Automated Procurement Tracking System
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Mab ShiAutomated Procurement Tracking System
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Mab ShiCommon questions
Powered by AIThe manual process of tracking procured goods leads to inefficiencies because it is time-consuming, requires significant effort, and is prone to human error. This process is outdated and slow for modern institutions, making it difficult to retrieve records and generate reports. There is also a risk of document mislocation, and the status of purchase requisitions remains unknown until delivery occurs .
In manual tracking systems, document mislocation occurs due to the physical handling of papers, which can be misplaced or improperly stored. The new automated system prevents this by digitizing documents and storing them in a centralized database accessible only to authorized personnel. This electronic management minimizes human error and ensures all documents are organized and easily retrievable .
The Agile Development Method benefits the automated procurement tracking system by providing flexibility and adaptability throughout its development. Agile’s iterative and incremental process allows continuous reassessment and refinement, enabling developers to make timely adjustments based on user feedback and evolving needs. This approach ensures the system is effectively aligned with the users' requirements and can promptly address any unexpected challenges .
Relying on outdated manual processes exposes modern institutions to increased inefficiencies, risks of errors, and operational delays. These processes limit the capacity for timely decision-making and responsiveness, hinder report accuracy, and can compromise the quality of procurement decisions due to lack of precise tracking and documentation. This inefficiency can affect the institution’s competitiveness and resource management .
The proposed automated procurement tracking system aims to resolve issues by serving as a centralized document store, tracking, and retrieval platform. It allows authorized members of organizations to access documents electronically, reducing time spent managing records and generating reports. The system mitigates the risk of document mislocation and provides real-time tracking of purchase requisition statuses, thereby eliminating the unknowns associated with manual processes .
The developmental model is divided into six phases: 1) Preliminary Phase, which involves interviews, internet research, and observations for data collection; 2) Analysis Phase, where the gathered data is examined and utilized to design the system; 3) Design Phase, where the system’s flow and operation are developed; 4) Development Phase, during which the actual system is constructed; 5) Testing Phase, where the complete system is tested to resolve problems and meet quality requirements; and 6) Evaluation Phase, ensuring the system operates properly without user issues .
Failing to resolve issues in manual procurement tracking can lead to sustained inefficiencies, increased operational costs, and resource mishandling. It may also result in poor supplier management, delays in acquiring necessary goods, compromised project timelines, and exposure to compliance risks. Over time, these consequences can reduce institutional effectiveness and competitiveness, critically affecting overall strategic goals .
In manual systems, retrieval and reporting of procurement records are time-consuming and labor-intensive, with a high risk of human error. Automating these processes reduces time and effort by centralizing and digitizing records, allowing for faster retrieval and error reduction. Automated systems also facilitate easier data management, reducing the chances of document mislocation and enabling more efficient report generation .
The proposed methodological approach for developing the new procurement tracking system is the Agile Development Method. This approach is suitable because it allows for continual reassessment throughout the project lifecycle, dividing the system development into different phases. This ensures constant revisiting of development requirements and design, facilitating iterative improvements and adaptations based on feedback, which is critical for effectively solving complex problems .
The unknown status of purchase requisitions in a manual system can lead to delays and uncertainty in procurement processes. An automated system resolves this issue by providing real-time updates on the status of each requisition, ensuring transparency and allowing stakeholders to respond quickly to any changes or issues, thus streamlining the procurement workflow .
