CSA-Bacolod General Services Office Automated Tracking System 1-1

1.0 Introduction
Latest, thats the thing what people always wanted. People are always
hungry for new knowledge, ideas and things, which they believe are necessary
for everyday living. They are brave enough to venture on the innovation of
technology for the enhancement of life which it may apply. Information
Technology (IT) professionals found this opportunity to introduce the specialized
business application software that will alleviate and enhance the business firm in
their everyday transactions.
People always prefer the fast and easy access in their daily dealings. If
possible, on the snap of their fingers, they would get already what they want.
Thats the big challenge for every business entity, to stumble on a new scheme to
stay on the competition. Integration of the manual system business architecture
into an automated process is the trend of the most company today. It is the idea
of transformation of the labor-intensive process into computer-aided business
daily transaction, which utilizes technology for the optimum and efficient
service.
The proponents of this study would like to cater the term innovation. An
improvement of performance and services in rendering day to day transaction,
which will give an enormous satisfaction to the people involve.




CSA-Bacolod General Services Office Automated Tracking System 1-2

1.1 Project Context
Technology is expanding its valuable perspective to any kind of
business to attain its target. These days, there is some sophisticated
computer software that aids companies circumstances. There are
specialized software that are made available than provide reliable aid in
monitoring and supervising business transactions. One may capture the
convergence of IT to facility and building maintenance of a school
management to a better innovation of technology.
To further understand, school facility and asset maintenance is not
an easy job. A lot of operations are involved to maintain the structure and
figure of a once machine or building. The latter of which include keeping
the premises of the building clean and also ensuring that the staff
employed in carrying out the maintenance task is responsible in doing
their tasks properly.
School maintenance covers various matters like repairs of
carpentry, maintenance and repairs of ceiling and roofing, repair and
replacement of electrical fittings and machines, air-conditioning, cleaning
specifically window cleaning, replacement of glass, tiles and carpeting,
maintenance and repainting of interiors and exteriors, security, and
alterations to the existing facility and etc. One must agree that the school
campus needs to maintain in the facilities and buildings to give the
learners learning environment and the school employee a pleasing work
environment.
CSA-Bacolod General Services Office Automated Tracking System 1-3

1.2 Purpose and Description of the Study
Colegio San Agustin-Bacolod is a private Catholic, co-educational
institution of learning owned and administered by the Augustinian Friars.
The school offers pre-school, elementary, high school and college
education. The school has high equipped apparatus and buildings for a
good educational environment.
One section of the school that covers the repairs and maintenance
of the school campus is under the supervision of the General Services
Office (GSO) (See Appendix A).The GSO is under the Vice-President for
Finance and Administration office. Its function is mainly on the repair,
renovation and maintenance of the entire school main campus and ECLC-
extension. Along with the office operations and transactions made, the
CSA-Bacolod GSO has 3 branches, namely the Purchaser,
Property/Ledger Staff and the Stock Custodian. Sometimes the General
Services hires an external contractor if needed by the school.
The General Service Office is supervised by a General Service
Director. The office is under the hands of the Vice President for Finance
and Administration (VPFA). The GSO holds the building and maintenance
personnel that include the driver, gardener, welder, draftsman, plumber,
school, electrician, carpenter and the pool custodian (located at ECLC)
(See Appendix B). They are in charge of the renovation of the buildings,
offices and infrastructures. It includes the fixtures and other equipments of
the school.
CSA-Bacolod General Services Office Automated Tracking System 1-4

The purpose of this study is to give remedy to the complicated
transaction processes involved in the GSO that leads them to encounter
various problems. Altering the GSO manual system into an online system
is the best answer for this problem, in order for them to update information
real time.
To identify the probable concern of the director and the staff of
General Services Office, the researcher conducted an interview with the
people involved in the office. The facts that were gathered provided data
pertinent to this study (See Appendix C). With the use of PIECES
Framework, the researcher reviewed the existing system identifying the
problems and opportunities that transpired for long years in their day to
day transactions.
Performance
In terms of processing, the manual dispensation of data needed
for approval of the request for repairs were slow and the retrieval of the
forms were time and effort consuming, giving the GSO director and staff a
hard time updating and obtaining accurate information. There were delays
in terms of responding to the service needed by the requesting office.
Some requests were not given immediate course of action.
Information
Important documents like request and budget are only preserved in
file box with corresponding labels of the department which make the
request. In tracking repairs, the director finds it hard to trace request for
CSA-Bacolod General Services Office Automated Tracking System 1-5

sometimes the forms are misplaced or lost. The office use MS Word and
MS Excel in summarizing their reports which sometimes lead to
inaccuracy and inconsistency of information.
Economics
As the school administration released a memorandum related to
cost cutting of supplies and consumption, every office is advised to be
economically wise in reducing consumption of supplies. GSO is not
exempted on this matter. The GSO, for instance, uses a huge amount of
papers every transaction and folders for filing. Thus, it may result to
additional expenditures on the part of the administration.
Control
With the routines occurring inside the office, the GSO Office
didnt have enough security in keeping their records. All the records are
only stored inside a file box. This situation might be subject to record
tampering which may lead to incorrect or unreliable data. Theres also a
tendency that the documents will be mixed up with other folders and will
be misplace.
Efficiency
Because of the delay of reaching the concerned office, the General
Services often times do not finish the request of a certain office on time.
All updates of follow up request are sometimes overlooked because of the
unscheduled works.

CSA-Bacolod General Services Office Automated Tracking System 1-6

Services
The staff could not easily do the action because they needed to
wait for the accounting office to evaluate and approve the request which
causes a delay of their service. The Office could not instantly grant the
request. They could not easily generate reports due to unorganized filing
of records.

1.3 Objectives of the Project
This study aims to develop an automated tracking system for
General Services office located in CSA-B which will cater and promote
proficient and reliable services to the offices and enhancement of the
school vicinity that will accommodate students and instil learning
environment. Specifically, the study will cover the following objectives:
1. To create an automated system for fast and easy request processing
within the school campus.
2. To track the office request for repair and maintenance and its status
queue (completed, pending or on-going).
3. To give a real time update of every transaction made.
4. To create a Calendar of Activities for scheduled maintenance and
upcoming projects to be done.
5. To monitor the employees work load and job accomplishments.


CSA-Bacolod General Services Office Automated Tracking System 1-7

6. To generate secure sufficient reports.
Employees Individual Accomplishment Report
Weekly Accomplishment Summary
Monthly Reports
Quarterly Reports
Repair and Maintenance Asset Report
Asset Inventory Report

1.4 Scope and Limitations of the Project
This study was designed to develop an Automated Tracking
System for General Services Office to promote fast, well organized
processing services for the accommodation of request.
To ensure the integrity of the office implemented, the proposed
system hopes to provide strong security for the assurance of offices in
CSA-B in general and to the staff of GSO in particular. The proposed
system covered the following features:
Automated submission of request for repair and maintenance.
Display statues queue of the request (pending, ongoing &
completed).
Assign task to personnel.
Provide calendar of scheduled and upcoming projects
Monitor the employees workloads and task.
Record school facilities and asset for inventory.
CSA-Bacolod General Services Office Automated Tracking System 1-8

Generate job completion report for submission to the VPFA and
Presidents Office
Produce necessary reports.
Ensure formality of the maintenance personnel job order

Generally, the GSO Automated Tracking System is devise to
diminish the voluminous data and to promote effective, efficient and
immediate service for the whole vicinity of CSA-B.
Limitation:
The system has nothing to do with:
the salary of the external contractor, and
the approval of the budget for every offices and buildings (care
of budget hearing).