Development of Enhanced Automated Internal Procurement Monitoring and Reporting System in the Public Sector to Improve Efficiency
DOI:
https://doi.org/10.65339/ijsair.V2.I2.284Keywords:
Government Procurement, Procurement Monitoring, Procurement Reporting, Workflow Automation, Digital Transformation, Philhealth Regional Office V, Public Sector Information SystemsAbstract
Government procurement remains a critical administrative function in the Philippine public sector, yet many agencies continue to rely on manual and fragmented internal workflows even as procurement reforms increasingly emphasize digitalization. This study examined the procurement monitoring and reporting practices of PhilHealth Regional Office V and used the findings as basis for a proposed Enhanced Automated Internal Procurement Monitoring and Reporting System. Using a descriptive-developmental design, the study combined documentary analysis of official procurement records with a structured survey of personnel directly involved in procurement-related activities. Documentary analysis focused on data accuracy, timeliness of processing, document flow, and manpower complement, while the survey validated the procurement workflow and identified operational problems across planning, sourcing, evaluation, and contract management. Findings showed that although procurement transactions generally follow prescribed procedures, the current system remains highly dependent on manual encoding, physical routing, and non-integrated tracking tools. Delays were most evident in supplier sourcing, evaluation of quotations, and contract preparation and endorsement. The results also revealed workload concentration among a limited number of personnel, as well as difficulties in monitoring transaction status in real time. Based on these findings, a web-based enhanced automated internal procurement monitoring and reporting system is proposed. The system features a centralized database, single-entry data capture, automated document generation, supplier registry, RFQ monitoring, real-time status tracking, automated reporting, and role-based access controls. The proposed system is expected to improve data accuracy, reduce processing delays, strengthen internal control, and support procurement modernization in PhilHealth Regional Office V.
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