SYSTEM PROPOSAL
WEB-BASED SYSTEM
Prepared by: Rommel Pureza
"Investing in system development is not an expense; it's
an opportunity to empower your organization with
technology that transforms challenges into possibilities,
inefficiencies into productivity, and ideas into
innovation.“
CONTENT OF THE PROPOSAL
• Problems to solve
• Solution Overview
• System Delivery Timeline
• Development Cost
PROBLEMS TO SOLVE
• Inefficient and Unstructured Communication and
Booking Process
• Confidentiality and Data Privacy Concerns
• System Security
SOLUTIONS OVERVIEW:
INEFFICIENT AND UNSTRUCTURED COMMUNICATION AND BOOKING PROCESS
Employees
• Employees can easily book,
move out from, and transfer unit
Accommodation Team
• Streamline the management of
employees' and HRs' bookings
• Effortlessly monitor the status of
employees' units
• Simplify the management of units’
status and their bills
HR
• Account creation is a straightforward
process
• The created accounts require
verification by the admin
• The Accommodation team will
receive real-time notifications
DATAFLOW DIAGRAM
Web system will:
• automate the unit's availability management
• automate the computation of bills per tenant
• ease the problem of employees moving in,
Moving out and Transferring process.
• lessen the job/task of Accommodation team
• Assign unit to incoming HR, enter bills to
unit
• Read Notification, History etc.
• make things easy for all
• hide user’s personal information
USER INTERFACE: CREATE AN ACCOUNT
• Layout are the same to
all accounts
• User need to select the
account type
• Department & Position
list will be based on the
selected account type
• Working Area &
Expecting date will be
added on the input
fields if the account
type is Employee
ACCOUNT CONFIRMATION (MASTER ADMIN)
• This can be viewed by admin
• Account’s information
will be based on the
account type
• Working Area and
Expecting date will
be added if account
type is employee
• Account owner will be
notified via email or SMS
if the account was
confirmed
• If account type is Employee,
Reference # will be sent to email
or SMS
ARRIVAL LIST (ACCOMMODATION STAFF)
• Can be viewed by
Accommodation team
• An email or SMS will be sent
to accommodation staff
• The system will automatically
check the available units
• Notification will be sent to
account owner when arrival
was confirmed.
UNIT LIST (ACCOMMODATION STAFF)
• Can be viewed by
Accommodation team
• Staff can manage bills on
a selected unit
• Records of moving in, out
and transfer can be seen
on each unit
• Bills of units can be
added
RENTAL LIST (ACCOMMODATION STAFF)
• Rentals/Bills of each talent or employee
can be seen here
• Rental Details are automatically computed
by the system
EMPLOYEE LOGIN (MOVING IN)
• On employee’s 1st login, Move In page will be
shown
• Employee can search for available unit
• Availability of the units is automatically manage
by the system
• Terms and conditions will show once a unit is
selected.
TRANSFER (EMPLOYEE)
• If employee is already moved in, unit
information will be shown here
• Bills will appear if bills are already available
• Transferring to another unit can be done
here
• If employee wants to transfer to another
unit, they can select an available unit.
• Available units will be listed based on the
selected Area code
MOVING OUT (EMPLOYEE)
• In moving-out process, the system
automatically checks the employees’
bills. If they still have a balance to pay,
They can’t proceed with moving-out
process
• If the employee has no remaining balance,
the move-out process will be done
DESIGN FLEXIBILITY: SUBJECT TO FINAL
REQUIREMENTS
• The design shown on the previous slides might change
based on the final requirements
• If we are the team responsible for developing the
system, we would like to request a series of meetings
to finalize the entire system
• Finalizing the requirements will help the developers
finalize their scope of work
Q&A
If you have any questions or concerns please feel free to
ask
SOLUTIONS OVERVIEW:
CONFIDENTIALITY AND DATA PRIVACY CONCERNS
• Use only the employee ID or talent ID for every
transaction
– Accommodation staff can only enter the employee ID number to
check an employee's balance. Details about the employee
should not be shown
• For verification purposes, names or other information can
be partially hidden(e.g. Ro***l P***za)
• There should be only one Admin who has the privilege to
view users' information
– The admin is responsible for verifying newly created accounts
– All details are partially hidden but have the option to be viewed
SOLUTIONS OVERVIEW:
CONFIDENTIALITY AND DATA PRIVACY CONCERNS
– To view the actual information, such as the name, the admin
needs to hold down the view button. Releasing the button will
hide the information again
– A timer can be used to hide the user's information. After
clicking the show button, the information will be visible for
only a certain number of seconds, even if the button is still
pressed
SOLUTIONS OVERVIEW:
CONFIDENTIALITY AND DATA PRIVACY CONCERNS
• Incase admin or staff wants to send notification,
announcements to talents and employees, a 3rd party
SMS service can be used.
– Staff needs to enter the employee id no/ talent ID no. and the
message then the system will send the message to recipient's
mobile no.
• M360 from Globe
• Twilio
• movider
Q&A
If you have any questions or concerns please feel free to
ask
SOLUTIONS OVERVIEW:
SYSTEM SECURITY
• System’s back-end will be hosted to Google Cloud Services
– Outstanding Availability and Uptime.
– Free Uptime Monitoring.
– Leading Global Infrastructure.
– Unrivalled Throughput.
– Performance Optimization With Network Service Tiers.
– Continued Dedication to Network Expansion
• System will use Cloudflare to secure the system from
DDOS (Distributed Denial of Service)
– Prevent the system from going offline even in the event of an
attack
SOLUTIONS OVERVIEW:
SYSTEM SECURITY
• Data will be secured and encrypted from user to
server and vice versa.
SOLUTIONS OVERVIEW:
SYSTEM SECURITY
• Use Avast Essential Business Security antivirus
– Online management platform
– Next-gen Endpoint Protection
– Ransomware & On-device Data Breach Protection
Q&A
If you have any questions or concerns please feel free to
ask
SYSTEM DELIVERY TIMELINE
• Development Phase: Two Months
• Testing Phase: One Month
• In order to achieve a three-month system delivery timeline, it is essential
that all requirements, features, and specifications are finalized with no
further changes anticipated.
• The successful adherence to this timeline is contingent upon the stability
and finalization of the system's requirements and features.
• Any modifications to these requirements may impact the delivery timeline.
• It is crucial to maintain clear communication and documentation to ensure
that the development and testing phases remain on track within this
timeframe
DEVELOPMENT COST
• Included operational expenses for 1 year
– Google Cloud Services (P84,000)
– Cloudflare Services (P14,000)
– SMS Services (P40,000:116,667 text messages)
– Antivirus (P9,000)
Total:P151,800
After the initial year, we recommend that your company take over the management of the
operational expenses associated with the system, which includes services such as Google
Cloud, Cloudflare, SMS, and antivirus. To ensure the smooth and secure operation of
your system, we also offer our support services. By hiring us for ongoing support, you can
guarantee that the essential services will continue to run seamlessly alongside your
system. This ensures a hassle-free and reliable experience for your organization while
allowing us to provide dedicated support and maintenance.
• Total Development Cost: P750,000.00
– 1yr support and maintenance
– 1-Year free I.T-related company operational consultation
DEVELOPMENT COST
PAYMENT TERMS
• 50% down payment
• 30% 2nd payment
• 20% last payment
Both parties should be bound by an agreement. Once both
parties agree, and the project receives a green light to
start, developers will need 50% of the total development
cost to begin. The second payment of 30% will be due
upon meeting all requirements and ensuring the system is
fully operational. The final 20% will be given after one
year of support and maintenance has been provided
Thank you for your time and attention today. Your
consideration of our proposal is greatly appreciated
Q&A
If you have any questions or concerns please feel free to
ask
