PROJECT MONITORING SYSTEM A.

Statement of the Problem In this generation, the Information Technology has affected society and its surroundings in a number of ways. In many societies, technology has helped develop more advanced organizations and has allowed the rise of a leisure class; the proponent aims to develop a system for the Quezon City Hall. The technology that can help them is a system that would be capable of doing the project supervision of the Quezon City Hall. Project monitoring is one of the most important works in the Quezon City Hall. A weak Project Monitoring System perhaps means that few works are done easily and accurately with lack of consistency of data. There are different problems that are being faced by the Project Monitoring System of the Quezon City Hall. One of this is how to handle different projects of the Quezon City effectively which will provide a system that accurately presents updated information or data about the progression of a certain project. It is a need for an efficient Project Monitoring system that will handle all the completed and ongoing projects of the Quezon City Hall.

A Project Study | Enterprise Systems

PROJECT MONITORING SYSTEM B. Background and Objectives of the Project In these days, the Information Technology has a high level impact on our society. Technology with its rapid growing speed is influencing old ways of doing daily affairs. We don't anymore need to move around to handle different tasks and chores since all of them will be done easily. It is a need for Quezon City Hall to have a system that will make them more functional and competitive in the world of government. Project monitoring is one of the most important works in the City Hall. A fragile Project Monitoring System perhaps means that only some works are done easily and precisely with lack of reliability of data. The proposed system is the Project Monitoring System that has the competence to help plan, organize, and schedule different approved projects in Quezon City Hall. This system have data requirements for this to have unsurpassed result, it requires different information. Each of these data is important to have best outcome for the said system. Providing a good system will be a very helpful tool for the City Hall. A functional and efficient system can be one of their investments that can rely on satisfying the needs of the Quezon City Hall. It can contribute to the success of the organization. The project was initiated for improvements/enhancements to the current running systems. The proponents considered some related factor about the project monitoring to come up with a good plan and wanted to develop a software application developed using JAVA Eclipse IDE for the development surroundings and uses Microsoft SQL Server 2008 R2 for the database server. It is computerized for faster project monitoring of the Quezon City Hall to be used by them. The Project Monitoring System is designed to establish a well-built recording, planning, determining direct project cost and scheduling of the different projects of Quezon City Hall. One of the most general jobs of project monitoring is scheduling and planning. Scheduling is used to sequence project activities and assign dates to them. The detail and sophistication of a schedule produced by a Project Monitoring System can lessen all the works.
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PROJECT MONITORING SYSTEM There are different objectives that the Project Monitoring system involves such as influencing the factors that cause changes to ensure that changes are beneficial, determine that a change has occurred, and manage actual changes as they occur. Enables a regular tracking of the progress made by the project, highlights areas for improvement in the design or implementation of the project and enables delivery of high quality results. Project planning can be expected to provide information to various people and can be used to measure and justify the level of effort required to complete the projects. There are different data or document requirements needed to meet in order to succeed a certain project. The Project Monitoring System involves historical information on how projects have progressed, and in particular, how actual and planned performances are related. Users will be able to provide the needs of the Quezon City Hall. Innovation of the current system will be provided through the Project Monitoring System. It can produce a high quality and secured program. Security of the documents is highly recommended. The system enables users to robust the productivity work of city hall and lastly, it can give a complete record for the user that is easily maintained, readily accessible and very comprehensive.

A Project Study | Enterprise Systems

PROJECT MONITORING SYSTEM C. Significance and Scope of the Project Monitoring is the process of routinely collecting, storing, analyzing and reporting project information used to make decisions for project monitoring. Monitoring provides project monitoring and project stakeholders the information needed to evaluate the progress of the project, identify trends, patterns or

deviations, keep project schedule and measure progress towards the expected goals. Monitoring the project allows decisions regarding the use of project resources such as human, material and financial to enhance its effectiveness. When the right information is available at the right time and to the right people it can support decisions, like changes in the implementation strategies, that can help the project reduce costs and increase its outputs. Information sources may be relevant to project needs, which at the beginning of the project can be quite large. Another filter the project could use is to test if the information is significant, that is if the information will have an impact on the project. The projects information must be organized in order to permit analysis, synthesis, understanding, and communication. Organizing project is important because it allows to: manage and retain the information more efficiently, communicate the information more effectively, recognize the need for further information and discard unneeded information, recognize trends, clusters, and other patterns in the information gathered, synthesize disparate pieces of information into new knowledge. A project needs to organize its information into logical easily understood categories to increase its access and use. By organizing information a project is able to: enforce standards for the representation of information; relate different pieces of information to one another in meaningful ways; protect information from destruction; and make information available for people to use. The organization, storage, and retrieval of projects information is a critical component of monitoring. The project needs to be able to find the specific information that best answer a query, and to collate information. Monitoring of project progression is a critical component in the overall monitoring of a project. A projects ability to provide accurate, timely information
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PROJECT MONITORING SYSTEM to a variety of audiences may significantly affect the relationship the project has with its staff, monitoring, and beneficiaries of the project and outside funding agencies. In addition, the quality and accuracy of the project details reported to donors and other governmental entities can affect a projects funding, a projects credibility and the publics perception of a project. A project monitoring strategy should be developed which will specify how project is created or collected, maintained, reported and stored. All projects should have a monitoring system; it may be informal and undocumented or formal and documented. Monitoring of project should be incorporated into the projects comprehensive monitoring system which includes all of a projects information needs. A projects monitoring system should address the use of both technological and human resources. Each project must make its own determination about what records have programmatic significance and for how long they maintain such significance. For example, a project may make multiple copies of some documents to allow for easy access to or wide distribution of information. Generally, the original document should be retained for the required period, but copies can be destroyed at the project's discretion. After the project has specified the contents and location of the records that must be maintained due to legal requirements, it should be easier to specify the other types of records that should be retained for programmatic purposes. Incorporating historical records monitoring into the information monitoring plan enables a project to: Know what records it has and where they are located, properly identify and store records that must legally be maintained either permanently or for a specified period of time. An effective and efficient monitoring system to the projects development is the most important aspect in order to ensure their implementation will going smoothly and not be affected due to the current phenomenon of world economic. Project Monitoring System has its scope. As a general the process of monitoring is included planning, implementation and evaluation of the projects that can cater all the projects of Quezon City Hall to make sure all development projects can be done consistently at all level and any problem occurs will straight
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PROJECT MONITORING SYSTEM away taken into action. An efficiency of monitoring system always needs to be upgraded from time to time with the introducing of some new method or system from the government due to the current technology changing.

A Project Study | Enterprise Systems

PROJECT MONITORING SYSTEM D. Documentation of Existence and Seriousness of the Problem

Documentation of current system/s (if any) The current system that is being used by Quezon City Hall is through storing and retrieving scanned papers and information from the computers document folders. Meaning their current system is paper-based, because they dont have a specific system that handles the monitoring of their different projects. Through this, users were able to view and search current documents and information about the certain project but with less accuracy and speed.

Problem/s identified with the existing systems The current problem of the existing system is the accurate and updated retrieving of data. The information that is stored about certain projects is not that well organized and scattered files were involved. Within the existing system, tracking of a project progression is uneasy. Scanning of files is needed one by one. Also, the current system was almost a record keeping of their projects information.

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PROJECT MONITORING SYSTEM Process models of existing systems contributing to the problem

Figure 1: Process model of the existing systems The figure above shows the process model of the existing system of Quezon City Hall.

A Project Study | Enterprise Systems

PROJECT MONITORING SYSTEM Data models of these existing systems

Figure 2: Data models of existing system The figure above shows the data process of the existing system of Quezon City Hall.

Data (or any form of statistics) that may be relevant to prove existence and seriousness of the identified problems. Issue Report the data provided is for the encountered issues on specific project. Variation Order a request for additional fund for specific project that contains amount and reason.

A Project Study | Enterprise Systems

PROJECT MONITORING SYSTEM E. Review of Existing Alternatives Project Monitoring provides managers and other stakeholders with continuous feedback on implementation, and it identifies actual or potential successes and problems as early as possible to facilitate timely adjustments to project operation. Need for effective monitoring and evaluation is increasingly recognized as an indispensable tool of project management. Since the current system is much more paper-based and scanning, the proponents suggesting to use some alternatives and one of those is that project monitoring system that can cater all kinds of Quezon City Halls projects. It should be a real time automated monitoring system that can be can done the same as physical monitoring, in this case, both the user/project managers and bosses will become aware of the project progression or status, so that they will be able to respond to some problems regarding to a specific projects. Another situation that the proponents saw the needs to have an alternative is that only the team leaders and evaluators able to see the project progression. The bosses or top officials dont see it because they dont have physical inspections. The possible alternative is to have a web based system so that even project team members able to see the project status. This means that other team members will be able to have an access to the project monitoring but still have restriction for security purposes. As the proponents further studied and researched the existing system, we proposed to have a web-based Project Monitoring System for them to be able to monitor their projects status even at home.

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