Documenti di Didattica
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Aurelio S. Lopez
Management Information Systems
Silliman University Graduate Program
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 2
CHAPTER 1
IS Planning Project Organization
Introduction
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 3
plan alignment in which IT business plan must be congruent with the organization’s business
plan or the worth of the IT plan will always be suspect.
Inventory management system are just one of the information technology outputs that
considered the most important monitoring system that keep track of valuable assets of the
company and also track how much of any given product remains unsold in a particular period
of time like the manufacturing and merchandising companies. This system had come with a
long process of strategic planning to meet with the demands of accurate tracking
managements and other valuable resources which gives companies better future planning.
In parallel with this Silliman University currently has embarked an eight-year
strategic plan for the years 2008-2016 with the first 4 (four) years is the roadmap showing
where, what, and how the University is going to be steered in the next four years which
combines the projects and activities of the different units in the University. [3] One of the
important offices in the University specially the Property Custodian office has to seek a better
information system strategic plan that will improve the business process, efficient and
effective asset management systems which will aim to focus the development of the system
along way that will lead towards achieving its vision, mission and goals.
Through the formulation of this information system strategic plan and the capacity to
achieve this goals will deliver the efficient and accurate inventory management and right
information in timely manner, and with the advancement use of technology and best practices
the results would be a success to the University.
With strategic analysis it will aim and seeks to understand the environment, the
resources, expectations and purpose, to takes strategic choices to generates and gather some
best strategies and options that will help and guide in implementing the best strategic plan.
With immediate outlining details the objectives aims to seek different areas to focus on how
the strategy being handled that will parallel on the needs of the Property Custodian Office.
These areas are the services, the policies, information technology, the organization, and the
standards and operations.
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1. Project Objective
The following Information System Strategic Plan (ISSP) seeks to achieve the
following five objectives according to different areas:
1.1 Service
1.1.1 To provide support for all areas where IT can be applicable and provide
fast, reliable services to all constituents of the organization in a timely,
and accurate physical asset inventories and accurate data retrieval in a
responsive manner.
1.2 Information Technology
1.2.1 To acquire barcoding and tagging devices which will help tracks the asset
numbers, dates, locations and provide tagging and monitoring of all
computers and other accessories acquired by the University.
1.2.2 To develop an Asset Tracking and Inventory Management System that
will keep records to all the data, provide reports and summaries in an
effective and efficient manner. And to keep tracks to all computer
hardware accessories that are acquired or leased by each departments,
offices and of the entire university
1.3 Organization
1.3.1 To have an office room exclusively for the use of Property Custodian
Officer.
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2. Project Scope
In this Information Systems Strategic Plan aims to produce a three years strategic
plan from years 2016 - 2018 of the Property Custodian Office in Silliman University which
also aims to lead in achieving its Vision, Mission and Goals and in lined with the objectives
that are possibly gathered during the interviews which is agreed upon the core team and
technical working group.
This strategic plan shall limit only to the four areas of which the project objectives
that has been set forth by categories such as services, information technology, organization,
standards and operations. This strategic plan will not inhibit of what the entire university
current strategic plan has been implemented. The people involves in the making of this
strategic plan are the ICT Strategist as project leader also served as core team, the property
custodian officer that served also as core team and technical working group and the one
assistant personnel served as member. All the data and information that are gathered will
remain confidential to the researcher and the people who are involved in this research.
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3. Project Team
The Core Team of this Information System Strategic Plan of Silliman University
Property Custodian is a group of people responsible for planning and executing the strategic
plan project and a variable number of team members who will brought in to deliver their task
according to project activities. The team consists of the following:
Property Custodian - this serves as project team leader and responsible to formulates
major decisions for the any activities to be undertaken. Direct and oversee all activities
necessary to implement and evaluate the project.
- Responsible for all the decision made during research data gathering and all
undertakings be must be reviewed either to uphold it or alter it before presenting it to
the Core Team.
Assistant Personnel – this serves as a liaison and participates in the process of
formulating any agenda and activities during the entire project.
- Member of the TWG whose task is compile all the data gathered during the
interviews, and take down minutes during scheduled meeting and any activities
related to the strategic plan project.
ICT Strategist – this serves as the facilitator to entire project and task to identify and
analyze ICT sector strategic issues and options and align technology vision with business
strategy to guide the development, implementation of ICT strategies. Also review,
analyze and provide input for continual improvement into ICT strategies and systems to
provide recommendations on the alignment, risk, financial value and contribution to
organizational priorities.
- Responsible for the entire ICT related research. Responsible also to review any
existing systems and network infrastructure, standards and operating procedures and
services, and also review the decision and can choose to either uphold or alter it with
the support of the Property Custodian.
The Technical Working Group (TWG) - are groups of people and experts assign to
make sure that the entire strategic project plan has efficient technical policies, procedures,
and standards as required to keep the "technical" side of project operating smoothly. This
groups are responsible in conducting the research, interview, and compile the data.
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Technical Working Group will work with the Core Team to evaluate feasibility of any
particular option or recommendation. All the data from input to output will be evaluated
by this group before submitting it to the Core Team.
The table 1 is the summary of the formulation of project plan major activities and
implementation of strategy during the entire process and making of the Information Strategic
Plan of Silliman University Property Custodian for three years endeavor. The table consists
of Activity, Output/Results/ Responsible Person, Resources Needed, Start Date, End Date.
Table 1: Summary of the formulation of project plan major activities and implementation
strategy
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IS Plan Assistant
Resource Personnel
Requirements ICT Strategist
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CHAPTER 2
Organizational Assessment
1. Organizational Background
The Business and Finance building was built in early 1952 now the building called
Ruiz Hall after Dr. Leopoldo Ruiz, the first Filipino President in Silliman University on
August 26, 1952. The building is located right beside of the oldest building in Negros
Oriental the Silliman Hall building. The building was built in a well-situated four storey
structure at the corner of Rizal Boulevard and Silliman Avenue with commanding views of
the Dumaguete port and the Rizal Boulevard. This building also known as admin building
where the first floor is the called the Business and Finance Office.
At present business and finance office comprises of different business sections such
as the accounting department, the student accounts section, vice president & finance office,
the payroll section, the business audit and budget office, the treasurer’s office, and the
property custodian office.
This property custodian office is embedded as one entity in the business office
especially under the supervision of the vice president for finance. Property custodian office
play an important role in the business and finance processing unit. This office will hold
accountable to all the properties like lands, buildings, vehicles, and other assets especially
computers like servers, desktop computers, laptops, printers and other computer accessories.
As stated in the current Silliman University Strategic Plan 2008-2016 while keeping
its vision, mission and goals this office aims to serves as part of the development of the
university to strengthen and spread Silliman apostolate of excellence of its academic and
institutional life. And by improving the quality of Silliman’s programs and offering, its
faculty and staff, its assets and organization, and its degree of public value and support. As
one part of the body in Silliman University the fundamental policies of the University is the
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foundation where this office still exists. See appendix A, for the Vision, Mission and Goals
of Silliman University.
The History
Some people have known about Silliman University, but they don’t know where
Silliman University is located. Well, Silliman University is located in heart of Dumaguete
City, “the city of gentle people” or “the university town” as what others says a quiet, peaceful
seaside community a good place for people who really love education. The university campus
has a total land area of 62 hectares composed of the main campus along Hibbard Avenue,
and the campus for the College of Agriculture and the Institute of Environmental and Marine
Sciences to the north. Dotted by large acacia trees, the main campus is home to most of the
colleges and schools of the university and is adjacent to the city's downtown district.
According to Silliman history website “Silliman is one of select higher education
institutions in the country granted autonomous status by the Commission on Higher
Education. The same government agency has also designated Silliman as a Center of
Excellence in Nursing Education and Teacher Education and a Center of Development in
Biology, Information Technology Education and Accountancy.” But the real story of
Silliman started right after the end of World War I.
It was the year 1898. On May 1, the lopsided victory of Admiral George Dewey’s
fleet against the Spanish Armada of Patricio Montojo in the Battle of Manila Bay ushers in
the early beginning of American rule in the Philippine Archipelago. In the same year, three
weeks before the signing of the Treaty of Paris on December 10, U.S. President William
McKinley in an interview with members of the clergy, declares his intention to keep the
Philippines. This historic development give rise to the religious aspirations of American rule
quite apart from her political and military objectives. One of the first to heed the challenge
is the Board of Foreign Missions of the Presbyterian Church with the transfer of Rev. James
Burton Rogers, A.B., and B.D., from Brazil to Manila who was later joined by Rev. and Mrs.
David Sutherland Hibbard, M.A., B.D.
In December 1898 Dr. Horace Brinsmade Silliman, Ll,D., a retired businessman and
philanthropist of Cohoes, New York, and also a long-time supporter of a number of schools
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in the United States, walks into the Manhattan office of the Board of Foreign Missions of the
Presbyterian Church and offers, $10,000 to start an industrial school for Filipino Boys.
Now, Silliman enrolment gradually grew up and started to accept students
neighboring Asian countries. It was in 1938 when Silliman Institute was granted the
university status from the Philippines government and became Silliman University.
For the first half of the century, Silliman was run and operated by Americans. After
the Second World War and until the early 1950s, moves for the Filipinization of the
university administration began to come closer to the surface. Filipino faculty members
began to assume more important positions and, as more of these faculty members took
administrative roles, the Board of Trustees elected the university's first Filipino president,
Dr. Leopoldo Ruiz, on August 26, 1952, officially taking office on April 1953. A Silliman
alumnus (A.B. '16), Ruiz had a long experience in higher education and in the Foreign
Service. Before his appointment, he took up graduate studies in sociology at Columbia and
Yale, with an M.A. (1924) from the former institution, as well as a Ph.D. (1942) from the
University of Southern California
The rich contribution of Silliman to Philippine history has earned it the distinction of
National Landmark from the National Historical Institute on June 19, 2002. Growth of
Silliman in the early period was greatly attributable to the support of the local community.
Local families shared in the vision of Dr. Silliman and believed in the educational pursuits
of Dr. and Mrs. Hibbard, and accordingly offered their properties through sale and donation
to expand the campus. Later developments were characterized by more infrastructure
development and initiation of student activities, ranging from journalism, public speaking,
performing arts, and athletics.
At present all of the country's top universities would boast of offering quality
education. Silliman is no different. But while it joins the ranks of prestigious Philippine
universities, it is humbled by a gift of a location that signifies of the natural environment's
complement to academic learning - one feature that sets Silliman apart from the rest.
In terms of accreditation, Silliman is one of only five universities in the Philippines
with "Institutional Accreditation" by the Federation of Accrediting Agencies of the
Philippines (FAAP). Institutional Accreditation is the highest certification that can be granted
to an educational institution after an over-all examination of its number of accredited
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programs, the quality of its facilities, services and faculty. Incidentally, Silliman also has the
highest number of accredited programs in the country fourteen of which are on Level IV
accreditation status, the highest level that can be granted to individual programs.
The distinctions between Silliman and other institutions is that campus life revolves
around the motto Via, Veritas, Vita (of Christ being the Way, the Truth, and the Life). It is
Silliman's mission to develop the whole person within the Christian context and in a sound
environment. Students are expected to put their education to work in service to others -
another mark that distinguishes Silliman from other institutions of higher learning.
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individual committed to serves the university. From top to bottom of these organization or
institutions each and every one had unique skills, knowledge and expertise which they
contributed to the University with a common goals as stated in the Silliman Vision, Missions
and Goals.
One of the offices who served as one of the important office in the University is the
Property Custodian Office or labeled as Asset Management in the Organizational Chart.
These office was under the supervision of Vice President for Finance and Administration.
The Property Custodian Officer are responsible for all the managing equipment, supplies,
properties, and other assets of the university. The property custodian jobs not only limits to
conduct inventories of items and audit records to ensure accuracy but also records the
acquisitions, assigning an identification number and attaching any necessary tags or labels.
See figure 1 for the entire organizational chart of Silliman University. [5]
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Figure 1. Silliman University Organizational Chart
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2. Information Technology Status of the Organization
It was in the early year of 1996 when Silliman introduces computerized enrolment
system and from that year onward Silliman Business and Finance offices have their
computerized payroll system, customized accounting system, computerized student tuition
payment system and so with the Property Custodian Office which they also used the
recording system for newly acquired equipment’s and inventories of properties.
Today, the Property Custodian Office is equipped with internet, faster computers,
printer and scanner which their primary tools in recording all the items acquired by the
university and other services they rendered. But, the system they using are not customized
according to their needs especially the reports.
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b.) General IT profile of the Organization
Since the Property Custodian Office was under the supervision of Vice President for
Finance with the authority of the accounting department and the university treasurer the
approved budget can only be use when there are direct and necessary needs. Most likely the
cost are roughly estimated. Other estimated expenses asides from the listing below are mainly
under the accounting department with the approval of the treasurer officer.
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Estimated Cost of Approved Budget of Property Custodian Office 2014
Items Cost Total Cost Remark
Office Supplies P 20,000.00 P 20,000.00 Yearly Expense
Two Computer Set P 60,000.00 P 60,000.00 Every 3 yrs. upgrades
In proving its high standard and academic excellence Silliman University continue to
grow its strength and the capacity to deliver and acquiring the knowledge through modern
use of technology to go beyond its boundaries.
As one of the important office in the Silliman University, the Property Custodian
Office served not only to the Business and Finance Department but to the entire University.
The recording and maintaining its inventory data and records has been proven that the
existence of the system play the vital role in tracking and monitoring its assets. Indeed, the
successful of asset management monitoring system can save the organizations time, money
other managerial headaches.
Through the efforts of each and every staff working hand in hand the university can
deliver the services with accuracy and in timely manner which indeed the university as one
of its main beneficiaries.
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Some receiving reports
not yet encoded in the
inventory systems.
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6.) Management Priorities
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Chapter 3
Assessment of IT Options
1. Review of IT Trends
In today’s technology, companies and business people are trying to connect their
business into the world with sophisticated technologies and gadgets, while applying different
strategies to achieve a common goal to maximize profits, meet customer demands and
manage overall operations. But much of such technology some organizations strive to gain
greater control and efficiencies when managing their assets-technology systems, office
equipment, and people. Like asset tracking and inventory management tools will help
manage the complete lifecycle of particular assets, track their location to ensure assets are
not missing or stolen, and ensure upgrades and system deployments will run effectively, and
proper disposal of items when no longer in used.
Some companies like the Wasp Barcode Technologies, [6] has been the leader in the
barcode scanner market for over 15 years, and offers a wide range of barcode scanners
designed to handle everyday business. With easily improve efficiency, save time, and reduce
errors with this technology it can help you manage your asset accurately, effectively and
secured.
In this year 2015 Technology and gadgets like barcode scanning and RFID or Radio
Frequency ID are top key technologies have been used to accomplish asset and inventory
management. In many cases, an asset and inventory management system can automate these
processes and improve inventory positions and forecasting models.
One of the most important steps in IT management and IT security is understanding
what physical and virtual IT assets an organization owns and manages. A good inventory
provides information that is useful to daily system management, business office asset
tracking, and security incident response.
Tracking IT hardware like computers, especially if it exists in multiple different
locations, can be stressful and daunting task specially the Property Custodian Officer and
assigned personnel. But with today’s technology best practices having an asset tracking
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inventory management an asset management tools which you can automate the entire IT asset
property and its life cycle. This will allow yourself to breathe easily and plan for the future
landscape of your company.
Study conducted by Hartman, (2007) a study on “Automated Inventory Systems” in
today’s growing market many businesses are turning toward automated system to perform
their everyday tasks. Automated system can replace the cost and time consuming processes
that were once completed by hand and provides companies with more accurate data. One
way to know what a company has is to create inventory of the assets and maintain the
inventory list. Through this many companies can achieve significant savings by cutting out
waste. Having an inventory control system can reduce cost, and increase efficiencies of
production of employees and increase productivity for the company. [7]
Moreover, according to Packard, (2006) in “Configuration and IT asset
management” inventory management is about capturing the basics – what assets are on hand,
where they reside and who owns them. It’s about maintaining on accurate, up-to-date view
of owned hardware and software assets, so that at any time you see an “actual state” of the
components that comprise your infrastructure. The most apparent benefit is the time and
effort saved from doing physical inventories. In addition to recovering this time in the IT
organization, automated inventory, which can have sizable impact on business users,
otherwise caused by physical inventory, which can have sizable impact on business unit
productivity. Successfully implementing asset tracking into an organization, by necessity,
requires a considerable change in policies, processes and responsibilities. [8]
In today’s organization computer is a necessity, having an automated inventory
system plays a large role in today’s businesses, especially the retail industry and even private
institutions. This is because businesses want the ability to access and organize data in quick
and efficient manner. An automated inventory system is a software that allows companies to
better manage their property, equipment and to keep their data and records accurate and
updated. With this, it increases the companies’ productivity and sales while decreasing their
cost and time spent to conduct an inventory count manually.
However, Silliman University especially the Property Custodian Office is aware that
having an automated inventory system is an essential solution which provides timely,
accurate, and comprehensive asset reporting forecast that will support cost-cutting programs
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which the university want to achieved. Moreover, with this information system strategic plan
and research this will help to contribute some important factors and ideas to give the
organization and its businesses focus on their biggest goal, to have a technologically
competitive and provide better services, and yield greater benefits in serving the students,
the University and the community as a whole.
2. Alternative IT Solutions
Through an interview with the head of the Silliman University Property Custodian
Miss Marcela Barandog we end up with identifying some IT related problems with possible
solutions to efficiently improve the process in recording and tracking of some valuable assets
of the university.
There were at least six possible problems where identified that will need support and
attention. Each of this problems have at least one best recommended or alternative solution
which will help the Property Custodian Officer to work effectively and efficiently while less
time doing the job especially in recording and tracking of each computer items acquired by
the university. One best recommended solution in which the custodian could accurately keep
tracks of all assets acquired by the university is to have an asset tracking devices such as
barcode tagging devices which will help keep tracks and monitors all of the computer
accessories and other items. Through this it would be easy for the personnel to locate each
items while conducting routine inspection. With the use of barcoding devices will ensure the
tagging and monitoring of each IT equipment’s can easily be track.
The second is to develop an Information Systems an Asset Tracking and Inventory
Management System a customized systems that will help the organization to manage their
property, equipment and keep their data more accurate and updated from the time they were
acquired until the disposal of such items.
The systems will have different features or modules which will provide solutions to
the current problems that the property custodian officer have been facing today on her daily
tasks. Some of this features which includes asset recording and monitoring to accurately
records and monitor every purchased and leased computers from different suppliers.
Tracking and tagging of each computers accessories this has to be done in barcode tagging
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devices, to import all data into the system. Proper disposal of non-working ICT related
equipment’s this properly disposed computer items that no longer be benefited. Upgrading
and forecasting this will give the organization to improve planning and budgeting, save time
and money and eliminate ghost assets.
The last but not the least, this one is part of the system framework where the custodian
must at least one office room which she/he can control and monitor any activities involving
his/her job.
3. IT Objectives
The following objectives on this Information System Strategic Plan is to pursue the
approved and envisioned plan of the organization the important needs which will aligned
its mission, vision and goals. This information technology objectives will be the basis of
what will be output this strategic plan for the organization. The following objectives are:
1. To provide fast, reliable services to the constituents of the organization in timely,
responsive and cost effective manner.
2. To acquire barcoding and tagging devices which will help tracks the asset numbers,
dates, locations and provide tagging and monitoring of all computers and other
accessories acquired by the university.
3. To develop an Asset Tracking and Inventory Management Systems that will keep records
to all data, provide reports and summaries in an effective and efficient manner. To
provide a real time forecasting on current assets, and future upgrades and disposal of
units.
4. To establish one good office room exclusively for the Property Custodian Officer.
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Chapter 4
The following areas of concerns were selected as part of the designing the
information systems architecture of the Property Custodian Office. This areas are top
priorities of the organization as one of the critical Information Systems, which will hold the
success of the organization based on this strategic plan for three years endeavor. There are
five areas of concerns these are: Barcoding of every ICT equipment’s, recording and tracking
of leasing computers, monitoring and tagging of computers, disposal of non-working ICT
related equipment’s and last Upgrading of computers or Upgrades forecasting of computers.
See the table below. Table 01. Areas of Concerns and the Key Problems.
Table 01. Areas of Concerns with the Key Problems and Intended Use of ICT.
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1.2 Information Systems Conceptual Framework
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1.3 Information Systems Physical and Logical Network Layout
The proposed Physical and Logical Network layout of Silliman Property Custodian
Office.
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1.4 Purchasing and Inventory Management Process
The current steps and process of acquiring new computer sets are being done from
department request, then to purchase order department, to supplier then deliver the computer
units.
The following are the information system and its significant features of the systems.
Major
Information Development
Purpose Features Information
System Status
Gathered
To keep tracks of Easy & faster Date of
1. Barcoding Barcode
all acquired tracking of purchased
System Built-in
computer units every computer Total Cost
System.
units. Asset Number
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(See appendix Accuracy of No duplication Record Number Ready for
C for system inventory records of records deployment
details.) Speedy Operations Error
Warranty & service Reduction
tracking Time Saving
Inventory
Control
Improved
operating
efficiency
Overall Cost
saving
Data Integrity
To record and Advanced Hardware
tracks all purchased tracking of Specification
and leased leasing units Date of
computers Error purchased
To easily identify Reduction Total Cost
the purchased Data Recording Asset Number
2. Computer computer and Accuracy Record
Hardware computer leasing Inventory Number
Recording units Control For
& Leasing Easy retrieval development
Information of records
System Password &
Security
System
Maintenance
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Easy retrieval
of records
Password &
Security
System
Maintenance
To keep tracks of Inventory Date of
all non-working control purchased
computers Overall Cost Total Cost
To properly saving Asset Number
disposed unusable Accuracy of Record
computer units Records Number
4. Computer
To properly Easy to Hardware
Hardware
reconcile non- reconcile Specification For
Disposal
working computers inventory development
Inventory
records
System
Easy retrieval
of records
Password &
Security
System
Maintenance
Changing Inventory Date of
computer systems control purchased
every 3 years Overall cost Total Cost
based on CAPEX saving Asset Number
Computer Easy & faster Record
5. Upgrades
Upgrades tracking of Number
Forecasting
and
awareness every computer Hardware For
Cost Management units. Specification development
Monitoring
Easy retrieval
System
of records
Password &
Security
System
Maintenance
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Monitoring and Tagging of Computers Information
System
Computer Hardware Disposal Inventory System
Upgrades Forecasting and Monitoring System
Asset Tracking
And Inventory
Management
Monitoring and Tagging With Upgrades
Property Property Custodian
of Computers Forecasting
Custodian Office Office
Information System Monitoring Systems
Silliman Inventory
System
Asset Tracking
And Inventory
Management
Computer Hardware With Upgrades
Property Property Custodian
Disposal Inventory Forecasting
Custodian Office Office
System Monitoring Systems
Silliman Inventory
System
Asset Tracking
Upgrades Forecasting Property Property Custodian
And Inventory
and Monitoring System Custodian Office Office
Management
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With Upgrades
Forecasting
Monitoring Systems
Silliman Inventory
System
Table 07. Computer Hardware Recording & Leasing Information System Database
Name of Database Leasing Database
General Contents / Description Database for leasing computer units
Status For development and build-up
Information System Served Recording and Tracking of Computer Units
Data Archiving Strategy Data is stored in the MIS Database Server, Auto
backup is performed per operation.
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Data Archiving Strategy Data is stored in the MIS Database Server, Auto
backup is performed per operation.
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2.0 Information System Plan Resource Requirements
The following information system plan requirements for hardware and software
resource of the Property Custodian Office.
Number of Units
ITEM(S) Proposed Acquisition
EXISTING Total
Year 1 Year 2 Year 3
Desktop Computers 2 1 0 1 4
Printer 1 0 1 0 2
Switch 8 Ports 0 1 0 0 1
Scanner 1 0 0 0 1
DSLR Camera 0 1 0 0 1
This ICT requirements such as Network and Telecommunications resources are very
important in determining the status of its offices, their existing resources which will help
them to virtually plan their future needs and for the benefits of its organization.
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1.1 IT Resource Map per Office
PROPOSED
Type Existing
YEAR 1 YEAR 2 YEAR 3
LAN Connection
Internet Connection
Information System Development
Barcoding System (integrate with new system)
Asset Tracking and Inventory Management
with Upgrades Forecasting Monitoring
Systems
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Asset Tracking and Inventory Data Encoding, System
Management with Upgrades Maintenance, Data Report
Forecasting & Generation, Data Analysis,
5
Monitoring Systems Disposal Report Generation,
Backup and Restore Maintenance
Forecasting Generation Reports
NUMBER OF UNITS
ITEM EXISTING PROPOSED ACQUISITION
YEAR 1 YEAR 2 YEAR 3
Renovation of Office Room Shared with other office 0 1 0
Air-con Units Shared air-con 0 1 0
CCTV Camera One in Lobby Area 0 1 0
Telephone Units Shared with other office 0 1 0
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Chapter 5
The following activities served as the over-all time frame development and stages of system
development cycle. Notice that activity: E. System Coding: Asset Tracking and Inventory
Management with Upgrades Forecasting Monitoring Systems being highlighted which
comprise of five activities in developing the systems and divided each activities into one month for
the time development. The following table activities and Gantt chart for the five activities are shown
individually in Appendix, B.
Estimated Time
Activity Prerequisite
(in Months)
A. Definition & Requirement Analysis None 0.50
B. System & Database Design A 0.50
C. Design: Draft a Database Outline B 1.00
D. Implementation & Database Testing C 1.00
E. System Coding: Asset Tracking and Inventory
Management with Upgrades Forecasting D 5.00
Monitoring Systems
F. System Testing E 1.00
G. Documentation F 0.50
H. User’s Training G 0.25
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 38
I. System Deployment H 0.50
J. Evaluation I 0.25
K. Maintenance J 0.50
Gantt Chart
Activity 1 2 3 4 5 6 7 8 9 10 11
A
B
C
D
E
F
G
H
I
J
K
MONTHS
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Gantt Chart
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 40
2015-2016 2016-2017 2017-2018 Total Sub Total Amount
Specific Objectives Key Results Area Indicators Target Amount Target Amount Target Amount Target Amount
Asset Tracking and Inventory Management with Upgrades Forecasting
Monitoring Systems
Systems
3. Monitoring and Tagging of Computers Information System New System 1 Php. 2,000 Php. 2,000
1
4. Computer Hardware Disposal Inventory System New System 1 Php. 2,000 Php. 2,000
1
Personnels
1. Renovation of Office Room New Office Room 1 Php. 80,000 1 Php. 80,000
4. Installation of CCTV Camera No. of CCTV Camera 1 Php. 8,000 1 Php. 8,000
1. 2 Set of Desktop CPU No. of CPU 1 Php. 25,000 1 Php. 25,000 Php. 50,000
Hardware Requirements
4. 1 DSLR Camera No. of Camera 1 Php. 20,000 Php. 20,000
80,000.00
Grand Total Amount 258,780.00
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Responsible
Objectives Activities Resources Needed Budget Start Date End Date Deliverable Remarks
Person
A. Definition & Stakeholder's Core Team, TWG
N/A June 16, 2015 July 1, 2015 System Requirements
Requirement Analysis Requirements Group
B. System & Database Stakeholder's Core Team, Forms, Database, &
N/A July 2, 2015 July 17, 2015
Design Requirements Developer Tables
C. Design: Draft a Stakeholder's Core Team,
N/A July 18, 2015 August 17, 2015 Tables & Database
Database Outline Requirements Developer
D. Implementation & Core Team,
3. Systems Development Phases
Database platform N/A August 18, 2015 September 17, 2015 Working Database
Database Testing Developer
E. System Coding:
Programming Language Php. 8,000.00 Developer September 18, 2015 February 15, 2016 Version 1.0 System
Application Building
Developer, Core
F. System Testing First Release of System N/A February 16, 2016 March 17, 2016 Version 1.0 System Version 1.0 System
Team, TWG Group
All documents from all Developer, Core System Development Technical User Manuals
G. Documentation Php. 5,000.00 Mach 18, 2016 April 2, 2016
activities Team, TWG Group Documentation Release
First Release of System Developer, Core Trained Custodian
Monitoring Systems
H. User’s Training Php. 5,000.00 April 3, 2016 April 10 2016 System Orientation
with User's Manual Team, TWG Group Personnels
Hardware components & Developer, Core
I. System Deployment N/A April 11, 2016 April 26, 2016 Version 2.0 System Version 2.0 System
Newly release System Team, TWG Group
Stakeholder's Feedback Developer, Core
J. Evaluation N/A April 27, 2016 May 4, 2016 Version 2.0 System System Evaluation
and Users feedback Team, TWG Group
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3. Summary of Investment Development Plan
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Definitions of Terms
Database (DB) - an organized group or set of inter-related information about a subject that
can be processed, retrieved, analyzed and used in drawing conclusions and making decisions
Hardware - the electronic and physical components, boards, peripherals and equipment that
make up a computer system as distinguished from the programs (software) that tell these
components what to do. It is the physical component consisting of the input devices, central
processor, output devices and storage devices.
ICT Solutions - the various ICT technologies that are currently existing or will be proposed
to run the information systems. Examples of ICT solutions are: for Network – Virtual Private
Network, Thin Client; Wireless; for Security – Firewall, Public Key Infrastructure (PKI); for
Storage – Storage Attached Network (SAN), Imaging, Warehousing; for Data Capture –
Biometrics, Finger Scan, Optical Scan, Optical Mark Reader (OMR), Optical Character
Recognition (OCR).
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deals with modern day application of computing and/or communication. It can also be seen
as the marriage of information technology and data communication.
Information System (IS) - a system of major processes or operations which facilitates the
storage, processing, retrieval and generation of information for decision-making, planning,
controlling and monitoring purposes. It also refers to a group of related processes (manual or
computerized) designed to generate information for the exclusive support of a major
functional area of an organization (e.g. Personnel Management Information System,
Logistics Management Information System, Financial Management Information System,
etc.).
Information Systems Strategic Plan (ISSP) - refers to a three (3) to five (5) year
computerization framework of an agency which describes how the organization intends to
strategically use ICT in pursuit of its mission and functions. A written expression of how an
agency intends to use ICT to support its data processing and decision-making processes.
In-house Development - the user (within the agency) is involved in the design and operations
of IS, actively participates in the change process and the user’s knowledge and expertise is
incorporated.
Local Area Networking (LAN) – which is confined to moderate sized geographic areas
such as one office, building, warehouse or campus.
Network Layout – the logical or physical diagram of both the existing and proposed
interconnection of computers and associated devices to provide end-users with a means of
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communicating and receiving information electronically without being limited by
geographical distance.
Operating System – software that supervises and controls tasks on a computer. The software
that directs a computer’s operations, as by controlling and scheduling the execution of other
programs and managing storage and input/output.
Server – a computer that shares its resources, such as printers and files, with other computers
on the network, an example of this is a Novell Network Server which shares its disc space
with a workstation that does not have a disk drive of its own. A computer that makes services,
as access to data files, programs and peripheral devices, available to workstations on a
network.
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Appendix A.
The Vision, Mission and Goals of Silliman University as fundamental policies of the
University. [4]
Vision
A leading Christian institution committed to total human development for the well-being of
society and environment.
Mission
Infuse into the academic learning the Christian faith anchored on the gospel of Jesus
Christ.
Provide an environment where Christian fellowship and relationship can be
nurtured and promoted.
Provide opportunities for growth and excellence in every dimension of the
University life in order to strengthen character, competence and faith.
Instill in all members of the University community an enlightened social
consciousness and a deep sense of justice and compassion.
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Appendix B.
Estimated Time
Activity Prerequisite
(in Months)
A. Definition & Requirement Analysis None 0.50
B. System & Database Design A 0.50
C. Design: Draft a Database Outline B 1.00
D. Implementation & Database Testing C 1.00
E. System Coding: Barcoding System,
Computer Hardware Recording & D 2.00
Leasing Information System
F. System Testing E 1.00
G. Documentation F 0.50
H. User’s Training G 0.25
I. System Deployment H 0.50
J. Evaluation I 0.25
K. Maintenance J 0.50
Gantt Chart
Activity 1 2 3 4 5 6 7 8 9 10 11
A
B
C
D
E
F
G
H
I
J
K
MONTHS
Estimated Time
Activity Prerequisite
(in Months)
A. Definition & Requirement Analysis None 0.50
B. System & Database Design A 0.50
C. Design: Draft a Database Outline B 1.00
D. Implementation & Database Testing C 1.00
E. System Coding: Monitoring and Tagging D 1.00
of Computers Information System
F. System Testing E 1.00
G. Documentation F 0.50
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H. User’s Training G 0.25
I. System Deployment H 0.50
J. Evaluation I 0.25
K. Maintenance J 0.50
Gantt Chart
Activity 1 2 3 4 5 6 7 8 9 10 11
A
B
C
D
E
F
G
H
I
J
K
MONTHS
Estimated Time
Activity Prerequisite
(in Months)
A. Definition & Requirement Analysis None 0.50
B. System & Database Design A 0.50
C. Design: Draft a Database Outline B 1.00
D. Implementation & Database Testing C 1.00
E. System Coding: Computer Hardware D 1.00
Disposal Inventory System
F. System Testing E 1.00
G. Documentation F 0.50
H. User’s Training G 0.25
I. System Deployment H 0.50
J. Evaluation I 0.25
K. Maintenance J 0.50
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Gantt Chart
Activity 1 2 3 4 5 6 7 8 9 10 11
A
B
C
D
E
F
G
H
I
J
K
MONTHS
Estimated Time
Activity Prerequisite
(in Months)
A. Definition & Requirement Analysis None 0.50
B. System & Database Design A 0.50
C. Design: Draft a Database Outline B 1.00
D. Implementation & Database Testing C 1.00
E. System Coding: Upgrades Forecasting
D 1.00
and Monitoring System
F. System Testing E 1.00
G. Documentation F 0.50
H. User’s Training G 0.25
I. System Deployment H 0.50
J. Evaluation I 0.25
K. Maintenance J 0.50
Gantt Chart
Activity 1 2 3 4 5 6 7 8 9 10 11
A
B
C
D
E
F
G
H
I
J
K
MONTHS
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Appendix C.
Software Specifications
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Windows Server 2003
750 MHz or faster processor (2 GHz recommended)
1 GB of RAM (2 GB recommended)
10 GB of available disk space
1024 x 768 display, 256 colors minimum
DVD drive for installation
Wasp Inventory Control supports Windows® Embedded Handheld, Windows Mobile, and
Windows CE devices only*.
Windows Embedded Handheld 6.5
Windows Mobile 2003 or later
Windows CE 4.2 or higher
64 MB of RAM
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References:
[1] Somendra, P. and Hsu, C. 1995. Strategic Information Systems Planning: A review.
Page 1.
[3] Silliman University Strategic Plan 2008-2016. 2014. Silliman University Online
Publications. http://su.edu.ph/page/30-EPublications/
[5] Silliman University Strategic Plan 2008-2016. 2014. Silliman University Online
Publications. Annex 1, page 137. http://su.edu.ph/page/30-EPublications/
[6] Inventory Software & System – Asset Tracking – Barcode Scanners. Retrieved Jan.
22, 2015. http://www.waspbarcode.com/
[7] Hartman, L (2007). Automated Inventory Systems. Retrieved on January 15, 2015.
From http://academic2.bellevue.edu/~lamperti/ResearchPapers/Hartman.htm
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