bestlink college of the philippinesit4106servicemanagementsystem.weebly.com/uploads/3/1/7/3/... ·...

BESTLINK COLLEGE OF THE PHILIPPINES

#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City

CHAPTER I – PROJECT CHARTER

1.0 Project Background

Client Information and contract management system is a

computerization is not only about the usage of advanced and high

ends of computers, laptops, or mobile devices and computer

programs. Definitely, it’s also included the conversion of manual

procedures of Client Information and Contract management to

digital. Instead of relying on the paper-based procedures, a working

system would increase the productivity of the company specifically

the human resource department.

In relation to that, the lack of fully operational system is one

of the major problems of the company specifically in the Client

Information and Contract Management which is under the

supervision of the Human Resource Department. This company

relies too much with the load of paper works, manual system, and

slow authorization process.

Client Information and Contract Management System Page 1



Thus, different problems arise from this kind of process such

as retrieving, updating, securing, and losing of important files. On

the other hand the programmers are trying to minimize or possibly

eliminate this problem by creating a system; a working system

which is mainly based with existing manual process.

1.1 Problem and Opportunity Description

Based on the interview we conducted from different Human

Resource Personnel of different companies, we come up with the

following problems:

Lack of security/Unsecured Data Confidential Files

Since data is stored in filing cabinet it is freely available to

anyone it can cause leakage of personal records, reports

and other confidential files.

File Cabinet as a storage of client and employees record

File cabinets are commonly used as storage of those

records and files for the client and employees. File cabinets

are commonly declared as one of the problems because of

the slow retrieval of the data and it will cost time and effort to

search the data of a particular client and employees.




Manual Monitoring of Client and employee

Contract expiration

Expiration of the contract is very important to

observe. The expiration should be monitored

from the day it start and before the month of

expiration.

Blacklisted client

Blacklisted client is a part of monitoring for the

client contract. It should be monitored to know if the

clients are allowed to renew contract

1.2 Benefits

Client Information and Contract Management System

standardizes and systematizes the procedures and system

activities based on how to users want it to work with. Thus, it

ensures and updates important events in timely manner. It will also

help to lessen the worries about the security and storage of

personal records.




The following enumerated below are the beneficiaries CICMS:

The company

By CICMS, it cans easily and faster doing the process

of the company. It ensures and updates the important events in

timely manner. It will also help to lessen the worries about the

security and storage of personal records.

Head Manager

By CICMS, manager can monitor employees efficiently and

accordingly. Manager can account sanctions and punishments prior

to the report that CICMS can generate according to the

performance evaluation.

Human Resource Staff

All activities and process regarding management of

man power are all done by HR STAFF they have all the

responsibilities on handling client and employees.

The Client and Employees

Records of Client and Employee will be secured and

confidentially stored in the system so there files will keep away from

steeling and accessing by unwanted people.




1.3 Goals

Client Information and Contract Management System is to

develop a system to improve the quality of work in updating all the

information that a manual process can’t do. In creating this system

it may help the users to make the process more efficient to their

transaction process.

1.4 Stakeholders and Client

This Stakeholders affected by the system development because

this department will be the most beneficiary and the main user

of the system and this department is the appoint person to do

systematic activities in Client Information and Contract

Management System.

Administrators/ HR staff

It will easier to handle all data because the system is safer

and secure.

Client

It will help the client to accuracy of the file and lessen the

errors of the data and to avoid the redundancy of their

records.




Employees

It will be easy for them to record all the data and files of the

contract and lessen time consume.




2.0 Project Scope

2.1 Objectives

This section describes the accomplished components of or part of

the Client Information and Contract Management System. Objective

statement section will be clarify and demonstrate the boundaries of the

scope under the CICMS .This will be illustrated by Work breakdown

Structure.

2.1.1 Service Management System - Client Information

and Contract Management System (CICMS)

Figure 2.1.1 the figure shows the first module or part of client

information and contract management system – CICMS work break

down structure.


Interview

CICMS

Fill up the form

Interview C I



2.1.2 Service Management System - Client Information

and Contract Management System (CICMS)

Figure 2.1.2 the figure shows the second module or part of client

information and contract management system – CICMS work break

down structure.


CICMS

Company Survey

Information Form for surveying

Business License

Government Agencies Requirement’s



2.2 Deliverables

Objective 1 – Client Interview

Project Deliverables Work Products / Description

Interview This is the first step of our Client Information and Contract Management to review any information about the client.

Table 2.2.1 Table shows the first process of the CICMS.

Objective 2- Client Information

Project Deliverables Work Products / Description

Company Survey This is the second step of our Client Information and Contract Management to prove that the company is legally had business license.

Table 2.2.2 Table shows the second process of the CICMS.




2.3 Out of Scope

The following details below are related to the CICMS but will not be

manage as part of this system.

The system that proposed made was not in an internet

based.

The profile and records of the employees are not included in

the system.

Communication between the client and their violation are

excluded to the system.

2.4 Project Plan

According to our plan we apply several tasks in order to

minimize and maximize the work given to manage every

property including our project plan, analyzing thoughts

and reviews about are given project. As of now, we

conduct interview and survey in different companies to

get more information’s also we conduct brainstorming

and sharing in this project.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2.5 Approach and Methodology

System Planning

Is a set of activities about the proposed system to make it more

systematic and efficient to the user.

System Analization

Is a set of activities that will analyze the situation of the problem

that may occur in the system.

System Design

It must have attractive Graphic User Interface(GUI).

System Implementation

It must be easy to use and to understand.

Maintenance

Every successful plan may have a maintenance.


System Planning

System Analization

System Design

System Implementation

Maintenance



3.0 Project Timeline (GANTT CHART)

























Table 3.0 This table shows the project timeline of proposing Client Information and Contract management system.




3.1 Success Criteria

The development of CICMS planning is still working on progress.

But when the CICMS is done and flourished the CISM cannot

achieve the following success.

Security of all confidential files and records of the client

and employees. The CICMS will have login form on

which unauthorized users cannot be accessed the

system aside from the HR STAFF which is the main

user of the system.

Database for incrementing number of the client, even

most of the transaction will contain database for easy

reports generation and data querying for the specific

transaction of records.

Adding, updating and monitoring of client profile.

Monitoring of Contract Expiration is very important to

observe. The expiration should be monitored from the

day it start and before the month of expiration.

Monitoring of Blacklisted client is a part of

Monitoring for the client contract. It should be

monitored to know if the clients are allowed to renew

contract.




3.2 Issues and Policy

Here’s the listed below the Function of the system that have minor

conflict with the Client Information and Contract Management

System.

Monitoring of active and blacklisted client

Monitoring of contract between client and employee.

Attaching contract and other files of client and employee.

Updating record for renewal contract.

3.3 Risk Management plans

RISK Probability

(H-M-L)

Impact

(H-M-L)

DESCRIPTION

Financial risk

M M For the company, financial risk

occurs. Financial budget are

needed to procure and support

the requirement of developing

system.

Technical risk

H H Technical risk might be resulted

by the accidents happen to the

computer unit like unplugging of

power supply which causes the



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityunit to shot down.

Technology risk

H M This risk can happen to the

system develop by the

developers. Since the

developers offered this

application for the business

firm.

Financial risk

M M Financial budget are needed to

procure and support the

requirements of the developing

system.

Customer risk

Every member of the project

must put an effort because if

on fails to provide endeavor

sacrifices of the other members

to accomplish the project will be

fail.

3.4 Service Transition



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityIf this project was not satisfied or not giving their data’s to be

needed this will be the optional.

Upgrading of the system

Updating of the database

Maintenance of the system

3.5 Option analyst

It may run in easy eclipse application

It can be run in win 7 and win 8

Applicable SQLLITE server database and MYSQL server

database.

4.0 Project organization & staffing



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityRole Names and Contact

InformationResponsibility Time

Executive Sponsor -serve as ultimate authority /responsibility for the project- Provide strategic direction and guidance-Approve changes to scope-Identify and secure funding

Project Sponsor -Make business /approach decisions for the project-Participate in key activities-Make resources available-Approve work products, address issues and approve changes request

Project Manager DelimaMonaliza LCell no. 09096218836

-Report and receive direction from sponsors-Manage review and prioritize project work plan-Provide status reports-Manage projects teams-Recommend changes escalate issues and mitigate risk.

Project Team and Members

Macapugas Mary deeCell # : 09091233922OfallaSharmineCell #: 09123570697Olfindo RaymondCell# 09282329838Villaflores JeffreyCell#: 09267852896

Participate in project activities, including planning, implementation of deliverables, and quality control.

Advisors and

Resources

Ms. Eunice Balisi

5.0Project budget





Company Amount System Amount

Computers-5 5,000.00 x 5 = 25,000.00

Laptop-8 15,000.00 x 8 = 120,000.00

Printer-5 5,000.00 x 5 = 25,000.00

Printer 5,000.00

Scanner-5 20,000.00 Scanner 5,000.00Bond Paper 10,000.00 Bond Paper 500.00TOTAL 80,000.00 TOTAL 130,500.00

Office rent 10,000.00 Internet 3000.00Internet 3,000.00 Programmer -

360,000.00

Electricity 10,000.00 System Analyst- 2

40,000.00

Other Office Supply

20,000.00 Document Specialist

15,000.00

Head Manager (Admin) 15,000.00

Electricity5,000.00

Staff-4 10,000.00

TOTAL 138,000.00 per month

TOTAL 280,500.00 per month



6.0 Appendix A




Chapter 2 - Review of Related Study

2.1 Foreign Related Studies

2.1.1 Zoho Corporation Client Information and Contact Management System

Client and Contract management of Zoho Corporation, add

clients and their details to this web-based staffing solution for easy

tracking. Upload contract. You can also customize the client contact

form. Zoho Recruit automatically records all the activities that take

place within the system. Tagging clients manage your clients and

organize by adding different tags. This enables you to quickly find

them. Integrated Email quickly e-mails your customers from within



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityZoho Recruit without needing to switch to a separate e-mail client.

Client Export all clients in different formats like xls, csv, tsv, etc.

http://www.zoho.com/recruit/client-contact-management.html

© 2011 Zoho Corporation. All rights reserved

2.1.2 RIMIAC Contract Management System

2013-Europe

To provide practical guidance on implementing a research

contract management System. To provide standard operating

procedures for the effective administration of research and

research-related contracts, including, information on different types

of research contracts, performing risk–benefit analyses of research

contracts an establishing a contract database .To provide practical

guidelines for the implementation of research policies. These are

the included in contract and agreement, Contract number, which is


http://www.zoho.com/recruit/client-contact-management.html


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityused as reference number, Date of registration, name of principal

investigator, Names and contact details of parties/clients

Department and faculty in which the contract work/research will

take place, Type of contract amount, budget and currency, Status.

Project title, Start and end dates Cost Centre number and

indication whether the full economic costing has been applied or

not.

http://www.rimi4ac.net/site_media/CONTENT_uploads/ResearchContractManagement_v2%20[SINGLE%20PAGES].pdf

2.1.3 Contract Eagle Client Information and Contract Information

Contract Eagle is a contract document management system

and contract reminder system that organizes your contracts into a

safe and secure database, with email reminders sent out in

advance of key contract dates. Even if you miss your email for

some reason your milestone will not be forgotten because Contract

Eagle will notice the oversight and email someone else. Your

customers and suppliers will soon become aware that you mean

business, when you contact them early to renegotiate a renewal.


http://www.rimi4ac.net/site_media/CONTENT_uploads/ResearchContractManagement_v2%20%5BSINGLE%20PAGES%5D.pdf




#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThe assurance delivered by Contract Eagle is that you will

never miss another contract milestone and never waste time trying

to find your contract document. Your contracts are neatly organized

into an intuitive searchable database, and will be visible to anyone

who has been authorized. The system produces tidy bar-coded

coversheets to attach to your hard copy, helping you to manage

your files efficiently.

https://www.contracteagle.com/contract-management- software/benefits.asp

2.1.4 KNOWLIAH Contract Management

Knowliah helps you to manage your different types of legal

content. It is the only solution that provides an answer to the

different perspectives of legal matters. Knowliah Contract

Management helps corporate legal departments and law firms to

improve their productivity, increase decision levels and enhance

customer service.

Various legislations and guidelines require organizations to

retain official documents for a certain period of time and make them



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityavailable when needed. That is why this information should be

managed and archived in a central location.

Certain information must find its way to authorized people

and be retained during a certain "retention period". During this

period, the integrity and authenticity must be monitored via access

control and log and audit features.

Automatic overviews and notifications make sure that

decision-making processes can be accelerated. Contracts, reports,

notifications or complaints, they are all re-directed to the people in

charge who can immediately take the necessary action

http://www.knowliah.com/solutions/business/contract-management

2.1.5 AICPA American Institute Confidential Client Information

2014 - America

A member in public practice shall not disclose any

confidential client information without the specific consent of the

client. Members of any of the bodies identified in above and

members involved with professional practice reviews identified in

above shall not use to their own advantage or disclose any

member's confidential client information that comes to their

attention in carrying out those activities. This prohibition shall not





#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityrestrict members' exchange of information in connection with the

investigative or disciplinary proceedings described in above or the

professional practice reviews described in above.

The member must take appropriate precautions (for

example, through a written confidentiality agreement) so that the

prospective purchaser does not disclose any information obtained

in the course of the review, since such information is deemed to be

confidential client information. Members reviewing a practice in

connection with a prospective purchase or merger shall not use to

their advantage nor disclose any member's confidential client

information that comes to their attention.

http://www.aicpa.org/Pages/default.aspx

2.2 Local Related Studies

2.2.1 IBM Emptor is Contract Management

2012 - Philippines

IBM Emptor is a Managing contract details across various

regions and countries, while having central corporate visibility to

commitments and risk exposures is a daunting task, particularly for

Global 2000 enterprises that

Facilitating better business relationships Companies with

strong contracts and contract management are more likely to


http://www.aicpa.org/Pages/default.aspx


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citycapture revenue opportunities, have better supplier and vendor

relationships, and actively enforce compliance and mitigate risks.

Enterprises worldwide depend on IBM Emptor is Contract

Management to oversee all types of agreements, including

procurement, sales, legal and healthcare contracts. Emptor isis one

of the industry’s most comprehensive contract management

solution Emptor is Contract Management delivers immediate impact

to your business.

Access any contract Procurement, legal, operations and

sales professionals can find any contract through a centralized

repository. Instantaneous search and retrieval alleviates frustrations

resulting from contracts scattered across lines-of-business and

departments.

Gain global contract visibility contracts hold a wealth of

information about the performance of the entire enterprise, tapping

into that information is vital for key decision makers. Enterprise

contract management enables better business decision making for



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citythe enterprise by instantly providing visibility and access to the

intelligence held within the contract portfolio.

http://public.dhe.ibm.com/common/ssi/ecm/en//ZZS03120USE

N.PDF

2.2.2 Contract Management with RecFind 6

RecFind 6 is creating the contracts, approving the contracts

and renewing the contracts. We need to ensure that we can find

any contract instantly and we need to ensure that we are dealing

with the correct version of the contract; ideally, the same version

the other party is working on.

We also need to ensure that we capture all transactional

information relating to the contract and that we link it to the correct


http://public.dhe.ibm.com/common/ssi/ecm/en//ZZS03120USEN.PDF

http://public.dhe.ibm.com/common/ssi/ecm/en//ZZS03120USEN.PDF


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citycontract. For example, amendments, meeting notes, emails, faxes,

etc.

A good contracts management system provides instant,

accurate access to all of the information required. It also provides

the ability to run standard reports or create ad hoc reports as and

when required. A good contracts management system also

automates as many processes (e.g., workflow) as possible to both

‘standardize’ and speed up processing

The features of RecFind6 are Creation/templates/standards

Negotiation management, Approval/endorsement, Analysis,

Searching, Reporting, Security/User Access, Key date and renewal

tracking and notification, Lifecycle management. RecFind 6 has all

of the functionality required by a fully featured contract

management system. It also has all of the functionality required to

enable you to configure it to your exact and precise contract

management needs; there is no need for compromise.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityhttp://www.knowledgeonecorp.com/news/pdfs/Contract

%20Management%20with%20RecFind%206.pdf2012

2.2.3 CONTRACT MANAGEMENT of EPA

.EPA commonly uses two types of contracts: fixed-price, small

purchase contracts; and cost-reimbursable, level-of-effort or mission

contracts.

EPA awards fixed-price, small purchase contracts to ensure

completion of special requirement by a certain date for specified price. To

issue purchase contract, you must write an unambiguous statement of

work. The risk of failure to perform falls to the contractor, who will be paid


http://www.knowledgeonecorp.com/news/pdfs/Contract%20Management%20with%20RecFind%206.pdf2012

http://www.knowledgeonecorp.com/news/pdfs/Contract%20Management%20with%20RecFind%206.pdf2012


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityOnly if she or he delivers on all the terms of the contract. One

advantage to fixed-price contracts is that they can be awarded in a few

weeks.

Mission contracts are awarded to ensure contractor availability in a

broader scope of tasks, usually for several years. Unlike fixed-price

contracts, cost-reimbursable contracts obtain the contractor’s best effort

without absolutely requiring the completion of specified product or service,

and may be used where explicit products or quantities or schedules will be

decided later. The rest of this Toll discusses the management of projects

issued through these mission-style contracts.

Contract management is required throughout the life of the work

assignment. While EPA multi-year, cost-reimbursable contracts generally

are managed in the same fashion, each is different and each

requires contract-specific management. Also, because you may have

access to more than one contract, you should begin your search for

contractor support with a visit or phone call to EPA is Project Officer.

http://www.epa.gov/superfund/community/pdfs/toolkit/11contmgt.pdf




2.2.4 ORACLE’S PRIMAVERA CONTRACTMANAGEMENT, BUSINESS

INTELLIGENCE PUBLISHER EDITION

With Primavera Contract Management, accurate and up-to-date

information is always accessible. It provides role-based dashboards with

key performance indicators (KPIs) and powerful reports. You gain visibility

early, so you can prevent minor issues from becoming major problems.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityWith a personal dashboard, you can review the latest project status, see

new issues, and identify potential problems.

Primavera Contract Management facilitates team interaction. Role-based

views display action

Lists, alerts, and turnaround graphs that immediately identify

Who is holding up the process

When each deliverable was required

If the delay will have an impact on the budget or the schedule

The ball-in-court (BIC) feature lets you clearly see who needs to act

next within the approval Work flow process. With hundreds of submittals in

progress, it’s easy to let one or even several slip. Primavera Contract

Management provides comprehensive tracking of every submittal to

ensure that appropriate action is taken, submittals are approved, and

contract-specified materials arrive on time and as ordered. Primavera

Contract Management provides real-time information, so you can see

where each submittal is in the approval process and know who is

responsible for what and by when.

Primavera Contract Management’s Content Repository feature

provides a structured and secure environment to store records associated

with Primavera Contract Management’s Content Repository feature



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityprovides a structured and secure environment to store records associated

with projects. The drawings log capability in Primavera Contract

Management maintains and identifies drawings, specifications, and other

supporting documentation, so you can meet contractual requirements and

ensure the completion of your work. Tracking documents through the

drawings log lets you keep records of all revisions and know who received

what revisions and when. The drawings log also manages the distribution

of drawings to make certain everyone has the latest drawings required to

construct the building.

http://www.oracle.com/us/products/applications/primavera/contract-

management-bi-data-sheet-514021.pdf

2.2.5 Computerized Student Information System

By Marieljoycolega March 2013

Student Information System is a computer application that deals

with the generation, collection, organization, storage, retrieval and

dissemination of recorded knowledge. Computerized Student Information

System provide capabilities for entering student information, building a


http://www.studymode.com/profile/marieljoycolega-76870034/

http://www.oracle.com/us/products/applications/primavera/contract-management-bi-data-sheet-514021.pdf

http://www.oracle.com/us/products/applications/primavera/contract-management-bi-data-sheet-514021.pdf


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citystudent record and managing other student – related data needs in the

school. Notably, student information system or SIS incurs such application

software designed for educational establishments to manage student data.

Student information systems provide capabilities for entering

student test and other assessment scores, building student schedules,

tracking student attendance as well as managing many other student-

related data needs within the institution university. Thus, many of these

systems applied in the Philippines can be scaled to different levels of

activity and can be configured by their home institutions to meet local

needs. Moreover, before universities have created their own bespoke

student record systems, but with growing complexity in the business of

educational establishments, organizations now choose to buy

customizable within the shelf software. It can be that, modern student

information systems are usually server-based, with the application residing

on central computer server and are being accessed by client applications

at various places within and even outside the school. During the year

1990s,

http://www.studymode.com/essays/Computerized-Student-

Information-System-1481640.html


http://www.studymode.com/essays/Computerized-Student-



Scope:

Important documents immediately become accessible, automatic

overviews and notifications Contracts, reports, notifications or

complaints, they are all re-directed to the people in charge who can

immediately take the necessary action.

Objective:



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityComputerized system helps to alert the management for updating

the contracts, reports and complaints.

Problem:

They have no scanned the documents.

Conclusion

Based on the following articles we have been meticulously study,

we conclude that the different key points should be considered:

instead of securing the actual paper works it would be better

to have a digital copy of the pertinent documents, mostly in

a form pictures and even scanned images of legal

documents;

System administrator or someone should be responsible in

the actual intervention and improvement of apparent

systems’ bug;

A well-researched System strengthens the significance of

implementing of other integrated sub systems. The different

subsystems though have their specific functions and roles in



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citythe company are still inter-dependent. Continuous research

to the system’s development in an advantage in facilitating

and monitoring the system.

Simple system has a possibility of growing to a more

complex well-integrated system as much as the demands of

its users grow.

Self-generating notification functionality is another checklist

in establishing a Client Management System. It prevents

common human error that would cause a great risk to the

company’s reputation.

Protection of Client’s information inputted in the system must

be safe in any form of breach.

SYSTEM R1 R2 R3 R4 R5 R6 R7 R8 R9

(CICMS)

1.Compilation of complete contracts for clients

2.Updating of end contract



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3.Personal information affiliate

4.Secured data to protect from an authorized person

5. It recovers deleted files that maybe restore

Chapter 3 – EIS PROJECT MANAGEMENT AND DEVELOPMENT

3.1 Risk Mitigation, Monitoring, and Management Plan

1.0 Introduction



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThis was to create effectiveness service system that Risk

Mitigation Monitoring and Management plan for developing Client

Information and Contract Management System.

1.1 Scope and Intent of RMMM Activities

Most software gets defect by virus and mishandling by that,

making a system becomes difficult .The team made a plan for Risk

Mitigation, Monitoring and Management in order to fulfill the

objectives and to minimize, if possible, to overcome hindrances or

problems that might come along the process.

The end-user should be aware of the software requirement

and how to manage it. The System Administrator should be well-

organized, all knowing and meticulous about handling the system.

He needs to be observant and foreseen the emerging risk and how

to manage it in accordance with the contingency plan. These are

just some of the recommendations of the developer that must

obtain to perform the job properly.

1.2 Risk Management Organization Role

The organization has a mission to deal with and the people

involved must accept and observe the responsibility and duties



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citybestowed on them. To better support the mission, Risk

Management plays a critical role in protecting, managing, and

maintaining the system.

2.0 Risk Table Description

The stakeholders have responsibility of determining and

managing the risk. That is if everyone participated and paid close

attention to all the details during the early phase of the software

development. Therefore, many risks can be minimized and

avoided. Here are the following views of the system developers:

Software development can avoid having risk by double

checking their schedule

Customer can avoid risk by providing all necessary software

Information during the early phase of the development

Software development can avoid risk by getting all the

details of the equipment that are provided or are accessible

to them

User can avoid Risk by making all necessary business

changes before imitating request for the software.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2.1 Risk Table

This includes the general overview of how we might able to limit the

risk

2.1.1 Probability and Impact for Risk

The following is the sorted version of the above table by probability and impact:

Category Risks Probability ImpactBusiness impact

Not familiarizes about the surrounding of business while using computerize

40% 1

Process Risk Low Product Quality 40% 1Customer Risk

Failed to Participate in the field of computerize

35% 2

Employee risk

Lack of Knowledge to use computerize system and training

30% 2

TechnologyRisk

Obsolete Technology 10% 2

Development Risk

Insufficient of Resources and materials 30% 2

Table-Risk Table (sorted)

Impact Values Description

1 Catastrophic2 Critical3 Marginal4 Negligible

3.0 Risk Mitigation, Monitoring and Management

This was demonstrating the details describe in Risk

Mitigation, Monitoring and Management Plan. Also, here stated the



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityfollowing right that the end user and even the system administrator

might encounter. This include on how to avoid, to monitor and to

manage the risk.

3.1 Risk Mitigation for Risk

In this section several different of software development risk

will be identified. A plan will be created to avoid these risks.

3.1.1 Business Impact

Spend time with the client on how to explain the overview

and complexity of the system. This will help us to find out

what they needed and gathered all the information

necessary for the project to be successful.

3.1.2 End Users Risks

The user Must knowledgeable use a system to avoid Fail to

present the project will lead to misused and mismanagement

of the system especially on the client part.

3.1.3 Process Risk



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityWe will set up guidelines to be followed by the team to easily

follow the operational solution to resolve the system process

problem. This will help the team in delivering high quality

product and bring more clients in the future

3.1.4 Technology Risks

To avoid the risk using technology, we need to be updated

with the following technical and system requirements of the

software.

3.2 Risk Monitoring for Risk

This is the way of action while not yet experienced the risk in

developing.

3.2.1 Business Impact

To know the client opinion regarding the project, continuous

communication between users and developers should be

established. In monitoring, we must conduct a meeting to

know the opinions of the client and also the changes being

requested.

3.2.2 End Users Risks

The minutes of each meeting should be provided to monitor



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citythe previous problems arise while doing the system.

3.2.3 Process Risk

We have review different software related to this one for us

to find problems that we will possibly encounter. The reviews

of other works pave us a way on how to make our system

more functional.

3.2.4 Technology Risks

We will need to be updated to the new technology to help us

improve this project.

3.2.5 Development Risks

We will keep on updating the tools that we are using to keep

up with new technology.

3.3 Risk Management for Risk

Here are way and method how to maintain the system while

encounter the risk



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3.3.1 Business Impact

If mistakes have been made, conducting a meeting to the

client will do, for us to know the information and plan that the

client needs.

3.3.2 Customer (users) Risks

To manage the risk, we will gather meetings and pass out

questionnaire to the client to know what they want to prevent

unsupported information’s.

3.3.3 Process Risk

If the member is not qualified or inefficient and cannot meet

the quality standards that they gave to him there should be

the one who take over his task or work

3.3.4Technology Risk

To manage technology risk, group discussion regarding the

major shifts in the technology we will discussed and present

to the client

3.3.5Development Risks

In development risk, we will provide on the several

information on the several different palm size PC and will let

the customer to choose the one that is most appropriate for

the customer to buy



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3.3.6 Employee Risks (Team mates)

Employee risk is lack of ability to perform some tasks that’s

why other members teach and monitor those members.

3.2 Software Configuration Management Plan

1.0 Introduction

Kind of a big thing, not just for software but for hardware and

other IT-related “stuff” like servers, desktop computers, routers,

storage, Figuring out what you have and recording it somewhere

controlling who can make changes keeping a record of the

changes you’ve made.

1.1 Scope and Intent

The primary focus of the Software Configuration

Management CICMS is to Identify and control major software

changes, ensure that change is properly implemented, and report

changes to administrator and staff.

.1.2 SCM Organizational role



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThe CICMS team will work closely with the SQA (Software

Quality Assurance) team, cross-examining many of the submitted

documents and software change requests. Software Engineers will

submit change requests directly to the SCM team for their

inspection and approval.

An SCM leader will be appointed to oversee all SCM

activities. He will receive all change requests, and will make any

final decisions regarding those changes, including which software

engineer will carry out approved changes. The SCM leader also

keeps a record of all submitted requests, even those that have

been denied.

2.0 SCM Task

The SCM leader will analyze all current design specifications

and break down the software into subsystems. The subsystems will

consist of major software functions or interface components. Any

submitted changes will be connected to its corresponding

subsystem.

2.1 Identifications



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityIn this section we will describe the way software

configuration items will be identified for the software configuration

management plan.

2.1.1 Description

Identify change

We need to have a team work on the suggestion and

to figure out if the change is necessary and is

justified.

Approve changeWe cannot afford to have one member of software

development team think of a change or and

implement it without telling any other member of the

team. We will be using the change request report

form to suggest changes in the software.

Ensure that change is being properly

implemented

Set up times when team members will look over the

change that other members have implemented and

to finalize the change.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City Document the change

To approve a change we will be using change report

form, which will be submitted to change control panel

(remaining member of the Software Development

team.

2.1.2 Description

Proposed request changes

Software developer must documents the details that

changes

2.2 Version Control

2.2.1 Description

The Client Information and Contract Management

system is updated; the program builds number

(version number) will be updated to reflect the

change. The version number will follow a standard

x.x.x input mask (for example, version 1.2.7), with

each digit place corresponding to an increasing

severity of change. Version control will be done by

hand. No source code tracking / version control tools

will be used.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2.2.2 Increasing version number

If the request is done we will filed the finalized

changes .It will be Documented and we using decimal

point

<major update><minor update><bug.fix>

Bug fix

If should be the bugs fix done product the portion of

version number the closer the bug fix number will

need to be increased.

Minor Update

Minor updating of product increased friendly users

and attractive graphical user interface.

Major Update

We do not foresee any changes in major version

number.

2.2.3 Work Products and Documentation

All the version revision will be document and also

enhancement will file.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2.4 Configuration Status Accounting (CSA)

We will be using two different ways to communicate with the

team members and to inform the client and employee for the

changes may concern.

2.4.1 Description

Ways on how we will be communicate to team

members or people belong to the project must inform

the changes.

Verbal communication

While our software development team is small and

all the members are in constant touch with each

other it would be better to communicate verbally.

2.4.2 Works products and documentation

A draft of the changes will be sent to the client. Upon

approval, the final change document will be amended

to the SCI document.

3.3 Software Quality Assurance



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City1.0 Introduction

This section include their the general overview of

Software Quality Assurance for the Client Information and

Contract Management will focus on the issues process activities

that enable a software organization and to ensure the right

things for the Project.

1.1 Scope and Intent of SQA Activities

A quality approach

Formal technical reviews that are applied throughout

the software process

Control of software documentation and the changes

made to it.

1.2 SQA organizational Role

Ego-Less Structure

- Lead Planning / implementation of projects


The process of understanding business

Computers and related system to design

Creating effective information product

Lead application developer

Lead Planning /Implementation of projects


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City- The process of understanding business

-Computers and related systems to design

- Lead application developer

- Creating effectively information product

2.0 SQA Tasks

- Close contact client

- Extensive detail design

2.1Tasks Overview

Above all the task these may assure the client that the

quality of the project is on high possible designs and process

all the given plans that is stated on the project plan.

2.2 Standard, Practices and conventional

Close contact client

We conduct meetings with the client .We meet

Manager of the Agency and talk about the client information

and contract information. We also had surveying to other

agency, and most of them use manual system we are not

contented to rely our project.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityDuring meeting with the group, we discuss the problem and

solution on how we fix the hindrances.

Extensive details Design

We need to make sure that the user-interface final

product is satisfaction details to the client. Our group is

based on what client requested and included all the details

want of client.

2.3 Review and Audit

A formal technical review (FTR) is a software quality

assurance activity that is performed by software engineer s.

The objectives of FTR are:

(1) To uncover errors in function, or implementation for

any representation software.

(2) To verify that the software under review meets its

requirements;

(3) To ensure that the software has been represented

according to pre-defined standards.

(4) To achieve software that is developed in a uniform

manner.

(5) To make projects more manageable.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3.1 Generic Review Guidelines

3.1.1 Conducting Review

We will do review the client for consult them for

changes effect. And the teammates informed and accept the

responsibility and to have a good result before and after the

changes.

3.1.2 Roles and Responsibilities

As stated in 12,SQA Organizational Role, the role of

each team member will multi-dimensional since we have a

relatively small team.

- Lead planning and/or implementation of projects/

Mona

- The process of understanding business/ mine

- Uses computers and related systems to design

solutions/Jeff

- Lead application developer/ Mhond

- Creating effectively information product / Dee



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3.1.3 Review work Product

We evaluate the work past general report by member,

to state the problem that we encounter and solved the

problem, While we on the meeting of client, the team

mates takedown the list to discuss important details

minute it in log book.

3.2 SQA Audit

- The team member will have a report by member’s

performance

- Any changes that will affect the project must first consult to

the team mates before doing changes.

- The Client should be Notify for all the changes both minor

and major changes.

- All the changes version will be keep carefully recorded

4.0 Problem Reporting and Corrective Action/follow-up

Describe the mechanisms report that consequence of the

FTRs for corrective action and follow up that conducted.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City4.1 Reporting Mechanisms

We verbally reported the changes to deliver clarifying all the

details. To help client for ask any question regarding to the

operation of the software.

4.2 Responsibilities

Since we use egoless we assign the team mates job title by

it’s their knowledge and skills.

- Lead planning and/or implementation of projects

- The process of understanding business

- Computers and related systems to design new IT solutions

Lead application developer/ Mhond

- Creating effective information product/Dee



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City4.3 Statistical SQA

We research and conduct interview people aware to the

project we develop, and here are the statistical collections:

Shall Software defects is collected and categorized

Must attempt to detect the errors, design error, violation

standards and Friendly user GUI.

Misinterpretation of client communication.




3.4 System Specification

1.0 IntroductionThis section gives a general overview of Client information

and contract management system (CICMS).

1.1Goals and Objectives

The system entitled Client information and contract

management system is to develop a computerized system and

provide some enhancement. This would help and assists the

users in processing the information and contract needed to a

company.

The goals of CICMS are:

To provide a computerized CICMS system

To provide secured data

To provide a searchable database

To generate reports

To minimize time consume

To minimize paper works

To have a record of the client and contract information in

easier and faster.




1.2 System Statement of ScopeA general statement of the intent of the software

(system) should be provided here. That is, what information is

produced, what major functions are implements, and what data

are provide as input to CICMS.

1.2.1 General Requirements The following general requirements were laid for our

project name (CICMS).

A way in adding information of client and contract

A way in which the user need to login

A way in which they could generate reports

A way to search the data which was entered into

database.

A way in which they could view data which was

entered into database

A way to print any reports

A way to monitor the users

A way to attach the contract of the client and

employees.




Interface Enhancement This would help the users used the system because of the

unique interface of the user friendly.

Database administrative interfaceThis interface can easily search the information of client

and contract, some of it can update the information of

client and contract for the process of CICMS.

User manualThe user manual can help the users on how to use the

system in the way of adding query and simple tutorial for

the trouble shooting, scanned contract and print any

reports of the system.

Scanned contractThis form can help the user attach all contracts that are

involved the client and agency about the contract.

RecordsThis form is for all the Information entered to the

database that shown on this form.

ReportsForm for the Agreement letter, Client information and

reports for all the records, to easily print in different

format such as pdf, Msword and excel.




Add InformationThis form can entered all the information of client and

contract to the database.

1.3 System Context Our system entitled Client information and contract management

are now having a good process of client and contract. We have a

unique features and unique process such as design GUI and for the

form of add client information we have taken a photo for the optional

process in case of the clients forgot to bring their picture.

1.4 Major ConstraintsTimeWe only have about three months to finish all documentation and

enhancement of our project. We do our best to manage our

schedule in this project.

FundingTo develop this project, we decide to contribute 10 pesos every day

for our funding. We will need funding to buy load of internet for the

development of the project.

2.0 Functional Data DescriptionThis section overall system function and the information domain in

which it operates.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2.1 System Architecture

Figure 2.2.1Architecture ModelThe architectural diagram for the software is shown below.

As it is clear from the diagram, various actions are HR staff

and administrator staff which use the system.




2.2.1 Subsystem OverviewAdd Client informationThis form is for the registration of client information and it

can have a report that can be printed.

Add Contract informationThis is for adding information of contract and it can be print

the reports of contract information.

Active clientThis form is for all the active client that have been registered

and it can be print all the information of active client.

Blacklisted clientAll the clients that have been block are the information of

client is move into the Blacklisted client form.

Client/Employee Contract RenewalThis is the form for all the files renewal.

Expired contractWe have an expired contract form for the entire client that

their contract is expired.

Deactivate RecordsThis is the form for all the entire information of client and

contract that are deleted.

RecordsThis form is for all the Information entered to the database

that shown on this form.




ReportsThe form for the Agreement letter and Client information

form, to easily print in different format such as pdf, Msword

and excel.

2.2 Data Description2.2.1 Major Data Objects

User Administrator Information (Linked with form)

1. Admin IDThis ID is for the Administrator to easily and faster to

identify their records.

2. Admin nameAdmin name for the administrator

3. UsernameUsername of the administrator is one of the important

information needed to access the system.

4. PasswordPassword for the user administrator this code are

needed to access the system.

User HR staff Information (Linked with form)

1. HR staff IDThis ID is for user HR staff to easily and faster to


2. HR staff nameHR staff name is the name of HR staff

3. Username



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityUsername of the HR staff is one of the important


4. PasswordPassword for the user HR staff this code are needed

to access the system.

Client information (Linked with form)

1. Client IDThis ID is for client ID to easily and faster to identify

their records.

2. Client nameName of the client

3. Client AddressAddress of the client

4. Email addressEmail address of the client

5. Zip codeA group of five or nine numbers that are added to a postal address to assist the sorting of mail.

6. Mobile numberMobile number of the client it is use for the

communication needed in case of emergency for the

transaction.

7. Other mobile numberAnother mobile number of client if theirs available.

8. StatusThe relative social, professional, or other standing of

someone.

9. Fax number



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityAs scanned and sent electronically by a machine, or

is slang for the machine used to send the image.

10. Business TypeA Sole Proprietorship is one individual or married

couple in business alone.

11. CompanyCompany name.

12. Company AddressThe address of the company

13. Telephone numberThe telephone number of the company

14. Total SalaryThe total salary of the client from their contract

signed.

15. Date startedThe act of recording an item, such as a commercial

transaction, in a journal, account, register, etc.an

item recorded, as in a diary, dictionary, or account

Add Contract information of Client and Employees (Linked with form)

Client Contract information1. Client IDThis ID is for client ID to easily and faster to identify

their records.

2. Client NameName of the client



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3. Contract type

Agreements between two entities, creating an enforceable obligation to do, or to refrain from doing, a particular thing.

4. Contact statusThe contract status provides a visual indicator of

where your contract is in the contract life cycle, and

it designates when a contract is available for lookup

and processing.

5. Contract startedThe date upon which a Purchase Agreement is fully

executed by all parties

6. Contract endDate of end contract

7. DurationThe time during which something continues

8. No. of service requestA number request of the client

9. Hours of workHours of work of the client

10. Contracted SalaryThe total salary of the client from the contract

signed

11. Method of paymentPayment must be in the form of cash, money order, a bank cashier's check or a credit card. Credit card payment must be pre-approved prior to loading. Personal checks are not accepted.

12. DescriptionA statement that tells you how something




Employee Contract information1. Employees ID

This ID is for client ID to easily and faster to identify

their records.

2. Employees NameA Name of the employees.

3. Contract typeAgreements between two entities, creating an enforceable obligation to do, or to refrain from doing, a particular thing.


where your contract is in the contract life cycle, and it

designates when a contract is available for lookup

and processing.






9. Contracted SalaryThe total salary of the client on the contract signed




10.Method of paymentPayment must be in the form of cash, money order, a

bank cashier's check or a credit card. Credit card

payment must be pre-approved prior to loading.

Personal checks are not accepted

11.DescriptionA statement that tells you how something

Attach Scanned contract1. Client ID


their records.

2. Client nameFeature that enables client programs to carry both

user names and client name values.

3. CompanyCompany name

4. Description A statement that tells you how something

Client Renewal Details1. Renewal ID

This ID is for client and employees ID to easily and

faster to identify their records.


their records.


4. Duration



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThe time during which something continues

5. Hours of work Hours of work of the client

6. Contracted salaryThe total salary of the client from their contract

signed.

7. Renewal date The act of recording an item, such as a commercial



8. Renewal endDate of end contract


10. Method of paymentPayment must be in the form of cash, money order, a





Employee’s renewal details

1. Employee ID

This ID is for employees ID to easily and faster to identify

their records.

2. Employee name

Name of the employee




3. Hours of work

Hours of work of the employees

4. Method of Payment

Payment must be in the form of cash, money order, a


payment must be pre-approved prior to loading. Personal

checks are not accepted

5. Renewal Date

The act of recording an item, such as a commercial

transaction, in a journal, account, register, etc.an item

recorded, as in a diary, dictionary, or account

6. Contract Start

The date upon which a Purchase Agreement is fully


7. Contract End

Date of end contract

8. Description of Contract

A statement that tells you how something

Document/Files

1. Files IDThis ID is for Files ID to easily and faster to identify

their records.


3. Path



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityLocation of the document that have been attached in

database of the system CICMS

Figure 2.2.2 Relationship An entity–relationship model (ER model) is a data model for

describing the data or information aspects of a business domain or its

process requirements, in an abstract way that lends itself to ultimately

being implemented in a database such as a relational database.




2.3 Human Interface DescriptionLogin form windowThis form is for to access the system and it has five attempts to

access the client information and contract management system.

The user admin and the HR staff are the only person can access

the system they have a valid code from database to access the

system of (CICMS).

Client information windowWe will need the information of client to add into database of the

system and to have a report for the clients. This form can easily

and faster adding information of the client and has a searchable

process to find the information of client.

Contract details windowAdd contract form is the summary information of the contract that

we attached, it has a field of Client ID, Client name Contract type,

Contract status, No. of guard request , hours of work, contracted

salary, method of payment and description this are the important

details that we need for the add contract details form.




Renewal Details windowThis is the form for the entire client that their contract can be renew

and we will need some of information of the renewal to be entered

into database. It is important form for the process of CICMS

Attach scanned contract windowWe need to attach the copy of their contract to minimize paperwork

and attach scanned contract, it can help if their copy of the client

contract have been loss. In this form of CICMS we can update the

information of contract.

Files windowA files form for the entire contract scanned that are save into

desktop.

Account setting windowThe account setting is for the registration of admin and HR staff to

access the system. This form is the information for the valid code of

accessing the system.




Window of all RecordsWe have records of all client information, Contract details, Scanned

contract, Renewal details, Active client, Blacklisted client, Expired

contract, Canceled contract and Contract problem, in this form the

entered record from the database can be print to have their own

copy if their needed and it can minimize the paperwork’s, time

consume and can easily and faster doing the process of CICMS.

Window for Deactivate recordsThis is the form for all the entire information of client and contract

that are deleted.

Window of Reports for the Contract agreement letter This is a form for all the client and employees, to create a contract

agreement letter.




3.0 Subsystem Description 3.1 Subsystem Flow Diagram

Figure 3.1.1 Client Information and Contract Management System (CICMS)


Client name /Contract list

Contract of Client

Is this new

client

Yes

Does the client info

exist?

Yes and not sure

Contract from DB

No

NoList of client ID’s, name, location for querying appear

Empty client info appears

Client ID, Name, Location from

DB

Enter client Info.

Select ClientClient ID from DB

Client info appearSelect existing user

record from list

Existing client record from

DB

Is there an existing client

recordYes

No

List from contract appear

Contract type from

DB


required to update

Yes

No Update client info

Client Info from DB

Client info updates DB

Existing contract from DB

New contract appear

Signing Contract information &Update



Figure 3.1.2 Entering data of Client and Contract Flow Diagram


Client Renewal

Availability of Employee

Total Payment of

client

Registered Client new information

form

Selecting

Contract

Request List

Requirements

Corporation

Partnership

Single Proprietorship

Approval of client Contract

Contract of the Client and Employees

Client

Select contract type

New contract of client & employee

from DBClient info from DBContract type from

DB

Signing Contract



Figure 3.1.3 Generate Report Flow Diagram

The reports have the interface with the client, contract

details, and user’s details attached contract it has the

function of reports to print the data of client and contract

details into excel, MS Word and PDF format.


Start of the Contract

End of Contract

Enter client info

Renew client info appears

Is the new

clientYes

No

New client will entered

into DB

Client info from DBList of contract

appear

Client info Updates

New contract appear

Client info from DB

Contract type from

DB

Is this a new client

info?

Yes

No Select existing new client record

list

New contract from the client

What type of contract to be printed?

FULL Blank

Unfinished contract

Contract printed

Contract printed



Figure 3.1.4 Scanned contract Flow Diagram


Client

View the scanned contract

Save the scanned contract

Scan the contract signed by the

client/employee

Contract printed

Signing of the contract by the client/employee



Figure 3.1.5 Print Reports Flow Diagram


Printing of the scanned contract

into MS Word, Excel and PDF Format

List of Client and Contract reports

appear

Client and contract info inserted into reports

will be appeared

Select reports

Finalize reports

Client info and contract change

from DB

Reports type from DB

Reports from DB

Client info from DB

Contract info from DB

Date requested to

response

Client reportsContract reports

Active client reports

Blacklisted contract reports

Reports client and contract updated

on DB

Save information



4.0 Enhanced Interface PrototypingClient Information and Contract Management System (CICMS)The process of Client Information and Contract Management

System, from the user’s (Administration and Hr staff) needs

to access the system by the unique information of the user’s

from database. The administration has unlimited to do the

process or function of the system while the Hr staff has only

limited to do the task. The entering client information and

contract are the user‘s only to do this task then after the

process of entering data the contracts are need to entered

into system by scanned or attached the copy of contract and

can be print it when needed. The information of the client

and contracts are secured with this system and the CICMS

system has a records of information to generate reports for

to print the data into excel, MS Word and PDF Format.

Entering Data of Client and Contract Flow DiagramThe clients are contains of attribute which are the basic data

of the client. The responsibilities of this component is to

declaring variables of the basic data of the client and


Print reports PDF FormatMS Word Format

Excel format


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityimplementing functions which set data into database and

retrieve from database.

Generate Report Flow DiagramThe reports have the interface with the client, contract




Print Reports Flow DiagramThis is the process to view and print all records such as

client information, contract details, active client, blacklisted

client, expired contract and renewal contract details. All the

record can print into MS Word, Excel and PDF Format. The

specific data once you search it and to select the data theirs

form have been appeared you can view the data of one

person and you can also print the data into MS Word, Excel

and PDF Format.

Scanned Contract Flow DiagramThe process of scanned/ attached are after adding client

information and contract details, the user’s need to do the

task or function of the system to scanning contract of the

client and employees(Guard) .




Contract agreement letter Flow DiagramThe system of client information and contract management

system (CICMS) has a window or form for the contract letter

to create the client and employees contract. It is ready to

print when it’s needed.




3.5 Software Requirements Specification

1.0Introduction

This section gives a general overview of Client information






users in processing the information and contract needed to a

company.





To generate reports




#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City To minimize paper works

To have a record of the client and contract information

in easier and faster.

1.2System Statement of the Scope

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

should be provided here. That is, what information is

produced, what major functions are implements, and what

data are provide as input to CICMS.

1.2.1General RequirementsThe following general requirements were laid for our






database






#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City A way to monitored the users


employees.

Interface Enhancement

This would help the users used the system because

of the unique interface of the system.

Database administrative interfaceThis interface can easily search the information of

client and contract, some of it can update the

information of client and contract for the process of

CICMS.

Help menuThe help menu can help the users on how to use the

system in the way of adding information, scanned

contract and print any reports

Scanned contract

This form can help the user attach all contracts that

are involved the client and company about the

contract.

Audit trail



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThis form has a description field for the users that

they can write what the user to do every time they

used a system.

1.3System Context

Our system entitled Client information and contract management

are now having a good process of client and contract. We have a

unique features and unique process such as design GUI and for the

form of add client information we have taken a photo for the optional

process in case of the clients forgot to bring their picture.

1.4Major Constraints

Time

We only have about three months to finish all documentation

and enhancement of our project. We do our best to manage

our schedule in this project.

Funding

To develop this project, we decide to contribute 10 pesos

every day for our funding. We will need funding to buy load

of internet for the development of the project.




2.0 Usage Scenario

2.1 User ProfileThere will be 4 levels of users:

Full Control (Administrator)

Read only users (Administrator)

Read/Write Modify own users (HR staff)

Read/Write Modify all users ( Admin and HR staff)

2.2 Use cases Full Control This is the system administrative level which will be able to

change any application settings, as well as maintaining user

profiles.

Read only users The read-only users will only read the database and cannot

insert, delete or modify records.

Read/Write/Modify Own users This level of users will be able to insert new information of

Client and Employee.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityRead/Write/Modify all usersThis level of users will be able to do all the record

maintenance tasks. They will be able to modify and records

and created by any users.

3.0 Data Model and Description3.1 Data Description

3.1.1 Data Objective and DictionaryUser Administrator Information (Linked with form)

1. Admin ID

This ID is for the Administrator to easily and faster to


2. Admin name

Admin name for the administrator

3. Username

Username of the administrator is one of the important


4. Password

Password for the user administrator this code are

needed to access the system.

User HR staff Information (Linked with form)

1. HR staff IDThis ID is for user HR staff to easily and faster to




#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2. HR staff name

HR staff name is the name of HR staff

3. UsernameUsername of the HR staff is one of the important


4. PasswordPassword for the user HR staff this code are needed

to access the system.

Client information (Linked with form)


their records.


3. Client AddressAddress of the client

4. Email addressEmail address of the client

5. Zip codeZip code of the city

6. Mobile numberMobile number of the client it is use for the

communication needed in case of emergency for the

transaction.

7. Other mobile numberAnother mobile number of client if theirs available.

8. Status



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThe relative social, professional, or other standing of

someone.

9. Fax numberIt is for the client status if a single, marriage or

separate.

10. Business TypeA Sole Proprietorship is one individual or married

couple in business alone.

11. CompanyCompany name.

12. Company AddressThe address of the company

13. Telephone numberThe telephone number of the company

14. Total SalaryThe total salary of the client from their contract

signed.

15. Date startedThe date upon which a Purchase Agreement is fully


Add Contract information of Client and Employees (Linked with form)

Client Contract information1. Client ID



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThis ID is for client ID to easily and faster to identify

their records.

2. Client NameName of the client



where your contract is in the contract life cycle, and

it designates when a contract is available for lookup

and processing.







10. Contracted SalaryThe total salary of the client from sa contract

signed

11. Method of payment



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityPayment must be in the form of cash, money order, a bank cashier's check or a credit card. Credit card payment must be pre-approved prior to loading. Personal checks are not accepted.


Employees Contract Information1. Employees ID


their records.

2. Employees NameA Name of the employees.



where your contract is in the contract life cycle,

and it designates when a contract is available for

lookup and processing.

5. Contract startedThe date upon which a Purchase Agreement is

fully executed by all parties


7. Duration



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThe time during which something continues


9. PositionPosition of the employee

10. DestinationDestination of the employee to be assign

11. Contracted SalaryThe total salary of the client from a contract signed

12. Method of paymentPayment must be in the form of cash, money

order, a bank cashier's check or a credit card.

Credit card payment must be pre-approved prior to

loading. Personal checks are not accepted


Attach Scanned contract1. Client ID


their records.

2. Client nameFeature that enables client programs to carry both

user names and client name values.

3. CompanyCompany name

4. Description A statement that tells you how something




Client Renewal Details1. Renewal ID

This ID is for client and employees ID to easily and

faster to identify their records.


their records.



5. Hours of work Hours of work of the client

6. Contracted salaryThe total salary of the client from their contract

signed.

7. Renewal date The act of recording an item, such as a commercial



8. Renewal endDate of end contract


10. Method of paymentPayment must be in the form of cash, money order, a






#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City11. Description


Employee’s renewal details

1. Employee ID

This ID is for employees ID to easily and faster to identify

their records.

2. Employee name

Name of the employee

3. Hours of work

Hours of work of the employees

4. Method of Payment

Payment must be in the form of cash, money order, a


payment must be pre-approved prior to loading. Personal

checks are not accepted

5. Renewal Date

The act of recording an item, such as a commercial

transaction, in a journal, account, register, etc.an item

recorded, as in a diary, dictionary, or account

6. Contract Start

The date upon which a Purchase Agreement is fully


7. Contract End

Date of end contract

8. Description of Contract




#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City9. Position

Position of the employee

10.Destination

Destination of the employee to be assign

Document/Files1. Files ID

This ID is for Files ID to easily and faster to identify

their records.


3. PathAddress location of the files

Audit trial1. User ID

Head manager or administrator and HR staff ID

2. User Name The name of a user





Figure 3.1.2 Relationship An entity–relationship model (ER model) is a data model for

describing the data or information aspects of a business domain or

its process requirements, in an abstract way that lends itself to

ultimately being implemented in a database such as a relational

database.




4.0 Functional Model and Description4.1 Subsystem Flow DiagramsFigure 4.1.1 Client Information and Contract Management

System (CICMS)


Client name /Contract list

Contract from Client

Is this new client info?

Contract from DB



Figure 4.1.2 Entering data of Client and Contract Flow Diagram


Yes


exist?

Yes and not sure

No

NoList of client ID’s, name, location for querying appear

Empty client info appears

Client ID, Name, Location from

DB

Enter client Info.

Select ClientClient ID from DB

Client info appearSelect existing user

record from list

Existing client record from

DB

Is there an existing client

recordYes

No

List from contract appear

Contract type from

DB

Select contract type


required to update

Yes

No Client Info from DB

Client info updates DB

Existing contract from DB

New contract appear

New contract of client & employee from DB

Client info from DBContract type

fromDB

Signing Contract information &Update

Client Renewal

Request List Requirements

Partnership

Single Proprietorshi

p

Client



Figure 4.1.3 Generate Report Flow Diagram


Client Information

Is the new

clientYes

NoClient info from DBList of contract

appear

Client info Updates

New contract appear

Client info from DB

Contract type from

DB

Registered Client information form

Request List Req.

Corporation

Contract of the Client and Employees

Approval of client Contract

Start of the Contract

Renew Client info appears

Signing of

Contrac

Selecting Contract



Figure 4.1.4 Scanned contract Flow Diagram


New client will entered

into DB

Is this new client

info?

Select existing new client record

list

New contract of client

Client



Figure 4.1.5 Print Reports Flow Diagram


List of Client and Contract reports

appearReports type

from DB

Client reportsContract

Signing of the contract by the client/employee

View the scanned contract

Save the scanned contract

Scan the contract signed by the client/employee

Printing of the scanned contract into MS Word, Excel

and PDF Format



4.2 Human Interface Login form windowThis form is for to access the system and it has five attempts

to access the client information and contract management


Client and contract info inserted into reports

will be appeared

Finalize reports

Client info and contract change

from DB

Client info from DB

Contract info from DB

Date requested to

response

Client reportsContract

Blacklisted contract reports

Reports client and contract updated

on DB

Print reports

Save information

PDF FormatMS Word Format

Excel format

Contract Employee


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citysystem. The user admin and the HR staff are the only

person can access the system they have a valid code from

database to access the system of (CICMS).

Client information windowWe will need the information of client to add into database of

the system and to have a report for the clients. This form can

easily and faster adding information of the client and has a

searchable process to find the information of client.

Contract details windowAdd contract form is the summary information of the contract

that we attached, it has a field of Client ID, Client name

Contract type, Contract status, No. of guard request , hours

of work, contracted salary, method of payment and

description this are the important details that we need for the

add contract details form.

Renewal Details windowThis is the form for the entire client that their contract can be

renew and we will need some of information of the renewal



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityto be entered into database. It is important form for the

process of CICMS

Attach scanned contract windowWe need to attach the copy of their contract to minimize

paperwork and attach scanned contract, it can help if their

copy of the client contract have been loss. In this form of

CICMS we can update the information of contract.

Files window A files form for the entire contract scanned that are save into

desktop.

Account setting windowThe account setting is for the registration of admin and HR

staff to access the system. This form is the information for

the valid code of accessing the system.

Window of all ReportsWe have records of all client information, Contract details,

Scanned contract, Renewal details, Active client, Blacklisted

client, Expired contract, Cancelled contract and Contract

problem, in this form the entered record from the database

can be print to have their own copy if their needed and it can

minimize the paperwork’s, time consume and can easily and

faster doing the process of CICMS.

Window for deleted file storage



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThis is the form for all the entire information of client and

contract that are deleted.

Window for contract agreement letterThis is a form for all the client and employees, to create a

contract agreement letter.

5.0 Restrictions, limitations and ConstraintsTime



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityWe only have about three months to finish all documentation



Funding

To develop this project, we decide to contribute 10 pesos


of internet for the development of the project

6.0 Validation CriteriaWe are creating new user interface using Java

Netbeans. The older system is in a manual form so many

paper works, they can’t find the specific data and also

unsecured and free from a unauthorized person. The

system that we create will lessen the paper works, it is also

auto generated and can secure the files.

In Database administrative this interface can easily

search the information of client and contract, some of it can

update the information of client and contract for the process

of (CICMS).The help menu can help the users on how to use

the system in the way of adding information, scanned

contract and print any reports.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityWe have Scanned contract this form can help the

user attach all contracts that are involved the client and

company about the contract. Audit trail this form has a

description field for the users that they can write what the

user to do every time they used a system.




1.6 Software Design Specification

1.0 Introduction

This section gives a general overview of Client information




management system is to develop a computerized system

and provide some enhancement. This would help and

assists the users in processing the information and contract

needed to a company.





To generate reports




easier and faster.




1.2 System Statement of ScopeA general statement of the intent of the software (system)

should be provided here. That is, what information is produced,

what major functions are implements, and what data are provide as

input to CICMS.

1.2.1 General Requirements

The following general requirements were laid for our






database.




A way to monitor the users


employees.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityInterface Enhancement

This would help the users used the system because of the

unique interface of the user friendly.

Database administrative interface

This interface can easily search the information of client and

contract, some of it can update the information of client and

contract for the process of CICMS.

Help menu

The help menu can help the users on how to use the system

in the way of adding query and simple tutorial for the trouble

shooting, scanned contract and print any reports of the

system.

Scanned contract

This form can help the user attach all contracts that are

involved the client and agency about the contract.

1.3 System Context Our system entitled Client information and contract

management are now having a good process of client and

contract. We have a unique features and unique process

such as design GUI and for the form of add client information

we have taken a photo for the optional process in case of the

clients forgot to bring their picture.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City1.4 Major Constraints

TimeWe only have about three months to finish all documentation



FundingTo develop this project, we decide to contribute 10 pesos


of internet for the development of the project.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City2.0 Data DesignFigure 2.1Database Description


Monitor Add Info and Contract

Client Information Contract

Details

Client Contract

NN

N

N

Client Information and Contract mgt. System

Head Manager /HR Staff

N

N

N

N

1

1

1

1

1

11 1


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City1.0 Architectural and Components-level Design3.1 Program Structure

Figure 3.1.1 Overall

Menu Items

The following shows the architecture of the main menu:

Add- Add Client Information

- Add contract Details

- Save or attach/scanned Contract

Records


Log in

Menu

Account Settings

Deactivate records

RecordsAdd Reports


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City- All client

- Active clients

- Blacklisted client

- Contract

- Scanned Contract

- Renewal

Deactivate Records- All client

- Active clients


- Contract

- Scanned Contract

- Renewal

Account Settings- Admin Account

- HR Staff Account

- Administrative ID

- Administrative name

- Username

- Password

3.1.2 Add

3.1.3Records


Add new Client Add New Contract Save Contract

All records -Client-Contract

Scanned Contract Renewal



3.1.5 Account Setting

3.2 Description for Components

3.2.1 Switch User

Major form (s) : frmLogin

Major Action(s) :Login

The form frmLogin will appear. User enters their username in

txtUserName and password in txtPassword. Then click

cmdOkay. User will be logged in if it is a valid username and

Password pair. If user clicks cmdCancel on this form,

application will end if they confirmed their action.

3.2.2 Add


Account

Username

-Admin-Hr Staff

User Id Account name

Password


#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City Major form (s):frmClient/frmContract/frmSaveContract

Major Action(s): Client,Contract,SaveContract

Client

To add new client for requesting security service it important

to get information of client for the purposes of continues

transaction and we know who’s represent of company when

incase of transaction s and hindrances between both

parties .The user go to menu and click cmdAdd .Select client

Contract

Enter into a formal and legally binding agreement. Properly

designation of a client contract Go to menu and clickfrmAdd

then select cmdContract.

Save Contract

Click menu click frmAdd and select cmdsavecontract. This

section entitled the agreement of both parties.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City3.2.3 Records –Step 1

Major Form (s): frmallRecord/frmClient/frmcontracts/frmScannedContract/frmRenewal

Search

Object Name: cmdSearch

To search for client, contract, scanned contract and renewal

details, users can click on the multi-page document button

next to the ID field. frmClientSearch/frmClient/ frmcontract

s /frmScanned Contract/frmRenewal will appear. Users can

highlight an information in the resultgrid,theclickcmdOkay.

Alltheinformationonfrm Client

Search/frmClient/frmcontracts

/frmScannedContract/frmRenewalwill be filed in.

Major Action (s) : All records, Client, Contract, Scanned Contract, Renewal

All Records

The basic objective of a good filing system is to be able to

find the record you need quickly and economically,

regardless of its format. The goal of a good filing system is to

provide quick access to information. Just Go to menu Click

cmdRecords and all you want to find of Information is in the

Records.




Client

The record is all of client Information only located at the frmClient.

All you need information from client we make it easily to find.

Contract

All the Contract of Client is located from the frmContract just go to

menu click frmRecords and select frmcontracts.

Scanned Contract

To make easily binding contract we maked Scanned Contract for

the purposes easily to attach and find .To find Scanned Contract

Go to menu click frmadd and select frmscannedcontract.

Renewal

For renewing expiring contract go to menu click frmrecord sand

then select frmRenewal

3.2.4 Account settings –Step 1

Major form(s) : frmAdmin/frmHr staff/frmUserID/frmAccountname/frmUsername/

frmPassword

Major Action : Admin, Hrstaff, UserID ,Account name, Username, Password




Admin

Officials executive Admin one able to access the system. Go

to frmAccount Settings and click frmAdmin .

HR Staff

Selective staff has a permission to access the system. Go to

frmAccount Settings and click frmHrstaff .

Account name

The actual name of the individual or entity on the system

account. Click frmAccountsettings.

Username

Identification used by a person with access to a client

Information and Contract Management system. Go to

frmAccountsettings and then click frmusername.

Password

Used for user authentication to prove identity or access

approval to gain access to a resource .Go to frmmenu and

then click frmaccountsettings,then select frmpassword




4.0 User Interface Design

There will be about 10 interfaces in the program. We can’t design

on the exact number of it yet. Because the clients still have to think over

on several interfaces, to see rather

They can be combined some of the forms or put some them in

separated forms

4.1 Screen Images

Login




Account setting




4.1.1 Objects and actions

1. Log in Screen

User Name

User name can be ranged from 6 to 20 letters

(numbers), as the industry standard. No special

characters, space. And mostly likely the users will use

their user name for this system as well. The

Administration and Hr staff allowed accessing the

system for the securing data and avoiding

mishandling uses.

Password

Password can be ranged from 6 to 20 letters

(numbers), as the industry standard. No special

characters, space.

OK

If the users enter the right user name with the

matching password, it will immediately take them to

the main interface.




Cancel

If the user wishes to exit the program, hit the “Cancel”

button.

2. Main Interface

Main menu

The following shows the architecture of the

main menu:

ADD

- Client information

- Contract details

- Scanned contract

- Renewal details

Reports

- All clients

- Active client


- Contract

- Scanned contract

- Renewal




Scanned contract

- Attached

- Save

Account setting

- Administrator

- HR Staff

- Account name

- Username

- Password

4.2 Interface Design Rules

Interface design focuses on three areas of concern:

1. The design of interfaces between software modules;

2. The design of interfaces between the software and other

nonhuman producers and consumers of information (i.e.,

other external entities);

3. The design of the interface between a human (i.e., the

user) and the computer.

Easy to Learn

Readability



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City Easy navigate between interfaces

4.3 Components Available

Since we are using Java Netbeans as our front-end

development language, there are a lot of ready-made components

that are available for us to use already. The following is a list of

controls that we will be using for this software.

4.3.1 Intrinsic Controls

Text Box

A Text Box control, sometimes called an edit field or edit

control, displays information entered at design time, entered

by the user, or assigned to the control in code at run time.

Label

A Label control is a graphical control you can use to display

text that a user can't change directly.

Line

A Line control is a graphical control displayed as a

horizontal, vertical, or diagonal line.




Image

Use the Image control to display a graphic. An Image control

can display a graphic from a bitmap, icon, or metafile, as

well as enhanced metafile, JPEG, or GIF files.

List Box

A List Box control displays a list of items from which the user

can select one or more. If the number of items exceeds the

number that can be displayed, a scroll bar is automatically

added to the List Box control.

Scrollbars

Scroll bars provide easy navigation through a long list of

items or a large amount of information. They can also

provide an analog representation of current position. You

can use a scroll bar as an input device or indicator of speed

or quantity—for example, to control the volume of a

computer game or to view the time elapsed in a timed

process.




Command Button

Use a Command Button control to begin, interrupt, or end a

process. When chosen, a Comman Button appears pushed

in and so is sometimes called a push button.

Menu

A Menu control displays a custom menu for your application.

A menu can include commands, submenus, and separator

bars. Each menu you create can have up to four levels of

submenus.

Combo Box

A Combo Box control combines the features of a TextBox

control and a List Box control—users can enter information

in the text box portion or select an item from the list box

portion of the control.

Checkbox

A Check Box control displays an X when selected; the X

disappears when the Check Box is cleared. Use this control

to give the user a True/False or Yes/No option. You can use



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityCheck Box controls in groups to display multiple choices

from which the user can select one or more. You can also

set the value of a Check Box programmatically with the

Value property.

Option Button

An Option Button control displays an option that can

be turned on or off Shape .The Shape control is a graphical

control displayed as a rectangle, square, oval, circle,

rounded rectangle, or rounded square.

4.3.2 ActiveX Controls

Data Repeater

The Data Repeater control functions as a scrollable container of

data-bound user controls. Each control appears in its own row as a

"repeated" control, allowing the user to view several data-bound

user controls at once.

Date Time Picker

The Date Time Picker control enables you to provide a formatted

date field that allows easy date selection. In addition, users can



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityselect a date from a dropdown calendar interface similar to the

Month View control.

MSFlexGrid

The Microsoft FlexGrid (MSFlexGrid) control displays and operates

on tabular data. It allows complete flexibility to sort, merge, and

format tables containing strings and pictures. When bound to a

Data control, MSFlexGrid displays read-only data.

Tree View

A Tree View control displays a hierarchical list of Node objects,

each of which consists of a label and an optional bitmap. A

TreeView is typically used to display the headings in a document,

the entries in an index, the files and directories on a disk, or any

other kind of information that might usefully be displayed as a

hierarchy.

Status Bar

A Status Bar control provides a window, usually at the bottom of a

parent form, through which an application can display various kinds



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityof status data. The Status Bar can be divided up into a maximum of

sixteen Panel objects that are contained in a Panels collection.

Toolbar

A Toolbar control contains a collection of Button objects used to

create a toolbar that is associated with an application.

Common Dialog

The Common Dialog control provides a standard set of dialog

boxes for operations such as opening and saving files, setting print

options, and selecting colors and fonts. The control also has the

ability to display help by running the Windows Help engine.

Restriction, Limitations and Constrains




5.0 Restriction, Limitation, and Constraints

Time

Time is so far the biggest restriction or constraint for our project as we

only have around three months to finish entire project. It is very important

for us to watch the time we spend over every phase of the software

development project. We could have included many more components to

the software like online help menu but time restricts us from doing so.

Employee Skills

Employees programming and design skills is also one of the restriction. It

does not have as big of an impact on the project as time but it sure does

limit us from doing more addition to the projects.

Insufficient Resources

Not having all the necessary instruments also is a problem for our

software. We planned to use latest equipment for the project like Hand



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityHeld PC with keyboard etc. but the employers cannot afford to provide

such tools to all their employees so we had to abandon the plans. We

encountered difficulty to search who had already service use client

Information and Contract Management system to base in our system,

that’s why we can make it more details to improve and we provide the

complete details.

6.0 Testing Issues

To validate the software we need to test the software .During

the testing we will be concerned about the inputs and their expected

outputs. We emphasize on the testing where we will input the data

and will compare the output with the expected results .At this stage,

we are not concerned about the process; we are only looking for the

correct outputs.

6.1 Classes of Test

The software has many different additions and new interfaces

/function added it. We will go through each of the new interface and

other software function to describe different types of test performed of

them

Interface



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityWe are creating new user interface using Java. This

interface allows user to easily fill the checklist and thus enter data

regarding inspection into the database. The older system makes

inspector’s work very tedious with use of several different windows to

complete the form. The interface that w will design will enable user to

complete the entire form with use of a single window. The test to be

carried on these interface windows are described below.

Black Box testing

We are concern about inputs of data into the software and

their expected outputs. So we will carry out black box testing where

several different steps will be taken to test the software so that

when we use the software with specific data all the given out puts

will match our expected results. We will compare the output with

our expected output list and will find out credibility of the software

Log in window

We will make use a several different names to log into the

system .We will use correct and incorrect User ,Names and

Passwords to access the software and thus access database. We

will not be allowed to log in using incorrect password and error

message will be shown .When correct password is represented we



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citywill be able to log in be able to next window (Mysql ).We will also

test OK and Cancel buttons on this window by performing test

above.

Ms sql

This is the main window that we will use to access the

databases using Ms sql we will have several different drop down

smenu in this window client Information, Contract Detail, Renewal,

Blacklisted, Audit trail, Scan files, Files Record and Help are the

drop down menu that will be available in this window we will try to

use all the menu and then different option available in each of the

window.

Add : When Add new Client is clicked user will be shown

choices

Add Client Information



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityFor the sake of client we need to be able to prove, without a

doubt, that a client’s document containing sensitive

information is the unaltered authoritative version.

.Add contract Details

These contracts are comprised of terms & conditions,

clauses, obligation and objectives that need to be tracked

and managed throughout the entire contract lifecycle to

maximize business benefits and minimize associated costs

or risks

Save Contract

Drafted for your particular needs will cost you something, but

your involvement in the process can keep those costs low,

and in the end you can avoid a much more expensive

problem.

Records: When Add new Client is clicked user will be

shown choices

All records

For the several of records we need to keep record for the

period of time.



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityClients

Confidentiality "implies a relationship between two or more

persons in which the information communicated between

them is to be kept in confidence. Only the client information

to print without any other regarding information

Scanned Contract

The process of scanned/ attached are after adding client

information and contract details, the user’s need to do the task or

function of the system to scanning contract of the client and

employees(Guard) .

Renewal

Account Settings: When Add new Client is clicked user

will be shown choices

Adminministrative- Head manager Account

Hr Staff Account

Administrative name



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon City Username

Password

6.2 Performance Bounds

6.3Identification of Critical Components

1. Entering Information

The clients are contains of attribute which are the

basic data of the client. The responsibilities of this

component is to declaring variables of the basic data of the

client and implementing functions which set data into

database and retrieve from database.

2. Scanned contract

The process of scanned/ attached are after adding

client information and contract details, the user’s need to do



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Citythe task or function of the system to scanning contract of

the client and employees(Guard) .

3. Reports

The reports have the interface with the client, contract




4. Print Reports

This is the process to view and print all records such

as client information, contract details, active client,

blacklisted client, expired contract and renewal contract

details. All the record can print into MS Word, Excel and

PDF Format. The specific data once you search it and to

select the data theirs form have been appeared you can

view the data of one person and you can also print the data

into MS Word, Excel and PDF Format.




3.7 Testing Specification

1.0Introduction



provide some enhancement. This would help and assists the users

in processing the information and contract needed to a company







#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityusers in processing the information and contract needed to a

company.





To generate reports




easier and faster.

1.2Statement of Scope

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

should be provided here. That is, what information is produced,

what major functions are implements, and what data are provide

as input to CICMS.

1.3Major Constraints

Time



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityWe only have about three months to finish all

documentation and enhancement of our project. We do our

best to manage our schedule in this project.

Funding

To develop this project, we decide to contribute 10

pesos every day for our funding. We will need funding to buy

load of internet for the development of the project.

2.0Testing Plans

We want the product to be bug free. We also want to make

sure that there are no defects in the product. So we will be spending

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

Below is the description of the testing procedure and strategy. We will

also be presenting the timing and scheduled of tests to be carried out.

2.1Software (SCIs) to be tested

2.1.1Interfaces



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityLogin form window

This form is for to access the system and it has five attempts to

access the client information and contract management system.

The user admin and the HR staff are the only person can access

the system they have a valid code from database to access the

system of (CICMS).

Client information window

We will need the information of client to add into database of the

system and to have a report for the clients. This form can easily

and faster adding information of the client and has a searchable

process to find the information of client.

Contract details window

Add contract form is the summary information of the contract that

we attached, it has a field of Client ID, Client name Contract type,

Contract status, No. of guard request , hours of work, contracted

salary, method of payment and description this are the important

details that we need for the add contract details form.

Renewal Details window



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThis is the form for the entire client that their contract can be renew

and we will need some of information of the renewal to be entered

into database. It is important form for the process of CICMS

Attach scanned contract windowWe need to attach the copy of their contract to minimize paperwork

and attach scanned contract, it can help if their copy of the client

contract have been loss. In this form of CICMS we can update the

information of contract.

Files windowA files form for the entire contract scanned that are save into

desktop.

Account setting windowThe account setting is for the registration of admin and HR

staff to access the system. This form is the information for the valid

code of accessing the system.

Window of all ReportsWe have records of all client information, Contract details,

Scanned contract, Renewal details, Active client, Blacklisted client,

Expired contract, Canceled contract and Contract problem, in this



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon Cityform the entered record from the database can be print to have

their own copy if their needed and it can minimize the paperwork’s,

time consume and can easily and faster doing the process of

CICMS.

Window for Deactivate RecordsThis is the form for all the entire information of client and contract

that are deleted

2.2 Testing Resources and Staffing

We will use several different resources to carry out the test

on our software. Since the time is constraint for us we will try to use

help from everyone that we can. Fallowing is non- detailed

description of the test resources.

- -Staff

- -Computer resources

- -Bug resource Report

2.4 Test Record Keeping

Test record keeping and Test work Products are described

in section 3.4 of Test Specification Document. For information

regarding these topics, please refer to section

2.5Testing Tools and Environment

2.6Test Schedule



#1044 Brgy. Sta. Monica Quirino High way Novaliches Quezon CityThe following are the tentative schedule for testing the

product.

Project Test Plan

-8/9/2014 – 8/28/2014

System Testing

-9/20/2014 – 9/29/2014

Generate Testing Report

-10/22/2014 – 10/30/2014

3.0 Test Procedure

Testing Resources and Staffing

Test Record Keeping and Log


Date post:	08-Oct-2020
Category:	Documents
Upload:	others
View:	0 times
Download:	0 times

bestlink college of the philippinesit4106servicemanagementsystem.weebly.com/uploads/3/1/7/3/... ·...

Documents