E-Proceeding of the 3 rd National Conference on TVET for Undergraduate Students

e- BUDG ET A PPROVA L SYSTEM FO R SUBMI SSIO N OF

CO NT RA CT AND COMM ERCIA L FO RMS ( e - BA SCCF)

Nur’Afifah Binti Fadlullah1, Noraziah Hamid2

1Civil Engineering Department
Politeknik Ungku Omar
31400 Ipoh, State, Malaysia.
nurafifahlee99@gmail.com

2CivilEngineering Department
Politeknik Ungku Omar
31400 Ipoh, State, Malaysia.
aziahhamid1965@gmail.com

©2023 Nur’Afifah Binti Fadlullah, Noraziah Hamid et al. Published by Politeknik Ibrahim Sultan.

ABSTRACT: Gamuda Berhad's Contracts and Commercial (C&C)

Department is responsible for developing and submitting budget and
variation order papers for seven projects, including the Penang South
Reclamation Island A (PSRA). Concerns with the current approach included
inefficient processes, poor systematic management, insufficient time for
budget approval, tracking information, and a risk of error due to a lack of
double-checking procedures. Therefore, the aim of this study is to develop
the e-Budget Approval System for submission of Contract and Commercial
Forms (e-BASCCF) using Power App and Power Automate for systematic
and efficient budget approval. This is using a survey by google form
distribution. The results for objective 1 showed that the current method;
average mean is very low in every constraint element; <1.5 average mean.
Result for objective 2 show that e-BASCCF for submission of C&C Forms
using Power App and Power Automate successful to developed. Meanwhile,
result for objective 3 show that > 90% respondents agree the e-BASCCF for
submission of C&C Forms is a systematic and efficient in budget approval
system. Paired T Test showed that the effectiveness of budget approval
system for submission of C&C Forms medium is using the electronic medium
(e-BASCCF) by resulted as 3.28 in differences mean; Very High in agree
interpretation. Conclusion for the study is the e-BASCCF is a systematic and
efficient medium and needs to be implementing by C&C Department in
budget approval system.

KEYWORDS: Budget Approval Medium, Contract and Commercial Forms, Error

Risk, Power App, Power Automate

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E-Proceeding of the 3 rd National Conference on TVET for Undergraduate Students

1. Introduction

The Contracts and Commercial Department is responsible for preparing

documentation such as quotations, offers, orders, acknowledgements of
orders, acceptances, and purchaser or seller specifications. The quantity
surveyor (QS) is responsible for overseeing the contracts and costs of a
building project from start to finish and is required to be good at math,
estimation, and problem-solving.

QS continues to use the present technique in documentation form

submission, which aligns differently with the business aim of adopting
ESG. This is exacerbated by time, money, and waste in the environment
and society. Low-code tools for automated digital e-forms were the
solution to the problem, such as Microsoft's PowerApps and Power
Automate, which will create the digital e-form based on the corporate aim
of employing ESG.

Power Apps and Power Automate are two services that help create
automated workflows between popular apps and services. Power Apps
allows users to create unique business apps that link to data stored in
Microsoft Dataverse or multiple online and on-premises data sources. At
the same time, Power Automate helps create automated workflows
between popular apps and services to synchronise files, receive
notifications, gather data, and perform other functions. The fourth
industrial revolution (IR 4.0) and the Internet of Things (IoT) can be
associated with this digital e-form, which emphasises digital technology in
previous decades to a whole new level.

1.1 Problem Statement

The contract and commercial department (C&C Team) work at Gamuda

Berhad, issuing the problem they must face when another department
requests some budget. They must fill out the Miscellaneous
Services/Goods Procurement Authorization form and prepare the
following document according to the checklist that has been given. The
findings of the analytical questionnaire show that most of the respondents
needed help regarding the inefficient process, still using the current
method, hard-to-track documents, delayed budget approval, and error risk
due to a lack of double checking.

1.2 Objective

The aim of the objective is to develop the e-Budget Approval System for
Submission of Contract and Commercial Forms (e-BASCCF) using
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E-Proceeding of the 3 rd National Conference on TVET for Undergraduate Students

PowerApps and Power Automate for systematic and efficient budget

approval. First objective is to identify the constraints of current method for
the budget approval forms submission system. Second, to develop the e-
BASCCF for submission of Contract and Commercial Forms using Power
App and Power Automate. Lastly, to test the effectiveness of e-BASCCF
as a systematic and efficient budget approval forms submission medium.

2. Methodology

The research design is the framework for the strategies and processes a
researcher uses to perform research. The design allows researchers to
focus on research approaches relevant to the issue and conduct practical
research projects. This strategy is crucial for any observational plan.
Monitoring the implementation process might help you identify any
potential problems. If the severe difficulty is a substantial cause of the
work's inability to be implemented, changes must be made. Control
mechanisms must then be used to ensure that the flow remains constant.

Figure 1 Research Flow Methodology

In general, phase 1 is the preliminary study to identify the problem

statement, aims and objectives, scope of study and significance. Issues
related to the selected topic were identified during this phase. Further, the
study's goals to solve the problem have also been set. Phase 2 is the
method of determining the problem and evaluating the effectiveness of e-
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E-Proceeding of the 3 rd National Conference on TVET for Undergraduate Students

BASCCF as a systematic and efficient medium. Continue Phase 3 is the

stage of the Data Analysis to achieve the objectives. Objective 1 is to
identify the constraints of the current method for the budget approval
forms submission system, and objective 2 is to develop the e-BASCCF for
the submission of contract and commercial forms using PowerApp and
Power Automate. Objective 3 is to test the effectiveness of e-BASCCF as
a systematic and efficient budget approval forms submission medium.
Data for objectives 1 and 3 is collected through the questionnaire survey.
Objective 2 is developing the application by using PowerApp and Power
Automate. The method of data analysis for objectives 1 and 3 uses
Reliability Test, Frequency Analysis. Meanwhile, objective 2 is to develop
e-BASCCF. The questionnaire for objectives 1 and 3 was distributed by
Google form. The survey input was fed into the SPSS software using
Frequency Analysis and Reliability Test.

2.1 System Process and Development of e-Budget Approval System for

Submission of Contract and Commercial Forms (e-BASCCF)

Collecting and quantifying a product's inputs and outputs throughout its

life cycle results in system processes (ISO 14040:2006). Establishing or
modifying systems and the methods, techniques, models, and
methodologies required is called system development. As a result, the
system process and development of the electronic budget approval
system medium are critical to ensure the process is established and
executed correctly. A systematic approach is required to guide all labour
operations when creating an e-budget approval system for contract and
commercial form submission (e-BASCCF).

The e-BASCCF process aims to improve the current legal system

architecture by providing a valuable, essential medium and progress for
system component implementation. It is the process of creating,
expressing, documenting, and sharing the architecture of a real-world
system using a comprehensive set of design features described in an
implementation-ready service.

Figure 2 System Architecture

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E-Proceeding of the 3 rd National Conference on TVET for Undergraduate Students

Figure 3 Overall Workflow

Table 1 Design of e-BASCCF

Design
Step 1. Main Page Step 2. C&C Department e-form

Step 3. Section for department Step 4. e-MSGPA Form

Step 5. Approval Section

2.1.1 Material Used

Table 2 Material Used
Material
Internet/Wifi
Computer/Laptops

Microsoft Power Automate

Microsoft PowerApps

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Microsoft SharePoint
Microsoft Account/Email

2.2 Testing of Product

Product testing is the process of analysing the qualities or performance of

a product. Other names for it include customer testing and comparative
testing. A questionnaire using Google Form links was used to test the final
product. This product was tested on 44 respondents from five
departments at the Penang office of Gamuda Berhad. The sample size
was determined using the Krejcie and Morgan Table (1970), whereby for
the population of 50 respondents, 44 samples were adequate.

3. Results and Discussion

There are various methods for determining the user’s needs. In this
project, the purpose of this questionnaire is to determine the needs of
users. The e-Budget approval system for submission of contract and
commercial forms (e-BASCCF) using data analysis and a questionnaire.

3.1 Reliability Test

The qualities of measuring scales and the items that comprise the
rankings may be studied using reliability analysis. The reliability analysis
process computes various regularly used measures of scale reliability and
information on the relationships between scale items. Interrater reliability
estimates can be calculated using intraclass correlation coefficients, as
shown in table 3 for pre-test questionnaire and table 4 for post-test
questionnaire.

Table 3 Reliability Test for Pre-Test Questionnaire

Cronbach’s Alpha Cronbach’s Alpha Based on N of Items
Standardized Items
0.886 0.884 14

Table 4 Reliability Test for Post-Test Questionnaire

Cronbach’s Alpha Cronbach’s Alpha Based on N of Items
Standardized Items
0.940 0.940 14

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3.2 Frequency Analysis

Frequency analysis is a general analysis method used not just in social

measurement research but also in many other scientific domains.
Besides, it is a branch of statistics that studies the number of occurrences
(frequency) and evaluates metrics such as central tendency, dispersion,
percentiles, etc. By using SPSS to get the frequency data. Below is a
table of issues related to the current method and e-BASCCF.

Figure 4 Level Agreement Usage in Current Method

Figure 5 The Effectiveness of e-BASCCF Evaluation

3.3 Usability Level of Current Method and e-BASCCF Medium.

Table 5 illustrates respondent usability toward using the current method,

and analysis shows that for all factors examined, the mean score was low
than 1.50, meaning that the usability level of the existing process was
very low. Meanwhile, table 6 illustrates respondent usability toward using
e-BASCCF; analysis shows that for all factors examined, the mean score

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was more significant than 4.00, indicating that using e-BASCCF is

significantly more straightforward than the current method.

Table 5 Percentage Average Mean Categories and Usability Usage Current

Method
Categories of Average
Average
No Usage for Current Mean Mean Interpretation
Mean
Method (%)
1 Efficient Process 1.20 1.20 15.83 Very Low
Systematic
2 1.25 1.25 16.49 Very Low
Management
Enough Time in 1.27
3 1.29 16.95 Very Low
Budget Approval 1.30
Easy Tracking
4 1.27 1.27 16.75 Very Low
Information
1.30
Error Risk Due to 1.27
5 Lack of Double- 1.39 1.32 17.75 Very Low
Checking Procedure 1.23
1.41
1.25
Electronic Medium
1.30
6 for Efficients Budget 1.26 16.58 Very Low
1.18
Approval System
1.30
Total Average 1.28 7.58 100

Table 6 Percentage Average Mean Categories and Usability Usage e-BASCCF.

Categories of Average
Average
No Usage for Current Mean Mean Interpretation
Mean
Method (%)
1 Efficient Process 4.50 4.50 16.53 Very High
Systematic
2 4.45 4.45 16.35 High
Management
Enough Time in 4.55
3 4.53 16.62 Very High
Budget Approval 4.50
Easy Tracking
4 4.57 4.57 16.79 Very High
Information
4.61
Error Risk Due to
4.45
Lack of Double
5 4.59 4.54 16.69 Very High
Checking
4.50
Procedure
4.57
Electronic Medium 4.59
for Efficients 4.59
6 4.63 17.01 Very High
Budget Approval 4.64
System 4.70
Total Average 4.56 27.22 100

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3.4 Paired Samples T-Test

A paired sample t-test found this difference to be significant for all

variables being measured, the value of t of Efficient Process is 29.79 and
the value of p is < .00001. The result is significant at p < .05. The value of
t of Systematic Management is 24.97 and value of p is < .00001. The
result is significant at p < .05. The value of t of Enough Time in Budget
Approval is 31.31 and the value of p is < .00001. The result is significant
at p < .05. The value of t of Easy Tracking Information is 29.79 and the
value of p is < .00001. The result is significant at p < .05. The value of t of
Error Risk Due to Lack of Double-Checking Procedure is 36.14 and the
value of p is < .00001. The result is significant at p < .05. The value of t of
the efficiency of electronic Budget Approval System for submission of
Contract & Commercial Forms (e-BASCCF) medium is 40.14 and the
value of p is < .00001. The result is significant at p < .05. This suggests
that using e-BASCCF was much easier and resourceful compared with
current method. This mean that e-BASCCF was more effective compare
with the current method.

Table 7 Paired Sample T-Test

Paired Significant
Pair Different t (two
Mean tailed)
Efficient Process 3.30 29.79 .000
Systematic
Management 3.20 24.97 .000
Enough Time in
Budget Approval 3.24 31.31 .000
Easy Tracking
Information 3.30 29.79 .000
Error Risk Due to
Lack of Double- 3.23 36.14 .000
Checking Procedure
Electronic medium
for efficients Budget 3.38 40.14 .000
Approval System.

4. Conclusion

This study identified the constraints of the current budget approval forms
submission system. It developed the e-BASCCF to submit Contract and
Commercial Forms using Power App and Power Automate. A survey was
distributed to the target respondent to test the effectiveness of the e-
BASCCF as a systematic and efficient budget approval forms submission
medium. The survey showed respondents strongly agreed that e-
BASCCF is highly effective as a systematic and efficient budget approval
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E-Proceeding of the 3 rd National Conference on TVET for Undergraduate Students

form submission medium. The e-BASCCF medium was tested at SRS

Consortium's main office and found helpful in the budget approval
submission system. According to the respondent, e-BASCCF helps to
enhance the efficient process, systematic management, enough time in
budget approval, easy tracking information, error risk due to a lack of
double-checking procedure, and electronic medium for efficient budget
approval system.

5. References

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KumarVivek. (2022, December 16). What is Power Apps? Retrieved from Pwer
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overview
Lee, K. H, Cin, B. C, & Lee, E. Y. (2012). Environmental Responsibility and Firm
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