Tertiary (SIS)

CHAPTER 1 - PROJECT CHARTER

1.0 Project Background
1.1 Problem/Opportunity Description

Some systems of Tertiary Schools are not integrated. Their

Employee Profiling, Recruitment and employee Performance
Monitoring are separated. Because of this problem they took too
long just to know some information about the employee.

Even there is an existing Profiling System there is always problem

with the interface in most of systems because the user cannot
customize what he just want to see. This is important for the users
because these may affect the transactions between the user and
the client.

Some Schools already have their Profiling System but even its
computerized it is unavoidable to have paper works because of the
requirements/files of such employee that stores at the office and
may lead to loss of records.

All System needs maintenance, and maintenance needs budget for

upgrades, modifications and other revisions if the system were not
maintained this may affect the function of the entire system.

(HR) Profiling System

Tertiary (SIS)

1.2 Benefits
(HR) Profiling System will minimize the effort of searching the
information of School employees, and administrators. And increase the
service speed and accuracy. It will also provide the user with the
appropriate information needed to do any task effectively and efficiently.
1.3 Goals
This study aimed to develop an integrated (HR) Profiling System with
the Employee Recruitment System and Employee Performance
System. This will put ease of determining any information about an
Employee of a School.
To develop a computerized (HR) Profiling System that will be easy to
use and has a user friendly interface by having Drop-down lists that the
user can customize and makes processing simple for the users.
To develop a computerized (HR) Profiling System that can read and
accepts PDF (Portable Document Format) files so that the user may
scan the files of the employee for back-up purposes.
To develop a computerized (HR) Profiling System that suits to the
needs of the users so that it will minimize the maintenance or revisions
required. But if maintenance is needed there will be an area in the
system that can see some contact information of the group that will
create the system. The System users may contact the group to
minimize the effort and time to contact to a different system specialist.

(HR) Profiling System

Tertiary (SIS)

1.4 Stakeholders and Clients

(HR) Profiling System will help Tertiary Schools with their tasks to
serve the employees of the School. Because this system has Employee
Performance Monitoring, the Students of the School will also be our
beneficiaries. The system can monitor if the instructors and employees
are doing their duties to serve the students. This system will also help
the group in improving skills in documentation, analyzing and
programming.
2.0 Project Scope
2.1 Objectives
To integrate the whole (HR) Profiling System to Payroll and Faculty
Loading System.
To create an (HR) Profiling System that has user-friendly Interface.
To make the system accepts and store PDF files.
To provides contact information of the group for maintenance.

(HR) Profiling System

Tertiary (SIS)

2.2 Deliverables
Work Products/
Objective

Project Deliverable
Description
Transition Plan

Integration of data

Technical Design

System Security Plan

Knowledge Transfer Plan
Design Specification

User friendliness

System Design
System Effectiveness

Ability to upload PDF

3

PDF reader, viewer

Store files

files

(Adobe etc.)

To have a

If there are questions or

continuous

recommendations. The
Provides Updated

4 communication to the

System provides
Contact Information

School that will use

information of the group

the System.

that may contact.

Fig. 2 Project Deliverable

2.3 Out of Scope

Payroll - The system does not include the Payroll System because it is
going to be handled by a separate group.
CCTV The system does not need to have CCTV cameras just to
assured that the employees are present.
Student Profiles The system provides Employee profiles only,
because a separate system of other group will take this on.

(HR) Profiling System

Tertiary (SIS)

Attendance Monitoring The system is limited to Employee

Performance Monitoring only, attendance is going to be handled by
another group.
2.4 Enterprise Information System Required Functionalities
Mobile Application
Personalized Screen
Import/Export Facility
Free Report Facility
Analytical Report
3.0 Project Plan
3.1 Approach and Methodology
To complete this project researching is not enough. In this case the
group use the SDLC (System Development Life Cycle) method in
gathering data.
3.1.1 System Planning
As I.T. Students the group must familiarized in all kinds of
Systems. In this case the group gather some information from
people that are familiar in Employee Profiling System. The group
conduct an interview to National Polytechnic College of Science and
Technology (NPCST), to have an idea what kind of system the
group are going to create. In creating a System it is important to
think like a User to know what kind of environment, interface or
design is needed, but thinking is not enough. The group must know

(HR) Profiling System

Tertiary (SIS)

the Users suggestion or comments in creating a System. So the

group also conduct a survey about Employee Profiling System to
know

what

are

the

basic

ideas

and

consideration

in

creating..a..system. Below are the results of our interview in NPCST.

Interview Results
The group sent a representative to NPCST (National
Polytechnic College of Science and Technology) Lagro to have an
interview regarding in their (HR) Profiling System to personally
know their process on how they manage their employees.
According to Mr. Casimiro Misa, NPCSTs IT Officer, in order to
be an employee or instructor of NPCST they must have the basic
credentials, birth certificate and Transcript of records. The school
posts on social media sites and on their bulletin boards if there is
hiring. They also provide their employees PAG-IBIG, SSS, and
PHILHEALTH.

The

maximum

and

minimum

numbers

of

employees NPCST may hire depends on their required positions

and job vacancies. Even this school was founded many years ago
they still have a manual system related to Employee Profiling the
book keeping management, they manually write down all the
information of employees and sometimes they are using the usual
Microsoft Excel in recording. Because the book keeping is manual
their transaction becomes slow and it took them days to compile

(HR) Profiling System

Tertiary (SIS)

and record information. If the school upgrades their system they

want a quick and easy access to the information to make their
transaction quick and achieve the schools mission, the college
shall provide quality tertiary and technical education programs
that shall develop graduates with competitive knowledge, skills
and attitudes in a highly technologically-oriented society.
3.1.3 System Analysis
After gathering some information about (HR) Profiling System
the group starts the documentation of the project and the
prototyping of the system.
(HR) Profiling System is a subsystem of Tertiary (SIS) that will
developed to override the problems prevailing in the practicing
manual system. This system is supported to eliminate and in some
cases reduce the hardships faced by this existing system.
Moreover this system is designed for the particular need of the
company to carry out operations in a smooth and effective manner.
3.1.4 System Design
Detailed Transition and system function
Process Documentation to know what must be seen on the
system.
3.1.5 System Development
Prepare connection in language and database to minimize the
time in developing the system.

(HR) Profiling System

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System coding must start.

Transition and function refining
Primary testing of system to know if there are problems with the
coding.
3.1.6 Integration and Testing

Test connection in co integrated system.

Errors, bugs and malfunction checking.

User and Client Testing.

3.1.7 Implementation

Documentation and System preparation

Deployment and Implementation.

3.1.8 Operation and Maintenance

System Checking.

Ask for users Feedback.

3.2 Work Breakdown Structure

Tertiary - (HR) Profiling

Recruitment of employees
- Get Information from Top Management
- looking for vacancy
- Employment, transfer or promotion
- Giving of Requirements
- Job Interview

(HR) Profiling System

Tertiary (SIS)

- Contract Signing
- Orientation

Profiling
- Recording of Employees Personal Information
- Reasons for Leaving (Sick/Maternity etc.)
- Schedule
- Salary Amount
- gathering information of other Deductions/tax (SSS,

Healthcard)

Employee Performance Monitoring

- Recording of Activities
- Co-workers evaluation
- Student evaluation of Teachers

Clearance of Employees
- Reasons (if: Terminated, early retirement, resigning

etc.)
- giving of requirements
3.3 Project Timeline

Fig. 1 Gantt Chart (Project Timeline)

(HR) Profiling System

Tertiary (SIS)

3.4 Success Criteria

Success Criteria of the project is based on the project objectives
discussed above. The group will know if the project is success when they
meet the objectives.
If the (HR) Profiling is integrated to Payroll and Faculty Loading
System and to the whole Tertiary System (SIS).
If (HR) Profiling System has a user-friendly Interface.
If the (HR) Profiling has now the Ability to upload PDF files.
If the System can provides contact information of the group for
maintenance.
3.5 Issues and Policy Implications
The development of this project may affect by the development of the
whole Tertiary (SIS). The process of (HR) Profiling System depends on
the process of Tertiary (SIS), it may stand alone but some features are
affected and may not run according to its objectives.
3.6 Risk Management Plan
The development group have a risk management plan to counter any
difficulties that may affect the deliverables, success, and completion of
the project. The group take a look at the possible risks, how to avoid,
monitor and to manage the risk. This Chapter was fully discussed in the
Chapter 3 of the documentation (Risk Mitigation, Monitoring, and
management Plan).

(HR) Profiling System

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Tertiary (SIS)

3.7 Options Analysis

One of the Options that will help if the process of development of the
project has been interrupted due to lack of financial getting from the
sponsors of this project to be considered was discuss in Risk
Management. This involves the groups motivation and willingness to
create the system. If the group is willing to create this project, they must
provide finances.
4.0 Technical Features
Technical features describe the features of the proposed system.
This system supports multiple users but manageable security access.
This system has a friendly user interface so that users may use this
system easily. It also accepts Image or PDF files for back-up purposes of
the 201 files. This part of the document was fully discussed in chapter 3
of this document the Software Design Specification.
Features of (HR) Profiling System:

Ability to provide information about the Profiling system

Easy Access to Profiling Information

User Friendly Interface

Can track the information of employees

Can upload PDF/Image files for back-up purposes

Can support multiple users

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Tertiary (SIS)

5.0 Project Organization and Staffing

Role

Names & Contact

Responsibilities

Information

Project

Rodriguez, Iara Paula R.

Manager

e: iarapaular@yahoo.com

directions from the

#: 639325982269

group Adviser

Report and receive

Manage, review, and

prioritized project work
plans.

Provide status reports.

Manage the group.

Recommend Changes,
escalate issues, and
mitigate risks.

Lead

Cabanilla, Christian N.

Programmer e: c.cabanilla30@yahoo.com

Design the System

In charge of one or

#: 639462999015

more software projects.

Underlying architecture
for the software project.

Overseeing the work

being done by another
software developer

(HR) Profiling System

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Tertiary (SIS)

working on the project.

Mentor for all the

members on the
development group.

Systems

Pabalan, Henry C.

Analyst

e:

and implementing

pabalanhenry@yahoo.com

information system.

Analyzing, designing

#: 09464738868

Developing cost
analysis

Identify, understand
and plan for
organizational and
human impacts of
planned systems.

Ensure that new

technical requirements
are properly integrated
with existing processes
and skill sets.

Interact with designers

to understand software
limitations.

(HR) Profiling System

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Tertiary (SIS)

Help programmers
during system
development, ex.

Provide flow charts and

database design.
Business

Madulid, Carmela M.

Analyst

e:

Knows the process of

the System

madulidcarmela@yahoo.com
#: 639069584353

Implementing

technology solutions in
a cost-effective way by
determining the
requirements of the
project.

Communicating clearly
with all stakeholders.

Assisting with the

business case.

Planning and
monitoring.

Eliciting requirements.

Translating and
simplifying
requirements.

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Tertiary (SIS)

Understands system
engineering concepts.

Document

Murillo, Rowena F.

Specialist

e:

correctness of

murillo_wheng@hotmail.com

documents.

Check completion and

#: 639491942381

Ensure complete
secrecy in managing
confidential
documents, and
manage document
recovery.

Proofread, merge and

format documents.

File, record, recover,

archive, scan and
maintain documents.
Fig. 2 Project Organization

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Tertiary (SIS)

6.0 Project Budget

Budget Item

Description

Budgeted Cost

3 copies of the whole

450 Php.

One- time Cost

Printing of Documents

document. 2 for the

Panelists and 1 for the
Adviser. 150php per copy
Fare and Food during the

5 members, 100 Php per

Interview and Survey

head per day. 1 day for

1,500 Php

the interview 2 days for

the survey
Food for the Panelist

100 Php per group, 2

Mock and Final defense

defense.

200 Php

Total:

2,150.00 Php.

3 internets for the group.

4,080.00 Php.

Ongoing Costs

Internet load

1 Internet per week. 50 85php per Internet load.

Duration of 4 months.
Fare and Food during

5 members, 100 php per

group meeting

head. General meeting

1,000 Php.

atleast once every two

weeks.

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Tertiary (SIS)

Total:

5,080.00 Php.

Overall Cost:

7,230.00 Php.
Fig. 3 Project Budget

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