Online Tender Management System for Polonnaruwa District
Secretariat
LIBRARY
UNIVERSITY OF KJORATUWA, SRI LANKA 
MORATUWA
V\
/ :•*
004 Co*^3
University of Moratuwa
;■
104047
TVA
Name : E. M. D. S. Ekanayke 
Index Number: 05/10056
Dissertation submitted to the Faculty of Information Technology, University of Moratuwa, Sri 
Lanka for the partial fulfillment of the requirements of the Degree of MSc in Information
Technology.
/Q//0// +/.VT!February 2012,I
1\ / il
1
: > 4V- ; ■He
104047
Declaration
I declare that this dissertation does not incorporate, without acknowledgment, any material 
previously submitted for a Degree or a Diploma in any University and to the best of my 
knowledge and belief, it does not contain any material previously published or written by 
another person or myself except where due reference is made in the text. I also hereby give 
consent for my dissertation, if accepted, to be made available for photocopying and for 
interlibrary loans, and for the title and summary to be made available to outside organization.
4
Name of Student 
E M D S Ekanayake
Signature of Student 
Date 17
V \\ \\ \
Supervised by
gfr^^reW Supervisor(s)Name of Supervisor(s)
Dr. Gamini Wijerathne 
Senior Lecturer
Department of Industrial Management 
University of Kelaniya 
Sri Lanka
Si
Date
Acknowledgements;:
I would like to thank Dr Gamini Wijerathne and my fellow colleagues of University of 
Moratuwa for their valuable comments and suggestions on this project, and District secretary — 
Polonnaruwa and the staff of Polonnaruwa District Secretariat in providing the background 
support in making this project towards a feasible commercial system.
:
!
\ \
\ \\ \
11
Abstract
Tendering and awarding bids are the most important topics in the public sector procurement 
process. The process should have transparency, accountability to all stakeholders.
Poionnaruwa District Secretariat is a public sector institute and presently the procurement 
process is totally handled manually. Distance barrier to the capital city and several other practical 
problems affect the efficiency, effectiveness and transparency of the procurement process.
Present manual tendering system has several steps.
1. Tender descriptions are published in newspapers or directly are posted to registered 
suppliers / companies.
2. Companies or suppliers could bid for selected tenders and bidding details to be collected 
and post or hand deliver to the district secretariat on or before the closing date.
3. Suitable company or supplier is selected bjrtender board and only the awarded will be 
informed through registered post.
The security of the system is very low and accountability and transparency are not up to required 
level. No electronic database system and no emergency construction or purchasing facility of the 
system. Number of bids for each tender is very low due to lack of suitable publishing system.
\
\ \
Project aims to develop an Online Tender Management System to ensure transparency, 
accountability, security and remove bottlenecks in the present manual system. Three categories 
(Tender staff, Registered Company, Citizen), who engage with tender process are authenticated 
by the system with different security levels and time schedule is also controlled. Registered 
companies are aware on new tenders by auto generating e-mails. Electronic database will reduce 
the time delay of the process. Number of bids for each tender will be increased. Finally the 
efficiency and effectiveness of the procurement process will be increased by the proposed 
system.
in
Table of Contents
Declaration
Acknowledgements
Abstract
Table of Contents 
Appendixes 
List of Figures 
List of Tables 
Chapter 1
Introduction to the project
Introduction
1.1 The Organization
1.2 Type of Operation
1.3 Existing manual system in brief
1.4 Problems and Weaknesses of existing manual system in brief
1.5 Project Goals and Objectives
li
in
IV
v
IX
X
XI
1
1
1
\ 2\\
3
3
4
Chapter 2
Government Tendering Process - Practices and Issues
2.1 Introduction to the Chapter
2.2 Identified failures in the existing system
2.3 Importance of online tender management system
2.4 Advantages of Online Tender Management System
2.5 Chapter Summary
5
5
5
7
11
12
Chapter 3
Adopted Technologies
3.1 Introduction to the Chapter
3.2 Technology adopt to furnish an online system
3.3 Software Process Models
3.3.1 Waterfall Model
3.3.2 Evolutionary Development
3.3.3 Component Oriented Development
3.3.4 Process Iteration
3.4 System Analysis and Design Techniques
13
13
13
14
15
16
17
18
18
IV
3.4.1 UML
3.4.2 SSADM
18
20
3.5 Database Modeling Methods
3.5.1 ER Diagrams
3.6 Program Development Techniques
3.6.1 JSP
3.6.2 Java/J2EE
3.7 Web Servers
3.7.1 Apache
3.7.2 Tomcat
3.8 Relational Database Management Systems
3.8.1 MySQL Server
3.9 Interactive Development Environments
3.9.1 HTML Editors
3.9.2 JSP Editors
3.10 Operating System
3.11 Chapter Summary
22
22
22
22
22
23
23
23
23
23
24
24
24
\ 24\
\ 24
Chapter 4
Online Approach for the Tendering Process
4.1 Introduction to the Chapter
4.2 Chosen Software Process Model
4.3 Chosen Analysis and Designed Techniques
4.4 Chosen Development Environment
4.4.1 Interface Designer
4.4.2 Graphic Editor
4.4.3 Web/application Server
4.4.4 Database Server
4.4.5 Operating System
4.5 Chapter Summary
25
25
25
26
26
26
26
26
26
27
27
Chapter 5
Analysis and Design
5.1 Introduction to the Chapter
5.2 Existing System
5.2.1 Preparation tender description and fix time duration
5.2.2 Publish tender notice
5.2.3 Bid for the tender
28
28
28
28
28
28
v
5.2.4 Tender Open and disclose winner bidder
5.2.5 Activity diagram of existing system
5.3 User Requirements
5.3.1 Functional User Requirements
5.3.2 Non Functional User Requirements
5.4 Input / Output Information
5.5 Obtained UML Artifacts
5.6 Use case Diagram
5.7 Use case Specification
5.8 Extracted noun, noun phrases and discovery of potential classes
5.9 Class Diagram
5.10 Sequence Diagrams
5.11 Detailed Class Diagram
5.12 Detailed Sequence Diagrams
5.13 Database Design
5.13.1 ER Diagrams for the proposed system
5.13.2 I^lationship Diagrams
5.14 Web Page "transitions
5.15 Chapter Summary
29
29
30
30
32
33
34
34
35
36
37
38
39
40
41
41
\ 41\\ 42
43
Chapter 6 
Implementation
6.1 Introduction to the Chapter
6.2 Three tire software architecture
6.3 Presentation layer Implementation
6.3.1 Java Script Calendar
6.3.2 System Date and Time
6.3.3 Messages and Error Messages
6.3.4 Searching Facilities
6.4 Business Logic and Database access implementation
6.5 Security Settings
6.5.1 Password Protection
6.5.2 Session Management
6.6 Chapter Summary
44
44
44
44
45
45
46
46
47
47
47
47
47
Chapter 7
Evaluation and Testing
7.1 Introduction to the Chapter
7.2 Software Evaluation
48
48
48
vi
7.2.1 Usability
7.2.2 Understandability
7.2.3 Leamability
7.2.4 Security
7.3 Software Testing
7.4 Test Plan
48
48
49
49
49
50
7.4.1 Test Cases 
7.5 Chapter Summary
51
52
Chapter 8
Conclusion and Future Work
8.1 Conclusion
7.2 Future Work
53
53
53
List of References 55
\ \
\\
VII
List of Figures
Figure 1.1: 
Figure 2.1: 
Figure 2.2: 
Figure 3.1: 
Figure 3.2: 
Figure 3.3: 
Figure 4.1: 
Figure 5.1: 
Figure 5.2: 
Figure 5.3: 
Figure 5.4: 
Figure 5.5: 
Figure 5.6: 
Figure 5.7: 
Figure 5.8: 
Figure 5.9: 
Figure 5.10: 
Figure 5.11: 
Figure 6.1: 
Figure 6.2: 
Figure 6.3: 
Figure 6.4: 
Figure 6.5:
The administrative structure of the district level 
Contactors/Suppliers occupation 
Modules of online tender management system 
Phrases of waterfall model 
Evolutionary development process 
Component oriented development process 
Waterfall model merged with Iterative process model 
Activity diagram of existing system 
Allowed activities of each user 
Input / Output information 
Use case diagram 
Class diagram
^Sequence diagram - Authenticate user 
detailed class diagram
Detailed Sequence diagram - Authenticate user 
ER diagram for the proposed system 
Relationship diagram 
Screens for the citizen 
Three tire software architecture 
Java script calendar 
System date and time 
Message and error message 
Searching facility
\
\
vm
List of Tables
Table 2.1: 
Table 2.2:
Tender details - District Secretariat Polonnaruwa 2009
Functionality and benefit of each module in an Online Tender Management
System
Extracted noun, noun phrase and potential classes 
Test Plan
Table 5.1: 
Table 7.1:
\ \
\ v\
IX
Appendixes
Appendix A 
Appendix B 
Appendix C 
Appendix D 
Appendix £ 
Appendix F 
Appendix G 
Appendix H 
Appendix I 
Appendix J
Input / Output Information
Use case Diagram
Use case Specifications
Class Diagram
Sequence Diagrams
Detailed Class Diagram
Detailed Sequence Diagram
ER Diagram for the proposed system
Relationship Diagram
Web page Transitions
\ \
\\ \
x