DATA FLOW DESIGN

DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT

CONTRACT MONITORING DIVISION

PROJECT SUMMARY
The Project aims to develop a Document Tracking System for
the Procurement Service-Contract Monitoring Division. This
will help the PS-CMD to enhance the existing tracking
instrument, secure the data that they wanted to restore and
update the status of each documents simultaneously.

CONTEXT DIAGRAM 1 : PROCUREMENT

SERVICE

CONTEXT DIAGRAM 2: PROCUREMENT

SERVICE DIVISIONS

EXISTING PROCESS FLOW

Documents will be given by PPMD

Receiving of Documents (Purchase Order/Contract)

Responsible: Administrative Officer

EXISTING PROCESS FLOW

Assigning of Documents to responsible Procurement Officer

Responsible: Administrative Officer

Validation of documents if it complied with the standards
of the procurement contract
Send Purchase Order/Contract to the Supplier or
Contractor
Responsible: Procurement Officer

EXISTING PROCESS FLOW

Delivery of Supplies from the supplier
Responsible: Supply Officer
Prepare Necessary Documents for Inspection
Responsible: Procurement Officer
And Inspection Committee
Releasing of Items the end user
Responsible: Supply Unit

EXISTING PROCESS FLOW

Prepare Necessary Documents for Payment after
receiving the Approved Inspection Report
Responsible: Procurement Officer
The payment documents will be forwarded to Finance
Office

DATA FLOW DIAGRAM: CONTACT

MONITORING DIVISION (EXISTING)

DATA FLOW DIAGRAM: CONTACT

MONITORING DIVISION (PROPOSED)

NEXT STEPS

THANK YOU!