department of Public Works and
Services (DPWS). Report No 02010.
 NSW Government (2003). Welcome to the eTendering System Help Page.
https://tenders.nsw.gov.au/commerce/shared/help.cfm?p_page=rulesoftender
ing&p_pagetitle =Rules%20of%20Tendering, New South Wales (NSW)
Government Department of Commerce. 2003.
 B&C Watch (2001). Online Tenders Generate Govt Savings. B&C Watch:
Slattery's Watch for the Building and Construction Industry. 9 October.
 Beletsky, L. 1996.softwarare development Guideline. Academic press,
London.

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