MATERIALS REQUEST / ACQUISITION FOR

COC-PEN CIT DEPARTMENT

Submitted in Partial Fulfillment of

the Requirements of

SYSTEMS DESIGN in MANAGEMENT


--------------------




Submitted to:
Engr. Ian Kit Dap og








Submitted by:
Alexis V. Larosa
MM - ME


Date submitted: 05 May 2013

Systems Design in Management Final Paper

1



TABLE OF CONTENTS



Title Page
Background and Rationale 2
Process Flow of the Current System 2 - 5
SWOT Analysis 5 - 6
Process Flow of the Proposed System 7 - 9
Purpose of the System 9



































Systems Design in Management Final Paper

2


A BACKGROUND & RATIONALE


Cagayan de Oro College is a private, non-sectarian institution founded in 1947 and was re-
establish by the PHINMA Group of companies after acquiring it in 2005. Its main vision is to
provide education with the most minimal cost at the highest quality of education. It provides
basic education and college and professional studies to students who share the vision of the
company that life would be better and success is within reach.

The College of Information and Technology is one of the largest college of COC-PEN. The CIT
Office provides both the students and the faculties the technical support it needs to ensure a
smooth sailing operation within the department.


Current practice for the request materials used for the office to fulfill its obligations would take a
longer time than expected when to use. The processing of request would be dependent on the
available stocks and materials available and request for a specific material or resource would
take longer because the approval would be from the PEN Office based in Manila..

With this practice, one of COC-PENs Values e.g. providing quality education, might be
violated when providing the needs of the students.


























Systems Design in Management Final Paper

3
Make a request to the
School Administrator
Submit to GSD

B SYSTEM ANALYSIS

Process Flow of the current system:


FLOW RESPONSIBILITY NOTES / REFERENCE


Start


Request of Materials Office Secretary 1. 1. Prepare the following
information:
a) Materials needed by the
office
b) Materials needed by the
faculties


Fill-up request form Secretary 2. 1. Discuss with faculties and the
Dean



Review and sign request

DEAN 3. 1. Returns the form to the
secretary after review and
approval
.
.
GSD Head



















Is the
request
material
available?

No
Yes
Materials be delivered
to the CIT office
4. 1. Check if the materials is
available on hand
2. Approved the request
3. Forwards request to the GSD head
is materials is not available on
hand
Stop
5. 1. Initially approve the request
To be forwarded to the Chief
Operations Officer
General
Services Dept
Head
A
Systems Design in Management Final Paper

4
Forward request to
Chief Operations Officer
Stop
Stop


















































Is request
granted?
No
8. 1. Request is forwarded to
Purchasing Dept
2. Purchase the materials
requested
Request materials is
purchased by PEN
GSD forwards the
materials to the Cit Dept.
Request is forwarded to
PEN Admin Head
Yes
Materials is forwarded to
COC PEN General Services
Department(GSD)

School
Administrator
6. 1. Approves the request
and forward the request to
COC-Pen Admin Head
PEN Admin
Head
7. 1. Approves the request
and forward the request to
Purchasing Dept
PEN Admin
Head
Purchasing
Dept. Head
COC-PEN
GSD Dept
Head
9. 1. Inspect the materials
received and forwards it
to the CIT-Office
COC-CIT
Secretary
10. 1. Inspect the materials
Received.
A
Systems Design in Management Final Paper

5
SWOT Analysis:


Activities Strength Weaknesses Opportunities Treats
Canvassing of
Quotations for
materials
requested by
COC-CIT Office
-PEN Purchasing
Dept can directly
acquire materials
from their
suppliers at a
minimal cost
-No proper
evaluation from
the requesting
party COC-CIT





Dept Head of
Purchasing Dept.
will improve
negotiation skills
-Quality of
materials may be
at stake (not a
specification for
materials)


Activities Strength Weaknesses Opportunities Treats
Review of
Quotations
- Purchasing Dept
will have already
contacts to their
supplier at a
minimal cost
- Can process the
Job Order
immediately
- No proper
evaluation of the
quotations from
CIT Office
- Summary of the
quotations might
be manipulated by
the Purchasing
Dept w/o giving
notice to the CIT
Office

- The time of
process and
procurement to the
delivery from
COC-PEN Manila-
COC may take a
long time

- Can start the Job
faster (less
processing time)

- Can change the
scope of work
immediately
- Business
guidelines will be
violated

- Might involve
bribery during the
awarding of the
contract

- Might purchase
materials that does
not fit to the
specifications
requested by the
CIT Office

-Dummy
quotations may
involve during the
endorsement of
the quotation
summary




Areas of I mprovement:

- Canvassing of Quotations : Local Suppliers can supply the same materials at the same
minimal cost of the supplier from Manila based PEN
- Review of Quotations / Suppliers : Need to form a canvassing/purchasing committee for a
proper evaluation and purchasing of a certain summary of quotations at the local level



Systems Design in Management Final Paper

6
Make a request to the
School Administrator
Submit to GSD


C SYSTEM DESIGN


Process Flow of the Proposed System:


FLOW RESPONSIBILITY NOTES / REFERENCE


Start


Request of Materials Office Secretary 4. 2. Prepare the following
information:
a) Materials needed by the
office
b) Materials needed by the
faculties


Fill-up request form Secretary 5. 2. Discuss with faculties and the
Dean



Review and sign request

DEAN 6. 2. Returns the form to the
secretary after review and
approval
.
.
GSD Head

















Is the
request
material
available?

No
Yes
Materials be delivered
to the CIT office
4. 1. Check if the materials is
available on hand
2. Approved the request
3. Forwards request to the GSD head
is materials is not available on
hand
Stop
5. 1. Initially approve the request
To be forwarded to the Chief
Operations Officer
General
Services Dept
Head
A
Systems Design in Management Final Paper

7
Forward request to
Chief Operations Officer
Stop
Stop










































Purpose:
- To minimize the time of request to purchase to delivery of materials
- To purchase materials with the exact specifications as requested






Is request
granted?
No
Request materials is
purchased by PEN
GSD forwards the
materials to the Cit Dept.
Request is forwarded to
the COC-PEN
GSD/Purchasing Dept
Yes
School
Administrator
6. 1. Approves the request
and forward the request to
COC-Pen Admin Head
GSD Head 7. 1. Approves the request
and forward the request to
Purchasing Dept
COC-CIT
Secretary
9. 1. Inspect the materials
Received.
A