Isabela State University

San Mariano Campus

Online Project Procurement Management System for Agricultural

Training Institute, Regional Training Center Region 2-San
Mateo Office

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A Capstone Project Presented

to the Faculty of BSIT Program
Isabela State University
San Mariano Campus

____________________

In Partial Fulfillment
of the Requirements for the Degree
Bachelor of Science in Information Technology

____________________

By
Lhyl Edderwin M. Pascua
Sheldon D. Pascual

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

Introduction
Project Procurement Management Plan (PPMP) is a document
that lists everything a project will procure, categorized as
materials or services (Project Procurement Management Plan –
RESEARCH GRANTS ADMINISTRATION OFFICE, n.d.). The PPMP serves
as a guiding document for procurement’s contract
implementation process as well as an important resource for
procurement management. This is an important tool in resource
and budget planning, freeing up the buying company to
maximize the use of scarce resources. The Republic Act 9184,
Section 7 under Article II on Procurement Planning,
formulates the basis for government procurement in the
Philippines. It encompasses a reasonable and complete plan
for procuring goods, services, and infrastructure
development. It syncs with agency budgeting and what programs
require. Nevertheless, it’s a general practice that may
require a finely-tuned process for every single endeavor.
Here, the mission of the Project Procurement Management Plans
(PPMPs) is found. PPMPs are the actionable translation of the
procurement plan in the form of a specific plan for a
particular project. They pinpoint which goods and services
are required, with the inclusion of cost estimates and
timelines. Primarily, Section 7 emphasizes the general
principles and guidelines, while PPMPs are implemented per
project to enable efficient and effective procurement.
Serious flaws in manual procurement plans have been
found in several studies. Though manual procurement may be
common, it is far from efficient. Human error in data entry
and misplaced invoices can lead to such inefficiencies as
delayed payments and wasted money (Murphy, 2024). Also,
manual operations inevitably mean high costs; this lack of
transparency in spending leaves no room for improvement or
re-evaluation of priorities. Furthermore, manual procurement
is not helpful for supplier relations because slow
communications with decision-makers must cause a lack of
confidence. Currently, the Agricultural Training Institute
(ATI) Region 2 which is the capacity builder, knowledge bank,
and catalyst of the Philippine Agriculture and Fisheries
extension system employs a manual procurement procedure that
can be laborious, error-prone, and ineffective. To solve
these problems, the researchers will develop an online
project procurement management plan system (PPMPS). The goals

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

of PPMP systems are to automate procedures, optimize

workflows, and enhance decision-makers access to real-time
data.
Republic Act No. 9184, often known as the Government
Procurement Reform Act (ARTICLE III PROCUREMENT BY ELECTRONIC
MEANS SEC. 8-9), addresses the use of information and
communication technology in government procurement to improve
transparency and efficiency. According to this law, the
Government Electronic Procurement System (G-EPS) is a single
electronic platform that disseminates all government
procurement-related information. Given the importance of
technology in modern companies, electronic procurement
methods have been shown to have a positive impact on
business. As Volik and Kovaleva (2020) indicate, automation
technologies can only be effective in business management if
they help in data collection, processing, and utilization.
Just the same, Shirokova et al. (2023) state that digital
tools provide the company with more customers, customer
accessibility to information, cost reduction, and improved
business workflow. Electronic procurement entails all these
factors, and the procurement of government entities is made
easy, simple, and more organized.
The relevance of budgeting for effective organizational
management cannot be overstated. Control debt, allocate
resources, and promote responsibility, effective
organizational management is dependent on informed planning
and management of financial indicators (Zhyber & Solopenko,
2022). Budgeting is a tool for strategic decision-making as
well as to enable the organization to align its financial
actions with its objectives and adapt to changing situations
(Addray, 2019). By controlling costs, management costs are
reduced; by improving financial planning and monitoring, the
growth of the firm is facilitated. Budgeting also serves as a
guide to achieving organizational goals and as a means for
assessing managerial efficiency. It is crucial, therefore,
that proper budgeting be done to achieve organizational
success to improve their competitive status and also enhance
productivity.
The findings match the implementing of an online PPMP
system in ATI Region II. Data protection is ensured by secure
account-based access and user roles such as Super Admin,

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

Admin, and Local User address requirements. Real-time fund

visualization categorized by commodity is provided by a
dynamic dashboard. Users can enter information and easily add
items from a pre-populated list with simplified PPMP
creation. To improve organization, the system automatically
sorts registered items and PPMPs. Strong view and search
options, in conjunction with a special announcements page,
empower users and encourage openness. For ATI Region 2, this
feature-rich platform will promote an easy-to-use and
effective procurement process. This method can fix the
problems of manual methods. By making tasks automatic,
getting data easier, and giving instant information, the PPMP
system can help ATI Region II promote efficiency,
transparency, and real-time data.

Statement of the Problem

This research aims to create an Online Project
Procurement Management Plan System for the Agricultural
Training Institute, Regional Training Center Region 2- San
Mateo Office. The researcher would particularly like to
respond to the following questions:
1. What are the problems encountered by the ATI-RTC Region 2
staff in using the manual PPMP method?
2. What Online Project Procurement Management Plan System can
be developed for the ATI-RTC Region 2- San Mateo Office?
3. To what extent does the created system comply with the ISO
25010:2015 Software Quality Standards in terms of:
3.1. Functionality Suitability;
3.2. Performance Efficiency;
3.3. Compatibility;
3.4. Usability;
3.5. Reliability;
3.6. Security;
3.7. Maintainability; and
3.8. Portability?

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

Scope and Limitation

This study is intended to develop an Online Project
Procurement Management Plan System for ATI Region 2. The
System will allow Users to create procurement requests that
include detailed information. The User can estimate the
associated cost for each request and establish timelines for
each procurement project. The system will generate detailed
reports through analysis and reporting on past procurement
data.

The limitations of the system are the following:

 For the system to function, an internet connection

is needed.
 The system cannot manage procurement execution-
related functions such as order contract
management, payment processing, and order
processing.
 Supplier management is not included in the scope of
the system.
 The system will be limited initially to the ATI-RTC
Region 2 Staff.
Significance of Study
This part covers the significance of developing the system
for Agricultural Training Institute Regional Training Center
Region 2 employees. The researchers are confident that the
system will benefit the following:
To the ATI-RTC Region 2 staff. This online solution enhances
performance efficiency and makes procurement procedures
easier for ATI-RTC Region 2 staff by minimizing mistakes and
improving transparency.
To the management. The automation of this system provides
management with real-time data and monitoring functions,
resulting in cost savings, improved decisions, and more
supervision.
To the future researchers. As a result, it will be useful for
researchers undertaking similar research to reproduce or
modify the system as well as to identify further areas of

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

study concerning the chosen development procedure and assess

its implementation procedure.

Figure 2: Flowchart of the proposed system

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

Figure 2 shows the Flowchart for the Project Procurement

Management Plan System for ATI-RTC Region 2. There are three
classified users for the system, the Super Admin, Admin, and
Users. The system will allow users to create their accounts
and then wait for the approval of the Super Admin for them to
access the system. The Super Admin can manage Users,
Commodities, PPMPs, and announcements. The admin/Procurement
Officer can manage commodities, PPMPs, announcements, and
budgets while the User/Staff can only submit or manage PPMPs
and view the announcements.

Methodology
Software Development
The design and methodology deal with the methods that
will be used by the researchers in developing the design and
implementation of the Online Project Procurement Management
System. The following strategies and techniques for gathering
data were discussed in this chapter.

AGILE

Figure 1: Agile SDLC Model

Figure 1 illustrates the process of an agile model. In
this case, the creation of Web pages emerged through the
appropriation of agile principles. The utilization of
reports, progress tracking, and backlogs in this approach
facilitates careful monitoring of a product's development and
testing process (Yadav et al., 2020). The researchers chose
this model because it anticipates changes and allows for more

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

flexibility than traditional strategies. As part of the

process, each project is divided into prioritized needs,
which are subsequently distributed to all parties in an
iterative cycle. It is mostly used in the software
development industry, where respondents and self-organizing,
cross-functional terms collaborate to create demands and
solutions. The process of the Agile method is discussed
further below:
1. Requirements. The needs will be gathered and examined
in the first phase, during which the researchers will
establish the parameters of the project. All pertinent
information will be obtained and assessed. The project's
goals, objectives, and any potential issues that need to be
resolved will be determined by the developers and the end
users. When potential initiatives are just ideas, the
researchers will estimate their duration and cost. They will
be able to decide whether a project is feasible before
starting work with the help of this comprehensive analysis.
2. Design. After obtaining all the necessary
information, the researchers will proceed with the design.
This phase will encompass the system architecture design.
Stakeholders will provide more information during the
conception stage to fully develop the requirements on a
diagram and determine the functionality of the product.
Frequent reviews will guarantee that the design process
considers all requirements.
3. Development. The following step will be the iteration
phase, also referred to as building. Since most of the work
will be done here, it will typically be the longest phase.
Before turning the concept into code, the researcher will
work with the client to incorporate all product needs and
user input. The goal will be to finish the first iteration,
or sprint, with the completion of the product's core
functionality. There may be more in later editions.
4. Testing. The deployment of the product will be nearly
complete. But before the program can be guaranteed to
function flawlessly, the researcher will need to perform
several experiments. To ensure that the code is error-free,
the researcher will test the system; if any issues or defects
are found, they will be fixed right away. Additional

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

documentation will be required because this phase will also

include user training.
5. Deployment. The researcher will work nonstop during
this phase to ensure the system functions properly and fix
any new problems. They will also be on hand to provide
further instructions and ensure users know how to use the
product. Over time, there may be more iterations to update
the current product with enhancements and new features.
6. Review. Either new software will be replacing the
product, or the system will have grown outdated or
incompatible with the company, which are the two reasons a
product will reach the retirement phase. Before the program
is ended, users will receive a notification from the software
development team. If a replacement is discovered, users will
be moved to the new system. The researcher will then finish
off any last-minute duties and end support for any program
that is still in use.

Tools and Equipment

Table 1. Software Requirements
Component Minimum Recommended
Requirements
Windows OS Windows 10 Windows 11 or
latest
PHP, SQL Version 8 Version 8.3 or
latest
Visual Studio Code Version 1.5 Version 1.8 or
latest

Table 2. Hardware Requirements

Component Minimum Recommended
Requirements
CPU Core i3 10th Gen. Core i3 11th Gen. or
higher
RAM 8GB RAM 8GB RAM or higher
Storage 128GB SDD 256GB SDD or higher

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

References
Project Procurement Management Plan – RESEARCH GRANTS
ADMINISTRATION OFFICE. (n.d.).
https://rgao.upm.edu.ph/award-set-up-2/procurement/proje
ct-procurement-management-plan/
#:~:text=TheProjectProcurementManagementPlan,eithergoods
Cservicesorinfrastructure.
Murphy, K. (2024, February 19). Issues with a Manual
Procurement Process. Planergy Software.
https://planergy.com/blog/manual-procurement-process/
Yadav, N. S., Goar, V., & Kuri, M. (2020). AGILE METHODOLOGY
-A PERFECT SDLC MODEL WITH SOME IMPROVEMENTS. Journal of
Critical Reviews, 7(19), 2511–2514.
https://www.academia.edu/43789959/AGILE_METHODOLOGY_A_PE
RFECT_SDLC_MODEL_WITH_SOME_IMPROVEMENTS
Shirokova, S., Rostova, O., Prosvirnina, A., & Odainic, A.
(2023). Key trends in the digital transformation of
business and their impact on the business processes. In
Lecture notes in networks and systems (pp. 885–895).
https://doi.org/10.1007/978-3-031-32719-3_67
Волик, М. В., & Kovaleva, M. A. (2020). Features of
automation of business processes of interaction with
customers. https://doi.org/10.1145/3444465.3447061
Republic Act 9184. (2003). Government Procurement Reform Act.
Ershova, A., Gugutishvili, D. M., Lepekhin, A., & Tick, A.
(2023). Application of robotic process automation
technology for business processes in the field of
finance and accounting. In Lecture notes in networks and
systems (pp. 978–991). https://doi.org/10.1007/978-3-
031-32719-3_75
Zhyber, T., & Solopenko, T. (2022). MECHANISMS FOR BUDGET
PROGRAMS PROPER FUNDING. Ekonomìka Ukraïni, 2022(8), 55–
69. https://doi.org/10.15407/economyukr.2022.08.055
Kashkimbayev, S. B., & Zhakupov, A. N. (2021). Effective
budgeting is a priority of the company's development.
Экономика: Стратегия И Практика, 16(2), 46–53.
https://doi.org/10.51176/1997-9967-2021-2-46-53

Bachelor of Science in Information Technology

 Isabela State University
San Mariano Campus

Bachelor of Science in Information Technology