Post on 30-Mar-2015
transcript
PROJECT PLAN PROPOSAL
Casa Nube en 34th
Alex Mayer
Kevin Dickinson
Angela Carpenter
Julie Gill
Daniel Mansour
Monica Haaksma
Archie Tang
nf or mat ion
xpl or e
E
edesign
at a
W
E
I
R
D
r ganize
yst emsS
O
Q and A
Prototype GUI
Cost of Ownership
M.R. Digiboard
Feasibility Analysis
Hardware Maintenance
Financial Impact
The Problem
Current Process
Analysis
Organizational Goals
Objectives
About Casa Nube
About WEIRDOS
Outline
Motivated
Organized
Innovative
Problem Solvers
Information Experts
About WEIRDOs
232 apartment units 24-hour emergency maintenance Unit amenities:
RefrigeratorCarpetWalk-in closetsIndividual patiosKitchen pantriesCabinets
Pool Wooded courtyards
About Case Nube en 34th
72-03
1972 Apartments
Built
2003Apartments Renovated
2004Centarus FoundedBy Griggs & Moceri
2006 Centaurus Investments
acquired Shenandoah Woods
2007Shenandoah Woods
changed name to Casa Nube en 34th
2009Started Work Order
System with WEIRDOS
About Case Nube en 34th
Manager : Janetta Mendoza
Assistant Manager: Rudy Pinto
Leasing Agent: Vacant
Lead Maintenance:
Jose
Assistant Maintenance:
Mr. Carrio
Porter: Luis Marrupe
Organization Chart
District Manager:
Darci Molinar
VP : Lee Hood
COO: Sean
Bukowski
CFO: Andy Watkins
Co-CEO: John Griggs III Cross Moceri
Casa Nube’s
Organizational
Objectives
Gain a Competitive
Edge
Provide Affordable
Living
Provide Sophisticated
Living
Effective Maintenance
Ensure Quality
Management
Efficient Repair
Excellent Customer Service
Create Work Orders
Run Monthly Reports
Evaluate Employees
Document Work Orders
User Objectives
Work Order Accountability
Process Work Orders
Quickly
Bilingual Forms and
Reports
Reliable Record Keeping
User Objectives
New System Objectives
RelevanceSolves Problem
Automate Current Work
Order System
Create efficient work order forms
Automate daily, weekly & monthly reports
Create Database
Create Bilingual GUI
1
2
3
4
5
Rank
Mandatory
Mandatory
Important
Important
Optional
System Objectives
Organization• Gain competitive
edge• Provide excellent
customer service• Promote profitable
business activities• Provide affordable
living• Provide
sophisticated living• Ensure quality
management• Efficient
maintenance & repair
Work Order System• Improve the flow of
information• Reduce work order
processing time• Increase
maintenance employee acountability
User• Improve tenant
relations• Manage and repair
apartment effectively
• Improve record keeping
Objectives Summary
GOALSReduce number of tenants resign from lease by 10%
Reduce tenant complaints by 5%
Increase tenants sales by 5%
Reduce time in processing work orders by 20%
Increase margin profit by 4%
Reduce time in processing make-ready reports by 30%
Objectives Specific Goals
Tenant Resign
Tenant Complaints
Tenant Sales
Work Order Time
Margin Profit
Report Time
12%10%
5%
25%
6%
35%
2%5%
10%
5%
10%
5%
Current vs. Future Performance
36/yr 160/yr
26/yr 30 min 6% 45 min
30/yr 150/yr
30/yr 18 min 10% 5 min
Performance Comparison
Reduce Tenant Resignations
Reduce Tenant Complaints
Reduce Work Order Time
Increase Tenant Sales
Reduce Work Order Time
Goal
Specific Metrics
Average Monthly Tenant Leases vs Loss
Average Monthly Tenant Complaints
Average Make Ready Report Time
Average Monthly Tenant Sales
Average Work Order Time
Analysis
Interviews Survey
Samples STROBE
Summary Current system unorganized Make-ready board is unreliable Inefficient communication between
maintenance workers No reference to past work orders and status
Data Gathering Results
Current Filing System Apartment Information Blank Forms
Current System and Environment
‘Make Ready’ White Board for Maintenance AssignmentsWork Order Request Forms
Current System and Environment
Manual systemVirtually no automation
Tracks work orders via erasable whiteboardLack of permanence
Feedback is communicated face-to-faceCan be difficult to manage accountabilityNo documentation of work performed for
future reference
Current Process
Lack of data storage
Impact:• Insufficient record
keeping
Financial Loss: • Walking back to office
to clarify work• 25 minutes added to
time or an extra $25 a week
• Average profit loss of 3% annually
Lack of order status
Impact: • Employee remembers
order status• Decision making
capabilities hindered
Financial Loss: • Work order performed
more than once• Supply waste = $30
a month• Low priority work
completed before high priority work• Loss of tenant = 0.5
tenant per month or $100 a month
Whiteboard is manual
Impact:• Data redundancy &
loss of data accuracy• No comment section
Financial Loss:• Increase work order
processing time• 10 minutes added to
processing time or $10 a week
• Walking back to the office to clarify order• 25 minutes added to
processing time or $25 a week
Lack of maintenance
accountability
Impact:• Unable to evaluate
employee on work performance
Financial Loss:• Increase work order
processing time• Slowest work order
time = 4 weeks or $200
Performance Comparison
Current SystemProblem
M.R DigiBoard
Impact
Lack of Data Storage
Lack of Order Status
Manual Whiteboard
Lack of Accountability
Add Data Storage
Add Order Status
Automate Whiteboard
Provides Accountability
$1,300/yr
$2760/yr
$1,820/yr
$2,400/yr
Financial Impact of Current System
Yearly Financial Gain with
$8,280
Projected Hardware Maintenance Costs
Hardware Projected Life Added Costs
4 Years
4 Years
4 Years
2 Years
$200/yr
$200/yr
$200/yr
$350/yr
Technical Future system can be implemented on current available
resources owned by the company. The future system requires databases and so SQL and
ACCESS are needed.
Economic They have 3 computers in their office and do not need any
additional hardware and software Their total budget for the new system is $1000 per year
Operational The new system is in demand by managers and other
employees The bilingual reports would help staff members who do not
speak English
Feasibility Analysis
Option 1 Automate work orders through locally-hosted database
Option 2 M.R. DigiboardWeb-based database with GUI
Option 3Web-based database with GUI and convenient tenant portalMost expensive option
Overview of Options
Automate work orders to system specifications Web-based database with user friendly front-
end (Free with Student Discount)
Database hosting and maintenance offloaded to hosting company ($19.95 per month)
SoftwareApache 2.x (Free Limited Support)PHP 5.x (Free Limited Support)MySQL 5.x (Free Limited Support)
HardwareCisco Catalyst Series Router ($350.00)
Pros Cons
‘Seamless’ solution - database accessed through user-friendly frontend
‘Intangible’ data - no physical access to server or important files
Minimal exposure to necessary supporting technical systems
Reliant on third-party providers for data access and integrity
Not responsible for server maintenance – performed by hosting provider
External data exposure – potential security concerns
Benefits and Drawbacks
Component Resources Required Resource Cost Time to
Complete
Configure Hardware and Software Environment
50 Hours $45/hr 1 – 4 weeks
Establish and Configure Web Host
25 Hours $45/hr 1 – 2 weeks
Design and Test Database Infrastructure
300 Hours $45/hr 3 months
Develop Interface Application
200 Hours $45/hr 2 months
Populate Database 50 Hours $45/hr 1 month
Training 20 Hours $45/hr 3 days
TOTALS: 645 Hours $29,000 7 – 10 Months
Cost and Timeframe
UNLIMITED Disk Space UNLIMITED Bandwidth Host UNLIMITED Websites Linux Redhat FREE Instant Setup 99.9% Uptime Guarantee 45 Day Money Back Guarantee CGI, PHP 5, RoR, Perl MySQL, SSH, SSL, IMAP, POP cPanel Hosting 24/7/365 Upgraded Support No Contracts or Hidden Fees
The TCO is an estimated budget to help the organization assess the costs related to the project.
Financial summary of intended expenditures related to the new system through various stages of systems development life cycle.
Total Cost of Ownership
Hardware and Software Summary Cost
M.R. Digiboard Development and Testing $28,100.00
UH Student Discount (-$28,100.00)
Database Maintenance$19.95/mo x 12 months x 4 years
$ 957.00
Software Purchases $ 739.00
Hardware PurchaseCisco Catalyst Series Router
$ 350.00
Server Hosting$19.95/mo x 12 months x 4 years
$ 957.00
User and IT Staff Training $ 900.00
Total Cost of Ownership (4 years) $ 32,800
Total Cost Ownership For Four Years
Prototype: Launching the Program
Prototype: GUI Login Screen
Prototype: Work Order Screen
Prototype: Reports Screen
tenantID
Tenant
employeeID
Employee
supplyName
Supply
problemNum
Problem
buildNum
Building
workOrderNumtenantID
employeeIDsupplyName
buildNumunitNum
problemNum
Work Order
unitNum
Unit
Entity Relationship Diagram
Questions and Answers
Which employees have access to, or can update M.R. Digiboard All management can update
How will employees become proficient in using M.R. Digiboard? Training, practice, and communication
Will the whiteboard still be used in conjunction w/ M.R. Digiboard? No
Is there anything that didn’t make it into system due to scope/resources? Some bilingual sections of the project
What is the client response to the proposed system? Excited!