CHAPTER 1: Project Charter

1. Project Background
Human Resource
Leave Management System temporarily keeps leave records of all the
employees. It will allow employees and their manager to manage their leaves
and mark their leave dates.
Time and Attendance System features a self service module that
enables to take control of their own schedules. In addition to being able to be,
previous hours worked, and remaining vacation time and entitlement, are able to
request shift swaps and time of directly through the system.
Shift and Scheduling System consists of a start time and duration. Allow
to define daily work schedules of employee. Each day can have the same,
different, or no shift depending on your operating hours.
Claims and Reimbursement implies a return of money that has been
spent or another’s benefit. Indemnify implies making well a lost suffered through
accident, disaster, or warfare. Repay stresses paying back an equivalent in kind
of amount recompense suggests due return in amends, friendly repayment, or
reward that is required by the law.
Timesheet Management System is for tracking the amount of an
employees time spent on each task. This method is simple as all the great things.
Originally develop for an employer to calculate the payroll, timesheet and also be
used or management accounting, may record the start and the end time of tasks,
or just the duration.
1.1 Problem or Opportunity Description
 Main Problem
A. Leave Management
 Manual process of archiving record and the data redundancy
Data storing is not easy much more if it is in manual process
because manual process may cause loss or double entry of data.
  Payroll Error
Manually processing leave has a huge impact on payroll
processing.
B. Time and Attendance System
C. Shift and Scheduling System
 Systematic way in notifying the employee
The way in notifying the employee is through verbal approach that
causes wasting a lot of time reminding the employee.
 Inability to monitor employees availability
D. Claims and Reimbursement
 Unmonitored files designation
Monitoring of files are not accurate because they are using a
manual process only they did not know if the files or data of their
employee are monitored well correctly and even lost of data will
occurred.
 Improper calculating of expenses
E. Time Sheet Management
 Lack of Audit Trail
The system is not supported by audit trail, sometimes it hard to find
copy for the attendance of the employee that may cause of lost of
records.
 Improper input of records
1.2 Benefits
 Company
They will now have a better distribution system of all the items inside their
company. They will not in trouble anymore and they will work well in
everyday.
 Employee
They will be energetic in their work because they have now a
proper system and it is easy to use because it functions well and they will
not be getting tired.
  Alma Mater
Our team has carry the name of the school therefore, if the project
become a success, it will bring a good reputation to the school.
 Client School
The School may gather ideas needed to solve the problem they are
facing.
 Future Researcher
Future researcher can get an ideas from the system and can also
serve as a foundation in creating their own project.
1.3 Goals
 To develop a Human Resource System that can provide good and
understandable information for every employee.
 To develop a system for leave management to have a good service.
 To provide a manageable, efficient and lessen the time of developing a
good shift and schedule. This system can provide easy way and
convenient way of handling the schedule of the employee.
 To provide a manageable, systematic, accurate way of claiming and
reimbursing cost payables of the employee, creating and developing an
accurate and better claims and reimbursement module.
 To provide the HR department a system which can make their work less
time of consumed and to give an effective and efficient process of time
sheet management.
1.4 Stakeholders and Client
 Family
They give financial, moral and emotional support for the fulfillment of
our documentation and system.
 Professor
They give advice and some ideas about our system and instructed us
the right things to do in our documentation
 Project Team
 We have a brainstorming and sharing our different ideas on how to
develop our system and to finish our documentation.
 Alma Mater
Bestlink College of the Philippines serves as the meeting place for
the proponents. Adviser and professor for the completion of the
project

2. Project Scope
2.1 Objectives
A. Leave Management System
o Systems that will able to record those employee, details
including the leave.
B. Time and Attendance
 This program will implement a solution for time and attendance
that will: Provide system administration features that: Enable the
setup, management and assignment of all employee data, work
schedule data, position data, activity codes, etc.
C. Shift and Scheduling\
 To have a time sheet table for the proper scheduling of
employees to access easily to their monthly schedule
 Having proper scheduling of employees to night shifts, day
shifts, change shifts and temporary shifts for well rotating of
shifts.
D. Claims and Reimbursement
 To create a systematic, accurate and better claims and
reimbursement that can monitor all of the employee’s record
and data.
 To know how calculating properly in terms of income that can
fixed an misunderstanding and miscalculating.
 E. Time Sheet Management
 To develop a system supported by the audit trail to view the
missing record like the time-in and time-out of every employee.
 To manage timesheet valuable method to record and track how
much time each employee spends working.
2.2 Deliverables
Leave Management System
WORK PRODUCT and
PROJECT DELIVERABLES DESCRIPTION
 Leave It gives the employee a notification
with regards to the process of their
Application for leave
 Leave It will as the record of the employee
That is on leave.

Shift and Scheduling

Project Deliverables Work Production/Description
 Time Monitors the working hours of the
employee
 Shift It monitors the time between the
shifting of employee to make sure that
the management is implementing a
good and fair schedule.
 List of employee in a
company
 List of employee per shift

Time and Attendance

Project Deliverables Work Production/Description

 Attendance It allows the specified user view
 the records of the employees
attendance
 Schedule It allows the user to view the
schedule.

Time sheet Management

Project Deliverables Work Production/Description

 Time Monitors the working hours of the
employee
 Shift It monitors the time between the shifting
of employee to make sure that the
management is implementing a good and
fair schedule.
 Identify the employee
history
 Knowing how many
days spent

Claims and Reimbursement

Project Deliverables Work Production/Description
 Application It will used as an application form to be
Serve as a request form.
 Request This will be send to the specified
department as a request for specific
reason.
 Arrange properly
alphabetically
  Identify what and who
the employees

2.3 Out of Scope

F. Administrator Management
G. Logistic Management

2.4 EIS Required Functionalities

 Personalized screens according to roles
This feature makes a security and clarity designation in all the
users of the system. In the proposed system it has three or more
users and each user has a specific task to do in the system.
 Import and export facility in migrating data from other sources
Importing facility is for adding data’s or files on the system outside it
or from other sources, while the exporting facility is for transferring
files from the system to other platforms.
 Free reporting facility
This feature is for querying reports. School administrator may view
any kind of reports or reports that are needed and want.
 Business Analytic
These are reports that identify the results or the summarization of
reports.
 Workflow
This is the appropriate procedure or flow of data and information of
the system.
3. Project Plan
3.1 Approach and Methodology
The proponents will undergo a Structured Analysis which follows the
methods of System Development Life Cycle (SDLC). The project team will
do the step by step procedure and the five phases of SDLC.
 Planning Phase
 To conduct a preliminary analysis, propose alternate
solutions, describe cost and benefits and submit a preliminary plan
with recommendations.
In planning phase the proponents will gather data and
information that is needed for the project.
 Analysis Phase
Define project goal and define functions and operations of
the intended applications. Analyze end-user information needs.
Proponents will determine the requirements and
specifications of the project together with the problem and solution
identification.
 Design Phase
It describes desired features and operations in detail
including screens layout, business rules, process diagrams, pseudo
code and other documentation.
Proponents will think of a better interface design that is easy
to work with.
 System Implementations
The software put into production and runs actual business
The proponents will have first the system defense or presentations
for the approval of the project.
 System Maintenance
During last phase of SLSC, the system is assessed to
ensure it do not become obsolete.
This is also where charges are made to initial software. It involves
continuous evaluation of the system in terms of performance.
3.2 Project Timeline
No. Activities Date Start End Duration
Dec. 20,
1. Planning 2017 10:00 12:00 2 hours
(Monday) am pm
2. Discussion of Dec. 27
Chapter 1 2017 1:00 pm 5:00 pm 4 hours
(Thursday)
3. Meeting of Jan. 4,
Group mates 2018 10:00 4:00 pm 6 Hours
(Thursday) am
4. Start of Jan. 4, 10:00 4:00 pm 6 Hours
Documentation 2018 am
5. Continuation of Jan. 10, 10:00 4:30 pm 6 and a
Chapter 1 2018 am half hours

6. Finishing Jan. 15, 11:00

Chapter 1 and 2 2018 am

3.3 Success Criteria

 Well managed administrative function.
 Generate report and can print data from the system.
 Security access for admin and staff.
 Information about incoming appointment and activities.
 Audit Trail

3.4 Issues & Policies Implements

 Financial Risk
Lack of budget that cause of unfinished project; our group cannot
meet a due date declared and our team cannot afford the high quality
resources.
 Technological Risk
It includes the hardware and software used. It may affect the
project in a
 way that if done hardware and software cannot carry the project and if
the hardware is not compatible to software.
 Operational Risk
It includes the day to day operations also the time risk. During
operation some files corrupted because lagging of system unit.

3.5 Risk Management Plan

RISK FACTOR PROBABILITY IMPACT RISK

(H-M-L) (H-M-L) MANAGEMENT
ACTION
Financial Risk Each of the team
- Lack of M H will saved money
Budget and collect by the
leader every
meeting.
Technological Risk We will get the
- Low quality of M M resources that
Resources compatible of the
software and
hardware.
Operational Risk Provide another
- Corruption of M H storage to back
files up files.

3.6 Service Transition

The proponents will teach the admin ad staff on how to operate the
system and how to fix it if they encounter a problem during execution. If the
system faces a big problem and cannot be solve by the user, they may ask a
service on the proponents to resolve those problems.
3.7 Option Analysis
  Use the open source downloadable software and other that related to
create the project.
 Each of the developer requests to save the money every meeting to
having a budget to prepare the high cost of the project.
 The group will consult from the adviser before or after completion of
the project to evaluate and determine the process of each module.
4. Technical Features

Component Definition /Uses

Hardware
Asus Laptop A personal Computer made by ASUS
Company
Software
Developer chooses Java Netbeans IDE for
Java Netbeans IDE its Front End that will easily for developer
8.0.1 to use at their knowledge about JAVA is
sufficient in order to develop the proposed
system.
Developer use MS SQL Server for its Back
Microsoft SQL Express Server 2012 End to store all data for safety in database
from collecting data that will gather.
O.S Windows 8 Use as a bridge between the developer
and the hardware.
Microsoft Office 2013 The developer used this software for
achieving successful project development.
Paint The developer used this system for the
screenshot of the frame of the system.

5. Project Organization & Staffing

NAME ROLE RESPONSIBILITIES
Make the programs free
Nathaniel Nepez Lead Programmer from errors and connect
each module properly.
Lira Martin Project Manager Lead the project team.
Logically design the sub
system.
Helps the programmer in
Joan Solmiano System Analyst creating the sub system
connection.
Physically design the sub
system.
Gather data in a way of
Ricsie Dayunot Business Analyst interviewing to the client and
making survey.
Felvin Cruz Helps the project team in
Document Specialist creating each module’s
documentation.

6. Project Budget
Budget Item Description Budgeted Cost
One-Time Cost
Project
Study 1 fee
Project
Study 2 fee
Total One-Time Cost Total
Ongoing Cost
Transportation
 Total Ongoing Cost Total
Total Cost total

Chapter 2: Related Studies and System

2.1 Foreign Studies
2.1.1 Time Sheet Management
2.1.1.1 Support Your Services Organization End-to-End with a
Powerful, Cloud-Based Suite
 Brief Description
When it comes to timesheet management you need to make it simple and
easy for employees to enter hours worked and supporting timesheet
information. The more manageable the process ,the more likely timesheet will
be accurate and enteredontime.
With NetSuite,users can quickly and easily capture detailed timesheets
whether in the office or on the road. NetSuite Timesheet management allows
mapping of timesheet management entry and approval to your unique
business requirements ensuring you capture the right information the frst
time ,every time.
 Features Checklist
 Timesheet Entry
 Timesheet Approvals
 Fully Integrated
 GUI

2.1.2 Shift and Scheduling System

2.1.2.1 Xenia Hotel Management System
 Brief Description
Xenia Hotel Management System, developed in 2007, and built from the
ground up was made in collaboration with past and current hoteliers to serve
the needs of both first time hoteliers and industry experts. Currently used by
more than 100 properties all over the archipelago, Xenia has proven to be the
choice of resorts, business, extended stay and boutique hotels in all major
tourist destination.
 Features Checklist
 Door Lock Integration
 User-level access/rights
 Advance Deposit tracking
 Quick group charges viewing
 GUI
2.1.3 Claims and Reimbursement
2.1.3.1 The impact of changing medicare reimbursement rates on
physician induced demands
 Brief Description
This paper examines how changes in Medicare reimbursement rates affect
the degree to which physicians induce demand for Medicare services.
Demand inducement is measured by analyzing changes in the intensity and
quantity of services provided and the number of ancillary services ordered.
The empirical work is based on data that include copies of all Medicare claims
for Colorado physicians between 1976 and 1978. During that period a change
in the state`s Medicare reimbursement system occurred, resulting in a large
increase in some physicians reimbursement rates and a relative decrease in
those of others. Using this “natural experiment,” we can determine how
changes in financial incentives affect various forms of demand inducement.
The study results are consistent with the theory that demand inducement
 exists. It appears to take several forms: provision of more highly intensive
medical and surgical services, and ordering of more laboratory tests.
2.1.3.2 Comparison of health insurance claims and patient interviews
in assessing drug use: data from the Three- City(3C)
 Brief Description
Study Precise determination of drug exposure is fundamental in pharma
co epidemiology. Drug exposure is often presumed from health insurance
claims but this may not correspond exactly to what subjects actually take.
This study was designed to investigate. French reimbursement databases in
assessing drug use. Between 1999 and 2001, 9294 subjects were included in
the Three-City (3C) Study, a French cohort studying the relationship between
vascular risk factors and dementia. Of these, 4112 subjects had data
available from both clinical interviews and the reimbursement.

2.3. Comparative Analysis in Matrix Form

FOREIGN STUDIES LOCAL STUDIES Propose
System
Ass Ass Asset Net Lanswee Remedy Asset
FEATUR et et Cloud Supp per Asset Manage
ES Pan Wor Manage ort Manage ment
da ks ment DNA ment System
AMS
Asset x X     
Tracking
Parent/  x X x x x 
Child
Relations
hip
 Calendar  X X x x x 
Grantt
Feature
Maintena X X X   X 
nce
Manage
ment
Deprecia  X X X X X 
tion
Manage
ment
Check in/ X X  X X X 
Check
Out
Photos  X X X X X 
Adding X  X X X x 
and
transferri
ng
assets

Detailed X  X X x X 
Asset
Data
Track x x     
Identical
Asset

Synthesis:
We conclude that this Matrix is illustrating the proposed system Asset Management
System with foreign and local studies.
Chapter 3
3.1 Work Breakdown Structure
3.1.1 Outline View
1. Asset Management
1.1 Asset List
1.1.1 Asset Information
1.1.2 Asset Person in Charge
1.1.3 Asset Location
1.2 Monitoring
1.2.1 Asset List
1.2.2 Monthly Monitoring
1.2.3 Description
 1.3 Maintenance
1.3.1 Repairing of Asset
1.3.2 Disposing of Asset
1.4 Computation
1.4.1 Depreciation
1.4.2 Appraisal
3.1.2 Tree View

ASSET MANAGEMENT SYSTEM

ASSET LIST MONITORING MAINTENANCE COMPUTATION

1.1.1 Asset 1.2.1 Asset List

Information
1.2.2 Monthly 1.3.1 Repairing of Asset 1.4.1 Depreciation
1.1.2 Asset Person in
Monitoring
Charge 1.3.2 Disposing of Asset 1.4.2 Appraisal
1.1.3 Asset Location 1.2.3 Description
 3.2 Dataflow Diagram

System Admin User particulars Log In

Asset View Asset

Categorizing Information

Asset Information

List of Assets

List of Asset
Asset Category
Request Asset Employee

List of Asset

View Asset
Monitoring

List of Asset

Repairing
Asset

List of Asset

Disposing
Asset

List of Asset

Tracking Asset
 3.3 Entity Relationship Diagram

Maintenance
Asset Asset
Information Person in
Charge
Repairing HAS
Asset
Asset List
HAS
ASSET
Disposing Asset
Asset Location

HAS

HAS
Depreciation

Computation

Appraisal
Monitoring

Asset List Description

Monthly
Monitoring
 3.4 Use Case Diagram

ASSET MANAGEMENT SYSTEM

Log In

Request Asset

Monitor Asset

Repairing Asset

Disposing Asset

Tracking Asset

Asset
Admin User
Depreciation

Asset Appraisal

Monitor Users

Audit Trail

Log Out
 3.5 Database Schema

Column Name Data Type Null Key Reference Table

User ID