SAMARAUNIVERSITY

COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTEMENT OF COMPUTER SCIENCE
PROJECT: ANDROID BASED E-TENDERING SYSTEM FOR SAMARAUNIVERSITY’
PREPARED BY

NAME ID
1.Hailemichael Assefa-----------------------------------------------------------------------------------------0900641
2. Eskindir Asmamaw------------------------------------------------------------------------------------------0900597
3. Hiluf Kiros---------------------------------------------------------------------------------------------------
4.mekya Nuredin-----------------------------------------------------------------------------------------
5. kedija Muhammed-------------------------------------------------------------------------------------
6. Abiy Asfaw---------------------------------------------------------------------------------------------------0900515
 Abstrct

This booklet contains proposal documentation for ‘Android based e- Tendering system
Attenders 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.
 1. Introduction

Technology has improved our l i v e s in every aspect. Manually d r i v e n

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 of the project

Android based E-Tendering system is a project which allows users and

vendors in purchasing of goods and services using the internet simply
using their android mobile phone. It automates and integrates the buyer and
supplier processes l e v e r a g i n g the internet. It automates t h e
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 projects will objecte 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
Lower participation rate
Because of t h e criminal activity , sometimes bidder
cannot participate in the tender

Its take t i m e and money to search appropriate tender for

bidder
Time consuming payment system
Long time tender lodgment process
Lengthy Tender Evaluation process
 2. Objective
2.1 General objective

The main objective of this project is to develop an Android 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.

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 a apparent way to select the bidder.
 3.2 Limitation of the project

Because of l i m i t a t i o n in t i m e , developing multi l a n g u a g e

is not achieved. And makes the web site 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 Android 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.

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

1. General:
streamlines the whole tendering process;
provides improved and secure access t o 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.
2. 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.
3. Government perspective:
Best value for taxpayers’ money;
increased efficiency and effectiveness;
Consistent tendering practice across Government;
promotes overall e-Commerce initiative;
And environmentally friendly due to a predominantly
‘Paperless’ process.

5.1 Why Android?

Here we described the benefits that are expected to gain after the
development of the system. Government agencies / institution
departments can achieve numerous benefits from introducing an Android
Based e-Tendering system or process, as Android project this system is is
easier to:
o Compliance with the government regulations,
o Increase in efficiency and productivity,
o Transparency and accountability in the process,
o Expanding the accessibility of Tender Notice / advertisement,
o Speed up the process,
o Vendor relationship management,
o Cost savings for supplier and sourcing agency,
o Improved communication.

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’ (ITCBP 2003), 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’ (NSW
Government 2002).
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’ (NSW Government 2002).

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.

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 7.1 Data collection method

Information gathering methods are summarized as follows

Step Technique Specific Activities

Interviews We will interview Tender caller

& Bidder to get a precise
scenario of the system.
Questionnaire For the clarification of the
s Information that will have
gathered through interviews
and document analysis we will
prepare specific
questionnaires for them.
Document We will review the whole
Analysis process for the current
system, which the
Understand current system will interact.
the Current We will create the behavioral
System and structural models for the
Online
Tendering.
Observation We will observe the current
system by analyzing the
gathered information.

Root Cause The project team will

Analysis identify the problems of
manual tendering system.
Include “Root Cause
analysis” in

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

Interview with some Tender caller

Interviews & Bidder
We need some important
information from the user.
Develop a Questionnaires Here the questionnaires will be
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

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 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

Step Technique Specific Activities

Gather We will review the information

Information gathered from interview,
Understand the questionnaire and document
Current analysis and produce an
System overview of the current
system.
Develop We will organize DFD into
Process Model Behavioral model for current
system.
Develop We will identify data to
Data Model develop a data/structural
model for the current
system.
Problem We will work with related
Analysis people to identify the basic
set of features for the
automated tendering system.
Root Cause We will identify the basic set
Analysis of drawbacks of Current
system that is going to be
solved in the automated
system.

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 Duration We will break complex
Analysis process into several sub
processes to
Identify Accomplish the process in a
Improvements relatively simpler way.
Activity-based Analyze the cost that is
Costing associated with the major
processes or steps.
Technology We will develop a list of
Analysis innovative development
technologies.

Develop a Activity We will develop the list of

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

Develop We will organize the

Process Model developed DFD into
behavioral / process model
for the To-Be system.
Develop We will develop a data /
Data Model structural model for the new
system.

Table 2.2: Analysis Plan

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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 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
p h y s i c a l design specifications for each separate part of the entire
system.
7.2.3Implementationmethodology

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:

XAMPP Server 2012

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 Android studio, 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.

7.3.2 Hardware tools:

Flash disk
CD-R
Personal Computer (Desk Top)
8 Gb RAM Laptop
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 a n 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

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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.

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 fi n ds all possible solutions of t h e problems of t h e
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 platform i n d e p e n d e n t i.e. it run’s in all
operating system.

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 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 Android, 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 a n a l y s i s . 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.

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1.11Time Schedule
The project is officially started on 10/03/2012 EC and will be complete on 10/10/2012 EC.

Time

Activities

24/03/2012-

21/04/2012-

21/05/2012-

23/07/2012-
20/05/2012.

22/07/2012.
24/03/2012

20/04/2012

10/10/2012
10/03/2012-

24/9/2012.
Proposal

Requirement Analysis

Design

Implementation
&coding
Testing

project Defense

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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 - - 550
cost
Total 7 349 807.5

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 12.Referce

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=rul
esoftendering&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.

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