service management systemit4106servicemanagementsystem.weebly.com/uploads/3/… · web viewthe...

CHAPTER 1

Project Charter

1.0 Project Background

Property (also referred as equipment or tangible asset) that is used in

the operations of a business. Example of property includes land, building,

devices, machines, tools and vehicles. The Property Management System

(PMS) is designed to simplify the management of all the properties that the

company owns. It is designed with a user-friendly interface that is easy to

work with. It enables to track down the property easily which allows to

categorize, search, filter and locate the property quickly. PMS preventive

maintenance tracking monitors the status of equipment whether it is in good

condition, under repair, in-used or disposed. It also provides notifications for

the property manager to be updated with the properties’ monthly or annual

dues. In such ways, the Property Management System (PMS), a

computerized system will improve the overall efficiency of the HR and the

logistics department.

1.1 Problem Opportunity Description

In this section, the proponents discussed the problems that can be

resolved by the computerized system which is the Property Management

System (PMS). These are the following:

No administrator control

Property management system is for administrator. Without the

property management system, the administrator cannot accept

approval request for new item or property. The property management

system manages or controls buying, selling, and junk of the property or

item. Risking without an administrator control can affect the company’s

operations and maintenance.

Service Management System - Property Management System 1

Unable to track down the property easily It is difficult to track down the properties on whom or where it

place or used. Since most of the company still store documents in their

spreadsheets and cabinets, it is a problem to search through folders

and filing cabinets to get the information needed on-time.

Delaying of payments

Rental, license, insurance, lease and other payments that are

needed to pay are sometimes forgotten. It is one of many cases due to

lack of reminders because of hectic and time-phased schedule of a

personnel. Sticky-notes may be helpful for some instances but it was

not as effective as it can be. Delaying of payments will result higher

damage cost or penalty for the company.

Not detailed monitoring

Property number, name, description, image and etc. are the

information that can be showed when viewing the property, but there is

no information added on when the property repaired or how many

times that item repaired or who are the persons who already used that

particular item. Dealing with unexpected lost cannot be monitored

easily. Lost occurs when an equipment or asset that is expected to be

available is nowhere to be found. It could occur because a piece of

equipment was left at a job site or was misplaced by an employee. It

could also occur if an employee takes home an item at home and

forgets to return it.


1.2 Benefits

Property Management System provides a way to keep a log of all

activities associated with the assets of the company. It is one among the

most effective tool a company can get. When PMS is used effectively, the

positive side effects trickle down throughout a company, from the

management level to the mid-level coordinators to the employees on the

ground floor. It also helps make life easier for everyone who works in an

office building, day in and day out. The following stated below are a number

of the most important edges of PMS to its beneficiaries:

The Property Administrator/Manager

Property administrator/manager is the one who works on a daily

basis to handle myriad tasks that go along with running their buildings,

overseeing everything from the allocation of space and supplies to the

management of files on the computers. Managing an office building is

a Herculean task so it is a must to have software that can make his

work palatable. PMS is basically designed for the people-in-charge. It

can help him assure the high quality of both the equipment condition

and its performance. So PMS is not just a means of controlling

maintenance. It is a primary tool for improving maintenance

productivity.

The Employees Every worker at every level of a company has a need to use

office resources efficiently, and PMS helps precisely with that. It will

increase productivity, by providing an easy to use, centralized point for

submitting requests for approval and automating the routing and

tracking process of property


It also helps to reduce time-consuming follow-up phone calls for request

status and more information. It can cut overtime significantly by reducing

the need for emergency maintenance and repairs. By scheduling

maintenance, maintenance staff can work more efficiently and effectively.

The Company Computerized process lessens the work of the company

resulting to more comprehensive and reliable information. With the

help of passwords and other different safety options, PMS will able to

confirm that data has got to be confidential is kept confidential. Data is

compiled, stored, edited, and retrieved whenever needed. It lessens

paperwork, by which the PMS can capture the information instantly.

More benefits including less reliance on contractors, reduced

maintenance backlog, reduced cost per repair, improved morale,

better service and reduced follow-up required by supervisors.

The Proponents PMS is a requirement for academic purposes that must be

created and developed by the proponents. It is a challenge for the

proponents on how will they to accomplish the task in the given date

and pass the subject. For the proponents it is not about the higher

grades they can get, but to create a functional and useful system to

develop their own programming, documentation skills and thinking

capabilities. The knowledge that the proponents learned from school

and perseverance they have had throughout the development is a

greater success for them to reach what they want in the IT industry.


1.3 Goals

This section describes the goals of the Property Management System

to be implemented, installed and addressed in finding the best solution to the

problem and these are the following:

Administrator (property / item)control functionThe administrator function gets the control in managing

the approval of new item, disposal or for selling equipment

request. He can easily access the function needed.

Useful and reliable informationIt will show all the needed information and categorize the

information depending on the user’s needs. It also has a history

record or report of the recent activities regarding the property.

Notification for paymentAvoid of delaying of payments. Monitor of the due date of

payments, the system will notify the user about the deadline of

payments before the due date happens

.

Detailed monitoring of propertyAll the information of the current property item should be

save, example of this is on where the item goes, the user

date, when the item repaired and until the item remove to

the company all the information involve in the company

was save.


Using the system and the database, the files are more secure

from unauthorized person. The needed information of property

is easy to locate or find by the personnel.

Property Management System is a monitoring system. It will show

all the needed information and categorize the information

depending on the user’s needs.

The proposed system automatically notifies the system user for

reminders like renewal of license and insurance to lessen the

delay of payments on the company.

1.4 Stakeholders and Clients

This section identifies the involvement of stakeholders and clients to

the project. They are the individuals, organizations and/or departments who

may have an interest in the outcome and will be affected by the project.

The Logistics DepartmentThe logistics department is one of the stakeholders where the

proponents will be providing a computerized system, which is Property

Management System that can provide better tracking or monitoring of

property.

The Property Administrator/Manager

The property administrator/manager is the person who manages

the property that a company owns. He has the power to manage, control

and approve request of items. With the help of property administrator, the

proponents got a chance to know the business process of PMS.


The UserThe user of the PMS is an employee or anyone who is authorized

to use it for company purposes.

The proponents

The proponents are the project team who were given a

responsibility to develop an enhanced and updated PMS. The project

study will measure the proponents’ patience and perseverance to meet

the requirements needed in order to produce efficient system.

The Proponents’ AdviserThe proponents’ adviser acts as a consultant to develop right

strategies in making the project study possible. He checks the

documentations and processes of the PMS to ensure correctness and

proper project as possible.

The Proponents’ School/InstitutionThe proponents’ school/ institution give the opportunity to prove

that the education it catered can compete globally. Through the school’s

support and supervision premises, the proponents can do the project

study for their own good and academic purposes.

All stakeholders are not equal, every stakeholder has his own

expectations, and requirements, and he should be handled the way he

expects. Knowing them, their needs, expectations, and requirements

increase the chance of a project’s success. If any important stakeholder is

missed then in later stages the project manager may face

many difficulties e.g. causing a delay in project, cost overrun, and in the

most severe case – the project may be terminated.


2. Project Scope

The Project Scope pertains to the work necessary to deliver a product.

The work and resources that go into the creation of the product or service are

essentially the things that frame the scope of the project. The scope of the

project outlines the objectives of the project and the goals that need to be met

to achieve a satisfactory result. To define the project scope of the PMS,

objectives, deliverables and out of scope are identified and described below.

2.1 Objectives

This section describes the components or parts of the Property

Management System to be accomplished. Objective statements on this

section will clarify and demonstrate the boundaries of the scope under the

PMS.

Those figures below are the diagrams representing the processes

and functions of the Property Management System (PMS).


Figure 2.1.1 Property manager approval function

In Property Management System (PMS) there are two important

administrator functions where he can manage, control or monitor buying

and disposing of item or property.

New item request

The Procurement System (PS) manages the entire request

from them. After that, PS will send the detailed report to the

property management system. Inside that report are the needed

item, who requested, purpose, item supplier, price and etc. If the

request has been approved by the property manager then the

purchase order request will be send to the billing system to pay that

particular item.

Disposal

In disposal item, the report will be send by the Warehouse

Monitoring System (WMS). It manages the report about disposing

of item to the procurement. WMS will report the items or equipment

which are subject to or a candidate for disposal to property

management system. The report is being managed by the property

management if it is for selling or junk item. If the property manager

has decided to sell the item, Property Management System (PMS)

will send a report to procurement to report the billing. In junk item,

the property management will send a report to the procurement for

disposing the item.


Figure 2.1.2 Property maintenance and monitoring

Property management system (PMS) manage barrowing and

returning item, change the information in the database when taking

or giving back the item to the company.

Repair and Lost are also managed by the Property management

system (PMS). PMS send the report depending on what happen to

property.

Rental, HR dog and etc., are still manage by the property

management even if the item or property is not own by the

company as long as the property is under the liabilities of the

company the Property management system (PMS) will manage it.


Figure 3.Payment monitoring (assets

and liability)

Monitoring of deadlines and other needed to pay that involves in the

property are still manage by the property management system. It will

notify or simply remind the user through notifications that will pop-up

days or week before the due date. Property management system is

responsible for the monitoring of due dates to lessen the penalties

when the deadline over.

Mobile Application of Property Management System

The Proponent will develop a mobile application for financial officer

or Property management Manager that will accept the request from

procurement process system. The mobile application will received

the information or request from the system and send the request

through internet connection. The mobile application will notify user

if she/he receive the request.


2.1.4 Property Management System (PMS) - Work Break Down Structure


The Work Breakdown Structure presented here represents all the

work required to complete this project which is the Property Management

System. The WBS for this project will be more aligned with the System

Development Life Cycle (SDLC) rather than focusing on the project

management process groups. This WBS will help the proponents to

understand the overall picture of what is going to happen next, without

having to be familiar with the project management processes.


2.2 Deliverables

Objective 1 - Property manager approval function

Project Deliverable Work Products/Description

Administrator approval

The administrator approval will determine the request whether to disapprove or approve it. This form control the supply of company in buying and selling property

New item request

These are the request for new item or equipment for the company. It can be approved and sent to the billing for process, it can be ignored by the property manager or stay on pending request, disapprove the request and deleted from the list.

Disposal

The part where the item or equipment is needed to be disposed due to malfunction or not being use for a long time. It can be reported as disposal property but still the report will be send to the Property manager to approve it before the report is process.

Selling

If the Property manager approved the report about selling that particular property, those reports will be sent to the procurement to find a buyer.


Objective 2 - Property maintenance and monitoring


Property maintenance

It involves the maintenance of item or equipment. Such as return, repair and lost. Monitor the information of property in the database.

Maintenance and monitoring Maintaining and monitoring the item or property status, checking of records.

Objective 3 - Payment monitoring (assets and liability)


Yearly payment

These are the expenses that were needed to pay annually. Avoiding the delaying of payment this form show the detail about the year payments which involve to any property. Examples of those payments are renewal of license, insurance and etc.

Monthly payment

These are the expenses that were needed to pay monthly. . Avoiding the delaying of payment this form show the detail about the monthly payments which involve to any property. Example of those payment are the monthly rental and monthly maintenance or checking of the property


2.3 Out of scope

This section describes the items or functions that may be related to

the Property Management System, but it will not be managed as part of the

project. The following items are defining the out of scope under the Property

Management System (PMS):

Don’t have the list of suppliers and the price for item. Property management system (PMS) doesn’t have the lists of all

the suppliers and buyers of property. The procurement has it.

Billing

When it comes in buying and selling, the payments are not

under by the property management. Property management is about

the logistic or supply not about the financials.

Delivery monitoring

Any transaction before the item was saved in the database is

not managed by the Property management system. So the delivery

date and time and other information are not under by the property

management.

Adding new property to the database

Warehouse can save information based on the request came in

the property, because they monitor the item after the transaction.


Assigning of property

Procurement and warehousing manage the request and save

new item information to the database then assign the property to the

user or giving any item to an employee.

`Stock monitoring

Since the procurement system manages about the request for

the company needed item and assigns the property to the user. They

are also responsible for the monitoring of stock in the company.

Managing and creating request

The procurement manages the request from the HR and creates

the detailed report if there is no available item in the database. Notify

the property manager for the new property item needed to buy.

3. Project Plan

The project plan defines the what, when, and who questions of system

development including all activities to be performed, the individuals, or

resources, who will perform the activities, and the time required to complete

each activity.


3.1 Approach and methodology

In this section, the proponents decide to use the System

Development Life Cycle (SDLC), primarily the waterfall approach that

must be considered and come together in order to develop a successful

project study. The SDLC is one approach to reduce the risk of failure. The

following are the phases which describe the methods used:

System Planning

In this phase, PMS is planned using a strategic approach. The

proponents evaluate the effectiveness in terms of meeting the entity’s

mission and objectives. This process includes general guidelines for

system selection and systems budgeting. The plan will change in a few

months, but much evidence exists that such planning pays dividends in

terms of effective IT solutions over the long term. During this phase,

several documents will be generated. They include the long-term plan,

and short-term IT budget, as well as preliminary feasibility studies and

project authorizations. Project proposals should have been documented

when submitted to PEC.

System Analysis

In the system analysis phase, the proponents gather information

requirements for the PMS. Facts and samples to be used in the project

are gathered primarily from end users. A systems analyst or developer

then processes the requirements, producing a document that summarizes

the analysis of the project. The result is some kind of documentation, such

as a systems analysis report. In effect, systems analysis illustrates the

entity’s ability to be thorough with its systems development.


System Design

During this phase the proponents analyze and design the system.

Using Diagram and other methods, it will show the blue print of the

system. Certain types of documentation created include use cases,

Unified Modeling Language (UML) diagrams, entity relationship diagrams

(ERDs), relational models and normalized data diagrams. The proponents

did a walk-through of the software or system to see if any defects in the

system can be detected during development. That walk-through was also

documented. The proponents also identified the hardware and software

that will be using throughout the project. It is a requirement for the

proponents to use Java Programming Language for the front-end and MS

SQL for the back-end which is implemented by PEC.

System Implementation

During this phase the proponents are going to finalize the PMS,

prepare the executable or installer of system and database to be tested by

individuals or organization. If errors or bugs occur, it is the proponents’

responsibility to refine the system. Implementation takes place after

performing test plan and condition. After passing the requirements, the

system is ready to be distributed to a company.

System Operation, Support and Maintenance

It is the final phase of the system development effort. Monitor and

support the new system to ensure it continues to meet the business goals.

The proponents are required to monitor the PMS at least once a month

after the implementation to make sure that it brings correct process and can

stay for a longer life span.


3.2 Project Timeline


3.3 Success Criteria

In this part of documentation, the proponents discussed the success

criteria that servers as a basis/ guide for the system to meet its goal and

objectives. It can be used to determine the success of the system and its

functionalities. Success criteria is the basis of good system it show the

characteristics of good system.

3.3.1 Accessibility- the system must be accessible for the authorize

personnel of the company such us admin and in charge Employee can do

when using it. It must be understandable or easy to manage by the user.


3.3.2 Accurate- Handles transaction correctly without discrepancies in any

form must be accurate.

3.3.3 Useful and timely information- the information must be up to date

whether daily weekly and monthly or even annually it can produce reliable

report for meeting or any case situation needs.

3.3.4 Efficient- the system must be fast and quality -assured. It should be

strong during employees’ peak hours to avoid disruption of work and

inconvenience to the customer.

3.3.5 User friendly- it means that the system must be easy to understand

and use whether the user is well knowledgeable

3.3.6 Reliable- the information shown in the system must be correct.

There’s a big problem if the information want to see by the user is different

from there what expected.

3.4 Issues and Policy Implementation

In developing an integrated system, there are issues that surely happened

before or during the finalization of the transaction between the other

subsystems.

3.4.1 Misinterpretation of system process- Probably the most common

issue that usually occurred. This is cause of unfamiliarity with the system

title itself that’s why research is needed to be done to clarify what the

system for.

3.4.2 Distribution of transactions- In distribution of transaction to one

system to another it had been made a conflict situation on how will one or

two transactions affect the whole process of the system. It was decided

that every transaction that will be having the same role, connection or

function with other subsystem must undergo consultations and double-

checking.


3.4.3 Connectivity of subsystem to another subsystem- It is said to be

the complicated part of integration. This may vary from two to three

subsystems that are really connected by main of transaction testing the

highest possibility of errors during data and transaction sharing can trigger

the transaction process.

3.4.4 Data sharing- Subsystem shared one to two databases from one

server. This kind of integration was the challenging part for the proponents

of each group that must be critically plan before doing it on hand.

3.5 Risk Management Plan

Risk management plan identifies the factors that can affect the outcome of

the project including major dependencies on other events or actions. In this

section, the proponents identify the risks and its impact on the project.

Risk management plan

L – Low 0 - 30%

M – Moderate 31 – 70%

H – High 71- 100%

Risk FactorProbabilit

yImpact Risk management action

Negligence of

membersM H

Properly manage and monitor the

member by the project manager

Financial problem M H Contribution for the group activities

Wrong information

processL H Analyze all gathered information

Miscommunication

between the group M H Group meeting and discussion

about the project and their task


members

Delaying of plan M H Rescheduling the plan.

Adviser complaints M M

Aiming for a 100% correctness of

process to avoid the complains of

the adviser

Client complaints L H

Know all the process including small

and very important details to avoid

client complains

3.6 Service Transition

These are the requirements in using the propose system into the client

company:

Client should have computer(s) to operate the system.

Client’s computer must have higher specification in hardware and

software to avoid the problem in implementation process

Client must have knowledgeable user to run and manage the system

3.7 Options Analysis

In this section describe the alternative options that have been

considered as other approaches prior to the work that have been made any

importance between the client and the proponents.

The client has the right to decide whether they used the

Property Management System or still using the existing system.


If the system was rejected, the proponents have the authority to

sell it to other client/s prior to the rights and authorship of the

proponents.

If the system met the requirements and did hit the project

budget, the cost savings will be settled according to the deal

between the client and the proponents.

If the system has been remarkably compared to other system

with lacking of the functionalities that has been expecting, the

client have the rights to question the system and it is the duty of

the proponents to fix the problem respectively.

4.0 Technical Features

In this section, the proponents identified the possible technical features

that will be needed to develop the Service Management System – Property

Management System successfully. Technical features provide the possible

identification and description of the applications, software, hardware,

features, peripherals and some devices that will support the HRMS. The

following are the possible technical features under HRMS:

Front - End: Java Netbeans IDE 7.3 version

Java is one of the best programming languages for developing

system software. The proponents will use the Java Net beans 8.0 for

developing the front-end of the PMS. The PEC is requiring the proponents

for using only Java language for the PMS project.

Back – End: MS SQL

The MS SQL will serve as the back-end of the PMS. This

application is the database of the HRMS that will store all of the data and


information coming from the front-end of the PMS. Although there are

many of the database application to choose from, the proponents will use

the MS SQL as a part of requirements given by the PEC panels.

Operating System: Windows 7 Ultimate 64bit/ 32bit / Windows 8

The proponents will use Windows 7 and Windows 8 operating

system to develop the PMS. This is very commonly used operating system

today for desktops and laptops.

Memory Capacity: 2GB RAM

The memory capacity of the laptop or desktop must be at least 2GB

to avoid system error like loading of the applications.

HDD Capacity: 320GB

This is the capacity of the laptop that the proponents currently using

to develop the PMS. The applications like Java Netbeans and MS SQL

requires a huge amount of storage capacity.

5.0 Project Organization and Staffing

ROLE NAME RESPONSIBILITIES


Project ManagerRamos, Christian

Joseph De Ocampo

Manages the team

Planning Strategy

Project Initiation

Project Control

Risk Management

Resolving the issues

Budget the project

System AnalystAmacio, Chanie De

Guzman

Handling of business

rules

System Design

Technology Analysis

Business

Requirements

Document Specialist Visitacion, Clarisa L.

Analyze the audience

Documenting the

process

Craft the right message

Distil the message into

effective documents

Release the

documentation

Evaluate the results


Business Analyst Bacay, Kenneth Ramos

Analyze business

process

Business plans

Monitoring

Translate Business

process

Requirement Analyst

Communicate w/

clients

Lead ProgrammerArizapa, Michelle

Quintela

System Coding

Handling System

Software

Development/Train

subordinates in

programming

Develops programming

methods

Correct errors on the

system coding

6.0 Project BudgetPlanning

Item Description Cost

Transportation Transportation Fee of member every meeting

P200 per week


Food Food of member every meeting

P200 per week

Consumable Paper, Marker and etc. P50 per week

Project manual book

Guide for creating the

document. Sample of

documentation.

300 per member

Plan Execution


Interview TransportationTransportation fee of

member that conducting the interview

P100 per interview

Food For Interview Meal or snack P150 per interview

Food for the Proponent

ConsumableMeal or Snack P50 per interview

Printed Paper Request letter and Questionnaire

P10 per interview

Documentation



Proponent TransportationTransportation fee of

member that conducting the interview

P300 per week

Food Meal or snack P200 per week

Consumables Meal or Snack P50 per week

Printed Paper Printed Documentation P300 per copy of documentation

CHAPTER 2

Related Studies and Systems

2.0 Introduction

In this chapter, it will show the originality and relevance of the

proposed system from the systems that had been researched. It is important

for a project to have a review of related studies to highlight difference in

opinions, contradictory findings or evidence, and the different explanations

given for their conclusions and differences by different authors.

2.1 Foreign Studies

2.1.1 CAFM Explorer: Property Management Software

CAFM Explorer provides a solution that enables you to effectively

manage a wide range of services under your management thus providing


information to Facility Managers and Contractors to optimize their

operation. The Property app enables you to establish a comprehensive

database of property information for any location, at any level of the CAFM

Explorer hierarchy.

Key features include:

Ability to manage single or multiple companies within one database

Easy navigational tree ensure simple management and retrieval of

all facilities information

Lease renewal, break clause and rent renewal tracking

Management of Health & Safety equipment and service request

Dynamic Link to property related Planned Maintenance activities

Storage and maintenance of hazardous element data such as

asbestos which can be easily imported

Ability to track condition of building elements including structure,

fabric and mechanical

Monitoring of building lifecycle costs and energy efficiency

Storage of all property related documents such as contracts, lease

agreements and Health and Safety documents

Easy to navigate storage of all company and property contact

information, including Fire Officers, First Aiders and Facilities

Managers

Generation of property management reports

Author: cafmexplorer.com

Date Published: 2012

URL: http://www.cafmexplorer.com/solutions/products/property-management/

2.1.2 Facilities Management Software


http://www.cafmexplorer.com/solutions/products/property-management/

Managing assets is a critical component to the operations of any

facility or property. eMaint building maintenance software provides the

ability to identify, track, locate and analyze all of your corporate assets.

The asset explorer provides a user-definable "tree" view of assets, making

it easy to locate by the location, type, system or any other hierarchical

setting you choose. Keeping track of assets and their changing locations

is a challenge. eMaint gives you the ability to track asset locations so you

know where it is, where it's going and where it's been.

eMaint's web-based facilities maintenance software and property

maintenance software systems provide point and click access to all labor

and material costs right at the asset level. Gathering of all these costs is

accomplished through our powerful work order system.

Work Order Management

The eMaint Work Order center allows you to provide technicians

with a planned job, the proper procedures and the necessary parts and

tools they need to work without delays or interruptions. Labor, parts and

purchases are easily tracked on the work order, allowing you to quickly

analyze the costs associated with facility maintenance management.

With eMaint, you'll be able to calculate response time and

completion rates, track performance, and provide a feedback mechanism

to keep your internal customers aware of the status of their work requests.

Service Request and Maintenance Request Software

Work requests - whether from owners, tenants, staff, students,

teachers, customers -- are at the cornerstone of operations and facility

management. Let's face it: there shouldn't be a "one size fits all solution"

to managing work requests. For some organizations, simplicity is the key.


Our "You've got work" feature makes submitting work requests as easy as

sending an email. Other organizations require a more robust solution. The

"My Requests" feature not only provides a customizable form for detailed

entry of the request, it provides a requester control panel to view the

status of pending, open and past work.

Vendor Portal for Secure Access

The optional vendor portal feature makes it easy for vendors and

outside contractors to acknowledge receipt of work details assigned to

them, update labor, material and other costs upon completion of the work,

and attach documents and images to the work order.

Each vendor is assigned a unique login that grants them access

only to the information you choose to share with them in a fully

customizable view.

Key Performance Metrics

The Maintenance Dashboards in X3 property and facilities

maintenance software provides up-to-the-minute information on the key

performance metrics critical to your building maintenance program:

New work orders in last 24 hours

Percentage of work completed last week

Year to date number of work orders open

YTD Number of work orders completed

YTD Labor hours

YTD Material costs

Percentage of work orders over estimate

Turnaround times on work


http://www.emaint.com/cmms-reports-dashboards/

Facilities Maintenance

Features in X3 CMMS Software Benefits for Facility Managers

Work Request Management

Improve workflow efficiency and customer satisfaction by providing a fast and easy tool for submitting facility work requests.

Maintain customer satisfaction with automated alerts when customer requests

are approved, rejected and completed.

Email Request Module

Enables unlimited number of customers to easily submit requests via email that are

automatically captured in your eMaint Request Center

Asset Explorer

User-definable "tree" view of assets, making it easy to locate by the location, type, system or any other hierarchical

setting you choose.

Asset Work and Charges History Point and click access to all labor and material costs right at the asset level.

Multi-Form CapabilityEasily capture the right information about

your assets, regardless of the various types of assets that you manage.


http://www.emaint.com/work-order/

Facilities Preventive Maintenance (PM) Management with Auto-

Generate Capability and scheduling based on any trigger -

calendar, meter or condition-based monitoring.

Provide an environment of the highest level of customer satisfaction and asset

availability. Facility preventive maintenance ensures equipment is

maintained regularly, not just repaired when it breaks.

Automatically produce and email preventive maintenance (PM) work orders

to ensure compliance and maintain optimum equipment performance.

Planning and Scheduling Tools

The "Planner" interface lets you see the work that needs to be performed and

assign it to available personnel. The tool includes customizable filters to view work

by building, department, problem type, trade, or any other criteria needed to suit

your business process.

Inventory Control Tools Reduce inventory spend and ensure the right parts are available at the right time

Workflow Manager

Powerful configuration tool that lets you "define rules" - from auto-assigning work

requests, to routing work orders via email, to calculating response time and

completion rates -- and customize the CMMS functionality to match your specific

business processes.

Personalized Dashboards and Reports

Facilities maintenance management gains instant access to the key performance


http://www.emaint.com/inventory-management/

http://www.emaint.com/work-scheduling/

http://www.emaint.com/predictive-maintenance/

http://www.emaint.com/predictive-maintenance/

http://www.emaint.com/preventive-maintenance/

http://www.emaint.com/preventive-maintenance/

metrics critical to your operations, including:

New work orders in last 24 hours Percentage of work completed last

week Year to date number of work orders

open YTD Number of work orders

completed YTD Labor hours

YTD Material costs Percentage of work orders over

estimate Turnaround times on work

Cost Tracking and Repair Histories

Easily capture labor, parts and materials costs and measure maintenance spend by

building, department, customer, cost-center, line or any user-definable criteria.

Mobile solutions with bar coding technology

Perform inspection rounds, manage work orders, and control inventory using a

handheld device in the field.

Vendor Portal with Secure Login

The optional feature allows vendors and outside contractors to acknowledge receipt of work details assigned to them, update

labor, material and other costs upon completion of the work, and attach

documents and images to the work order via a secure login.


http://www.emaint.com/mobile-maintenance/

Private Label OptionWith this optional feature, we will rebrand

our software to include your company logo and corporate branding.

Author: emaint.com


URL: http://www.emaint.com/facilities-maintenance-features/

2.1.3 OpenMaint

Open source solution for the Property & Facility Management; an

application for the management of buildings, installations, movable assets

and related maintaining activities

openMAINT helps the managing authority to know, organize and

update those data related to the asset inventory, in order to support their

decision and operative procedures.

A complete ready-to-use solution, i.e. it is configured with all

necessary base files, processes, reports and dashboards.

Has been customized in order to shape over the environment

where it operates, usually made up of procedures, documents, roles and

responsibilities, technical restrictions, textual data and geo-references,

external systems to interact, etc.


http://www.emaint.com/facilities-maintenance-features/

Complying with the rule, it can also be gradually activated with

successive extensions.

openMAINT is available with the functionalities needed to solve the

common management needs of the Property & Facility Management

Modules

openMAINT is made of the following modules:

Space & Asset Inventory

Facility Maintenance

Logistic Management

Economic Management

Energy & Environment

GIS & BIM support

openMAINT provides the following base features, which are common to

the various modules:

Web based user interface

Text and graphic browsing through the objects

Complete history of the changes on any data card (versioning)

Rapid and analytical searching functions for every card attribute

Definition of filters and views for an customized access to data

classifications and lookups which can be autonomously customized

document file used to match every kind of file with every kind of card

workflow engine integrated with a visual editor for the graphic design of

processes

report engine integrated with the visual editor for the report design

possibility to define customized dashboards

complete outline of users, groups and permissions

interoperability with other applications through web service

CSV data import / export functionalities

possibility to configure and manage (task manager) automatic operations


http://www.openmaint.org/en/project/modules/gis-bim-support

http://www.openmaint.org/en/project/modules/energy-environment

http://www.openmaint.org/en/project/modules/gestione-economica

http://www.openmaint.org/en/project/modules/gestione-logistica

http://www.openmaint.org/en/project/modules/facility-maintenance

http://www.openmaint.org/en/project/modules/space-asset-inventory

possibility to configure connectors through external systems

possibility to autonomously model the data scheme:

creation of new typologies of objects (classes)

creation of new attributes on pre-existing objects (attributes)

creation of new typologies of relations among objects (domains)

openMAINT is based on CMDBuild software

It was developed by applying the most advanced planning

guidelines and the best technologies:

Service Oriented Architecture, organized in components and

services that cooperate also with external applications through web

service

Ajax user interface (Ext JS libraries) which grant intuitiveness in the

use of the application, interaction with ergonomics, fast slew rate and

minimal latency

Server components realized with Java, which does not depend on

the platform, is solid, scalable and largely used by big organizations that

want to develop web enterprise applications also thanks to the validity of

the J2EE specifications and to the libraries and products of third parties

which realize its services

PostgreSQL, the most advanced and secure open source database

the workflow engine Enhydra Shark

the report engine JasperReports

the document file Alfresco

the intranet portal Liferay

PostGIS, GeoServer e OpenLayers for the support of GIS

functionalities

BIMServer and BIMsurfer for the support of BIM functionalities

Author: openmaint.org


http://www.cmdbuild.org/en


URL: http://www.openmaint.org/en/project/features

2.1.4 SimplifyEM Property Management Software

Property Management Software by TReXGlobal has never been

simpler than SimplifyEm.com. This FREE property management software

is easier to use than spreadsheets or other bloated financial software.

Property managers and landlords can save time and money through the

intuitive, simple design of SimplifyEM Property Management Software.

Many features such as automated tracking of rental income and

expenses, one-click Schedule E generation, a rent reminder page and

many others cannot be found on other rental property management

software. Property management company TReXGlobal is continuing to

add new features that its customers have asked for such as automated

mass emails for rent notifications, lease renewals and rent receipts. Tired

of filing cabinets overflowing with paper receipts, complex spreadsheets,

and expensive property management software? In just seconds, you can

enter leases, send invoices to tenants, track billing history, and charge late

fees. SimplifyEm Property Management Software eliminates hours wasted

on performing repetitive tasks like collecting rents and bookkeeping, so

you can spend more time saving money.

What's new in this version:

Version 2.0 adds Tenant Center. Lease Renewal, Rent Reminders and

Late Rent Pages, Mass Rent Reminders and Rent Receipt Emails.


http://www.openmaint.org/en/project/features

Author: T-Rex Global

Date Published: May 12, 2012

URL: http://download.cnet.com/SimplifyEm-Property-Management-Software/3000-

2057_4-10905762.html

2.1.5 Property and Asset Management

If your organization needs to hold and maintain an accurate record

of information on any aspect of its property portfolio, Manhattan offers a

world-class property management software solution.

Manhattan Property and Asset Management is the core of the

Manhattan property investment management solution. It provides the

capability to handle either simple or complex property data structures;

incorporating owner, landlord, site, land, property, tenant, customer,

occupier, lease and agent relationships. Setup is extremely flexible, with

users having the ability to modify or edit fields and configure screens

around data types.

For transaction management, Manhattan property management

has comprehensive, project based acquisition and disposals functionality.

While an event-driven diary management system that helps manage

common critical dates such as rent review, allows user-defined warning

periods and is compatible with third party email applications.

Property Management Software Benefits

Maximize income and reduced expenditure

Never miss an important event, such as break

dates, lease renewals and rent review with

comprehensive diary management


http://download.cnet.com/SimplifyEm-Property-Management-Software/3000-2057_4-10905762.html

http://download.cnet.com/SimplifyEm-Property-Management-Software/3000-2057_4-10905762.html

Streamline reporting and data presentation

Improve interaction and relations between

stakeholders with web portals

Easily monitor supplier Service Level Agreements

(SLAs) with automated alerts and processes

Automate key business processes within-built

workflows

Support cross-border portfolios with asset type

and country specific functionality

Functionality

Core property database

User-defined field sets

Lease and rental management

Acquisitions and disposals

Diary System

Web portals

On-screen reporting

Search facilities

Document management

GIS integration

Executive dashboards

Author: manhattansoftware.com


URL: http://www.manhattansoftware.com/solutions-emea/property-investment-

management-software/property-and-asset-management-software.html

2.2 Local Studies


http://www.manhattansoftware.com/solutions-emea/property-investment-management-software/property-and-asset-management-software.html

http://www.manhattansoftware.com/solutions-emea/property-investment-management-software/property-and-asset-management-software.html

2.2.1 Property Management SystemFor property traders, property maintenance and also management

ought to be of perfect significance if one desires to achieve optimum worth

in the market for their particular property. Nevertheless, numerous

proprietors tend to ignore the importance of property management either

because of insufficient knowledge about the problem or even they are

unable to garner adequate time to consider numerous aspects related to

the property. Several traders even tend to refrain from managing their own

property as they discover the job troublesome and demanding. In these

types of conditions, registering for a great online property management

system can be a helpful alternate.

In the last handful of decades, technical advancements have

performed a significant part in enhancing general effectiveness,

reorganizing procedures and also assisting property traders and property

administration firms obtain ideal control over their property management

problems. A property administration program can be merely understood to

be a software program designed and designed with the objective of

assisting clients handle and obtain optimum manage over every aspect

associated with their property. At the moment, property management

systems are now being utilized broadly in a number of sectors such as

real estate, consumer banking, hospitality, logistics, hotel management, as

well as managing intellectual property problems. Additionally, there are

various kinds of property management techniques available for sale,

thereby complicated users about which to pick.

On this regard, here are referred to some essential factors that will

help in selecting a property management system.


Exactly why do you want a PMS? : It is important to address this

problem and so as to choose software program that's aptly ideal for one's

requirements and needs. For instance, a PMS necessary for a hospitality

industry must have functions that can relieve out visitor reservation, help

fast check-in, improve efficiency and produce a much better visitor

encounter. Alternatively, a PMS ideal for a property proprietor should have

procedures where one can preserve tenant database and manage

problems related to property upkeep. An adequately chosen and set up

property administration program can easily simplify your business

procedures considerably, thereby making your lifetime simple and also

comfy. Additionally, it is possible to get rid of human mistakes and improve

effectiveness by replacing manual procedures with user-friendly

interfaces.

Realize your requirements: Anytime you are planning to implement

a PMS within your business, it is necessary that you simply understand

what you actually need. Because of this, it is important to connect to all

those individuals who will be while using system straight or not directly. In

this way, one can obtain insight into their requirements and needs that

they really feel can improve their effectiveness and also make their own

jobs easy but fascinating. Additionally, one must actually take into account

viewpoints of individuals not really thinking about applying the system and

include their issues whilst looking out for a PMS. Furthermore, make sure

to consist of your technical personnel in these types of discussions as they

are the individuals concerned with the setup, integration and execution of

the system.

Make a checklist and obtain estimates: Make a summary of

functions that have been suggested. Generally, these types of lists usually


consist of a few features which are absolutely necessary, while others

may be very easily overlooked. Thus, whilst planning a summary of

requirements and needs, it is very important segregate features

depending on the needs. When the checklist is actually prepared, one can

right now proceed using the purchasing procedure. Because of this, one

has to consider choices which fulfill the needs you have and suits in your

budget.

Think about your budget: It is important to determine how a lot one

can manage on obtaining a property management system. Currently,

there are lots of property management techniques available in the market.

All these techniques vary from each other in terms of features provided.

Appropriately, the cost variety also differs. By identifying the budget,

choice becomes simpler as one can easily get rid of options which are

outside the range.

Jinisys Software offers 4 types of property management system

namely, condominium property management system, real estate

management system, cemetery or entombment management system and

parking management system.

Property Management System allows the company to keep track of

lots/units per property, their current value and their status. The system

provides a tool for the company to easily manage pricing, payments, and

sales of units/lots. Also, it keeps track of payables for broker’ commission

and receivables for monthly amortizations.


The property management system is divided into two parts: web

based and desktop application. The web based provides a real-time view

for broker on lots/units' current status per property while the desktop

application provides all other functionalities. The system will also be

integrated with another accounting or ERP back-office system.

System Requirement

Server

Workstation

Author: jinisyssoftware.com

Date Published: May 2014


URL: http://jinisyssoftware.com/property-management-system/#.VAhtUONdXro

2.2.2 OneSite Property Management SoftwareThe RealPage multifamily property management suite gives you an

integrated, end-to-end workflow to smartly manage all your property

operations – from prospects to residents to site and corporate operations

– for enhanced productivity, reduced costs, and maximized revenue.

RealPage’s OneSite Leasing & Rents is an end-to-end, web-based

property management software solution used by various types of

multifamily property management companies to manage the complete

renter lifecycle.

It features powerful back office financial accounting and automates

property leasing, management, compliance and accounting activities. It

expedites and simplifies processes for leasing staff, like maintenance

requests, and serves as a powerful CRM tool for guest card management

and building relationships with prospects and residents.

OneSite also provides greater visibility into rental property

operations and financial activities for owners and managers. With

integrated document management, facilities, purchasing and central

reporting, OneSite is an essential system providing multifamily portfolios

all the resources they need for operational success, optimum efficiency at

the property and increased NOI.

OneSite Leasing & Rents Commercial is a powerful on-demand

management tool that gives owners and managers the ability to monitor,

analyze and execute standard policies and procedures for their

commercial office, retail, industrial, and mixed-use assets. It simplifies and

automates property management and lease administration, and helps

owners increase revenue and recovery potential by enabling the creation

of standardized or custom expense recovery methods for tenants.


http://jinisyssoftware.com/property-management-system/#.VAhtUONdXro

Author: realpage.com


URL: http://www.realpage.com/onesite/

2.2.3 Optima Property Management SystemOptima PMS is a world leading Windows based Property

Management System that incorporates the latest in advanced technology.

It is designed to provide all the features of a sophisticated Front Office

system linked with other computerized hotel applications on the same

relational SQL database.

EFFICIENT MANAGEMENT Optima Property Management System places all the vital

information needed for optimum operation at the manager's fingertips. All

information can be viewed on-line, printed in a large variety of reports or

shown on graphs. Advanced icons and color-coding give the managers an

excellent overview of all hotel operations and allow them to maintain

precise management controls. It is a profitable marketing tool, as it

captures a wide range of data needed to make the correct marketing

analysis. Information analysis is simple and precise, emphasizing

revenues, budgets and yearly comparisons in combination with data of

occupancy, segmentation and other guest information.

Optima PMS enhances reservations management, streamlines all

accounting and billing, upgrades guest services, boosts staff productivity

and improves marketing and sales performance for all types of hotels. It

provides the hotels with all the tools necessary to give better, more

personal and more efficient service to the guests, the result being an

increase in the average price and the occupancy of the hotel, in an

environment that is constantly more demanding and more competitive.

EASY, FRIENDLY OPERATION


http://www.realpage.com/onesite/

Optima Property Management System has a unique open

architecture as a result of using standard industry development tools such

as Power Builder. The Windows Graphical User Interface helps simplify

data entry, management inquiries and financial reporting. The simple user

interfaces also makes learning and using the system easy and quick, no

matter how big your hotel.

Using any combination of keyboard, touch screen or mouse, the

user can easily enter any data into the system and retrieve all the

information easily, quickly and efficiently. Optima is designed for simple

operation and maximum flexibility in functionality and performance that

creates a profitable and smoother operation.

FLEXIBLE, CUSTOMIZED CONFIGURATION Optima PMS has a flexible, open architecture that makes it simple

to define according to each individual hotel requirements. The hotel may

define its rooms by their features, group them together into different

buildings, wings, room types and room categories. It may also define

unlimited number of user-defined packages and plans, connected to

different prices controlled by a sophisticated rate management. It handles

travel agents, tour operators, companies and other kinds of customers

each with its own contract and room allocation. Other services can be

easily defined in the system including fixed or flexible prices.

Accommodation rate tables are as flexible as they can be and can be

entered in different formats.

Optima Property Management System main advantage is that it is

designed to meet each hotel's needs and procedures and not vice versa.

UNIQUE ADVANTAGESOptima PMS includes some unique features such internal revenue

management tools, internal and central data warehouse, dynamic reports

and graphs, daily snapshot reports sent to selective managers and owners

by e-mail, advanced modules supporting high levels of guest service,

internal and external CRM modules and Guest Service Centre program.


Optima streamlines processes allowing staff to give more attention to the

guests on one hand and save labour costs on the other.

OPTIMA PMS INCLUDES THE FOLLOWING MODULES: The reservation module

• Room availability with drill down to a single reservation.

• Direct reservation from price quotation.

• Flexible rating and automatic calculation of the value of a reservation.

• Sharing and group member invoicing.

• Group Master accounts.

• Easy blocking for guest’s special requests.

• Comprehensive special services set-up, easily customized for each

hotel.

• VIP types and levels.

• Partial or fully automatic allocations depending upon reservation.

• Special requests automatically incorporated into the reservation from the

guest, group, agent or company history.

• Automatic commissions’ management

The guest reception module

• Clear, concise and quick check-in and walk procedures.

• Comprehensive guest history including preferences and photo

identification.

• Full primary and secondary agent history.

• Agent and company contracts.

The accounting and billing module

• Handles all aspects of multi-currency transactions and all types of V.A.T.

• Invoicing for non-room folios.

• Automatic cash flow calculation and control for each front desk agent at

any time.

• Automatic night posting.


• Advanced, easy to use city ledger (accounts receivable) module.

• POS and telecommunication charges transferred instantaneously to the

guest’s account.

• Automatic commissions deductions and reporting

Housekeeping and maintenance module

• Housecleaning assignments are prepared quickly according to

predefined parameters of work.

• Job orders are automatically sent to the maintenance department .

General system module.

• Log book

• Concierge information listing.

• Guest message and guest locator modules.

Report module with an extensive report generator

• Versatile reports for all levels of management.

• Statistical reports

• Occupancy and work assignment forecasting reports.

Author: silverbyte.com


URL: http://www.silverbyte.com/optimapms.html

2.2.4 Rent ManagerComprehensive, Adaptive, Transformative Software

Rent Manager® is a completely integrated property management,

accounting, contact manager, and facility maintenance software suite. You

get the sophistication your back office personnel require and the simplicity

your managers need to be more productive and efficient. Available as a

stand-alone or cloud-based product, Rent Manager is a proven solution for

companies that manage all types of multifamily, single-family, and

commercial properties.


http://www.silverbyte.com/optimapms.html

Rent Manager provides a robust accounting system that includes

general ledger, accounts payable, accounts receivable, budgeting, and

drill-down financial reports that integrate seamlessly with a powerful

property management/CRM database. Exceptionally customizable and

ideal for properties of every size, Rent Manager enables you to increase

your productivity by organizing rental and maintenance information,

reducing delinquent accounts, and automating all accounting and

reporting.

KEY FEATURES:

Double-entry accounting

Keep your accounting in balance at all times.

Prospect and lease management

Manage potential customers, marketing campaigns, and leasing

agent performance.

Built-in work order management

Track items and inventory, manage projects, and create and print

work orders.

Follow residents through the entire lease cycle

Track everything you want to know about your tenants, roommates,

businesses, etc.

Integrated ACH and credit card processing

Receive electronic payments from residents and pay owners and

vendors online, in real-time.

Built-in marketing features

Track marketing campaigns, prospects, and quickly post

advertisements to Craigslist®, Zillow®, and Trulia® with a few

clicks of the mouse.

Manage and reconcile CAM**

Charge and reconcile CAM expenses using a variety of distribution

methods.


Extensive permissions and security

Control what each user can see and do within the program.

Virtual Post Office (VPO)

With one mouse click, Rent Manager handles the printing, stuffing,

and mailing of letters and statements for you.

Integrated VoIP with NDT***

Make, receive, and record phone calls directly through Rent

Manager using our advanced Voice over Internet Protocol system.

Comprehensive utility billing features**

Handle meter reading, billing, and collection without paying a third-

party vendor.

Bird's Eye View mapping**

Create aerial-view pictorial maps of your properties for visual

reporting.

Integrated report writer**

Design your own reports with the information and calculations that

you need.

Manage owner-financed loans**

Track everything from loan terms, rates, and conditions to payment

scheduling.

More than 250 built-in reports

Examine and assess every aspect of your business with our

expansive reporting suite.

Drill-down reports

Click on a value in a report to trace its source and see how it was

calculated.

Outlook® and Google Calendar™ integration

Sync your personal calendar with the calendar in Rent Manager

and never miss another appointment.

Customizable screens, toolbars, and fields


Change the look-and-feel of Rent Manager to meet the needs of

each employee.

Custom document templates

Type keywords and Rent Manager searches its entire database for

matches.

Available as a stand-alone or cloud-based product

Choose the version that best fits your business needs.

Author: rentmanager.com

Date Published: May 1, 2013

URL: http://www.rentmanager.com/PropertyManagementSoftware/ProductInformation.

aspx

2.2.5 OnSite Property ManagerAffordable, professional rental property management software that

increases income, improves efficiency, and fills vacancies faster.

Benefits

Affordable

Easy to Use

Increases Income

Office Mobility

Paperless Office

Saves Time

Safe And Secure

Multi-User Access

Features

Auto-Posting Charges

Document/Photo

Storage

Expense Tracking

Move-In/Move-Out

Owner Reporting

Paperless Work Orders

Preformatted Letters

Rent Roll Format


http://www.rentmanager.com/PropertyManagementSoftware/ProductInformation.aspx

http://www.rentmanager.com/PropertyManagementSoftware/ProductInformation.aspx

Role-Based

Permissions

Vacancy Advertising

Variable Rental Terms

Here are just some of the newest features we’ve added in response to our

member requests:

Operating Statement - rolling 12 month report showing income,

expenses, and account balance(s)

Batch Payments - for recording multiple checks or payments at one

time

Tenant Highlighting - 5 colors for you to choose from and use for

your own purposes

Postcard Printing - so you can save money if you mail tenant

invoices

Rent Roll Filtering - new unit status icons and over 20 ways to filter

your Rent Roll page


Color Preferences - set your own colors for debits, credits, and

balances on the transaction page

Report Preferences - choose dates/periods, sort columns, email or open in Excel with 1 click

Administrator Report - logs common tenant and financial actions performed by users

International Date Formats - 9 different date formats to suit countries around the globe

Author: onsitepropertymanager.com


URL: http://www.onsitepropertymanager.com/features/


http://www.onsitepropertymanager.com/features/

2.3 Synthesis and Relevance to the Study (Matrix Comparative Analysis)Portal with secure access √ √ √

√ √

√ √ √

√ √ √History recording √ √

√ √ √ √ √ √ √ √ √ √ √

√

√

√ √ √

√ √ Log Trail Report √ √

√ √ √Email request Modules √

√Web-based user interface √ √ √ √

Storage of all property related documents

Items, space and asset tracking

Lease renewal, rent payments, expiration notification

Generation of property management reportsPreventive maintenance management with autogenerate capability and scheduling based on any trigger-calendar, meter or condition-based monitoring

Rapid and analytical searching functionsDefinition of filters and view for an customized access to data

Data import/export functionalities

Mobile solutions with barcoding


An analysis of related studies and systems can help the proponents to

understand many factors of a complex issue and at other times, such as analysis

can lead to a new possibility that can be researched upon in the current project.

CHAPTER 3

EIS PROJECT MANAGEMENT AND DEVELOPMENT

3.1 Risk Mitigation, Monitoring and Management Plan

1.0 Description

This section gives a general overview of the Risk Mitigation,

Monitoring and Management Plan for the subsystem Property

Management System (PMS)

1.1 Scope and Intent of RMMM activities

Risks on software development project must be

successful software system. Lack of defined approach to risk

management is one of the common causes for project

failure. To improve project chances for success, this work

investigates possible risk impact areas to perceive a

foundation that can be used to define a common approach to

software risk management.

1.2 Risk Management Organizational Role

Stakeholders who are involved in the system

development also have corresponding responsibilities or role

in managing the risk. If only if everyone did their role before

or during the system development.


Software development can avoid risk by determining what

really is included in the subsystem, product size and

clarifying what can the subsystem do for the user.

The proponents can avoid risk by keeping themselves

informed and knowledgeable about the project they’re

working into.

The company that had been interviewed can help avoid the

risk by providing all necessary information about the

business process of the system.

The proponents can avoid the risk by estimating earlier on

how much will it takes in making the project to provide

sufficient resources for it.

2.0 Risk Description

This section describes the risks that are likely to be encountered in

this project.

2.1 Risk Table

The following table describes the risks associated with the project.

The appropriate risk category, probability and impact are given.

2.1.1 Description of Risk m

Development Risk:This risk involves problems such as insufficient resources

and misused of strategies that may occur during the

development of the subsystem. If the proponents fail to

be trigger and caused failure, also the financial problem.

Customers Risk


This risk involves misinterpretation about the system that

will be developing. If the company that has been

interviewed provide inaccurate information about the

business it will caused the proponents to be misled in the

size and scope of the subsystem

Process RiskThis risk is concern with the Advisers Complained where

the proponent has to change the done documentation

and software development in to a new process.

Business RiskThis risk involves the client complained where the

proponents must have to adjust in the client wants to

happen in the system or in the software development and

in the adviser advice.

Employee Risk:It involves Negligence of the members where the

proponents did not perform their jobs that Cause delay in

terms of the development of the system.

Employee Risk:This is the risk where concern is Miscommunication of

the group members especially when the proponents have

difficulties in the other members of the groups that Cause

delay in the development of the system.

2.1.2 Probability and Impact for Risk m

The following is the sorted version of the above table

by probability and impact:


Category Risks Probability ImpactEmployee Negligence of members 2 3

Employee Miscommunication

between the member

2 2

Employee Delaying of plan 2 2

Development Financial problem 3 4

Customer Wrong information

process

2 3

Process Adviser complained 2 2

Business Client complained 2 3

Table- Risk Table (sorted)

Impact Values Description1 Catastrophic

2 Critical

3 Marginal

4 Negligible

The table represents the risks that can be encountered in software

development. It is sorted by category and gives a brief description of risk

in Risk Column and also provides the probability of risk in Probability

Column and also the impact of the risk in the Impact column.


3.0 Risk Mitigation, Monitoring and Management

This section in detail describes Risk Mitigation, Monitoring

and Management for each of the possible risks. It will discuss the

ways on how to avoid, prevent, monitor and manage the risks.

3.1. Risk Mitigation for Risk m

In this section, six (6) possible software development

risks will be identified. To mitigate is to prevent from huge

losses. Plans are drawn to avoid or prevent the

consequences if only if the risks occurred.

3.1.1 Development Risk

To avoid the insufficiency of resources and

misuses of strategies, the proponents will make sure

that the plan they started have to meet its goals.

3.1.2 Customers Risk

In this risk the proponent’s going to analyze the

problems and identify the needed information before

gathered information about the client needs.

3.1.3 Process Risk

In this risk the proponents must to have a

weekly consultation to their adviser to monitor their

doings in every week so that the proponent must be

minimize the miss understanding between the

adviser’s advice and proponents side, also the

redundancies in terms of the development of the

system.


3.1.4 Business Risk

In this risk the proponents must have to clarify

the client wants to happen in the development of the

system specially the process, the procedures and

then the features of the system.

3.1.5 Employee Risk

About the negligence of the members the

proponents must have to understand the side of the

others members of the group, also the Project

manager must have to remind the job of his

proponents about their contribution in the

development of the system.

3.1.6 Employee Risk

In this risk in miscommunication of the

members the proponents must have to understand

the side of the others members of the group, also the

proponents must have to unite and bund when the

development of the system is started.

3.2 Risk Monitoring for Risk m

In this section, the proponents will discuss the risk on

how will it be monitor and determine ways to much likely to

reduce the existence of the risk.

3.2.1 Development Risk

For the monitoring of the risk, the proponents

will focus on the available resources and keep an eye

on new technology offered. The activities that have

been settled will be checked if the strategy that the


proponents used is effective or not. Keeping an eye to

the progress is applicable.

3.2.2 Customers Risk

In monitoring the risk, in case that the

information that we gather is not accurate in the

information that the proponent needed, the proponent

well be going to find alternative bases information that

we can include in to the development of the system

like comparing the process or procedure into the co

integrated system.

3.2.3 Process Risk

Inters in monitor the risk of the advisers

Complain proponents will be going to check the

documentation and the other procedures of the

development weekly about the advisers complained

to minimize the possible problems that the proponent

my encountered.

3.2.4 Business Risk

In monitoring risk of the client need the

proponent have to monitor the client need in setting a

meeting to the client to identify what kind of process,

procedure and features the client what to happen in

the development of the system.

3.2.5 Employee Risk


In monitoring the Negligence of the members

the proponent must have to know there responsibility

in the development of the system, the project

manager must have to unite his proponent to make

sure that the relationship of his proponent is united as

one for the development of the system

3.2.6 Employee Risk

In terms in monitoring this risk

miscommunication of members the proponent

must have to know there responsibility in the

development of the system, the project

manager must have to unite his proponent to

make sure that the relationship of his

proponent is united as one for the development

of the system

3.3 Risk Management for Risk m

3.3.1 Development risk

In the management phase, if the resources and

strategies used did not work out well in the software

development. The proponents will use another

approach or methods to finish the desired output of

the project.

3.3.2 Customer Risk

In managing the Risk, wrong information

process, the proponent must to analyze the risk then


change a possible problems that the proponents my

encountered

3.3.3 Process Risk

In Managing the process risk about the

adviser’s compile the proponents must have to

change said changes base on the complained of the

adviser for the development of the system.

3.3.4 Business Risk

To manage this risk the client complained, the

proponent must also have to change the system

based on the said changes that the client want for the

development of the system.

3.3.5 Employee Risk

As managing the risk of negligence of the

members, each proponents of the team must have to

set a meeting to talk about the recently happen in to

your team, and to make sure that in the next phase of

the development the problems that you encountered

will never happened again. Or simply the proponent

can handle it much better

3.3.6 Employee risk

In managing the miscommunication of the

members, the proponent must have discussion about

the process of the proposal system.

3.2 Software Configuration Management Plan

1.0 Introduction


1.1 Scopes and Intent of SCM Activities

The purpose of SCM is to know the changes and upcoming

changes to the project. Determine the scope and out of scope of the

system. Guide us to lessen the mistakes. Any changes will result into a

big change to the output or small, it depends on the changes. Changes

into the project have a negative effect to the team. Example of this is

when you change your transition on system it cost time delay, budget

and added task to the member meaning to say SCM in a useful guide

for the developing team.

SCM activities are develop to

Identify change

Control chance

Make sure the change properly implement

Also have a way to document the change.

1.2SCM Organizational Role The person or organization involved in the changes, who lead to

the rightful process for developing the propose system.

Project Adviser: Sir Dennis Gonzales

School Professor: Sir Rico Bundoc

Agency or company: Malban and Matrix Security Agency

Team Member:

Ramos, Christian Joseph D.O - Project manager

Visitacion, Clarisa Llego - Document Specialist

Amacio, Chanie De Guzman -System analyst


Bacay, Kenneth Ramos -Business analyst

Arizapa, Michelle Quintela -Lead programmer

2.0SCM Tasks

In this section the team will try to detailed all important SCM task will

assign for each member. Doing their own task will lessen the changes in the

system.

Ramos, Christian Joseph D.o – Project planner, initiating the plan,

manage the group and leader of the team.

Visitacion, Clarisa Llego .- Document specialist grammar and

document expert

Amacio, Chanie De Guzman - System analyst, transition ,design

and process

Bacay, Kenneth Ramos - researcher, who gathered the

information

Arizapa, Michelle Q. - Lead programmer , the coder for the

system

2.1 Identification

In this section, the proponents discussed about the software

configuration and identify the SCM plans

2.1.1 Description

Identify the changes- the proponents suggest changes in the

development of the system, gather information and more interviews

to identify what are the most important changes that we have to put

in the software development and to figure out if the changes are

necessary to do for the software development.


Approve changes – the proponents think of having a control when

it comes to changes in the software development. In that way,

organizing the group members and giving them a specific role in

the software development is important for us. In this case your job

title is your only job in this development you cannot allow to change

something in the development unless if it is needed and important.

But before doing some changes you have to talk to the rest of the

proponents.

Ensure the changes is being properly implemented – in this

case if there are changes in the software development the

proponents must have to spend time to check and make sure that

the changes is properly implemented to finalize the software

development.

Document changes – since the software have changes, the

proponents must also have to change the documentation

specifically the contents. Revision is also a consideration.

2.1.2 Work products and documentation

Identify the changes – Once the changes are identified, a change

request form will be produced and will be sent to all proponents

Approve changes – After evaluating the proponents, you have to

change the request form, change report from will be generated.

Ensure the changes are being properly implemented.

Document changes – Once the changes are provided, the

proponents will document the changes in the library. And they will

change the software version number if it is necessary.


2.2 Configurationally control

2.2.1 Description

Steps in controlling the changes

Analyze the changes in the system.

By using Diagram show the new process.

Implementation to the system.

2.3 Version Control

2.3.1 Description

In this section it describes about the system changes. As we, the

proponents, innovations of system in every change are in our plan.

Encountering those changes will make the project perfect in the

end.

2.3.2 Increasing Version number – Back up existing file or project.

Bug Fix – Minimal system component changes

Minor Updates – Design Changes

Major Updates – Process Changes


Documentation or reports of any changes for the project

study including the date and name of the person/s involved in

changes in the project.


2.4 Configuration Status Accounting (CSA)

There are two ways to communicate the developer two know the

unexpected changes in the project.

2.4.1 Description

Verbal communication – Verbal communication between those

member or developer when reporting those changes

Mobile phone and social media network – this method of

communicating the developer is when they are not in the same

location.


Report all the changes using verbal or mobile phone

Analyze by the developer the situation.

Feedback

Then documentation of changes.

3.3 Software Quality Assurance Plan

1.0 Introduction

In this section will discuss the Software Quality Assurance Plan

(SQA) for the Property Management System (PMS)

SQA is about the activities and issues in performing the

development process on time with the right process and more

useful to the client.

The SQA Plan by the developing team will lead the group for better

and more comprehensive develop Software to achieve the goal

perfectly and impress the client.


1.1 Scope and Intent of SQA activitiesObjectives of SQA are:

Gather all information

Software documentation

Multi System testing.

Process refining.

1.2 SQA Organization Role

The proponents are in the small group, only 5 members. So

the group decided to use Ego-less structure.

SQA.Figure.1 Ego-less structure is a style of computer programming in

which personal factors are minimized so that quality may be improved. This style

suit for the proponents because the team have 5 members only

Project manager- Ramos, Christian Joseph De Ocampo Document Specialist – Visitacion, Clarisa Llego


System Analyst – Amacio, Chanie De Guzman Business Analyst – Bacay, Kenneth Ramos Lead programmer- Arizapa, Michelle Quintela

Small group advantage and disadvantage:

Advantages Easy to communicate among the group members because of

minimal member

Project manager can monitor all the works of the member

Disadvantages

Too many task or role for each group member. For example

System analyst he/she also the designer and process analyst of the

system.

Lack of funds

This statement shows the cost of correcting an error.

Initialization and Design: encounter errors (high)

Coding and Development process: encounter errors (moderate)

System client Test and Field Operation: encounter errors (zero possibilities)

If SQA plan is executed perfectly it will lessen the group

errors or much better if the system had free for any errors. In the


First step the errors that the group in counter is high it is reasonable

but it will lessen during the second step of the process and the last

step definitely the system is free from error.

2.0 SQA Tasks

Task for the SQA Interview to the possible client

Meetings and brainstorming of group ideas.

2.1Task Over view

The task for the SQA describe above is the objective of group

needed to perform in order to save time, cost and design, minimizing

the errors in the system.

2.2Standard, Practices and Conventions (SPC)

Interview to the possible client

Interview to the possible client meaning to say. Gather

information to the organization with the same process as your

project to get there process and featured.

In the interview will discuss the process ,problem and added

featured of their system


Organization Date Time Discussion/subject

Matrix Agency July 28 2014 8am to 12pm -Company Process

-Gather Project

information

Marban Agency July 28 2014 1pm to 5pm Company Process

-Gather Project

information

Meeting and combine group ideas.

Giving your own opinion or idea to the project help the

project from less in the upcoming errors. Identify or combine

those ideas to know the best for the project.

3.0 Reviews and Audits

Formal technical review (FTR) is software quality assurance activity. The object of FTR is the following.

Preventing and identifying errors before its coming.

Verification of system that meets the requirement.

Making the propose system manageable.

3.1 Generic Review Guidelines3.1.1 Conducting a review

Team review, refining the propose system

Reviews of advisors helps a lot the team developer to

have a better ideas and conclusion to the project

system

Checking of Client or the system user


3.1.2 Roles and ResponsibilitiesAs the proponents have started in 1.2 SQA Organization

Role:

Project manager- Monitor the group: Ramos, Christian Joseph De Ocampo

Document Specialist – Document all the information

Visitacion, Clarisa Llego System Analyst – analyze the process of system

Amacio, Chanie De Guzman Business Analyst – Gather all the important

information Bacay, Kenneth Ramos Lead programmer- testing and debugging Arizapa,

Michelle Quintela

3.1.3 Review work and product Every meeting the project manager assign a task to

each member

Detailed report for each member.

Planning for the system development

3.2 SQA AUDITS Team member need to comply all the task that the Project

manager give to them

Members reports of weekly task must be know by the Project

manager.

Changes in the plan must be know by all the member of the

group

4.0 Problem Reporting and Corrective Action/follow-up

In this section will discuss how to fix upcoming problem that the

team may encountered.


4.1 Reporting mechanism

Verbal reporting personally in the project manager or by the use of

online Social network and mobile phone then analyze and process

new ideas.

4.2 Responsibilities

Team Members:

Project manager-Ramos, Christian Joseph De Ocampo Document Specialist –Visitacion, Clarisa Llego System Analyst –Amacio, Chanie De Guzman Business Analyst – Bacay, Kenneth Ramos Lead programmer – Arizapa, Michelle Quintela

4.3 Data Collection and Valuation

Group meeting about how to gathered information.

Research in the internet

Conduct interview

Ask in the project adviser

3.4 System Specification

1.0 Introduction

This section gives a general overview of the Property Management

System (PMS)

1.1 Goals and ObjectivesAccomplishing all task that given to the proponents and make the

project useful for the client. Make the user of the project system can

understand the process of the system and know the function of the

Property management to the Service management system


Administrator (property and item)control function

administrator manage the request for the new item and

disposal item or property the system will direct to the

administrator form to view and accept or not accept

before the request goes to the procurement system.

Detailed monitoring item of property

All the information of the current property item should be




was save.

Notification for payment

Avoid of delaying of payments. Monitor of the due date of

payments, the system will notify the user about the

deadline of payments before the due date happen.

Useful and reliable information

It will show all the needed information and categorize the

information depending on the user’s needs.

1.2 System Statement of Scope

The general statement of the intent of the software (system)

should be provided here. What information is proposed, what major

functions are implemented and what data are provided as input to

property management

1.2.1 General Requirements

The following statements will discuss the features and

requirements of the proposed system, Property Management

System (PMS).


The propose system should have database to save the

files

The propose system should monitor the status of

property

The propose system should record the user of property

The propose system should remind or notify if there’s a n

up coming due date or payments related in the property

management

Administrator function for approval of buying and selling

new item.

The propose system should categorize the report needed

base of the user need.

Interface Enhancements – The project team create a simple but

functional design to make the system is easy to handle or to use by

the user but still all the process needed are in the system.

1.3 System Context

The proposed system of the proponents is still in developing

stage to make sure that the system is free from errors and capable

to do all the process needed by the user. The proposed system is

for academic purposes only.

1.4 Major Constraints

Time

The proponents only have 4 months to finish the project

documents so the proponents will avoid unnecessary use of time.


The proponent maximize the time in constructing of the Detailed

Design Report (DDR) to make sure the system process is correct

and functional.

Funding

Funds are important to run the project without the funds the

project cannot be done. The proponent has limited funds so

budgeting plan is important for the group.

Man power

Each of the proponents has their own responsibility to the

project to accomplish the system. Considering that there are only

five members in the team, completion of tasks may be not a

hundred percent for some reasons like tardiness, unwanted

situations or sickness.

2.0 Functional Data Description

This section will discuss overall system function and the information

domain in which it operates.

2.1 System Architecture

Figure 1. Architecture Model


2.1.2 Subsystem Overview

Viewing of property information

This process is not a main function of the system. This

process is for viewing of detailed information of item.


Reply for disapprove reports.

The property manager or financial officer has a reply

process to the sender, it discuss about the reasons why the

report was disapprove.

Detailed monitoring of properties.

All the report about the property will be send to the property

and manage it. That information’s comes from procurement and

warehouse. The information they reported will add to the involve

property.

2.2 Data Description

2.2.1 Major Data Objects

Item information

F-item code

F- Item name

F- Category

F- Description

F- Quantity

F- Date

F- User

System User information

F-User id

F-User name

F- User position


Human Resources Information

F- HR id number

F- HR Name

F- HR Position

Procurement (new item)

F- Item name

F- Category

F- Description

F- Purpose

F- Quantity

F- Supplier

F- Price

Warehouse (Disposing report)

F-item code

F- Item name

F- Category

F- Description

F- Purpose

F- Quantity


F- Date

F- Reason

Figure.2 Relationship


2.3 Human Interface Description

Log in form - Security for unauthorized user. Also to

categorized the user base on their accessibility in the system. Property

management manager or financial officer and property management

staff have a different function there’s a restriction base on their

position.

Main home- This form is for the Property management

manager or financial officer of the company. This form is connected to

the important process that the Administrator can only operate or

manage it.

Home- Main process is for the Property management staff but

the PM Manager and financial officer can also operate or manager this

form. This form connected to the minor process of the Property

management system (PMS)

Approval for new property- This form linked from the main

home this process is important to the Property management system

(PMS). The process of this form is to approve or disapprove the

request from the procurement system. Only PM Manager or financial

officer can only operate this form.

Dispose – changing the status to dispose. Dispose form

shows the status of a property. Dispose is divided into two categories

one is Junk and another is selling. After the administrator decided


about the particular item if it’s selling or junk the letter of approval will

be send

Report - Report form is for the reports about the HR issues like

if the items under their liabilities are destroyed needed to be repaired

or for worse if the item was lost. This report will be added to the

information of the involve property or item and send the also the report

to the case docket system about the penalties.

Payments – Payment notification form is about the due date of

payment even if it’s rent or yearly payment this form handle that issue.

Process of payment after the notification of due date the system will

also notify the billing for upcoming payment to the company

3.0 Subsystem Description

3.1 Subsystem flow diagram

Figure 1.Viewing of property information


Figure 2.Reply for disapprove reports


Figure 3.Detailed monitoring of properties

4.0 Enhanced Interface prototyping

4.1 Prototyping

The following are the proposed prototype interface of the

Property Management System (PMS).

Figure1. Login form


Figure 2.Main Process

Figure 3.Request new property


Figure 4.Reports


Figure 5.payment

3.5 Software Requirements Specification

1.2 Goals and ObjectivesAccomplishing all task that given to the proponents and make the















was save.












property management




System (PMS).


files


property





management


new item.






1.3 System Context

The proposed system of the proponents is still in developing stage to make sure

that the system is free from errors and capable to do all the process needed by

the user. The proposed system is for academic purposes only.


Time The proponents only have 4 months to finish the project documents so

the proponent will avoid un-necessaries use of time. The proponent

maximize the time in constructing of the Detailed Design Report (DDR) to

make sure the system process is correct and functional.

Funding

Funds are important to run the project without the funds the project

cannot be done. The proponent has limited funds so budgeting plan is

important for the group.


Man power

Each of the proponents has their own responsibility to the project

to accomplish the system. Considering that there are only five members in

the team, completion of tasks may be not a hundred percent for some

reasons like tardiness, unwanted situations or sickness.

2.0 Usage scenario

2.1 User Profile

There will be two levels of users:

Full control (Financial officer/ Property management Manager)

Read/write/modify all (Property management staff)

2.2 Use Cases

Read/Write/Modify All Users

This level of users can, remove and update data from the

system. this level can send letter for the report of lost, repair and

the payment for property.

Full Control Users

The administrative level has the full access in the system

and its setting. This level of users controls any process of the

system. The decision that comes from other subsystem will also

manage by the full control users.


Figure 1 use case diagram

3.0 Data Description

3.1Data Description


3.1.1 Data Object and Dictionary

Item information

F-item code

F- Item name

F- Category

F- Description

F- Quantity

F- Date

F- User

System User information

F-User id

F-User name

F- User position

Human Resources Information

F- HR id number

F- HR Name

F- HR Position

Procurement (new item)

F- Item name


F- Category

F- Description

F- Purpose

F- Quantity

F- Supplier

F- Price

Warehouse (Disposing report)

F-item code

F- Item name

F- Category

F- Description

F- Purpose

F- Quantity

F- Date

F- Reason

3.1.2 Relationships


Figure.2 Relationship


4.0 Functional Model and Description

4.1 Subsystem Flow Diagrams

3.0 Subsystem Description

3.1 Subsystem flow diagram

Figure 1.Viewing of property information


Figure 2.Reply for disapprove reports

Figure 3.Detailed monitoring of properties


4.2 Human Interface Description

Log in form - Security for unauthorized user. Also to

categorized the user base on their accessibility in the

system. Property management manager or financial officer

and property management staff have a different function

there’s a restriction base on their position.

Main home- This form is for the Property management

manager or financial officer of the company. This form is

connected to the important process that the Administrator

can only operate or manage it.

Home- Main process is for the Property management staff

but the PM Manager and financial officer can also operate or

manager this form. This form connected to the minor

process of the Property management system (PMS)

Approval for new property- This form linked from the main

home this process is important to the Property management

system (PMS). The process of this form is to approve or

disapprove the request from the procurement system. Only

PM Manager or financial officer can only operate this form.

Dispose – changing the status to dispose. Dispose form

shows the status of a property. Dispose is divided into two

categories one is Junk and another is selling. After the

administrator decided about the particular item if it’s selling

or junk the letter of approval will be send


Report - Report form is for the reports about the HR issues

like if the items under their liabilities are destroyed needed to

be repaired or for worse if the item was lost. This report will

be added to the information of the involve property or item

and send the also the report to the case docket system

about the penalties.

Payments – Payment notification form is about the due date

of payment even if it’s rent or yearly payment this form

handle that issue. Process of payment after the notification

of due date the system will also notify the billing for

upcoming payment to the company

5.0 Restrictions, Limitations and ConstraintsTime

The proponents only have 4 months to finish the project so the project

team will avoid un-necessaries use of time.

Funding

Having enough funds for the development of the proposed system

is clearly one of the major constraints. Insufficiency of funds could affect

the system and to the proponents’ to continue.

Man power

Each of the proponents has their own task throughout the

development of the system. Considering that there are only five members

in the team, completion of tasks may be not a hundred percent for some



6.0 Validation Criteria

The proponents validate information by testing the system and

database. Connection of database to system is the first checking. Access

of system to the database we use a pop up message that show the status

of connection of system to the database. The pop up message show

message depend if the connection successful or not. But if the connection

was field it show the errors and where the errors to configure it or debug

the codes and solve the problem.

The proponent validate also if the data from system is successfully

save to the database. Again the proponent use pop up message to locate

the error or show positive result. To clarify or make sure the data was

saved the proponent use table that show the whole information of

database for the user viewing

If there’s a saving process there also a update and modify process to know the

validation the proponent also use the technique in saving data from database

1.0Introduction

This section gives a general overview of the Property Management

System (PMS)

1.1 Goals and Objectives

Accomplishing all task that given to the proponents and make the















was save.












property management





System (PMS).


files


property




management


new item.






1.3 System Context

The proposed system of the proponents is still in developing stage to make sure

that the system is free from errors and capable to do all the process needed by

the user. The proposed system is for academic purposes only.


Time


The proponents only have 4 months to finish the project documents so

the proponent will avoid un-necessaries use of time. The proponent

maximize the time in constructing of the Detailed Design Report (DDR) to

make sure the system process is correct and functional.

Funding

Funds are important to run the project without the funds the project

cannot be done. The proponent has limited funds so budgeting plan is

important for the group.

Man power

Each of the proponents has their own responsibility to the project

to accomplish the system. Considering that there are only five members in

the team, completion of tasks may be not a hundred percent for some


2.0 Data Design

2.1Database Description


3.0 Architectural and Component- Level Design

3.1 Program Structure

3.1.1 Overall


3.1.2 Monitoring


3.1.3 Payment

Description for Components

3.2.1 Log in

Major Form: Log in

Major Action: confirm user login and user password

User Login

Object Name:TextfieldLog

This field accepts the user name of the user. It accept

alphanumerical.

User Password

Object Name:PasswordTextfieldLog

Confirm

Object name: btnConfirm

Verify information from login and pass fields. Button that check if the

user name and password.


3.2.2 Home

Major Form: Home form

Major Action: linkbuttons

Payments

Object name: btnPay

The purpose of this button is to link the Home to

another process which is Payment form. In that form show all

the information of due date payables. This form also can send

the information to the billing subsystem.

Report

Object name: buttonReport

The purpose of this button is to link to another form. It

connects to the report form that manages about the reports of HR

problem such as repair and lost of an item/Property.

3.2.3 Main home

Major Form: Main home

Major Action: Link to another process.

New item request

Object name: buttonNew

The purpose on this button is to connect the new item request

form to the Main home form. New item request show the entire

request that needed manage by the administrator.

Dispose

Object name: buttonDispose

This button link to the form dispose. It shows the report from

other subsystem about the disposal property in the company.


3.2.4 New item request

Major Form: Add new form

Major Action: link to MainHome, View, Send, delete, and Reply.

Send

Object: button send

This action use when the request was approve by the

administrator. It will send a purchase order request to the billing

for the new item or property needed to buy.

Delete

Object: button delete

These action uses when the request was disapprove by the

administrator. It will be deleted to the list of new item request.

Reply

Object: button reply

These action uses when the request was disapprove. The

administrator can send a letter to the sender what is the reason

for the disapproval of request

View

Object: table

It show the list of request needed to be process by the

administrator of the system. The table shows the primary

information of requested item.

3.2.5 Dispose

Major Form: Notification


Major Action: View, send and delete,

Delete

Object name:btnDelete

These action uses when the report was disapprove by the

administrator. It will be deleted to the list of disposal unit.

Send

Object name:btnSnd

This action is used when the report was approved by the

administrator for selling or junks that specific item. It will send

the letter to procurement subsystem to complete the process of

disposing item.

View

Object name: Tview

It shows the list of disposal reports needed to be process by the

administrator of the system. The table shows the primary

information of disposing item.

3.2.6 Reports Major Form: Report Form

Major Action: view, modify, save and send

Save

Object name:btnSave

Modify

Object name:btnSave

Send


Object name:btnSave

View

Object name:btnSave

3.2.7 PaymentMajor Form: Payment form

Major Action: view, modify, save and send

View

Object name:btnSave

Modify

Object name:btnSave

Save

Object name:btnSave

Send

Object name:btnSave

4.0 User Interface DesignThe propose system compose of many transitions of form

connected depend on the usage of system. Each of form analyze and design

perfectly by the proponent to make sure the system will be useful to the client

4.1 Description of the User Interface


Below are some of the forms in the program. After fire

up the program, the login screen will appear. If the users

enter the right username with the matching password, it will

immediately take them to the main interface.

4.1.1 Screen Image

4.1.2 Objects and Actions

1. Login Form


Username

Username can be ranged from 6-20 letters or

numbers, as the industry standards. No special

characters and space.

Password

Password can be ranged from 6-20 letters and

numbers, as the industry standard. No special characters

and spaces.

Cancel Button

This button allows the user to exit into the system if

they wish to end transaction.

2. Main home

This form connected to another process the design in this form

is simple to make it easy to understand for the user of the

project system. It compose of buttons and some image for the

design of the project system

4.1 Interface Design RulesInterface design focuses on three areas of concern:

1. The design of interfaces between software modules;

2. The design of interfaces between the software and other nonhuman

producers and consumers of information

3. The design of the interface a human and the computer

4. Easy to learn

5. Readability

6. Easy to navigate between interfaces

4.2 Components Available


The proponents are required to use the Java Programming

Language. For that matter, it is decided that the proponents will be using

Java Netbeans. So here is the following list of controls that the

proponents will be using for the PMS.

4.3.1Java Swing Controls

JTextField

JLabel

JButton

JPanel

JFrame

JPasswordField

Etc.

4.2.1 Java Swing Menus Menu Bar

Menu Item

Pop-up Menu

Etc.

4.2.2 Java Swing Container JPanel

Toolbar

5.0 Restriction, Limitation and Constraints


Time

Time is so far the biggest restriction or constraints for the proponents

to developed the proposed system. The proponents only have an

approximately five months to finish the entire project. It is very important

for the proponents to watch the time to spend over the phase of the

software development project. The proponents could have included many

components to the project like online HRMS but time restricts the project

team from doing so.

Employee Skills

Skills in computer programming and design skills are also one of

the restrictions. It does not have as big of an impact on the project as time

but it sure does limit the proponents from doing more addition to the

project functions and components.

6.0 Testing IssueTo validate the system we need to test it with another process.

During the testing of connection, the project team concerned about the

data from another process must be correct. Getting wrong data from other

process make the project system did not work properly.

6.1 Classes of test

System Interface

The proponents will create an interface easy to operate and

understand design must be compose of tables, buttons, text field

pictures and menus.

The proposed system is basically made up of major

components that the proponents are required to do so. It will use

Java Netbeans for front-end and MS SQL for back-end.


Login FormStart of the process, in this form categorized the user of the

system, Login name and password Field must have correct

information to proceed to the next process based on the level user

Main homeAdmin form shows the function that the admin of company

can do this Form link to many processes of system, main function

purchase order request, reports and management personnel.

Payment Notification form shows all the reminders for payment it can

be yearly, monthly or weekly notification about the thing needed to pay for

example of this is the renewal of license gun and vehicle. The proposal project

automatically shows all the needed reminders about the property.

New item RequestThis form is also the main process. Purchase Order Request

form is a letter for needed item need to buy and send it to

procurement process this process only manage by the admin.

Disposal Report form is the list of transaction of property management

it can generate needed reports and can only manage by the admin

only.

Black Box Testing:

This is also known as Behavioral Testing, is software testing method in

which the internal structure/design/implementation of the item being tested is not


known to the tester. These tests can be functional or non-functional, though

usually functional.

This method of attempts to find errors in the following categories:

Incorrect or missing functions

Interface errors

Errors in data structures or external database access

Behavior or performance errors

Initialization and termination errors

6.2 Performance Bounds

The proponents have to setup a certain performance bounds or

criteria for the PMS so that by following those criteria, the proponents will

be able to maintain quality, user friendliness and usability of the software.

LoginThe user should be able to log on within 0.1 second

Save FunctionBest Case Scenario – Immediate

Worst Case Scenario – 3 seconds

Search FunctionBest Case Scenario – Immediate


Print FunctionBest Case Scenario – Immediate



Browse FunctionBest Case Scenario – Immediate


Delete FunctionBest Case Scenario – Immediate


Exit FunctionBest Case Scenario – Immediate


Cancel FunctionBest Case Scenario – Immediate


6.3 Identification of Critical Components

User Access

The proponents will make sure that the accessibility of the system

is limited if only if the person is an authorized user for the system.

Print Generator

Making sure that the reports that can be generated into print-outs is

correct. The reports should generate right amount of data and can be

accessed in different type of document formats.

3.7 Test Specification.

1.0 Introduction


This section gives a general overview of the test Specification for the

Property Management System (PMS).

1.1 Goals and Objectives

The objective of the PMS is to provide the user an easy and

convenient way to access their data and generate useful reports.

The goal of the proponents is to do the right thing, though

perfection is what everyone wants but to do the right thing for a

purpose is more powerful than anything.

Many constraints will be applied to the system. The testing

process for PMS has a number of goals and will be thoroughly

tested for logic errors and coding bugs. In addition to testing bugs,

PMS will also test the friendliness of the user interface to ensure

that it is of the utmost quality: efficient, powerful, and user-friendly.

1.2 Statement of Scope

An overall plan for integration of the software and a

description of specific tests are documented in this section. Below

are the different kinds of tests that the team will take to ensure the

quality of the software.

1. Unit Testing- MS SQL Database

- PC Application

- Java NetBeans

Unit test will be performed using black box testing methods.


2. Integration Testing- MS SQL Database

- PC Application

- Java Net Beans

3. Validation Testing- MS SQL Database

- PMS

- PC Application

4. High-order Testing- MS SQL Database

- PMS

- PC Application


In this section the proponents discussed the related constraints that

can affect the testing.

1. The proponents has limited time to meet the clients for testing

purposes

2. The proponents may encounter insufficiencies of funds

3. The proponents only got five members in a group.

2.0 Testing PlanThe proponents want the PMS to be bug free and lesser error on

the processes. The proponents also want to make sure that there are no

defects in the system. This is the reason why the proponents have to

spend large amount of the total software development time on the testing.

The following are the description of the testing procedure and strategy.

The proponents also be presenting the timing and scheduled of the tests

to be carried out.


2.1 Software (SCIs) to be tested

2.1.1 Interfaces

Login form

For login project team set a restriction for login. Developer use

button in checking of verification of user

Menus

Menu bar (all process)

Help – tips or information about the process using buttons to view

Sign out – function of this button log out the user and back to the

log in process

Request Item

Generate letter – by clicking this button it will show a table where

you can put your data on.

Save – the function of this button is to save the letter into the

database

Send – send the letter to the procurement to process.

Reports

Generate report – by click this button the user can choose the

report he/she wants to view and print it.

Add new

Add – using this button you can add the item from warehouse table

to request item table

Remove - using this button you can remove the item from request

item table to warehouse table

View – view the transaction and save it.


Consumables

Find – using this function to find the Hr information.

Add – this function is for adding the order uniform to the HR

database

Print verification – print the verification and sent data information to

the warehouse.

Property maintenance

Repair – this button change the status of property to repair.

Lost / un use – this button change the status of property to repair

Change – this button change the status of property to repair

2.2 Testing Strategy

In the following section, the proponents will describe the testing

strategy and will use four different methods to test the proposed system

2.2.1 Unit Testing

This type of testing is performed by the proponents before

the setup is handed over to the testing team to formally execute the

test cases. Unit testing is performed by the respective proponents

on the individual units of source code assigned areas. The

developers use test data that is separate from the test data of the

quality assurance team.

The goal of unit testing is to isolate each part of the program

and show that individual parts are correct in terms of requirements

and functionality.

2.2.2 Integration Testing


The testing of combined parts of an application to determine

if they function correctly together is Integration testing. There are

two methods of doing Integration Testing Bottom-up Integration

testing and Top down Integration testing.

After all individual modules have been unit tested, and are properly

functioning, they will be put together to form a program. This

program will then be tested for general errors including compiler

and runtime errors, input errors, and efficiency. Any errors will be

corrected at this stage. If the program is inefficient in some

computation, the cause of the inefficiency will be isolated and fixed,

whether it be at the unit level or the integration level.

2.2.3 Validation Testing

As the program is starting to take shape, lead programmers

will make sure it adheres to customer guidelines. If any guideline

cannot be followed exactly, then the program will be modified to suit

the nearest reasonable alternative.

2.2.4 High-order Testing

PMS will be system tested to ensure that all programming

packages integrate with each other as intended, and that the final

software is integrated well into the native environment.

Alpha testing will follow, where the software interface will be

delivered to a few people to test. The alpha testers will use the

software as it was intended, to make sure no problems exist. Here

any issues with the interface, computation, or graphs will be fixed.

The software will then be tested for security and performance.

During security testing, we will attempt to run known exploits


against the interface and test security of the software. Security is

vital to a user interface, so as to keep user data confidential, and so

any security issues will be given special attention. During

performance testing we will test the runtime performance of the

software and make sure that the interface performs well in a variety

of conditions.

2.3 Testing Resources and Staffing

The proponents will use several different resources to carry

out the test on the PMS. Since the time is a part of project

constraint, the proponents will try to use help from everyone that is

essential to take the responsibility and evaluate the software during

the testing phase.

- The Company Staff

- The Proponents

- Laptop / Desktop

- Software Applications

2.4 Test Record Keeping

Test record keeping and test work products are described in

section 3.4 of the test specification document. For more information

regarding these topics, please refer to section 3.4 of the Test

specification Document.

2.5 Testing tools and Environment


Java Netbeans will be used as testing tools as well as the testing

environment. As stated above, a test date will be constructed for unit and

integration testing.

2.6 Test Schedule

Following is the tentative schedule for the testing of the PMS.

Project Test Plan

- To be scheduled

System Testing

- To be scheduled

Generating the test reports

- To be scheduled

System Implementation

- To be scheduled

3.0 Test Procedure

In this section the proponents will describe the test procedures in detail.

3.1 Software (SCIs) to be tested

For detailed list of the software component items please refer to

section 2.1 from Test Specification document.

3.2 Testing Procedure


In this section the proponents will try to describe overall software

specification and describe the methods for the different test to be

performed and will also declare the expected outputs.

Login form

For login project team set a restriction for login. Developer use button in

checking of verification of user

Menus

Menu bar (all process)

Help – tips or information about the process using buttons to view

Sign out – function of this button log out the user and back to the

log in process

Item request

Generate letter – by clicking this button it will show a table where

you can put your data on.

Save – the function of this button is to save the letter into the

database

Send – send the letter to the procurement to process.

Reports

Generate report – by click this button the user can choose the

report he/she wants to view and print it.

Add new

Add – using this button you can add the item from warehouse table

to request item table


Remove - using this button you can remove the item from request

item table to warehouse table

View – view the transaction and save it.

3.2.1 Unit Testing

3.2.1 Unit test cases

3.2.1.1 Login

Test Case Input Expected ResultValid Login Valid Username &

Password

Logged in to user

interface

Invalid Login Invalid Username

& Password

Refresh login page

and prompt for

valid credentials

3.2.1.2 Logout

Test Case Input Expected Result

Logout User clicks logout Prompt “Are you

sure you want to

logout?”

3.2.1.3 Help


Select topic User selects a

topic

Display topic

contents

3.2.1.4 Report



Specify function Function, variables,

data

Function is

generated

according to inputs

Specify invalid

function

Invalid function,

and/or variables,

and/or data

Prompt ‘Function

could not be

generated due to

invalid inputs’

Graph Type of graph Graph is displayed

Invalid Graph Prompt ‘Graph

cannot be

displayed’

3.2.2 Integration Testing

Test Case Input Expected ResultValid Login Valid Username &

Password

Logged in to user

interface; taken to

main page, cookie

enabled.

Invalid Login Invalid Username

& Password

Refresh login page

and prompt for

valid credentials

Select help topic Help topic Display topic

contents

Begin Report Click ‘New Report’ Function page is

displayed

Specify function Function,

variables, data

Function is

generated

according to inputs

Specify invalid

function

Invalid function,

and/or variables,

Prompt ‘Function

could not be


and/or data generated due to

invalid inputs’

Graph Type of graph,

data generated

from function

Graph is displayed

Invalid Graph Prompt ‘Graph

cannot be

displayed’

Request Account Username which is

already taken

Prompt “Choose

another username”

Request Account Password shorter

than specified

length

Prompt “Password

too short”

Request Account Unique username,

and valid password

Account created

Logout User clicks logout Prompt “Are you

sure you want to

logout?”

Links Correct Click on each and

every link

Link goes to proper

location

3.2.3 Validation Testing

Functionality

Test Case

Input Expected Result

Login Valid

Login

Valid

Username

& Password

Logged in to

user interface;

taken to main

page, cookie

enabled.

Invalid Invalid Refresh login


Login Username

& Password

page and

prompt for valid

credentials

Help Select

help

topic

Help topic Display topic

contents

Report Begin

Report

Click ‘New

Report’

Function page

is displayed

Specify

function

Function,

variables,

data

Function is

generated

according to

inputs

Specify

invalid

function

Invalid

function,

and/or

variables,

and/or data

Prompt

‘Function could

not be

generated due

to invalid

inputs’

Output Graph Type of

graph, data

generated

from

function

Graph is

displayed

Invalid

Graph

Prompt ‘Graph

cannot be

displayed’

Account

Request

Request

Account

Username

which is

already

taken

Prompt

“Choose

another

username”

Request Password Prompt


Account shorter than

specified

length

“Password too

short”

Request

Account

Unique

username,

and valid

password

Account

created

Logout Logout User clicks

logout

Prompt “Are

you sure you

want to

logout?”

3.2.4 High Order Testing

The high-order testing procedure is specified. For each of the high

order tests specified below, the test procedure, test cases, purpose,

specialized requirements and pass/fail criteria are specified. It

should be noted that not all high-order test methods noted in

Sections 3.2.4. will be conducted for every project.

3.2.4.1 Recovery testing

No recovery testing will be required. Since all the data are

accessed using a web browser, in the event of a system crash,

the user can always reboot their computer and log in to the

website again and reload everything.

3.2.4.2 Security testing

Security will be tested thoroughly. Only registered and

authorized users should be allowed access to use the analysis

functions provided by PMS


3.2.4.3 Stress testing

Different sizes of data will be tested. Amount of user flow will

also be tested. The PMS should be able to allow a reasonable

amount of user to use the website at the same time without

causing any traffic and loading speed of the website.

3.2.4.4 Performance testing

A timer will be set for each report generated. These times will be

recorded and studied to see if the software is sufficient enough

to handle all types of reports the users might request on

different size of data.

3.2.4.5 Alpha/beta testing

Alpha testing will be based on the software developers.

Members of the team will each go through the website

thoroughly and use the analysis functions on a testing database

to ensure quality and correctness.

Beta testing will be public. Selected pre-registered users will be

given a username and password and their data will be loaded to

the database. They will each go through the website and submit

a report of any bugs, ease of use, and as well as their opinions

about the PMS.

3.2.4.6 Pass/fail criterion for all validation tests

If there are many complaints and errors of the website, it will not

pass the test.


3.3 Testing Resources and Staffing

The proponents have a limited manpower to be able to test the

PMS properly. This is the reason why the proponents will use help

from several different people to be able to tests the functionalities of

the PMS. The following are the people that involves in this task.

1. Client Staff / EmployeesThe proponents ask for help to test the PMS with the

participation of the security agency personnel. The employees /

staff are allowed to use the full function of the PMS as part of its

validation testing. The employee tries to add the aspiring

applicant and then be able to save the info of the employee. The

employees are allowed to record any errors that they encounter

during the software testing on hand.

2. Handheld PC / Desktop / LaptopThe proponents will have to use the clients PC or laptops after

installing the PMS. This will allow the user / employee to test the

PMS with one or more tester at the same time. With this, the

data from one computer to the other are also identified through

the system integration functionalities of PMS.

3. Error ReportingThe proponents provide a reports manual on which the

employee and staff are required to list down the error and bugs

that they may encounter during the testing activity.

3.4 Test Record Keeping and Log

A test record keeping document will be used to evaluate immediate test

result for each of the testing. For example:


Test Record Form

Test Type :____________

Tester :____________

Date :____________

Test Case Test Report Enhancement

Report

Comments

Valid Login

Invalid Login

Select help

topic

Begin Report

Specify function

Specify invalid

function

Graph

Invalid Graph

Request

Account1

Request

Account2

Request

Account3

Logout

Links correct

A test log will be kept to monitor the tests that have been applied. An

error, or “bug” log is kept to monitor any problems that have arisen during

testing.


Test Log

Date Defect report Test Type Test Case Result Comments


service management systemit4106servicemanagementsystem.weebly.com/uploads/3/… · web viewthe...

Documents