CT038-3-2-OODJ: Procurement Order Tracking System (POTS)

5.1 COURSEWORK OVERVIEW

The Procurement Order Tracking System (POTS) is a software solution designed to streamline and manage the entire purchasing process. It allows organizations to track purchase orders, monitor supplier performance, and manage workflows efficiently. POTS provides real-time updates on order statuses, from requisition to delivery, ensuring transparency and accountability. With features like automated order generation, supplier
management, and inventory integration, it simplifies the process while reducing errors and delays, ultimately helping businesses optimize their supply chain operations.

NEXUS SDN BHD (NSB) is one of Kuala Lumpur’s emerging wholesalers engaged in selling household appliances, electronics, and home essentials to various retailers across Malaysia. As the business grows, they need to automate the process of purchase orders to maintain the purchases more effectively. The actual flow starts from the purchase requisition.
(PR) by Sales Managers (SM). A PR typically contains the item code, quantity needed, and date by which it is required to SB. After reviving the PR the Purchase Manager (PM) generates a Purchase Order (PO). A PO is an authorized document used by organizations for placing orders with their suppliers for procurement of goods. Develop an application in Java
applying the OOP techniques you learned to achieve the following functionalities:

• Login access
• User Registration
• Item Entry
• Supplier Entry
• Daily Item-wise Sales Entry
• Create a Purchase Requisition (PR)
• Display Requisition
• Generate Purchase Order (PO)
• Approve / Reject PO
• List of Purchaser Orders

In addition, a supporting document is needed to reflect the design of the implementation codes and the implementation details that utilize the Object-oriented programming concepts.

5.1 OBJECTIVES OF THIS COURSEWORK

Develop the practical ability to describe, justify, and implement an Object-oriented system.

5.1 TYPE

Group Assignment (Max 5)

5.1 COURSEWORK DESCRIPTION

The developed system should be menu-driven with options for the functionalities listed in Section 2.0. The menu should be repeated until the user opts to exit the system.

You, as an object-oriented programming student, need to identify the relationship among the entities and also develop the necessary methods needed to fulfill the requirements of the expected systems.Your program should have five types of access rights, such as Sales Manager, Purchase Manager, Inventory Manager, Finance Manager, and Administrator.

1. Sales Manager (SM)

A sales manager should have access to the following functionalities:
• List of Items (View)
• Daily Item-wise Sales Entry (Add/Save/Delete/Edit)—Retails
• Sales Report
• Stock Level
• Create a request (if an item is below the reorder level)
• List of Purchaser Orders (View)
*The above list of functions is a sample given for guidelines; it can include additional functions suitable.

2. Purchase Manager (PM)

Purchase Manager (PM) should have access to the following functionalities:
• List of Items (View)
• List of Suppliers (View)
• Create and View a request created by SM
• Generate Purchase Order (Add/Save/Delete/Edit)
• List of Purchaser Orders (View)
*The above list of functions are a sample given for guidelines; it can include additional functions suitable.

3. Inventory Manager (IM)

IM should be allowed to do the following functionalities:

• Item Entry (Add/Edit/Delete/Modify)
• Supplier Entry (Add, Edit, Delete / Modify)
• View Stock Levels: Monitor and track the current stock of items in the
inventory.
• Update stock levels after stock items are received from the supplier.
• Add, save, edit, or delete stock information as needed.
*The above list of functions are a sample given for guidelines; it can include additional functions suitable.

4. Finance Manager (FM)

• Verify Purchase Orders for Payment (View POs)—Approve or Reject
• Check Stock Status—updated by IM for the item which POs issued
• Make Payment: Update the PO status
• View Supplier Payment Status: Track and view the payment history and
status of suppliers.

5. Administrators (AM)

Administrators should have the rights to access and update all the application functionalities and data. They are the authorized personnel to create the above-mentioned five types of users involved in the POTS system, i.e., registration of users.

5.1 FUNCITONAL DESCRIPTION

User Registration:

Your program should allow the administrators to create and register the details of users involved in the system. Validations are necessary, and the system should maintain the uniqueness by having an individual identification number for every user. Users should be of type SM, IM, FM, PM, or Admin. User details need to be captured in a text file.

Item Entry:

Your program should allow the authorized users to enter the item details, like item code, item name, and the supplier ID who supplies the item to NSB. Identify the various attributes
needed for describing the item entity. No duplication of items allowed. Added items should be saved in a text file. All the items should be supplied by the registered suppliers of your POM system.

Supplier Entry:

Your program should allow the authorized users to enter the supplier details, like supplier
code, supplier name, and the item id supplied by the supplier. Identify the various attributes
needed for describing the supplier entity. No duplication of suppliers allowed. Added
Suppliers should be saved in a text file.

Daily Item-wise Sales Entry

This option allows the users with access to enter the total sales of every item daily. This sale need be updated to the stock of the item accordingly.

Create a PR:

Your program should allow the users with access to place a purchase requisition (PR). PR should be generated for the items to be purchased by the NSB from the respective suppliers. PR typically contains the item code, quantity, and date by which it is required. It also should fetch the respective supplier code of the item. A unique identifier is required to track the PR, and also the SM who raised the PR needs to be captured and saved in a text file.

Display a PR:

Your program should allow the authorized users to view all the PRs raised by all sales managers.

Generate PO

Purchase Orders (PO) need to be generated only by Purchase Managers (PM). They are the only authorized users who can raise the PO. POs are basically approved purchase requests raised by the sales managers (SM). A unique identifier is required to track the PO and also the PM who raised the PO needs to be captured and saved in text files

List of Purchase Orders:

Your program should allow the users with access to view the report of purchase orders
raised by the Purchase Managers (PM).

5.1 GENERAL REQUIREMENTS

The program submitted should compile and be executed without errors
Validation should be done for each entry from the users in order to avoid logical errors. The
implementation code must highlight the use of Object-oriented programming concepts as
required by the solution.

5.1 DELIVERABLES:

▪ Documents delivered in softcopy form.
▪ Submission deadline:

1 DOCUMENTS: COURSEWORK REPORT

✓ As part of the assessment, you must submit the project report in printed and
softcopy form, which should have the following format:
A) Cover Page:

All reports must be prepared with a front cover. A protective transparent
A plastic sheet can be placed in front of the report to protect the front cover.
The front cover should be presented with the following details:

Module
Coursework Title
Intake
Student name and ID
Date Assigned (the date the report was handed out).
Date Completed (the date the report is due to be handed in).

B) Contents:

Description and justification of Object-oriented programming
concepts incorporated into the solution
Design solution
Screenshots of output of the program with appropriate explanations

C) Limitation and Conclusion
D) References


5.1 ASSIGNMENT ASSESSMENT CRITERIA

The assignment assessment consists of three components: program Solution & design (60%), documentation (20%), and presentation (20%). Details of the division for each component are as follows:

5.1 DEVELOPMENT TOOLS

The program written for this assignment should be written in Java using any IDE of your
choice.

5.1 ACADEMIC INTEGRITY

▪ You are expected to maintain the highest level of academic integrity during the duration of the course.
▪ Plagiarism is a serious offense and will be dealt with according to APU and De Montfort University (DMU), UK regulations on plagiarism.

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