Service Management System



CHAPTER 1Project Charter1.0 Project BackgroundProperty (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.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 paymentsRental, 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 monitoringProperty 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/ManagerProperty 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 propertyIt 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 ClientsThis 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/ManagerThe 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 proponentsThe 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 ScopeThe 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 ObjectivesThis 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).54737054610Figure 2.1.1 Property manager approval functionIn 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.4762500 Figure 2.1.2 Property maintenance and monitoringProperty 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.1376680-259715Figure 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. 2.1.4 Property Management System (PMS) - Work Break Down Structure190501877060The 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 DeliverablesObjective 1 - Property manager approval functionProject DeliverableWork Products/DescriptionAdministrator approvalThe administrator approval will determine the request whether to disapprove or approve it. This form control the supply of company in buying and selling propertyNew item requestThese 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.DisposalThe 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.SellingIf 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 Project DeliverableWork Products/DescriptionProperty maintenanceIt involves the maintenance of item or equipment. Such as return, repair and lost. Monitor the information of property in the database.Maintenance and monitoringMaintaining and monitoring the item or property status, checking of records.Objective 3 - Payment monitoring (assets and liability)Project DeliverableWork Products/DescriptionYearly paymentThese 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 paymentThese 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 property2.3 Out of scopeThis 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 monitoringAny 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 databaseWarehouse can save information based on the request came in the property, because they monitor the item after the transaction. Assigning of propertyProcurement 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 requestThe 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.247653917953.2 Project Timeline247653647440-342904316730-342901892300 -2921025793703.3 Success CriteriaIn 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 knowledgeable3.3.6 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 ImplementationIn 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 PlanRisk 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 planL – Low 0 - 30%M – Moderate 31 – 70%H – High 71- 100%Risk FactorProbabilityImpactRisk management actionNegligence of membersMHProperly manage and monitor the member by the project managerFinancial problemMHContribution for the group activitiesWrong information processLHAnalyze all gathered informationMiscommunication between the group membersMHGroup meeting and discussion about the project and their taskDelaying of planMHRescheduling the plan.Adviser complaintsMMAiming for a 100% correctness of process to avoid the complains of the adviserClient complaintsLHKnow all the process including small and very important details to avoid client complains3.6 Service TransitionThese 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 processClient 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 FeaturesIn 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 versionJava 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 SQLThe 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 8The 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: 320GBThis 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 StaffingROLENAMERESPONSIBILITIESProject ManagerRamos, Christian Joseph De OcampoManages the teamPlanning StrategyProject InitiationProject ControlRisk ManagementResolving the issuesBudget the projectSystem AnalystAmacio, Chanie De GuzmanHandling of business rulesSystem DesignTechnology AnalysisBusiness RequirementsDocument SpecialistVisitacion, Clarisa L.Analyze the audienceDocumenting the processCraft the right messageDistil the message intoeffective documentsRelease the documentationEvaluate the resultsBusiness AnalystBacay, Kenneth RamosAnalyze business processBusiness plansMonitoringTranslate Business processRequirement Analyst Communicate w/ clientsLead ProgrammerArizapa, Michelle QuintelaSystem CodingHandling System SoftwareDevelopment/Train subordinates in programmingDevelops programmingmethodsCorrect errors on thesystem coding6.0 Project BudgetPlanningItemDescriptionCostTransportationTransportation Fee of member every meetingP200 per weekFoodFood of member every meetingP200 per weekConsumablePaper, Marker and etc.P50 per weekProject manual bookGuide for creating the document. Sample of documentation.300 per memberPlan ExecutionItemDescriptionCostInterview TransportationTransportation fee of member that conducting the interviewP100 per interviewFood For InterviewMeal or snackP150 per interviewFood for the Proponent ConsumableMeal or SnackP50 per interviewPrinted PaperRequest letter and QuestionnaireP10 per interviewDocumentationItemDescriptionCostProponent TransportationTransportation fee of member that conducting the interviewP300 per weekFoodMeal or snackP200 per weekConsumablesMeal or SnackP50 per weekPrinted PaperPrinted DocumentationP300 per copy of documentationCHAPTER 2Related Studies and Systems2.0 IntroductionIn 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 Studies2.1.1CAFM Explorer: Property Management SoftwareCAFM 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 databaseEasy navigational tree ensure simple management and retrieval of all facilities informationLease renewal, break clause and rent renewal trackingManagement of Health & Safety equipment and service requestDynamic Link to property related Planned Maintenance activitiesStorage and maintenance of hazardous element data such as asbestos which can be easily importedAbility to track condition of building elements including structure, fabric and mechanicalMonitoring of building lifecycle costs and energy efficiencyStorage of all property related documents such as contracts, lease agreements and Health and Safety documentsEasy to navigate storage of all company and property contact information, including Fire Officers, First Aiders and Facilities ManagersGeneration of property management reportsAuthor: Date Published: 2012URL: Facilities Management SoftwareManaging 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 ManagementThe 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 SoftwareWork 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 AccessThe 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 MetricsThe?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 hoursPercentage of work completed last weekYear to date number of work orders openYTD Number of work orders completedYTD Labor hoursYTD Material costsPercentage of work orders over estimateTurnaround times on workFacilities MaintenanceFeatures in X3 CMMS SoftwareBenefits for Facility ManagersWork Request?ManagementImprove 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 ModuleEnables unlimited number of customers to easily submit requests via email that are automatically captured in your eMaint Request CenterAsset ExplorerUser-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 HistoryPoint 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.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?ToolsThe "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?ToolsReduce inventory spend and ensure the right parts are available at the right timeWorkflow ManagerPowerful 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 ReportsFacilities maintenance management gains instant access to the key performance metrics critical to your operations, including:New work orders in last 24 hoursPercentage of work completed last weekYear to date number of work orders openYTD Number of work orders completedYTD Labor hoursYTD Material costsPercentage of work orders over estimateTurnaround times on workCost Tracking and Repair HistoriesEasily 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 technologyPerform inspection rounds, manage work orders, and control inventory using a handheld device in the field.Vendor Portal with Secure LoginThe 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.Private Label OptionWith this optional feature, we will rebrand our software to include your company logo and corporate branding.Author: Date Published: 2014URL: OpenMaintOpen source solution for the Property & Facility Management; an application for the management of buildings, installations, movable assets and related maintaining activitiesopenMAINT?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, plying 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 ManagementModulesopenMAINT?is made of the following modules:Space & Asset InventoryFacility MaintenanceLogistic ManagementEconomic ManagementEnergy & EnvironmentGIS & BIM supportopenMAINT?provides the following base features, which are common to the various modules:Web based?user interfaceText and graphic browsing?through the objectsComplete history of the changes on any data card (versioning)Rapid and analytical?searching functions?for every card attributeDefinition of?filters and views?for an customized access to dataclassifications and?lookups?which can be autonomously customizeddocument file?used to match every kind of file with every kind of cardworkflow engine?integrated with a visual editor for the graphic design of processesreport engine?integrated with the visual editor for the report designpossibility to define customized?dashboardscomplete outline of?users,?groups?and?permissionsinteroperability with other applications through?web serviceCSV data import / export?functionalitiespossibility to configure and manage (task manager) automatic operationspossibility to configure?connectors?through external systemspossibility 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?HYPERLINK ""CMDBuild?softwareIt 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 serviceAjax?user interface (Ext JS?libraries) which grant intuitiveness in the use of the application, interaction with ergonomics, fast slew rate and minimal latencyServer 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 servicesPostgreSQL, the most advanced and secure open source databasethe workflow engine?Enhydra Sharkthe report engine?JasperReportsthe document file?Alfrescothe intranet portal?LiferayPostGIS, GeoServer e OpenLayers?for the support of GIS functionalitiesBIMServer?and?BIMsurfer?for the support of BIM functionalitiesAuthor: Date Published: 2014URL: SimplifyEM Property Management SoftwareProperty Management Software by TReXGlobal has never been simpler than . 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.Author: T-Rex GlobalDate Published: May 12, 2012URL: Property and Asset ManagementIf 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 BenefitsMaximize income and reduced expenditureNever miss an important event, such as break dates, lease renewals and rent review with comprehensive diary managementStreamline reporting and data presentationImprove interaction and relations between stakeholders with web portalsEasily monitor supplier Service Level Agreements (SLAs) with automated alerts and processesAutomate key business processes within-built workflowsSupport cross-border portfolios with asset type and country specific functionalityFunctionalityCore property databaseUser-defined field setsLease and rental managementAcquisitions and disposalsDiary SystemWeb portalsOn-screen reportingSearch facilitiesDocument managementGIS integrationExecutive dashboardsAuthor: Date Published: 2014URL: Local Studies2.2.1 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 RequirementServer Workstation Author: Date Published: May 2014URL: 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.Author: Date Published: 2014URL: 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 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: Date Published: 2010URL: Rent ManagerComprehensive, Adaptive, Transformative SoftwareRent 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.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 accountingKeep your accounting in balance at all times.Prospect and lease managementManage potential customers, marketing campaigns, and leasing agent performance.Built-in work order managementTrack items and inventory, manage projects, and create and print work orders.Follow residents through the entire lease cycleTrack everything you want to know about your tenants, roommates, businesses, etc.Integrated ACH and credit card processingReceive electronic payments from residents and pay owners and vendors online, in real-time.Built-in marketing featuresTrack 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 securityControl 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 prehensive 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 reportsExamine and assess every aspect of your business with our expansive reporting suite.Drill-down reportsClick on a value in a report to trace its source and see how it was calculated.Outlook? and Google Calendar? integrationSync your personal calendar with the calendar in Rent Manager and never miss another appointment.Customizable screens, toolbars, and fieldsChange the look-and-feel of Rent Manager to meet the needs of each employee.Custom document templatesType keywords and Rent Manager searches its entire database for matches.Available as a stand-alone or cloud-based productChoose the version that best fits your business needs.Author: Date Published: May 1, 2013URL: OnSite Property ManagerAffordable, professional rental property management software that increases income, improves efficiency, and fills vacancies faster.BenefitsAffordableEasy to UseIncreases IncomeOffice MobilityPaperless OfficeSaves TimeSafe And SecureMulti-User AccessFeaturesAuto-Posting ChargesDocument/Photo StorageExpense TrackingMove-In/Move-OutOwner ReportingPaperless Work OrdersPreformatted LettersRent Roll FormatRole-Based PermissionsVacancy AdvertisingVariable Rental TermsHere 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 timeTenant Highlighting - 5 colors for you to choose from and use for your own purposesPostcard Printing - so you can save money if you mail tenant invoicesRent Roll Filtering - new unit status icons and over 20 ways to filter your Rent Roll pageColor Preferences - set your own colors for debits, credits, and balances on the transaction pageReport Preferences - choose dates/periods, sort columns, email or open in Excel with 1 clickAdministrator Report - logs common tenant and financial actions performed by usersInternational Date Formats - 9 different date formats to suit countries around the globeAuthor: Date Published: 2014URL: Synthesis and Relevance to the Study (Matrix Comparative Analysis)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 3EIS PROJECT MANAGEMENT AND DEVELOPMENT3.1Risk Mitigation, Monitoring and Management Plan1.0DescriptionThis section gives a general overview of the Risk Mitigation, Monitoring and Management Plan for the subsystem Property Management System (PMS)1.1Scope and Intent of RMMM activitiesRisks 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.1.2Risk Management Organizational RoleStakeholders 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.2.0Risk DescriptionThis section describes the risks that are likely to be encountered in this project. 2.1Risk TableThe following table describes the risks associated with the project. The appropriate risk category, probability and impact are given.2.1.1Description of Risk mDevelopment 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 subsystemProcess 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 dint ‘do 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. 2.1.2Probability and Impact for Risk mThe following is the sorted version of the above table by probability and impact:CategoryRisksProbabilityImpactEmployeeNegligence of members 23EmployeeMiscommunication between the member22EmployeeDelaying of plan22DevelopmentFinancial problem 34CustomerWrong information process 23ProcessAdviser complained22BusinessClient complained23Table- Risk Table (sorted)Impact ValuesDescription1Catastrophic2Critical3Marginal4NegligibleThe 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 ManagementThis 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 mIn 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.3.1.1Development RiskTo avoid the insufficiency of resources and misuses of strategies, the proponents will make sure that the plan they started have to meet its goals.3.1.2Customers RiskIn this risk the proponent’s going to analyze the problems and identify the needed information before gathered information about the client needs.3.1.3Process 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. 3.1.4Business RiskIn 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.3.1.5Employee RiskAbout 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. 3.1.6Employee RiskIn 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.3.2Risk Monitoring for Risk mIn 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.3.2.1Development RiskFor 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.3.2.2Customers RiskIn 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.3.2.3Process 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. 3.2.4Business RiskIn 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.3.2.5Employee RiskIn 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 system3.2.6Employee RiskIn 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 system3.3 Risk Management for Risk m3.3.1Development riskIn 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.3.3.2Customer RiskIn managing the Risk, wrong information process, the proponent must to analyze the risk then change a possible problems that the proponents my encountered 3.3.3Process 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.3.3.4Business RiskTo 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.3.3.5Employee RiskAs 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 better3.3.6Employee riskIn managing the miscommunication of the members, the proponent must have discussion about the process of the proposal system.3.2 Software Configuration Management Plan1.0 Introduction1.1 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 toIdentify changeControl chanceMake sure the change properly implementAlso have a way to document the change.SCM 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 GonzalesSchool Professor: Sir Rico BundocAgency or company: Malban and Matrix Security AgencyTeam Member:Ramos, Christian Joseph D.O - Project managerVisitacion, Clarisa Llego - Document Specialist Amacio, Chanie De Guzman -System analystBacay, Kenneth Ramos -Business analystArizapa, Michelle Quintela -Lead programmerSCM TasksIn 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 informationArizapa, Michelle Q. - Lead programmer , the coder for the system2.1 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 documentationIdentify the changes – Once the changes are identified, a change request form will be produced and will be sent to all proponentsApprove 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 control2.2.1 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 Control2.3.1 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 changesMinor Updates – Design ChangesMajor Updates – Process Changes2.3.3 Work products and documentationDocumentation or reports of any changes for the project study including the date and who’s involve 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 changesMobile phone and social media network – this method of communicating the developer is when they are not in the same location. 2.4.2 Work products and documentationReport all the changes using verbal or mobile phoneAnalyze by the developer the situation.FeedbackThen documentation of changes.3.3 Software Quality Assurance Plan1.0 IntroductionIn 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.Scope and Intent of SQA activitiesObjectives of SQA are:Gather all informationSoftware documentationMulti System testing.Process refining.1.2 SQA Organization RoleThe 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 System Analyst –analyze the process of systemProject manager- Ramos, Christian Joseph De OcampoDocument Specialist – Visitacion, Clarisa LlegoSystem Analyst – Amacio, Chanie De GuzmanBusiness Analyst – Bacay, Kenneth RamosLead programmer- Arizapa, Michelle QuintelaSmall group advantage and disadvantage:AdvantagesEasy to communicate among the group members because of minimal member Project manager can monitor all the works of the memberDisadvantagesToo 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 fundsThis 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 TasksTask for the SQAInterview to the possible clientMeetings and brainstorming of group ideas.Task Over viewThe 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.Standard, 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 systemOrganizationDateTimeDiscussion/subjectMatrix AgencyJuly 28 20148am to 12pm-Company Process-Gather Project informationMarban AgencyJuly 28 20141pm to 5pmCompany Process-Gather Project informationMeeting 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. Reviews and AuditsFormal 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.Generic Review GuidelinesConducting a reviewTeam review, refining the propose system Reviews of advisors helps a lot the team developer to have a better ideas and conclusion to the project systemChecking of Client or the system userRoles and ResponsibilitiesAs the proponents have started in 1.2 SQA Organization Role:Project manager- Monitor the group: Ramos, Christian Joseph De OcampoDocument Specialist – Document all the information Visitacion, Clarisa LlegoSystem Analyst – analyze the process of system Amacio, Chanie De GuzmanBusiness Analyst – Gather all the important information Bacay, Kenneth Ramos Lead programmer- testing and debugging Arizapa, Michelle QuintelaReview work and productEvery meeting the project manager assign a task to each memberDetailed report for each member.Planning for the system developmentSQA AUDITSTeam member need to comply all the task that the Project manager give to themMembers reports of weekly task must be know by the Project manager.Changes in the plan must be know by all the member of the group4.0 Problem Reporting and Corrective Action/follow-upIn this section will discuss how to fix upcoming problem that the team may encountered.4.1 Reporting mechanismVerbal 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 ResponsibilitiesTeam Members:Project manager-Ramos, Christian Joseph De OcampoDocument Specialist –Visitacion, Clarisa LlegoSystem Analyst –Amacio, Chanie De GuzmanBusiness Analyst – Bacay, Kenneth RamosLead programmer – Arizapa, Michelle Quintela4.3 Data Collection and ValuationGroup meeting about how to gathered information.Research in the internetConduct interviewAsk in the project adviser3.4 System Specification IntroductionThis section gives a general overview of the Property Management System (PMS)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 functionadministrator 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 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.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 happen.Useful and reliable informationIt will show all the needed information and categorize the information depending on the user’s needs.1.2System Statement of ScopeThe 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 RequirementsThe 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 filesThe propose system should monitor the status of propertyThe propose system should record the user of propertyThe propose system should remind or notify if there’s a n up coming due date or payments related in the property managementAdministrator 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. 1.3System ContextThe 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.1.4Major ConstraintsTime 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.FundingFunds 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 DescriptionThis section will discuss overall system function and the information domain in which it operates.2.1 System ArchitectureFigure1.ArchitectureModel 2.1.2Subsystem OverviewViewing of property informationThis 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.2.2Data Description2.2.1Major Data Objects Item informationF-item codeF- Item nameF- CategoryF- DescriptionF- Quantity F- DateF- UserSystem User informationF-User idF-User nameF- User positionHuman Resources InformationF- HR id numberF- HR NameF- HR PositionProcurement (new item)F- Item nameF- CategoryF- DescriptionF- PurposeF- Quantity F- SupplierF- Price Warehouse (Disposing report)F-item codeF- Item nameF- CategoryF- DescriptionF- PurposeF- Quantity F- DateF- ReasonFigure.2 Relationship Human Interface DescriptionLog 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 company3.0 Subsystem Description3.1 Subsystem flow diagramFigure 1.Viewing of property informationFigure 2.Reply for disapprove reportsFigure 3.Detailed monitoring of properties4.0 Enhanced Interface prototyping 4.1PrototypingThe following are the proposed prototype interface of the Property Management System (PMS).Figure1. Login formFigure 2.Main ProcessFigure 3.Request new propertyFigure 4.Reports Figure 5.payment3.5 Software Requirements SpecificationGoals 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 functionadministrator 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 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.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 happen.Useful and reliable informationIt will show all the needed information and categorize the information depending on the user’s needs.1.2System Statement of ScopeThe 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 RequirementsThe 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 filesThe propose system should monitor the status of propertyThe propose system should record the user of propertyThe propose system should remind or notify if there’s a n up coming due date or payments related in the property managementAdministrator 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. 1.3System ContextThe 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.1.4Major ConstraintsTime 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.FundingFunds 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.2.0Usage scenario 2.1User 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 CasesRead/Write/Modify All UsersThis 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 UsersThe 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 Data DescriptionData Description3.1.1 Data Object and Dictionary Item informationF-item codeF- Item nameF- CategoryF- DescriptionF- Quantity F- DateF- UserSystem User informationF-User idF-User nameF- User positionHuman Resources InformationF- HR id numberF- HR NameF- HR PositionProcurement (new item)F- Item nameF- CategoryF- DescriptionF- PurposeF- Quantity F- SupplierF- Price Warehouse (Disposing report)F-item codeF- Item nameF- CategoryF- DescriptionF- PurposeF- Quantity F- DateF- Reason3.1.2RelationshipsFigure.2 Relationship 4.0Functional Model and Description4.1Subsystem Flow Diagrams3.0 Subsystem Description3.1 Subsystem flow diagramFigure 1.Viewing of property informationFigure 2.Reply for disapprove reportsFigure 3.Detailed monitoring of properties4.2Human Interface DescriptionLog 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 company5.0Restrictions, Limitations and ConstraintsTime The proponents only have 4 months to finish the project so the project team will avoid un-necessaries use of time.FundingHaving 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 reasons like tardiness, unwanted situations or sickness.6.0Validation CriteriaThe 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 viewingIf 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 database1.0IntroductionThis section gives a general overview of the Property Management System (PMS)1.1Goals 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 functionadministrator 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 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.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 happen.Useful and reliable informationIt will show all the needed information and categorize the information depending on the user’s needs.1.2System Statement of ScopeThe 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 RequirementsThe 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 filesThe propose system should monitor the status of propertyThe propose system should record the user of propertyThe propose system should remind or notify if there’s a n up coming due date or payments related in the property managementAdministrator 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. 1.3System ContextThe 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.1.4Major ConstraintsTime 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.FundingFunds 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.2.0Data Design2.1Database Description\3.0Architectural and Component- Level Design3.1Program Structure3.1.1 Overall3.1.2Monitoring 3.1.3Payment Description for Components3.2.1Log inMajor Form: Log inMajor Action: confirm user login and user passwordUser LoginObject Name:TextfieldLogThis field accepts the user name of the user. It accept alphanumerical. User PasswordObject Name:PasswordTextfieldLogConfirm Object name: btnConfirm Verify information from login and pass fields. Button that check if the user name and password.3.2.2HomeMajor Form: Home formMajor Action: linkbuttonsPayments Object name: btnPayThe 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.ReportObject name: buttonReportThe 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.3.2.3Main homeMajor Form: Main homeMajor Action: Link to another process.New item requestObject name: buttonNewThe 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. DisposeObject name: buttonDisposeThis button link to the form dispose. It show the report from other subsystem about the disposal property in the company.3.2.4 New item requestMajor Form: Add new formMajor Action: link to MainHome, View, Send, delete, and Reply.SendObject: button sendThis 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. DeleteObject: button deleteThese action uses when the request was disapprove by the administrator. It will be deleted to the list of new item request.ReplyObject: button replyThese action uses when the request was disapprove. The administrator can send a letter to the sender what is the reason for the disapproval of requestViewObject: 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. 3.2.5DisposeMajor Form: NotificationMajor Action: View, send and delete, Delete Object name:btnDeleteThese action uses when the report was disapprove by the administrator. It will be deleted to the list of disposal unit.SendObject name:btnSndThis action use 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: TviewIt 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. 3.2.6Reports Major Form: Report FormMajor Action: view, modify, save and sendSave Object name:btnSaveModifyObject name:btnSaveSendObject name:btnSaveView Object name:btnSave3.2.7PaymentMajor Form: Payment formMajor Action: view, modify, save and sendViewObject name:btnSaveModifyObject name:btnSaveSave Object name:btnSaveSendObject name:btnSave4.0User 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 4.1Description of the User InterfaceBelow 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.Screen Image-395605174625-5406390707390Figure 1 Login formFigure 2 Main home form4.1.2 Objects and ActionsLogin FormUsernameUsername can be ranged from 6-20 letters or numbers, as the industry standards. No special characters and space. PasswordPassword can be ranged from 6-20 letters and numbers, as the industry standard. No special characters and spaces.Cancel ButtonThis button allows the user to exit into the system if they wish to end transaction.Main homeThis 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 systemInterface Design RulesInterface design focuses on three areas of concern:The design of interfaces between software modules;The design of interfaces between the software and other nonhuman producers and consumers of information The design of the interface a human and the computer Easy to learnReadabilityEasy to navigate between interfacesComponents AvailableThe 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 ControlsJTextFieldJLabelJButtonJPanelJFrameJPasswordFieldEtc.Java Swing MenusMenu BarMenu ItemPop-up MenuEtc.Java Swing ContainerJPanelToolbar5.0 Restriction, Limitation and ConstraintsTimeTime 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 SkillsSkills 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. 6.0Testing 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.6.1Classes of testSystem InterfaceThe 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 userMain 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 functionsInterface errorsErrors in data structures or external database accessBehavior or performance errorsInitialization and termination errors6.2Performance BoundsThe 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 secondSave FunctionBest Case Scenario – ImmediateWorst Case Scenario – 3 secondsSearch FunctionBest Case Scenario – ImmediateWorst Case Scenario – 3 secondsPrint FunctionBest Case Scenario – ImmediateWorst Case Scenario – 2 secondsBrowse FunctionBest Case Scenario – ImmediateWorst Case Scenario – 2 secondsDelete FunctionBest Case Scenario – ImmediateWorst Case Scenario – 3 secondsExit FunctionBest Case Scenario – ImmediateWorst Case Scenario – 3 secondsCancel FunctionBest Case Scenario – ImmediateWorst Case Scenario – 2 seconds6.3Identification of Critical ComponentsUser AccessThe 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 GeneratorMaking 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.IntroductionThis section gives a general overview of the test Specification for the Property Management System (PMS).Goals and ObjectivesThe 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.1.2Statement of ScopeAn 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.Unit TestingMS SQL DatabasePC ApplicationJava Net BeansUnit test will be performed using black box testing methods.Integration TestingMS SQL DatabasePC ApplicationJava Net BeansValidation TestingMS SQL DatabasePMSPC ApplicationHigh-order TestingMS SQL DatabasePMSPC Application1.3Major ConstraintsIn this section the proponents discussed the related constraints that can affect the testing.The proponents has limited time to meet the clients for testing purposesThe proponents may encounter insufficiencies of fundsThe proponents only got five members in a group.Testing PlanThe proponents want the HRMS to be bug five 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.2.1Software (SCIs) to be tested2.1.1InterfacesLogin formFor login project team set a restriction for login. Developer use button in checking of verification of userMenusMenu bar (all process)Help – tips or information about the process using buttons to viewSign out – function of this button log out the user and back to the log in process Request ItemGenerate 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 databaseSend – send the letter to the procurement to process.ReportsGenerate 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 tableRemove - using this button you can remove the item from request item table to warehouse table View – view the transaction and save it.ConsumablesFind – using this function to find the Hr information.Add – this function is for adding the order uniform to the HR databasePrint verification – print the verification and sent data information to the warehouse.Property maintenanceRepair – this button change the status of property to repair.Lost / un use – this button change the status of property to repairChange – this button change the status of property to repair2.2 Testing StrategyIn the following section, the proponents will describe the testing strategy and will use four different methods to test the proposed system2.2.1Unit TestingThis type of testing is performed by the developers before the setup is handed over to the testing team to formally execute the test cases. Unit testing is performed by the respective developers 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.2.2.2Integration TestingThe 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.2.2.3Validation 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.2.2.4High-order TestingPMS 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 StaffingThe proponents will use several different resources to carry out the test on the HRMS. 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 Applications2.4Test Record KeepingTest 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.2.5Testing tools and EnvironmentJava 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 PlanTo be scheduledSystem TestingTo be scheduledGenerating the test reportsTo be scheduledSystem ImplementationTo be scheduledTest Procedure In this section the proponents will describe the test procedures in detail.3.1Software (SCIs) to be testedFor detailed list of the software component items please refer to section 2.1 from Test Specification document.3.2 Testing ProcedureIn 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 formFor login project team set a restriction for login. Developer use button in checking of verification of userMenusMenu bar (all process)Help – tips or information about the process using buttons to viewSign out – function of this button log out the user and back to the log in process Item requestGenerate 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 databaseSend – send the letter to the procurement to process.ReportsGenerate report – by click this button the user can choose the report he/she wants to view and print it.Add newAdd – using this button you can add the item from warehouse table to request item tableRemove - using this button you can remove the item from request item table to warehouse table View – view the transaction and save it.Unit Testing?3.2.1 Unit test cases?3.2.1.1 LoginTest CaseInputExpected ResultValid LoginValid Username & PasswordLogged in to user interfaceInvalid LoginInvalid Username & PasswordRefresh login page and prompt for valid credentials3.2.1.2 LogoutTest CaseInputExpected ResultLogoutUser clicks logoutPrompt “Are you sure you want to logout?”3.2.1.3 HelpTest CaseInputExpected ResultSelect topicUser selects a topicDisplay topic contents3.2.1.4 ReportTest CaseInputExpected ResultSpecify functionFunction, variables, dataFunction is generated according to inputsSpecify invalid functionInvalid function, and/or variables, and/or dataPrompt ‘Function could not be generated due to invalid inputs’GraphType of graphGraph is displayedInvalid GraphPrompt ‘Graph cannot be displayed’Integration TestingTest CaseInputExpected ResultValid LoginValid Username & PasswordLogged in to user interface; taken to main page, cookie enabled.Invalid LoginInvalid Username & PasswordRefresh login page and prompt for valid credentialsSelect help topicHelp topicDisplay topic contentsBegin ReportClick ‘New Report’Function page is displayedSpecify functionFunction, variables, dataFunction is generated according to inputsSpecify invalid functionInvalid function, and/or variables, and/or dataPrompt ‘Function could not be generated due to invalid inputs’GraphType of graph, data generated from functionGraph is displayedInvalid GraphPrompt ‘Graph cannot be displayed’Request AccountUsername which is already takenPrompt “Choose another username”Request AccountPassword shorter than specified lengthPrompt “Password too short”Request AccountUnique username, and valid passwordAccount createdLogoutUser clicks logoutPrompt “Are you sure you want to logout?”Links CorrectClick on each and every linkLink goes to proper locationValidation TestingFunctionalityTest CaseInputExpected ResultLogin Valid LoginValid Username & PasswordLogged in to user interface; taken to main page, cookie enabled.Invalid LoginInvalid Username & PasswordRefresh login page and prompt for valid credentialsHelp Select help topicHelp topicDisplay topic contentsReportBegin ReportClick ‘New Report’Function page is displayedSpecify functionFunction, variables, dataFunction is generated according to inputsSpecify invalid functionInvalid function, and/or variables, and/or dataPrompt ‘Function could not be generated due to invalid inputs’OutputGraphType of graph, data generated from functionGraph is displayedInvalid GraphPrompt ‘Graph cannot be displayed’Account Request Request AccountUsername which is already takenPrompt “Choose another username”Request AccountPassword shorter than specified lengthPrompt “Password too short”Request AccountUnique username, and valid passwordAccount createdLogout LogoutUser clicks logoutPrompt “Are you sure you want to logout?”High Order TestingThe 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.n will be conducted for every project.?3.2.4.1 Recovery testingNo 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 testingSecurity 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 testingDifferent 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 testingA 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 testingAlpha 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 testsIf there are many complaints and errors of the website, it will not pass the test.3.3 Testing Resources and StaffingThe proponents have a limited manpower to be able to test the HRMS properly. This is the reason why the proponents will use help from several different people to be able to tests the functionalities of the HRMS. The following are the people that involves in this task.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.Handheld PC / Desktop / LaptopThe proponents will have to use the clients PC or laptops after installing the HRMS. This will allow the user / employee to test the HRMS 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.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 LogA test record keeping document will be used to evaluate immediate test result for each of the testing. For example:Test Record FormTest Type :____________Tester :____________Date :____________Test Case Test ReportEnhancement ReportCommentsValid LoginInvalid LoginSelect help topicBegin ReportSpecify functionSpecify invalid functionGraphInvalid GraphRequest Account1Request Account2Request Account3LogoutLinks correctA 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 LogDateDefect reportTest TypeTest CaseResultComments ................
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