PROJECT PLAN PROPOSALCasa Nube en 34th

Alex Mayer

Kevin Dickinson

Angela Carpenter

Julie Gill

Daniel Mansour

Monica Haaksma

Archie Tang

nf or mat ion

xpl or e

E

edesign

at a

W

E

I

R

D

r ganize

yst emsS

O

Q and A

Prototype GUI

Cost of Ownership

M.R. Digiboard

Feasibility Analysis

Hardware Maintenance

Financial Impact

The Problem

Current Process

Analysis

Organizational Goals

Objectives

About Casa Nube

About WEIRDOS

Outline

Motivated

Organized

Innovative

Problem Solvers

Information Experts

About WEIRDOs

232 apartment units 24-hour emergency maintenance Unit amenities:

RefrigeratorCarpetWalk-in closetsIndividual patiosKitchen pantriesCabinets

Pool Wooded courtyards

About Case Nube en 34th

72-03

1972 Apartments

Built

2003Apartments Renovated

2004Centarus FoundedBy Griggs & Moceri

2006 Centaurus Investments

acquired Shenandoah Woods

2007Shenandoah Woods

changed name to Casa Nube en 34th

2009Started Work Order

System with WEIRDOS

About Case Nube en 34th

Manager : Janetta Mendoza

Assistant Manager: Rudy Pinto

Leasing Agent: Vacant

Lead Maintenance:

Jose

Assistant Maintenance:

Mr. CarrioPorter:

Luis Marrupe

Organization Chart

District Manager:

Darci Molinar

VP : Lee Hood

COO: Sean

BukowskiCFO:

Andy Watkins

Co-CEO: John Griggs III Cross Moceri

Casa Nube’sOrganizational

Objectives

Gain a Competitive

Edge

Provide Affordable

Living

Provide Sophisticated

Living

Effective Maintenance

Ensure Quality

Management

Efficient Repair

Excellent Customer Service

Create Work Orders

Run Monthly Reports

Evaluate Employees

Document Work Orders

User Objectives

Work Order Accountability

Process Work Orders

Quickly

Bilingual Forms and

Reports

Reliable Record Keeping

User Objectives

New System Objectives Relevance Solves

Problem

Automate Current Work

Order System

Create efficient work order forms

Automate daily, weekly & monthly reports

Create Database

Create Bilingual GUI

1

2

3

4

5

Rank

Mandatory

Mandatory

Important

Important

Optional

System Objectives

Organization• Gain competitive

edge• Provide excellent

customer service• Promote profitable

business activities• Provide affordable

living• Provide

sophisticated living• Ensure quality

management• Efficient

maintenance & repair

Work Order System• Improve the flow of

information• Reduce work order

processing time• Increase

maintenance employee acountability

User• Improve tenant

relations• Manage and repair

apartment effectively

• Improve record keeping

Objectives Summary

GOALSReduce number of tenants resign from lease by 10%

Reduce tenant complaints by 5%

Increase tenants sales by 5%

Reduce time in processing work orders by 20%

Increase margin profit by 4%

Reduce time in processing make-ready reports by 30%

Objectives Specific Goals

Tenant Resign

Tenant Complaints

Tenant Sales

Work Order Time

Margin Profit

Report Time

12% 10%5%

25%

6%

35%

2%5%

10%5%

10%5%

Current vs. Future Performance

36/yr 160/yr

26/yr 30 min 6% 45 min

30/yr 150/yr

30/yr 18 min 10% 5 min

Performance Comparison

Reduce Tenant Resignations

Reduce Tenant Complaints

Reduce Work Order Time

Increase Tenant Sales

Reduce Work Order Time

Goal

Specific Metrics

Average Monthly Tenant Leases vs Loss

Average Monthly Tenant Complaints

Average Make Ready Report Time

Average Monthly Tenant Sales

Average Work Order Time

Analysis

Interviews Survey

Samples STROBE

Summary Current system unorganized Make-ready board is unreliable Inefficient communication between

maintenance workers No reference to past work orders and status

Data Gathering Results

Current Filing System Apartment Information Blank Forms

Current System and Environment

‘Make Ready’ White Board for Maintenance AssignmentsWork Order Request Forms

Current System and Environment

Manual systemVirtually no automation

Tracks work orders via erasable whiteboardLack of permanence

Feedback is communicated face-to-faceCan be difficult to manage accountabilityNo documentation of work performed for

future reference

Current Process

Lack of data storage

Impact:• Insufficient record

keeping

Financial Loss: • Walking back to

office to clarify work• 25 minutes added

to time or an extra $25 a week

• Average profit loss of 3% annually

Lack of order status

Impact: • Employee remembers

order status• Decision making

capabilities hindered

Financial Loss: • Work order

performed more than once• Supply waste = $30

a month• Low priority work

completed before high priority work• Loss of tenant =

0.5 tenant per month or $100 a month

Whiteboard is manual

Impact:• Data redundancy &

loss of data accuracy• No comment section

Financial Loss:• Increase work order

processing time• 10 minutes added

to processing time or $10 a week

• Walking back to the office to clarify order• 25 minutes added

to processing time or $25 a week

Lack of maintenance

accountabilityImpact:• Unable to evaluate

employee on work performance

Financial Loss:• Increase work order

processing time• Slowest work order

time = 4 weeks or $200

Performance Comparison

Current SystemProblem

M.R DigiBoard

Impact

Lack of Data Storage

Lack of Order Status

Manual Whiteboard

Lack of Accountability

Add Data Storage

Add Order Status

Automate Whiteboard

Provides Accountability

$1,300/yr

$2760/yr

$1,820/yr

$2,400/yr

Financial Impact of Current System

Yearly Financial Gain with

$8,280

Projected Hardware Maintenance Costs

Hardware Projected Life Added Costs

4 Years

4 Years

4 Years

2 Years

$200/yr

$200/yr

$200/yr

$350/yr

Technical Future system can be implemented on current available

resources owned by the company. The future system requires databases and so SQL and

ACCESS are needed.

Economic They have 3 computers in their office and do not need any

additional hardware and software Their total budget for the new system is $1000 per year

Operational The new system is in demand by managers and other

employees The bilingual reports would help staff members who do not

speak English

Feasibility Analysis

Option 1 Automate work orders through locally-hosted database

Option 2 M.R. DigiboardWeb-based database with GUI

Option 3Web-based database with GUI and convenient tenant portalMost expensive option

Overview of Options

Automate work orders to system specifications Web-based database with user friendly front-

end (Free with Student Discount) Database hosting and maintenance offloaded

to hosting company ($19.95 per month) Software

Apache 2.x (Free Limited Support)PHP 5.x (Free Limited Support)MySQL 5.x (Free Limited Support)

HardwareCisco Catalyst Series Router ($350.00)

Pros Cons

‘Seamless’ solution - database accessed through user-friendly frontend

‘Intangible’ data - no physical access to server or important files

Minimal exposure to necessary supporting technical systems

Reliant on third-party providers for data access and integrity

Not responsible for server maintenance – performed by hosting provider

External data exposure – potential security concerns

Benefits and Drawbacks

Component Resources Required Resource Cost Time to

CompleteConfigure Hardware and Software Environment

50 Hours $45/hr 1 – 4 weeks

Establish and Configure Web Host

25 Hours $45/hr 1 – 2 weeks

Design and Test Database Infrastructure

300 Hours $45/hr 3 months

Develop Interface Application

200 Hours $45/hr 2 months

Populate Database 50 Hours $45/hr 1 month

Training 20 Hours $45/hr 3 days

TOTALS: 645 Hours $29,000 7 – 10 Months

Cost and Timeframe

UNLIMITED Disk Space UNLIMITED Bandwidth Host UNLIMITED Websites Linux Redhat FREE Instant Setup 99.9% Uptime Guarantee 45 Day Money Back Guarantee CGI, PHP 5, RoR, Perl MySQL, SSH, SSL, IMAP, POP cPanel Hosting 24/7/365 Upgraded Support No Contracts or Hidden Fees

The TCO is an estimated budget to help the organization assess the costs related to the project.

Financial summary of intended expenditures related to the new system through various stages of systems development life cycle.

Total Cost of Ownership

Hardware and Software Summary Cost

M.R. Digiboard Development and Testing $28,100.00

UH Student Discount (-$28,100.00)

Database Maintenance$19.95/mo x 12 months x 4 years $ 957.00

Software Purchases $ 739.00

Hardware PurchaseCisco Catalyst Series Router $ 350.00

Server Hosting$19.95/mo x 12 months x 4 years $ 957.00

User and IT Staff Training $ 900.00

Total Cost of Ownership (4 years) $ 32,800

Total Cost Ownership For Four Years

Prototype: Launching the Program

Prototype: GUI Login Screen

Prototype: Work Order Screen

Prototype: Reports Screen

tenantID

Tenant

employeeIDEmployee

supplyNameSupply

problemNumProblem

buildNumBuilding

workOrderNumtenantID

employeeIDsupplyName

buildNumunitNum

problemNum

Work Order

unitNumUnit

Entity Relationship Diagram

Questions and Answers Which employees have access to, or can update M.R. Digiboard

All management can update How will employees become proficient in using M.R. Digiboard?

Training, practice, and communication Will the whiteboard still be used in conjunction w/ M.R. Digiboard?

No Is there anything that didn’t make it into system due to

scope/resources? Some bilingual sections of the project

What is the client response to the proposed system? Excited!