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Silliman University Property Custodian

Information System Strategic Plan


2016- 2019

Aurelio S. Lopez
Management Information Systems
Silliman University Graduate Program
March 31, 2015

Table of Contents

Chapter 1: IS Planning Project Organization

03

Introduction

03

1. Project Objectives

05

2. Project Scope

06

3. Project Team

07

4. IS Strategy and Plan

08

Chapter 2: Organizational Assessment

10

1. Organizational Background

10

2. Information Technology Status of the Organization

16

3. Organizations Concept of Operations and Beneficiaries

18

4. Problems for Possible IT Solutions

18

5. Management Priorities

20

Chapter 3: Assessment of IT Options

21

1. Review of IT Trends

21

2. Alternative IT Solutions

23

3. IT Objectives

24

Chapter 4: Information Systems Development Strategy

25

1. Information Systems Architecture

25

2. Information Systems Plan Resource Requirements

35

Chapter 5: IS Implementation Strategy

38

1. Over-all Time Frame

38

2. Information System Tactical Plan

41

3. Systems Development Phases

42

4. Summary Investment Development Plan

43

Definition of Terms

44

Appendix

47

References

53

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CHAPTER 1
IS Planning Project Organization

Introduction

Technology plays a key in todays business environment. To truly move forward as


business in a competitive environment an organization must progress in its uses of
technology and systems as they can lead to significant cost savings and efficiency
improvements. Many companies greatly rely on computers and software to provide more
accurate information to effectively manage their business. It is becoming increasingly
necessary for all businesses to incorporate information technology solutions to operate
successfully.
A portfolio of computer-based applications is identified that will assist an
organization in executing its business plans and realize its business goals. There is a growing
realization that the application of information technology (IT) to a firms strategic activities
has been one of the most common and effective ways to improve business performance. [1]
In order to be effective, development of any type of computer-based system should be a
response to need--whether at the transaction processing level or at the more complex
information and support systems levels. Such planning for information systems is much like
strategic planning in management. Objectives, priorities, and authorization for information
systems projects need to be formalized.
Information communication technology (ICT) also play an essential role in helping
the local economy to grow most of the businesses and people to find jobs. The government,
for its part, has been promoting the spread of ICT as means of interconnect the country, even
out social opportunities, raise overall living standards and attain global competitiveness. [2]
Driven by demand and challenges for every businesses today is how to achieve the goal and
to use this valuable resources of this technologies.
Information management depends on the governance or information politics, is used
not only to exercise authority but is an art for achieving corporate consensus. It guides how
individuals and groups cooperate to achieve business objectives. It also depends on business
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plan alignment in which IT business plan must be congruent with the organizations business
plan or the worth of the IT plan will always be suspect.
Inventory management system are just one of the information technology outputs that
considered the most important monitoring system that keep track of valuable assets of the
company and also track how much of any given product remains unsold in a particular period
of time like the manufacturing and merchandising companies. This system had come with a
long process of strategic planning to meet with the demands of accurate tracking
managements and other valuable resources which gives companies better future planning.
In parallel with this Silliman University currently has embarked an eight-year
strategic plan for the years 2008-2016 with the first 4 (four) years is the roadmap showing
where, what, and how the University is going to be steered in the next four years which
combines the projects and activities of the different units in the University. [3] One of the
important offices in the University specially the Property Custodian office has to seek a better
information system strategic plan that will improve the business process, efficient and
effective asset management systems which will aim to focus the development of the system
along way that will lead towards achieving its vision, mission and goals.
Through the formulation of this information system strategic plan and the capacity to
achieve this goals will deliver the efficient and accurate inventory management and right
information in timely manner, and with the advancement use of technology and best practices
the results would be a success to the University.
With strategic analysis it will aim and seeks to understand the environment, the
resources, expectations and purpose, to takes strategic choices to generates and gather some
best strategies and options that will help and guide in implementing the best strategic plan.
With immediate outlining details the objectives aims to seek different areas to focus on how
the strategy being handled that will parallel on the needs of the Property Custodian Office.
These areas are the services, the policies, information technology, the organization, and the
standards and operations.

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1. Project Objective
The following Information System Strategic Plan (ISSP) seeks to achieve the
following five objectives according to different areas:
1.1 Service
1.1.1

To provide support for all areas where IT can be applicable and provide
fast, reliable services to all constituents of the organization in a timely,
and accurate physical asset inventories and accurate data retrieval in a
responsive manner.

1.2 Information Technology


1.2.1

To acquire barcoding and tagging devices which will help tracks the asset
numbers, dates, locations and provide tagging and monitoring of all
computers and other accessories acquired by the University.

1.2.2

To develop an Asset Tracking and Inventory Management System that


will keep records to all the data, provide reports and summaries in an
effective and efficient manner. And to keep tracks to all computer
hardware accessories that are acquired or leased by each departments,
offices and of the entire university

1.3 Organization
1.3.1 To have an office room exclusively for the use of Property Custodian
Officer.

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2. Project Scope

In this Information Systems Strategic Plan aims to produce a three years strategic
plan from years 2016 - 2018 of the Property Custodian Office in Silliman University which
also aims to lead in achieving its Vision, Mission and Goals and in lined with the objectives
that are possibly gathered during the interviews which is agreed upon the core team and
technical working group.
This strategic plan shall limit only to the four areas of which the project objectives
that has been set forth by categories such as services, information technology, organization,
standards and operations. This strategic plan will not inhibit of what the entire university
current strategic plan has been implemented. The people involves in the making of this
strategic plan are the ICT Strategist as project leader also served as core team, the property
custodian officer that served also as core team and technical working group and the one
assistant personnel served as member. All the data and information that are gathered will
remain confidential to the researcher and the people who are involved in this research.

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3. Project Team
The Core Team of this Information System Strategic Plan of Silliman University
Property Custodian is a group of people responsible for planning and executing the strategic
plan project and a variable number of team members who will brought in to deliver their task
according to project activities. The team consists of the following:

Property Custodian - this serves as project team leader and responsible to formulates
major decisions for the any activities to be undertaken. Direct and oversee all activities
necessary to implement and evaluate the project.
-

Responsible for all the decision made during research data gathering and all
undertakings be must be reviewed either to uphold it or alter it before presenting it to
the Core Team.

Assistant Personnel this serves as a liaison and participates in the process of


formulating any agenda and activities during the entire project.
-

Member of the TWG whose task is compile all the data gathered during the
interviews, and take down minutes during scheduled meeting and any activities
related to the strategic plan project.

ICT Strategist this serves as the facilitator to entire project and task to identify and
analyze ICT sector strategic issues and options and align technology vision with business
strategy to guide the development, implementation of ICT strategies. Also review,
analyze and provide input for continual improvement into ICT strategies and systems to
provide recommendations on the alignment, risk, financial value and contribution to
organizational priorities.

- Responsible for the entire ICT related research. Responsible also to review any
existing systems and network infrastructure, standards and operating procedures and
services, and also review the decision and can choose to either uphold or alter it with
the support of the Property Custodian.

The Technical Working Group (TWG) - are groups of people and experts assign to
make sure that the entire strategic project plan has efficient technical policies, procedures,
and standards as required to keep the "technical" side of project operating smoothly. This
groups are responsible in conducting the research, interview, and compile the data.
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Technical Working Group will work with the Core Team to evaluate feasibility of any
particular option or recommendation. All the data from input to output will be evaluated
by this group before submitting it to the Core Team.

4. IS Strategy and Plan

The table 1 is the summary of the formulation of project plan major activities and
implementation of strategy during the entire process and making of the Information Strategic
Plan of Silliman University Property Custodian for three years endeavor. The table consists
of Activity, Output/Results/ Responsible Person, Resources Needed, Start Date, End Date.
Table 1: Summary of the formulation of project plan major activities and implementation
strategy
Activity

Output/Result

Responsible
Persons
Property
Custodian
Assistant
Personnel
ICT Strategist

Resources
Needed
Existing
Silliman
strategic plan
2008- 2016
for reference
Formulated
questionnaire
in adhering
the problems

Orientation,
Mission,
Vision, Goals

Possible ICTrelated
undertakings

Interview &
Problems
Gathering

Internal ICTrelated issues


of the
department

Property
Custodian
Assistant
Personnel
ICT Strategist

Organizational
Assessment

Network
Layout Office
Layout &
Systems &
Hardware
identified
Review of IT
Trends.
Alternative IT
Solutions and
IT Objectives

Property
Custodian
Assistant
Data gathered
Personnel
ICT Strategist

IS Architecture

Property
Custodian

Assessment of
IT Trends

Development
Strategy

Property
Custodian
Assistant
Data gathered
Personnel
ICT Strategist
Data gathered

Start Date

End Date

8 Dec. 14

8 Dec. 14

15 Dec. 14

15 Dec. 14

09 Jan. 15

29 Jan. 15

30 Jan. 15

12 Feb. 15

13 Feb. 15

26 Feb. 15

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Implementation
Strategy

Approval &
Acceptance of
Strategic Plan

IS Plan
Resource
Requirements

Assistant
Personnel
ICT Strategist

Over-all Time
Frame,
Development
Phases,
Investment

Property
Custodian
Assistant
Data gathered
Personnel
ICT Strategist

Final
deliverables
ISSP 2016
2018 for
Silliman
Property
Custodian

Property
Custodian
Assistant
Personnel
ICT Strategist

Final data
gathered

27 Feb. 15

13 Mar. 15

14 Mar. 15

20 Mar. 15

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CHAPTER 2
Organizational Assessment

1. Organizational Background

The Business and Finance building was built in early 1952 now the building called
Ruiz Hall after Dr. Leopoldo Ruiz, the first Filipino President in Silliman University on
August 26, 1952. The building is located right beside of the oldest building in Negros
Oriental the Silliman Hall building. The building was built in a well-situated four storey
structure at the corner of Rizal Boulevard and Silliman Avenue with commanding views of
the Dumaguete port and the Rizal Boulevard. This building also known as admin building
where the first floor is the called the Business and Finance Office.
At present business and finance office comprises of different business sections such
as the accounting department, the student accounts section, vice president & finance office,
the payroll section, the business audit and budget office, the treasurers office, and the
property custodian office.
This property custodian office is embedded as one entity in the business office
especially under the supervision of the vice president for finance. Property custodian office
play an important role in the business and finance processing unit. This office will hold
accountable to all the properties like lands, buildings, vehicles, and other assets especially
computers like servers, desktop computers, laptops, printers and other computer accessories.
As stated in the current Silliman University Strategic Plan 2008-2016 while keeping
its vision, mission and goals this office aims to serves as part of the development of the
university to strengthen and spread Silliman apostolate of excellence of its academic and
institutional life. And by improving the quality of Sillimans programs and offering, its
faculty and staff, its assets and organization, and its degree of public value and support. As
one part of the body in Silliman University the fundamental policies of the University is the

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foundation where this office still exists. See appendix A, for the Vision, Mission and Goals
of Silliman University.

The History
Some people have known about Silliman University, but they dont know where
Silliman University is located. Well, Silliman University is located in heart of Dumaguete
City, the city of gentle people or the university town as what others says a quiet, peaceful
seaside community a good place for people who really love education. The university campus
has a total land area of 62 hectares composed of the main campus along Hibbard Avenue,
and the campus for the College of Agriculture and the Institute of Environmental and Marine
Sciences to the north. Dotted by large acacia trees, the main campus is home to most of the
colleges and schools of the university and is adjacent to the city's downtown district.
According to Silliman history website Silliman is one of select higher education
institutions in the country granted autonomous status by the Commission on Higher
Education. The same government agency has also designated Silliman as a Center of
Excellence in Nursing Education and Teacher Education and a Center of Development in
Biology, Information Technology Education and Accountancy. But the real story of
Silliman started right after the end of World War I.
It was the year 1898. On May 1, the lopsided victory of Admiral George Deweys
fleet against the Spanish Armada of Patricio Montojo in the Battle of Manila Bay ushers in
the early beginning of American rule in the Philippine Archipelago. In the same year, three
weeks before the signing of the Treaty of Paris on December 10, U.S. President William
McKinley in an interview with members of the clergy, declares his intention to keep the
Philippines. This historic development give rise to the religious aspirations of American rule
quite apart from her political and military objectives. One of the first to heed the challenge
is the Board of Foreign Missions of the Presbyterian Church with the transfer of Rev. James
Burton Rogers, A.B., and B.D., from Brazil to Manila who was later joined by Rev. and Mrs.
David Sutherland Hibbard, M.A., B.D.
In December 1898 Dr. Horace Brinsmade Silliman, Ll,D., a retired businessman and
philanthropist of Cohoes, New York, and also a long-time supporter of a number of schools

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in the United States, walks into the Manhattan office of the Board of Foreign Missions of the
Presbyterian Church and offers, $10,000 to start an industrial school for Filipino Boys.
Now, Silliman enrolment gradually grew up and started to accept students
neighboring Asian countries. It was in 1938 when Silliman Institute was granted the
university status from the Philippines government and became Silliman University.
For the first half of the century, Silliman was run and operated by Americans. After
the Second World War and until the early 1950s, moves for the Filipinization of the
university administration began to come closer to the surface. Filipino faculty members
began to assume more important positions and, as more of these faculty members took
administrative roles, the Board of Trustees elected the university's first Filipino president,
Dr. Leopoldo Ruiz, on August 26, 1952, officially taking office on April 1953. A Silliman
alumnus (A.B. '16), Ruiz had a long experience in higher education and in the Foreign
Service. Before his appointment, he took up graduate studies in sociology at Columbia and
Yale, with an M.A. (1924) from the former institution, as well as a Ph.D. (1942) from the
University of Southern California
The rich contribution of Silliman to Philippine history has earned it the distinction of
National Landmark from the National Historical Institute on June 19, 2002. Growth of
Silliman in the early period was greatly attributable to the support of the local community.
Local families shared in the vision of Dr. Silliman and believed in the educational pursuits
of Dr. and Mrs. Hibbard, and accordingly offered their properties through sale and donation
to expand the campus. Later developments were characterized by more infrastructure
development and initiation of student activities, ranging from journalism, public speaking,
performing arts, and athletics.
At present all of the country's top universities would boast of offering quality
education. Silliman is no different. But while it joins the ranks of prestigious Philippine
universities, it is humbled by a gift of a location that signifies of the natural environment's
complement to academic learning - one feature that sets Silliman apart from the rest.
In terms of accreditation, Silliman is one of only five universities in the Philippines
with "Institutional Accreditation" by the Federation of Accrediting Agencies of the
Philippines (FAAP). Institutional Accreditation is the highest certification that can be granted
to an educational institution after an over-all examination of its number of accredited
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programs, the quality of its facilities, services and faculty. Incidentally, Silliman also has the
highest number of accredited programs in the country fourteen of which are on Level IV
accreditation status, the highest level that can be granted to individual programs.
The distinctions between Silliman and other institutions is that campus life revolves
around the motto Via, Veritas, Vita (of Christ being the Way, the Truth, and the Life). It is
Silliman's mission to develop the whole person within the Christian context and in a sound
environment. Students are expected to put their education to work in service to others another mark that distinguishes Silliman from other institutions of higher learning.

Thrust and Programs


As stated in the SUSP 2008-2016 Mobilize Sillimans strengths and opportunities to
further advance its institutional capacities & value in building persons of competence,
character and faith. Secondly, transition Silliman from a school in a place and time, to being
a caterer of learning across places and times. Silliman thrusts are categorized into four areas
of focus. First, promoting and institutionalizing Christian witness, second raising academic
excellence, third raising the quality of governance and last, expanding relevance & reach.
With this four aspects Sillimans operations that form the core of its strengths and
opportunities. Silliman present areas for focusing actions on in order to best attain the
universitys thrusts one of them is the faculty and staff the defining resource of the university.
Through them they can make or unmake Silliman as a learning institution. Their ability to
adapt to changing trends in their disciplines and competencies determines how Silliman is
able to prepare its students for the changing world or work and enterprise, and for leadership
in society.

The Organizational Chart of Silliman University

Silliman University as a leading Christian institution committed to total human


development for the well-being of society and environment as stated on its vision. Silliman
continues not only to provide education to students but also to the people who are working
in the organization which includes the faculty, the staff and the admin people. These
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individual committed to serves the university. From top to bottom of these organization or
institutions each and every one had unique skills, knowledge and expertise which they
contributed to the University with a common goals as stated in the Silliman Vision, Missions
and Goals.
One of the offices who served as one of the important office in the University is the
Property Custodian Office or labeled as Asset Management in the Organizational Chart.
These office was under the supervision of Vice President for Finance and Administration.
The Property Custodian Officer are responsible for all the managing equipment, supplies,
properties, and other assets of the university. The property custodian jobs not only limits to
conduct inventories of items and audit records to ensure accuracy but also records the
acquisitions, assigning an identification number and attaching any necessary tags or labels.
See figure 1 for the entire organizational chart of Silliman University. [5]

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Figure 1. Silliman University Organizational Chart

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2. Information Technology Status of the Organization

It was in the early year of 1996 when Silliman introduces computerized enrolment
system and from that year onward Silliman Business and Finance offices have their
computerized payroll system, customized accounting system, computerized student tuition
payment system and so with the Property Custodian Office which they also used the
recording system for newly acquired equipments and inventories of properties.
Today, the Property Custodian Office is equipped with internet, faster computers,
printer and scanner which their primary tools in recording all the items acquired by the
university and other services they rendered. But, the system they using are not customized
according to their needs especially the reports.

a) Hardware and Software Inventory of Property Custodian Office


1.) Hardware Inventories
Office(s)

Computer

Printer

Scanner

Internet

LAN

Property Custodian Office


Assistant Personnel Office
Total

1
1
2

1
1
2

1
0
1

YES
NO

YES
NO

2.) Systems & Applications Inventories


Office(s)
Property Custodian Office
Assistant Personnel Office

Platform
Windows Seven
Windows Seven

Applications
MS Office 2010
MS Office 2010
Antivirus
SU-Inventory System

Licensed
YES
YES
Freeware
Silliman Owned

3.) Other Equipments Use on both offices


Office(s)

Telephone

Photo Copier Machine

Property Custodian Office


Assistant Personnel Office

1
1

1
1

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b.) General IT profile of the Organization

The Silliman University Information Communication Technology (ICT)


Infrastructure is equipped with the advanced and latest technology system the best it can
offered to students, faculty, and staff and even to the community. The faster internet
bandwidth connection of 94 Mbps and the Wi-Fi Technology gave the university the
advanced distinctions between other schools. The online enrollment systems and online
tuitions payments and accounting systems these serves as customized built systems to
maximized the process and hassle free to the faculty and staff personnels and to the students
as well.
All the departments including the Property Custodian Office and other offices in
the university are interconnected, the secretaries and other staff are equipped with computers
with customized systems build by the university programmers to cater the needs of the
students. All the systems are controlled and monitored by the Management Information
Systems (MIS) Office.
One of the Silliman University general strategy as stated on the Silliman University
Strategic Plan 2008-2016 that the plan seeks to achieve its objectives in two ways: the first,
by improving the quality of Sillimans programs and offerings, its faculty and staff, its assets
and organization, and its degree of public value and support. By maintaining its excellence
indeed Silliman University ICT-Infrastructure gives a competitive advantage towards the
delivering of its services, the learning, and the knowledge to the students, faculty and staff
the administration and to the community.

c.) Total IT expenses of the Organization

Since the Property Custodian Office was under the supervision of Vice President for
Finance with the authority of the accounting department and the university treasurer the
approved budget can only be use when there are direct and necessary needs. Most likely the
cost are roughly estimated. Other estimated expenses asides from the listing below are mainly
under the accounting department with the approval of the treasurer officer.

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Estimated Cost of Approved Budget of Property Custodian Office 2014


Items
Office Supplies
Two Computer Set

Cost
P 20,000.00
P 60,000.00

Total Cost
P 20,000.00
P 60,000.00

Remark
Yearly Expense
Every 3 yrs. upgrades

4.) Organizations Concept of Operations and Beneficiaries

In proving its high standard and academic excellence Silliman University continue to
grow its strength and the capacity to deliver and acquiring the knowledge through modern
use of technology to go beyond its boundaries.
As one of the important office in the Silliman University, the Property Custodian
Office served not only to the Business and Finance Department but to the entire University.
The recording and maintaining its inventory data and records has been proven that the
existence of the system play the vital role in tracking and monitoring its assets. Indeed, the
successful of asset management monitoring system can save the organizations time, money
other managerial headaches.
Through the efforts of each and every staff working hand in hand the university can
deliver the services with accuracy and in timely manner which indeed the university as one
of its main beneficiaries.

5.) Problems for Possible IT Solutions


Areas of Concern

1. Barcoding of every ICT


Equipments

2. Recording and Tracking


of Leasing Computers

Problems

Intended Use of ICT

Hard to identify each Automated Barcoding


items when they are
device to easily identify
purchased and what
ICT computer related
department they belongs
equipments.
to.
No accurate records of Asset Recording and
every leasing computers
Monitoring System to
compiled
by
the
accurately monitor every
custodian.
purchased and leased
computers.
Custodian Officer hardly
identify
between
purchased and leased
computers.

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Some receiving reports


not yet encoded in the
inventory systems.

3.

4.

5.

6.

Computers without tags


are hard to monitor
especially when
the
computer are no longer
Monitoring and
usable.
Tagging of Computers Late tagging of computer
items is confusing to the
custodian and to the
personnel in charge in
doing tagging works.
Hard to reconcile
between non-working
Disposal of Noncomputers
Working ICT related
Some computers already
equipments
disposed but not no
records that it has been
disposed.
Every school year each
departments and offices
have their own CAPEX
budget for their ICT
equipment, but not every
year that the said
Upgrading of computers
department or office are
or ICT equipments
need to upgrades their
units due to budget
constraint.
Some departments have
no idea when to upgrades
their computer units and
why they need to upgrade.
Shared office space with
VP Finance Secretarys
office.
Papers
and
other
New Office Room
documents might have
possibility of losing and
mixed with VP Finance
papers.
No privacy

Asset Recording and


Monitoring System to
accurately monitor every
purchased and leased
computers.

Asset Recording and


Monitoring System to
accurately monitor every
working and non-working
computer and proper
disposal reconciliation
Automated
Upgrades
Forecasting
System
embedded in the Asset
Recording
and
Monitoring System to
ensure all the departments
and offices satisfies their
computer needs.

Proposition of new
building or office room
exclusively
for
the
property
custodian
officer.

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6.) Management Priorities


As Silliman University a center of excellence continue the challenges in order to
move toward achieving its Mission, Vision and Goals. Each and every offices and
departments personnels have the ability to adapt to changing trends like the expand use of
IT technology and to widen the use of information technology by exploring other ways in
order to make jobs easy. By determining the problems and making possible solutions towards
achieving its goals and objectives are the highest priorities that need more attention and that
the property custodian wanted it to achieve. New systems and other devices are needed
specially the recording and tagging of equipments for easy tracking and monitoring this will
bring the organization into more productive and cost effective office in the University.

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Chapter 3
Assessment of IT Options

1. Review of IT Trends
In todays technology, companies and business people are trying to connect their
business into the world with sophisticated technologies and gadgets, while applying different
strategies to achieve a common goal to maximize profits, meet customer demands and
manage overall operations. But much of such technology some organizations strive to gain
greater control and efficiencies when managing their assets-technology systems, office
equipment, and people. Like asset tracking and inventory management tools will help
manage the complete lifecycle of particular assets, track their location to ensure assets are
not missing or stolen, and ensure upgrades and system deployments will run effectively, and
proper disposal of items when no longer in used.
Some companies like the Wasp Barcode Technologies, [6] has been the leader in the
barcode scanner market for over 15 years, and offers a wide range of barcode scanners
designed to handle everyday business. With easily improve efficiency, save time, and reduce
errors with this technology it can help you manage your asset accurately, effectively and
secured.
In this year 2015 Technology and gadgets like barcode scanning and RFID or Radio
Frequency ID are top key technologies have been used to accomplish asset and inventory
management. In many cases, an asset and inventory management system can automate these
processes and improve inventory positions and forecasting models.
One of the most important steps in IT management and IT security is understanding
what physical and virtual IT assets an organization owns and manages. A good inventory
provides information that is useful to daily system management, business office asset
tracking, and security incident response.
Tracking IT hardware like computers, especially if it exists in multiple different
locations, can be stressful and daunting task specially the Property Custodian Officer and
assigned personnel. But with todays technology best practices having an asset tracking
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inventory management an asset management tools which you can automate the entire IT asset
property and its life cycle. This will allow yourself to breathe easily and plan for the future
landscape of your company.
Study conducted by Hartman, (2007) a study on Automated Inventory Systems in
todays growing market many businesses are turning toward automated system to perform
their everyday tasks. Automated system can replace the cost and time consuming processes
that were once completed by hand and provides companies with more accurate data. One
way to know what a company has is to create inventory of the assets and maintain the
inventory list. Through this many companies can achieve significant savings by cutting out
waste. Having an inventory control system can reduce cost, and increase efficiencies of
production of employees and increase productivity for the company. [7]
Moreover, according to Packard, (2006) in Configuration and IT asset
management inventory management is about capturing the basics what assets are on hand,
where they reside and who owns them. Its about maintaining on accurate, up-to-date view
of owned hardware and software assets, so that at any time you see an actual state of the
components that comprise your infrastructure. The most apparent benefit is the time and
effort saved from doing physical inventories. In addition to recovering this time in the IT
organization, automated inventory, which can have sizable impact on business users,
otherwise caused by physical inventory, which can have sizable impact on business unit
productivity. Successfully implementing asset tracking into an organization, by necessity,
requires a considerable change in policies, processes and responsibilities. [8]
In todays organization computer is a necessity, having an automated inventory
system plays a large role in todays businesses, especially the retail industry and even private
institutions. This is because businesses want the ability to access and organize data in quick
and efficient manner. An automated inventory system is a software that allows companies to
better manage their property, equipment and to keep their data and records accurate and
updated. With this, it increases the companies productivity and sales while decreasing their
cost and time spent to conduct an inventory count manually.
However, Silliman University especially the Property Custodian Office is aware that
having an automated inventory system is an essential solution which provides timely,
accurate, and comprehensive asset reporting forecast that will support cost-cutting programs
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 22

which the university want to achieved. Moreover, with this information system strategic plan
and research this will help to contribute some important factors and ideas to give the
organization and its businesses focus on their biggest goal, to have a technologically
competitive and provide better services, and yield greater benefits in serving the students,
the University and the community as a whole.

2. Alternative IT Solutions

Through an interview with the head of the Silliman University Property Custodian
Miss Marcela Barandog we end up with identifying some IT related problems with possible
solutions to efficiently improve the process in recording and tracking of some valuable assets
of the university.
There were at least six possible problems where identified that will need support and
attention. Each of this problems have at least one best recommended or alternative solution
which will help the Property Custodian Officer to work effectively and efficiently while less
time doing the job especially in recording and tracking of each computer items acquired by
the university. One best recommended solution in which the custodian could accurately keep
tracks of all assets acquired by the university is to have an asset tracking devices such as
barcode tagging devices which will help keep tracks and monitors all of the computer
accessories and other items. Through this it would be easy for the personnel to locate each
items while conducting routine inspection. With the use of barcoding devices will ensure the
tagging and monitoring of each IT equipments can easily be track.
The second is to develop an Information Systems an Asset Tracking and Inventory
Management System a customized systems that will help the organization to manage their
property, equipment and keep their data more accurate and updated from the time they were
acquired until the disposal of such items.
The systems will have different features or modules which will provide solutions to
the current problems that the property custodian officer have been facing today on her daily
tasks. Some of this features which includes asset recording and monitoring to accurately
records and monitor every purchased and leased computers from different suppliers.
Tracking and tagging of each computers accessories this has to be done in barcode tagging
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 23

devices, to import all data into the system. Proper disposal of non-working ICT related
equipments this properly disposed computer items that no longer be benefited. Upgrading
and forecasting this will give the organization to improve planning and budgeting, save time
and money and eliminate ghost assets.
The last but not the least, this one is part of the system framework where the custodian
must at least one office room which she/he can control and monitor any activities involving
his/her job.

3. IT Objectives

The following objectives on this Information System Strategic Plan is to pursue the
approved and envisioned plan of the organization the important needs which will aligned
its mission, vision and goals. This information technology objectives will be the basis of
what will be output this strategic plan for the organization. The following objectives are:
1. To provide fast, reliable services to the constituents of the organization in timely,
responsive and cost effective manner.
2.

To acquire barcoding and tagging devices which will help tracks the asset numbers,
dates, locations and provide tagging and monitoring of all computers and other
accessories acquired by the university.

3. To develop an Asset Tracking and Inventory Management Systems that will keep records
to all data, provide reports and summaries in an effective and efficient manner. To
provide a real time forecasting on current assets, and future upgrades and disposal of
units.
4. To establish one good office room exclusively for the Property Custodian Officer.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 24

Chapter 4
Information Systems Development Strategy

1.1 Information Systems Architecture

The following areas of concerns were selected as part of the designing the
information systems architecture of the Property Custodian Office. This areas are top
priorities of the organization as one of the critical Information Systems, which will hold the
success of the organization based on this strategic plan for three years endeavor. There are
five areas of concerns these are: Barcoding of every ICT equipments, recording and tracking
of leasing computers, monitoring and tagging of computers, disposal of non-working ICT
related equipments and last Upgrading of computers or Upgrades forecasting of computers.
See the table below. Table 01. Areas of Concerns and the Key Problems.
Table 01. Areas of Concerns with the Key Problems and Intended Use of ICT.
Areas of Concern

1. Barcoding of every ICT


Equipments

2. Recording and Tracking


of Leasing Computers

3. Monitoring and

Tagging of Computers

Key Problems

Intended Use of ICT

Hard to identify each items Automated


when they are purchased and
Barcoding device to
what
department
they
easily identify ICT
belongs to.
computer related
equipments.
No accurate records of every Asset Recording and
leasing computers compiled
Monitoring System
by the custodian.
to accurately
monitor every
Custodian Officer hardly
purchased and leased
identify between purchased
computers.
and leased computers.
Some receiving reports not
yet encoded in the inventory
systems.
Computers without tags are Asset Recording and
hard to monitor especially
Monitoring System to
when the computer are no
accurately
monitor
longer usable.
every purchased and
leased computers.
Late tagging of computer
items is confusing to the

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 25

custodian and to the personnel


in charge in doing tagging
works.
Hard to reconcile between
Asset Recording and
non-working computers
Monitoring System to
accurately
monitor
4. Disposal
of
Non- Some computers already
every
working
and
disposed but not no records
Working ICT related
non-working
that it has been disposed.
equipments
computer and proper
disposal
reconciliation
Every school year each Automated Upgrades
departments and offices have
Forecasting System
their own CAPEX budget for
embedded in the Asset
their ICT equipment, but not
Recording
and
every year that the said
Monitoring System to
5. Upgrades forecasting of
department or office are need
ensure
all
the
computers or ICT
to upgrades their units due to
departments
and
equipments
budget constraint.
offices satisfies their
computer needs.
Some departments have no
idea when to upgrades their
computer units and why they
need to upgrade.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 26

1.2 Information Systems Conceptual Framework

The conceptual framework architecture design of Silliman Property Custodian


Office. The user can access the two systems the Automated Barcoding and Tagging System
and the Asset Tracking and Inventory Management System with Upgrades Forecasting
Monitoring Systems in the network.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 27

1.3 Information Systems Physical and Logical Network Layout

The proposed Physical and Logical Network layout of Silliman Property Custodian
Office.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 28

1.4 Purchasing and Inventory Management Process


The current steps and process of acquiring new computer sets are being done from
department request, then to purchase order department, to supplier then deliver the computer
units.

1.5 Information Systems Relevant Features


The following are the information system and its significant features of the systems.
Table 02. Information Systems Relevant Features.
Information
System
1. Barcoding
System

Purpose
To keep tracks of
all acquired
computer units

Major
Information
Gathered
Easy & faster Date of
tracking
of
purchased
every computer Total Cost
units.
Asset Number
Features

Development
Status
Barcode
Built-in
System.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 29

Accuracy of
No duplication
inventory records
of records
Speedy Operations Error
Reduction
Warranty & service
Time Saving
tracking
Inventory
Control
Improved
operating
efficiency
Overall
Cost
saving
Data Integrity
To record and
Advanced
tracks all purchased
tracking of
and leased
leasing units
computers
Error
To easily identify
Reduction
the purchased
Data Recording
computer and
Accuracy
2. Computer
computer
leasing
Hardware
Inventory
units
Recording
Control
& Leasing
Easy retrieval
Information
of records
System
Password &
Security
System
Maintenance

Record Number

To monitor and
Easy & faster
tag all computer
tracking
of
units acquired by
every computer
the university
units.
To easily identify No duplication
each unit with
of records
3. Monitoring
regards of the
Error
and
date of purchased
Reduction
Tagging of
Time Saving
Computers
Inventory
Information
Control
System
Improved
operating
efficiency
Overall
Cost
saving
Data Integrity

Date of
purchased
Total Cost
Asset Number
Record
Number
Hardware
Specification

(See appendix
C for system
details.)

Ready for
deployment

Hardware
Specification
Date of
purchased
Total Cost
Asset Number
Record
Number
For
development

For
development

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 30

4. Computer
Hardware
Disposal
Inventory
System

5. Upgrades
Forecasting
and
Monitoring
System

Easy retrieval
of records
Password &
Security
System
Maintenance
To keep tracks of Inventory
all non-working
control
computers
Overall Cost
To properly
saving
disposed unusable Accuracy of
computer units
Records
To properly
Easy to
reconcile nonreconcile
working computers
inventory
records
Easy retrieval
of records
Password &
Security
System
Maintenance
Changing
Inventory
computer systems
control
every 3 years
Overall cost
based on CAPEX
saving
Computer
Easy & faster
Upgrades
tracking
of
awareness
every computer
Cost Management
units.
Easy retrieval
of records
Password &
Security
System
Maintenance

Date of
purchased
Total Cost
Asset Number
Record
Number
Hardware
Specification

Date of
purchased
Total Cost
Asset Number
Record
Number
Hardware
Specification

For
development

For
development

1.6 Impact of Information System


Table 03. The Impact of Information System
Information System

Barcoding System
Computer Hardware Recording & Leasing
Information System

IMPACT
Efficiency

Effectiveness

Equity

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 31

Monitoring and Tagging of Computers Information


System
Computer Hardware Disposal Inventory System
Upgrades Forecasting and Monitoring System

1.7 Information Systems Inter-Linkages


Table 04. The Information Systems Inter-Linkages
Information System

OWNER

USER

Barcoding System (see


appendix C for system
details.)

Property
Custodian Office

MIS Hardware
Property
Custodian Office

Computer Hardware
Recording & Leasing
Information System

Property
Custodian Office

Property Custodian
Office

Monitoring and Tagging


of Computers
Information System

Property
Custodian Office

Property Custodian
Office

Computer Hardware
Disposal Inventory
System

Property
Custodian Office

Property Custodian
Office

Upgrades Forecasting
and Monitoring System

Property
Custodian Office

Property Custodian
Office

IS LINKAGES
Asset Tracking And
Inventory
Management
With Upgrades
Forecasting
Monitoring Systems
Asset Tracking
And Inventory
Management
With Upgrades
Forecasting
Monitoring
Systems
Silliman Inventory
System
Asset Tracking
And Inventory
Management
With Upgrades
Forecasting
Monitoring Systems
Silliman Inventory
System
Asset Tracking
And Inventory
Management
With Upgrades
Forecasting
Monitoring Systems
Silliman Inventory
System
Asset Tracking
And Inventory
Management

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 32

With Upgrades
Forecasting
Monitoring Systems
Silliman Inventory
System

1.8 Information Systems Development Strategy


Table 05. Information Systems Development Strategy
Information System

Development Strategy

Barcoding System (see Appendix C for system details)


Computer Hardware Recording & Leasing Information
System
Monitoring and Tagging of Computers Information
System
Computer Hardware Disposal Inventory System
Upgrades Forecasting and Monitoring System

Pre-System / Order from supplier


In-house development
In-house development
In-house development
In-house development

1.9 Information Databases Requirements


Table 06. Barcoding System Database
Name of Database
General Contents / Description
Status
Information System Served
Data Archiving Strategy

Barcode Database
Database for barcoding and tagging computer units
Database is available and fully accessible & can be
shared on other system
Barcoding Devices
Data is stored in the MIS Database Server, Auto
backup is performed per operation.

Table 07. Computer Hardware Recording & Leasing Information System Database
Name of Database
General Contents / Description
Status
Information System Served
Data Archiving Strategy

Leasing Database
Database for leasing computer units
For development and build-up
Recording and Tracking of Computer Units
Data is stored in the MIS Database Server, Auto
backup is performed per operation.

Table 08. Monitoring and Tagging of Computers Information System Database


Name of Database
General Contents / Description
Status
Information System Served

Monitoring Database
Database for disposal non-working computer units
For development and build-up
Disposal of non-working Computer Units

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 33

Data Archiving Strategy

Data is stored in the MIS Database Server, Auto


backup is performed per operation.

Table 09. Computer Hardware Disposal Inventory System Database


Name of Database
General Contents / Description
Status
Information System Served
Data Archiving Strategy

Disposal Database
Database for disposal non-working computer units
For development and build-up
Disposal of non-working Computer Units
Data is stored in the MIS Database Server, Auto
backup is performed per operation.

Table 10. Upgrades Forecasting and Monitoring System Database


Name of Database
General Contents / Description
Status
Information System Served
Data Archiving Strategy

1.10

Upgrades Database
Database for forecasting and upgrading computer
units
For development and build-up
Upgrades and forecasting of Computer Units
Data is stored in the MIS Database Server, Auto
backup is performed per operation.

Computing Scenario

Table 11. Information System Computing Scenario


Information Systems

Computing Scenario

Barcoding System

Devices with Database &Networked


Support System
Networked Support System

Computer Hardware Recording & Leasing


Information System
Monitoring and Tagging of Computers Information
System
Computer Hardware Disposal Inventory System
Upgrades Forecasting and Monitoring System

Networked Support System


Networked Support System
Networked Support System

1.11 ICT Strategy for Public Access


None. The systems are exclusively for Silliman University Property Custodian
Office and MIS Department use only. No systems and other data shall be disclosed or directly
accessible for the public use, unless with the permission of the Vice President for Finance
and the MIS director.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 34

2.0 Information System Plan Resource Requirements


The following information system plan requirements for hardware and software
resource of the Property Custodian Office.
2.0a Hardware Requirements
Table 12. Hardware Requirements
Number of Units
ITEM(S)

EXISTING

Proposed Acquisition
Year 1
Year 2
Year 3

Total

Desktop Computers

Printer

Switch 8 Ports

Scanner

DSLR Camera

2.0b Software Requirements


Table 13. Software Requirements
Software Categories

Software(s)

Available

Proposed

Operating System
Documentation
Development Toolkit

Windows 7 Operating System


Microsoft Office
SQL Database
Visual Studio Development Tools

No
No
Yes
Yes

Antivirus & Security


Graphics Editing Tools

360 Internet Security


Adobe Photoshop

No
No

2.1 Network & Telecommunication Requirements


This ICT requirements such as Network and Telecommunications resources are very
important in determining the status of its offices, their existing resources which will help
them to virtually plan their future needs and for the benefits of its organization.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 35

1.1 IT Resource Map per Office


Table 14. Resource Map per Office (Property Custodian Office)
Office & Location
Property Custodian
Office

Custodian Assistant
Personnel Office
MIS Server Office

Item(s)

Existing Items

Proposed

Desktop Computer
Printer
Scanner
Switch
DSLR Camera
Desktop Computer
Printer
Scanner

1
1
1
0
0

1
1
1
1
1

1
1
1

1
1
0

Database Server

1.2 ICT Services Requirements


Table 15. ICT Services Requirements
Type

Existing

LAN Connection

Internet Connection

PROPOSED
YEAR 1 YEAR 2 YEAR 3

Information System Development


Barcoding System (integrate with new system)

Asset Tracking and Inventory Management


with Upgrades Forecasting Monitoring
Systems

2.3 ICT Manpower and Organization Requirements


Table 16. IT Training Needs
IT COURSE
DESCRIPTION
Automated Barcoding
and Tagging system

COURSE DESCRIPTION
Basic and Advanced Barcode &
Tagging Hands-on Training, Data
Retrieval, Data Backup, Data
Report Generation and Printing

NO. OF TARGET
PARTICIPANTS
5

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 36

Asset Tracking and Inventory


Management with Upgrades
Forecasting &
Monitoring Systems

Data Encoding, System


Maintenance, Data Report
Generation, Data Analysis,
Disposal Report Generation,
Backup and Restore Maintenance
Forecasting Generation Reports

2.4 Other Resource Requirements


The following resources are needed as part of the three years strategic planning are
room office, air-conditioning, and CCTV surveillance system. This must be proposed on the
second year plan, while considering some ICT services requirements already implemented
on this year.
Table 17. Other Resource Requirements
NUMBER OF UNITS
ITEM

Renovation of Office Room


Air-con Units
CCTV Camera
Telephone Units

EXISTING

Shared with other office


Shared air-con
One in Lobby Area
Shared with other office

PROPOSED ACQUISITION
YEAR 1

YEAR 2

YEAR 3

0
0
0
0

1
1
1
1

0
0
0
0

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 37

Chapter 5
Information Systems Implementation Strategy

1. Over-all System Development


The Information System that has been approved by the core team and TWG team for the
development process before the three years strategic plan lapsed.

Table 18. Over-all System Development


Information System

Development Strategy

1. Barcoding System (see appendix C for details)

Pre-System / Order from supplier

2. Asset Tracking and Inventory Management with


Upgrades Forecasting Monitoring Systems

In-house development

1.1 Over-all Time Frame System Development


The following activities served as the over-all time frame development and stages of system
development cycle. Notice that activity: E. System Coding: Asset Tracking and Inventory

Management with Upgrades Forecasting Monitoring Systems being highlighted which


comprise of five activities in developing the systems and divided each activities into one month for
the time development. The following table activities and Gantt chart for the five activities are shown
individually in Appendix, B.
Table 19. Over-all Time Frame System Development

Activity

Prerequisite

Estimated Time
(in Months)

Definition & Requirement Analysis


System & Database Design
Design: Draft a Database Outline
Implementation & Database Testing
System Coding: Asset Tracking and Inventory
Management with Upgrades Forecasting
Monitoring Systems
F. System Testing
G. Documentation
H. Users Training

None
A
B
C

0.50
0.50
1.00
1.00

5.00

E
F
G

1.00
0.50
0.25

A.
B.
C.
D.
E.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 38

I. System Deployment
J. Evaluation
K. Maintenance

H
I
J

0.50
0.25
0.50

Gantt Chart
Activity
A
B
C
D
E
F
G
H
I
J
K

10

11

MONTHS

1.2 Non-ICT Resources Development


Non-ICT Resources Development can only be envision upon the approval of the University
Finance Committee and the University President, otherwise it remains on the plan table. The
actual development of this plan will be on the second year of the proposed strategic plan
2016-2017.
Table 20. Non-ICT Resources Development
Activity

Prerequisite

Estimated Time

A. Renovation of Office Room

Approved Budget

2 months

B. Installation of Air-condition Units

Approved Budget, A

1 week

C. Installation of CCTV Camera

Approved Budget, A

1 week

D. Installation of Telephone Line

Approved Budget, A

1 week

E. Internet/LAN Installation

Approved Budget, A

1week

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 39

Gantt Chart
Activity

1st Month

2nd Month

3rd Month

Legend:

3 = number of Months

1 cell block = 1 week

C
D
E
M O N T H S

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 40

Grand Total Amount

Hardware Requirements

Renovation of Office Room

To Develop an Asset Tracking and


Inventory Management with
Upgrades Forecasting Monitoring
Systems

Specific Objectives

Php. 2,000
Php. 2,000

1
1

New System
New System

4. Computer Hardware Disposal Inventory System

5. Upgrades Forecasting and Monitoring System

Php. 5,000
Php. 20,000

Php. 5,000
Php. 20,000

1
1

No. of Switch
No. of Camera

3. 1 Switch 8 ports

4. 1 DSLR Camera

Php. 5,000
No. of Printer

2. 1 Printer

Php. 5,000

No. of CPU

1. 2 Set of Desktop CPU

Upgraded Hardware Facilities

Php. 8,000
1
Php. 8,000
1

No. of CCTV Camera

Php. 50,000

Php. 2,000
1
Php. 2,000
1

No. of Telephone

3. Installation of Telephone

Php. 25,000

Php. 15,000
1
Php. 15,000
1

No. of Aircondition

2. Installation of New Aircondition

4. Installation of CCTV Camera

Php. 80,000
1

Php. 2,000

Php. 2,000

Php. 2,000

Php. 2,000

Php. 65,780

Total
Amount

Php. 80,000

Target

2017-2018
Target Amount

New Office Room

2016-2017
Target Amount

1. Renovation of Office Room

Php. 25,000

Php. 2,000

New System

3. Monitoring and Tagging of Computers Information System

Php. 2,000

New System

2. Computer Hardware Recording & Leasing Information System

New Office Room for Property Custodian Head Officer and Assistant
Personnels

Php. 65,780

2015-2016
Target Amount

New System

Indicators

1. Barcoding System

Key Results Area


Asset Tracking and Inventory Management with Upgrades Forecasting
Monitoring Systems

258,780.00

80,000.00

105,000.00

73,780.00

Sub Total Amount

2. Information System Tactical Plan

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 41

To Develop an Asset Tracking and Inventory


Management with Upgrades Forecasting
Monitoring Systems

Objectives

N/A

N/A

N/A

N/A

Budget

Responsible
Person
Core Team, TWG
Group
Core Team,
Developer
Core Team,
Developer
Core Team,
Developer

Programming Language Php. 8,000.00 Developer

Database platform

Stakeholder's
Requirements
Stakeholder's
Requirements
Stakeholder's
Requirements

Resources Needed

F. System Testing

First Release of System

N/A

Developer, Core
Team, TWG Group
Developer, Core
All documents from all
Php. 5,000.00
G. Documentation
Team, TWG Group
activities
Developer, Core
First Release of System
Php. 5,000.00
H. Users Training
Team, TWG Group
with User's Manual
Developer, Core
Hardware components &
N/A
I. System Deployment
Team, TWG Group
Newly release System
Developer, Core
Stakeholder's Feedback
N/A
J. Evaluation
Team, TWG Group
and Users feedback
Developer, Core
Programmers &
N/A
K. Maintenance
Team, TWG Group
Stakeholders feedback

A. Definition &
Requirement Analysis
B. System & Database
Design
C. Design: Draft a
Database Outline
D. Implementation &
Database Testing
E. System Coding:
Application Building

Activities

Tables & Database

August 17, 2015

September 17, 2015 Working Database

July 18, 2015


August 18, 2015

Remarks

Version 2.0 System Version 2.0 System


Version 2.0 System System Evaluation
Version 3.0 System

April 2, 2016
April 10 2016
April 26, 2016
May 4, 2016
May 20, 2016

Mach 18, 2016


April 3, 2016
April 11, 2016
April 27, 2016
May 5, 2016

Patches & Fixes

System Development Technical User Manuals


Release
Documentation
Trained Custodian
System Orientation
Personnels

March 17, 2016

February 16, 2016

Version 1.0 System Version 1.0 System

Version 1.0 System

Forms, Database, &


Tables

July 17, 2015

July 2, 2015

September 18, 2015 February 15, 2016

System Requirements

Deliverable

July 1, 2015

End Date

June 16, 2015

Start Date

3. Systems Development Phases

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 42

3. Summary of Investment Development Plan


Required Items

Estimated Amount

A. Information System
1. Barcoding System

Php. 65,780.00

2. Computer Hardware Recording & Leasing Information


System

Php. 2,000.00

3. Monitoring and Tagging of Computers Information System

Php. 2,000.00

4. Computer Hardware Disposal Inventory System

Php. 2,000.00

5. Upgrades Forecasting and Monitoring System

Php. 2,000.00

Total Information System Development

Php. 73,780.00

B. Hardware Requirements
1. 2 Set of Desktop CPU

Php. 50,000.00

2. 1 Printer

Php. 5,000.00

3. 1 Switch 8 ports

Php. 5,000.00

4. 1 DSLR Camera

Php. 20,000.00

Total Hardware Requirements

Php. 80,000.00

C. Non-ICT Requirements
Renovation of Office Room

Php. 80,000

Air-condition

Php. 15,000

Telephone

Php. 2,000

CCTV Camera

Php. 8,000

Total Non-ICT Requirements

Php. 105,000.00

Grand Total Investment Development Plan

Php. 258,780.00

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 43

Definitions of Terms

Barcode system is a network of hardware and software, consisting primarily of mobile


computers, printers, handheld scanners, infrastructure, and supporting software. Barcode
systems are used to automate data collection where hand recording is neither timely nor cost
effective. It help improve inventory accuracy as well as accelerate day-to-day operations.

Database (DB) - an organized group or set of inter-related information about a subject that
can be processed, retrieved, analyzed and used in drawing conclusions and making decisions

Hardware - the electronic and physical components, boards, peripherals and equipment that
make up a computer system as distinguished from the programs (software) that tell these
components what to do. It is the physical component consisting of the input devices, central
processor, output devices and storage devices.

ICT Solutions - the various ICT technologies that are currently existing or will be proposed
to run the information systems. Examples of ICT solutions are: for Network Virtual Private
Network, Thin Client; Wireless; for Security Firewall, Public Key Infrastructure (PKI); for
Storage Storage Attached Network (SAN), Imaging, Warehousing; for Data Capture
Biometrics, Finger Scan, Optical Scan, Optical Mark Reader (OMR), Optical Character
Recognition (OCR).

Information and Communications Technology (ICT) - is the totality of the electronic


means employed to systematically collect, process, store, present and share information to
end-users in support of their activities. It consists of computer systems, office systems,
consumer electronics and telecommunications technologies, as well as networked
information infrastructure the components of which include the telephone system, the
Internet, fax machines, computers and its accompanying methodologies, processes, rules and
conventions. A combination of computer technology, microelectronics applications, and
communications and information techniques and methods. It encompasses the use of
computers, data communications, office systems technologies, as well as any technology that
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 44

deals with modern day application of computing and/or communication. It can also be seen
as the marriage of information technology and data communication.

Information System (IS) - a system of major processes or operations which facilitates the
storage, processing, retrieval and generation of information for decision-making, planning,
controlling and monitoring purposes. It also refers to a group of related processes (manual or
computerized) designed to generate information for the exclusive support of a major
functional area of an organization (e.g. Personnel Management Information System,
Logistics Management Information System, Financial Management Information System,
etc.).

Information Systems Strategic Plan (ISSP) - refers to a three (3) to five (5) year
computerization framework of an agency which describes how the organization intends to
strategically use ICT in pursuit of its mission and functions. A written expression of how an
agency intends to use ICT to support its data processing and decision-making processes.
In-house Development - the user (within the agency) is involved in the design and operations
of IS, actively participates in the change process and the users knowledge and expertise is
incorporated.

Internet - a worldwide interconnection of millions of computer networks and databases. It


is popularly referred to as the Information Superhighway, the Web, or simply as the Net.
Local Area Networking (LAN) which is confined to moderate sized geographic areas
such as one office, building, warehouse or campus.

Network - a computer-based communication and data exchange systems created by


electronically connecting two or more computers/workstations. It is composed of two or
more computers that can communicate with each other.
Network Layout the logical or physical diagram of both the existing and proposed
interconnection of computers and associated devices to provide end-users with a means of
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 45

communicating and receiving information electronically without being limited by


geographical distance.
Operating System software that supervises and controls tasks on a computer. The software
that directs a computers operations, as by controlling and scheduling the execution of other
programs and managing storage and input/output.
Server a computer that shares its resources, such as printers and files, with other computers
on the network, an example of this is a Novell Network Server which shares its disc space
with a workstation that does not have a disk drive of its own. A computer that makes services,
as access to data files, programs and peripheral devices, available to workstations on a
network.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 46

Appendix A.
The Vision, Mission and Goals of Silliman University as fundamental policies of the
University. [4]
Vision
A leading Christian institution committed to total human development for the well-being of
society and environment.
Mission

Infuse into the academic learning the Christian faith anchored on the gospel of Jesus
Christ.

Provide an environment where Christian fellowship and relationship can be


nurtured and promoted.

Provide opportunities for growth and excellence in every dimension of the


University life in order to strengthen character, competence and faith.

Instill in all members of the University community an enlightened social


consciousness and a deep sense of justice and compassion.

Promote unity among peoples and contribute to national development.

Goals
Silliman aims to have...
a quality and diverse body of students;

a holistic and responsive educational program with a Christian orientation;

a quality faculty comparable to Asian standards;

a quality support staff;

adequate facilities and administrative systems;

a supportive and involved alumni; and

a long-term financial viability.

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 47

Appendix B.
Table 19a. Computer Hardware Recording & Leasing Information System

None
A
B
C

Estimated Time
(in Months)
0.50
0.50
1.00
1.00

Computer Hardware Recording &


Leasing Information System

2.00

System Testing
Documentation
Users Training
System Deployment
Evaluation
Maintenance

E
F
G
H
I
J

1.00
0.50
0.25
0.50
0.25
0.50

Activity
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.

Prerequisite

Definition & Requirement Analysis


System & Database Design
Design: Draft a Database Outline
Implementation & Database Testing
System Coding: Barcoding System,

Gantt Chart
Activity
A
B
C
D
E
F
G
H
I
J
K

10

11

MONTHS

Table 19b. Monitoring and Tagging of Computers Information System

A.
B.
C.
D.
E.

Activity

Prerequisite

Definition & Requirement Analysis


System & Database Design
Design: Draft a Database Outline
Implementation & Database Testing
System Coding: Monitoring and Tagging

None
A
B
C
D

Estimated Time
(in Months)
0.50
0.50
1.00
1.00
1.00

E
F

1.00
0.50

of Computers Information System

F. System Testing
G. Documentation

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 48

H.
I.
J.
K.

Users Training
System Deployment
Evaluation
Maintenance

G
H
I
J

0.25
0.50
0.25
0.50

Gantt Chart
Activity
A
B
C
D
E
F
G
H
I
J
K

10

11

MONTHS

Table 19c. Computer Hardware Disposal Inventory System

A.
B.
C.
D.
E.

Activity

Prerequisite

Definition & Requirement Analysis


System & Database Design
Design: Draft a Database Outline
Implementation & Database Testing
System Coding: Computer Hardware

None
A
B
C
D

Estimated Time
(in Months)
0.50
0.50
1.00
1.00
1.00

E
F
G
H
I
J

1.00
0.50
0.25
0.50
0.25
0.50

Disposal Inventory System

F.
G.
H.
I.
J.
K.

System Testing
Documentation
Users Training
System Deployment
Evaluation
Maintenance

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 49

Gantt Chart
Activity
A
B
C
D
E
F
G
H
I
J
K

10

11

MONTHS

Table 19d. Upgrades Forecasting and Monitoring System

A.
B.
C.
D.
E.

Activity

Prerequisite

Definition & Requirement Analysis


System & Database Design
Design: Draft a Database Outline
Implementation & Database Testing
System Coding: Upgrades Forecasting

None
A
B
C

Estimated Time
(in Months)
0.50
0.50
1.00
1.00

1.00

E
F
G
H
I
J

1.00
0.50
0.25
0.50
0.25
0.50

and Monitoring System

F.
G.
H.
I.
J.
K.

System Testing
Documentation
Users Training
System Deployment
Evaluation
Maintenance

Gantt Chart
Activity
A
B
C
D
E
F
G
H
I
J
K

10

11

MONTHS

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 50

Appendix C.
Wasp Barcode Technologies
Inventory Control Standard with WWS550i & WPL305 (1-user) 633808920647
Inventory Control Standard
Inventory Control allows you to define multiple sites (including a warehouse, stock room, or
supply closet) with multiple locations (a bin, shelf, or even a pallet within the location). It's
simple to track your inventory by location, serial number, lot or any combination of the
numerous track-bys'.
WWS550i Barcode Scanner
The WWS550i Freedom barcode scanner gives you the freedom to roam, without the tangle
of cords. Wireless connectivity allows the WWS550i to communicate data from up to 160'
away (line of sight) from a PC or 30' away from a mobile device. Easily integrate the
WWS550i with Android or iOS devices, including the iPhone, iPod, and iPad.
Ideal for scanning bulky items or products that are difficult to move, the WWS550i offers
durable construction and a CCD long range scan engine for the ability to scan barcodes up
to 12" away.

WPL305 Barcode Printer


The WPL305 desktop barcode printer offers direct thermal and thermal transfer technology
in a compact footprint. Create high quality barcode labels at up at 5 inches per second, ideal
for labeling inventory, warehouse shelves, and packages for shipping. Featuring USB, serial
and parallel connectivity, the WPL305 offers easy installation. User-friendly clamshell
design makes it simple to load and change media and ribbons.
Software Specifications
Hardware and network requirements for Inventory Control software.
PC System and Server Requirements
32-bit or 64-bit version of:
Windows 8 Professional
Windows 7 Professional
Windows Vista Premium
Windows XP (SP3) Professional
Windows Server 2012
Windows Server 2008
Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 51

Windows Server 2003


750 MHz or faster processor (2 GHz recommended)
1 GB of RAM (2 GB recommended)
10 GB of available disk space
1024 x 768 display, 256 colors minimum
DVD drive for installation

Mobile Computer Requirements


Wasp Inventory Control supports Windows Embedded Handheld, Windows Mobile, and
Windows CE devices only*.
Windows Embedded Handheld 6.5
Windows Mobile 2003 or later
Windows CE 4.2 or higher
64 MB of RAM

Wireless Network Requirements


In order to utilize the real-time capabilities available in Inventory Control RF Pro or RF
Enterprise, you must:
Have an existing 802.11 b/g/n wireless network
Purchase 802.11 b/g/n wireless infrastructure

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 52

References:
[1] Somendra, P. and Hsu, C. 1995. Strategic Information Systems Planning: A review.
Page 1.
[2] Philippine Development Plan 2011-2016. 2014. Information & Communication
Technology. www.neda.gov.ph
[3] Silliman University Strategic Plan 2008-2016. 2014. Silliman University Online
Publications. http://su.edu.ph/page/30-EPublications/
[4] Silliman University Office Website. www.su.edu.ph
[5] Silliman University Strategic Plan 2008-2016. 2014. Silliman University Online
Publications. Annex 1, page 137. http://su.edu.ph/page/30-EPublications/
[6] Inventory Software & System Asset Tracking Barcode Scanners. Retrieved Jan.
22, 2015. http://www.waspbarcode.com/
[7] Hartman, L (2007). Automated Inventory Systems. Retrieved on January 15, 2015.
From http://academic2.bellevue.edu/~lamperti/ResearchPapers/Hartman.htm
[8] Hewlett-Packard, (2006). Understanding Inventory, Configuration and IT asset
management. Retrieve January 25, 2013. From
http://www.techworld.com/cmsdata/whitepapers/4315/4aa0-6093enw.pdf

Silliman University Property Custodian Information System Strategic Plan 2016- 2019 Page | 53

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