Manual handling of procurement records remains a persistent challenge in many public institutions, often leading to inefficiencies, delays, and data inconsistencies. At Eastern Visayas State University-Ormoc Campus (EVSU-OC), the lack of an integrated system for managing Purchase Orders (PO) and Inspection and Acceptance Reports (IAR) has hindered operational efficiency and document retrieval. This research addresses that gap by developing a cloud-based PO and IAR management system designed to streamline procurement workflows, improve data accuracy, and enhance record accessibility. Employing a qualitative research approach, the study combined stakeholder interviews, document analysis, and user acceptance testing to inform system design and ensure alignment with institutional needs. Built using a three-tier web architecture and developed through Agile methodology, the system enables real-time PO creation, automated IAR generation, role-based access control, and secure cloud-based storage. Evaluation using the ISO/IEC 25010 software quality model, with input from twelve respondents across government and private sectors, yielded consistently excellent ratings in usability (mean: 4.93), performance efficiency (4.88), and security (4.78). Results demonstrate a significant reduction in processing time—from up to an hour per transaction manually to under ten minutes using the system—while also minimizing clerical errors and improving transparency. The system's adaptability, scalability, and compliance with public sector procurement standards underscore its value as a replicable model for other government institutions seeking to modernize procurement operations.
