CHAPTER 1.

0
PROJECT CHARTER
1.1 Project Background
1.1.1 Problem/ Opportunity & Description
1.1.1.1. Fleet Management System
Information Retrieval
The information is stored in the particular format, it can
only be retrieved in the same format.
Reports are tabulated manually
They are not such attractive and require more time.
They do not provide adequate help in maintaining the
1.1.1.2.

accounts.
Audit Management System
Non-Retention of Files and Data

Undetected files corruption it most dangerous errors as

there is no indication that the data is incorrect.

Lack of Audit Trail

Failure to prevent unauthorized access or changes to

data and to provide adequate controls preventing data
omissions.

1.1.1.3.

Document Tracking System

Not easily find the data

It is not easy to get data from the system

Undecided or Unsettled data

1.1.1.4.

They do not show the final decision.

Vehicle Reservation System

Reservation of a customer

The organization phone may be busy or may not work when

customer is calling to make reservation.

It may be difficult to customers to get the phone number or

the location of the organization.

The customers may be resulted to unnecessary extra

expense and waste their time.

There may accrue duplicated reservation of the same

vehicle.
The organization may not be able to serve many customers.
The customers may not get service of the organization 24/7
(twenty four hours a day and seven days a week) and
limiting their service to local domain only.

Renting a vehicle

The contract form made between the customer and

organization may be difficult to find in case of misplacing or
disappearing due to massive collection of data.

Generating monthly Report

When generating report, it takes time and it may not be easy

to manage and analysis the monthly work due to massive
collection of data and the generated report may not be
accurate.

1.1.1.5.

Vendor Portal
Manual Process
As with any manual process that involves multiple
inputs, this data collection process can result in
errors and omissions of important data; such a
process is time consuming and lacks external
validations or internal tracking procedures.
Unsupervised request
Some of the project or requests are unsupervised
because of there are lots of coming request.

1.1.2 Benefits
They also help companies monitor data for any potential security breaches
or internal misuses of information. They are also a great way to ensure that
proper document protocols are followed consistently, and to prevent (and
track down) fraud.
1.1.3 Goals
To improve the functioning of the system, resulting in the up gradation
of working the system.
To identify the system have been properly complied and implemented.
1.1.4 Stake Holders and Clients
o Manager of the Company
The person who will manage, and responsible to the company.
o The User of the Program
The person who is responsible to use the system.
o Project Adviser
The person who will check if ever the system has an error.
o Project Manager
The person who will responsible to the overall system project.
o Project Teams/Members
The person who will design, create the modules program and
analyze the business process and possible complicit of the system.
1.2 Project Scope
1.2.1 Objectives
1.2.1.1. Fleet Management System
The scope of the product to manage the front End & Back Office
functions consists of the following key modules. It is to be noted that all
the modules may not be applicable to all transporters.

Vehicle Module

Route Module

Maintenance Module

1.2.1.2. Audit Management System

General Audit Procedure

To easy identify and verify the ongoing and

upcoming data.

Essential Documentation and Other Records

To provide database of the system to ensure the

back-up files.

1.2.1.3. Document Tracking System

Costumer / Client Files

To create a module to find easily the data.

Pending Documents

To provide a system to receive of the following

documents.

1.2.1.4. Vehicle Reservation System

The general objective of this project is to develop interactive web
based system for the vehicle reservation system organization.
1.2.1.5. Vendor Portal
Vendor on boarding
To enable your organization to efficiently conduct business,
purchase goods and services, and make payments to that
company.
Process automation
It enabling and providing end users with a single point of
contact for ordering services and an automated process for their
delivery.

Vendor self service

Is internet base step location where vendors and internet
customers can go to get answers to questions about payment
status on an invoice?
Report
Provide to keep track information to the client transaction to
all suppliers.

1.2.2 Deliverables
1.2.1.1. Fleet Management System
Project Deliverable

Work Products/Description

Vehicle Module

It easy to maintain all of your

vehicle and maintenance records.

Maintenance Module

It allows you to capture the

maintenance costs incurred on a
vehicle on account of spares &
labor. The maintenance can be
classified against a trip or service
or breakdown.

Reports Module

It is used for the management

purpose, which easies the use of
the application.

1.2.1.2. Audit Management System

Objectives 1: General Audit Procedure
Project Deliverables

Work Products/Description

On-Site

Collection

of

data

for

the

purpose of creating database.

Off-Site

Creation

and

updating

database

and

scrutinizing

the
it

periodically.
Objectives 2: Essential Documentation and Other Records
Project Deliverables

Work Products/Description

Permanent Files

Information concerning legal

structure of entity.
Financial statements being
audited (evidenced as having
been agreed to accounting
records and cross-referenced
to supporting schedules).

Current Files

1.2.1.3. Document Tracking System (Approval)

Objectives: Customer / Client files
Project Deliverable
Personal Information

Work Products/Description
Personal information is any
piece of information that relates
to a living, identifiable human
being.

Receiving files

A receiving transfer is checking for

resumable files or a sending transfer
is acquired.

Objectives: Pending Documents

Project Deliverable

Work Products/Description

Delay Files

The transfer is waiting for the partner

to accept or reject it.
When a transfer begins but the file

Resuming

already exists on the user's system,

the user will be prompted This status
indicates the user resumed the
transfer.

1.2.1.4. Vehicle Reservation System

Project Deliverable

Work Products/Description
Adding vehicles and/or equipment
is a simple process and doesnt

Vehicle Module

require a wealth of information. As

long as we have the year, make,
model, current Mi/Km/Hr and the
base information, that is all you
need.
We can add a vehicle with the
most basic information.
This modules described the event

Rental Module

by which staff updates the system

when customer pick up or when
returning car.
Generate
Reports:

the

following

Vehicle General Information

Part Inventory
Inventory Module

Part Reorder
Vendor
Employee General Details

This

Modules

involves

Administrator operations, involves

User
Authentication

with vehicles registration, create

users

(employees),

authenticating

the

and

Employees.

Administrator maintains the entire

project.

This module allows admin of the

Report Module

organization to generate a report

1.2.1.5. Vendor Portal

Objectives 1: Vendor on Boarding
Project deliverables

Work Products/Description

Data collection and

validation

Provide

to

collaborative
collecting

secure,

process
and

for

validating

vendor data. Companies can

efficiently satisfy the demand
for

an

auditable,

secure

process for creating vendor

Data collection

records.
Collecting
regarding

the
of

data

of

vendor

on

boarding client, if what are the

requirement or will be needed.
Objectives 2: Project Automation
Project deliverables

Work Products/Description

Order processing

Order

processing

is

the

operation to distribute all the

purchased order to the client.
Objectives 3: Vendor Self Service
Project deliverables

Work Products/Description

Payment inquire

Allow client to inquire their

payment using vendor selfservice

Objectives 4: Reports
Project deliverables
Order reports

Work Products/Description
Order reports is the order
information to the client will be
distributed.

1.2.3 Out of Scope

The system is not able to compute the expenses of the bank.

The system cannot compute the payroll for the employee.
The system does not have Agreement for contractor.

1.3 Project Plans

PLANNING
ANALYSIS
DESIGN
IMPLEMENTA
SUPPORT
1.3.1 Approach and Mythologys
PLANNING
The proponents conduct an interview to the company regarding the

project monitoring.
Do research about the system that developer will use.
Conduct a meeting and merge ideas regarding to the system.

 Do a practicability study to achieve the development of system.

ANALYSIS
Analyzing the requirements of the user of the system.
Evaluating the existing system how to enhance the development of the
system.
DESIGN
Design the system through the specification needed.
IMPLEMENTATION
Coding the program of the system needed.
Installation of Banking & Microfinance System to the company.
SUPPORT
Evaluation the develop system how does it work.
Maintenance of the system enhancement.
1.3.2 Project Timeline
ID NO.
1

TASK

DATE

DATE

ACTIVITY

START

FINISHED

PS seminar

Saturday

Saturday

4 hours

9/10/16
of Saturday

9/10/16
Saturday

1 hours

lots

DURATION

Draw

module
Draw lots

sub-module
9/14/16
9/14/16
Looking for an Wednesday Wednesday

1 hour

adviser
Submitting

9/14/16
Thursday

1 hour

f3 into adviser
9/15/16
Studying
the Sunday

9/15/16
Sunday

6 hours

sub-module

9/18/16

9/10/16
9/10/16
of Wednesday Wednesday

9/14/16
the Thursday

9/18/16

3 hours

Consulting

for Wednesda

Wednesday

4hours

research

y 10/05/16

10/06/16

Conduct

Tuesday

Tuesday

3 hours

interview
Inquire

10/7/16
for Monday

10/7/16
Monday

2 hours

10
11

conducting

10/15/16

10/15/16

interview
Research

Saturday

Saturday

5 hours

Making

11/05/16
Thursday

11/05/16
Friday

9days

documents

11/10/11

11/18/16

1.3.3 Success Criteria

Customer oriented processes, including maintenance and

safety.
Secured information of the project.
Make all information cleared and understandable for all

users.
The system must be friendly user to the personnel
By using the proposed system it will be easier to monitor the
project.

1.3.4 Issues and Policy Implications

User of the system
The user of the system is not liable for the employees,
limited person may use the on how to access the system.
System process

The process of the system will be charge to developer on

how to teach the personnel.

Error of the system

The personnel may contact the developer in case theyre

having trouble in a proposed system.

Adding Features

The personnel may contact the developer in case of adding

features.

Technical Support

The personnel will be having an oral and actual teaching on

how to use the system properly or in case of some inquiry
the personnel may contact the programmer for assistance.

Developing the system in modernize use

The

user

must

associate

the

programmer

for

the

improvement of the system.

1.3.5 Risk Management Plan
Risk
Risk Factor

Probability(L,M,H)

Impact(L,M,H)

Management
Action

Financial Risk

To

have

more

client
The

company

provide
Operational
Risk

generator

to

ease a problem
when brown out
occurred,

and

support a flow of
transaction
The
system

provides
Hacker

limited

users only that

can

able

operate

to
it.

Having an Admin
user

that

can

able

operate
whole

only
to
the

operation

of the system.
Continue
the

Natural
M

Calamity

project after the

calamity.

1.3.6 Service Transition

The Company of the bank provides positions who know how to manipulate
the proposed system. If ever the employee does not have the idea to the
system that the proponents will implement. The proponents shall provide
training to the user of the system.
1.3.7 Option Analysis
Gathering Information
The other alternate that have sense and connection to the

proposed system is another flexible thing to solve a problem.

Improvement of Gathering information - All information
gathered through investigates, interview, and feedback are
setting aside and plan, when the information is perfect to

merge and become good and useful information.

Interview or survey to the other company - To gain more
knowledge regarding how to monitor and maintenance the

project.
Expand the idea - To aim more style for the system made.

Adapt the system of company Alternatives way to make

a system and guide for the process of system and look for
enhancement.

1.4 Technical Features

1.4.1 Fleet Management System
1.4.2 Audit Management System
1.4.3 Document Tracking System
1.4.4 Vehicle Reservation System
1.4.5 Vendor Portal
1.5 Project Organization Staffing
ROLE

NAMES

&

CONTACT RESPONSIBILITIES

INFORMATION
Executive Sponsor

Provide

strategic

direction

and

guidance.
Approve changes to

scope.
Identify and secure
funding.

Project Sponsor

Make

business

approach/ Decisions

for the project.

Participate in

activities.
Make
resources

available.
Approve

work

products,

address,

key

issues, and approve

Project Manager

change requests.
Report
to
and
receive

direction

from sponsors.
Manage, review, and

prioritize

Marilyn F. Castillo

project

work plans.
Provide

reports.
Manage

team.
Recommend

status
project

changes,

escalate

issues, and mitigate

Project Team and Members

risks.
Participate in project

Jenny P. Perciana

activities,

Donesa D. Bontong

planning,

Emelyn F. Sastrillo

implementation

Jomar C. Gerarcas

deliverables,

including

quality control.

1.6 Project Budget

Budget Item
One-Time Costs
2 Computer server

Description

Budget Cost

A server is a computer
program

that

provides

services to other computer

20 Computers

programs.
Computers that will use in

Office supplies

the offices
The supply that the office

Network wiring

needed.
To connect the server to
Other computers.

Total One-Time Cost:

Ongoing Costs
1 Project Manager

The person who will handle

the team.

of
and

2 Programmer

The person who will create

5 Supervisor

the program.
The person who will assign

Contractor

to monitor the project.

The person who will assign

1 Head of construction

to build project.
The person who will assign
to create the report of the
project.

Total Ongoing Cost:

Chapter 2.0
Related Studies and System
2.1 Foreign Studies
2.1.1. Fleet Management System
US Bank
Todays fleet manager needs smart solutions to reduce costs, enhance
visibility and provide superior fleet services. With the U.S. Bank Voyager Fleet
Card, you can manage driver purchases more efficiently than ever. Bank on us
for customized controls and real-time data that gives you visibility and control
across your fleet systems.
https://www.usbpayment.com/fleet-solutions/managers
Standard Bank
Standard Bank Fleet Management offers you the ability to extract and sort
data that suits your needs. You no longer have to wait until your cut-off date to
get an idea of how much money has been spent for the month or how the fleet
has performed operationally. Standard Bank Fleet Management developed
ECO2Fleet, a web-based fleet management data collection and reporting
service.
http://www.standardbank.com/standardbank/Business/Specialisedservices/Fleet-management/Eco2Fleet

Wex Incorporation
Our intuitive web-based aggregation platform provides an integrated view
of fleet-related activities and expenses. Save valuable time, reduce manual
calculations and develop and execute cost saving strategies.
http://www.wexinc.com/fleet/large-fleets/
2.1.2. Audit Management System
Aozora Bank (AB)
With the purpose of adding value to the operation of the Aozora Group
and assisting it to accomplish its objectives, the Banks Internal Audit Division,
independently of all the groups and units, examines and evaluates objectively
whether internal control systems of the Group function properly and effectively,
and offers recommendations for improvement.
Internal audits are conducted in line with the audit plan, which is formulated
according to the Annual Internal Audit Plan approved by the Management
Committee and the Board of Directors each fiscal year. In formulating the audit
plan, we consider the frequency and intensity of an audit depending on the type
and degree of inherent risk within each business unit and the status of internal
controls. The Bank also conducts system audits and cross-sectional target
audits considering the importance of risk management.
The Internal Audit Division directly reports to the Chief Executive Officer. It
presents audit results to the Management Committee monthly, as well as a
summary of audits directly to the Audit and Compliance Committeeand the
Board of Directors semiannually, providing an independent assessment of
internal control. Furthermore, the Internal Audit Division cooperates with Audit &
Supervisory Board (Members), directly exchanging information and opinions,
including the above summary of audits, for the achievement of audit purposes.
To raise the expertise of auditors, the Internal Audit Division sends them to
external seminars and encourages them to obtain professional certifications
such as Certified Internal Auditor (CIA) and Certified Information System Auditor
(CISA). The Banks internal audit is conducted in conformity with the IIAs
(Institute of Internal Auditors) international standards. In addition to continuous
internal quality assessment, we periodically receive an external quality

assessment by a third-party institution to further enhance our audit standards

and capabilities.
http://www.aozorabank.co.jp/english/about/corporate/philosophy/governance/go
v_004.html
Technischerberwachungsverein (TUV)
An effective management system says a great deal about your
organization. It shows you are dedicated to optimizing your operations. It
demonstrates your commitment to quality, safety and security. It proves you have
full visibility of your processes and resources. It underlines your commitment to
sustainability. It shows your dedication to raising employee motivation and
customer satisfaction.
Taken in total, these factors make a powerful statement to your clients and
stakeholders.
Within TV SD, internationally accredited certification bodies offer
services for various management systems. We have the know-how to audit and
certify a wide range of internationally recognized management systems related to
quality, environment, energy, safety, risk, health, education, business continuity
and social responsibility. This encompasses various sectors and industries such
as automotive, rail, aerospace, mechanical engineering, construction, metal
production and processing, information technology and healthcare.
http://www.tuv-sud.com/activity/auditing-system-certification
Australian Computer Society (ACS)
ACS is a leading global aviation professional services firm delivering
aviation solutions with a focus on safety, compliance and operational
excellence. Around the world, major international airlines, local charter
operations, military air operators, airports and ground service providers engage
ACS auditing services to ensure their operations; policies and procedures comply
with the highest international aviation safety standards.
ACS was one of the first companies in the world to be accredited as an
Audit Organization (AO) under the IATA Operational Safety Audit (IOSA) Program
and IATA Safety Audit for Ground Operations (ISAGO). ACS continues to be the
only organization in the southern hemisphere and Asia-Pacific region, accredited
by IATA; one of only 6 globally.

The IOSA and ISAGO programs are recognized as the highest,

international benchmarked safety standards. The IOSA program is cost effective,
ensuring industry best practice is standard operating practice. The ISAGO
program is internationally accepted evaluation system for the management and
operations of Ground Service Providers.
http://acsgroup.global/audit/
2.1.3. Document Tracking System (Approval)
HDFC BANK in INDIA
Our RFID enabled File & Document tracking is deployed in HDFC Bank
and several other banks are evaluating it by way of paid pilots and proof-ofconcepts. The Sets of housing loan documents in HDFC Bank are kept in safe
custody of the vault and is tagged using a RFID label. The RFID label is
identified, programmed and re-programmed to facilitate Issue from vault, return
to vault, searching of document in shelves, physical stock reconciliation and
many more. The solution offers complete visibility and control of the document
along with fast and accurate retrieval. The HDFC Bank also received the
prestigious Special Jury Award by the Indian Banks Association in collaboration
with TFCI for this system.
The File tracking solution helps banking firms to tag each and every file,
so that at the time of retrieval it becomes easy to track the file and its contents.
Our RFID Banking solutions are proposed by use of Automatic Identification and
Data Capture (AIDC) technology appropriately based on different requirements
within the same banking firm.
http://www.infoteksoftware.com/file-document-tracking.htm
AMERICAN BANK

American Bank Systems offers a product called WinD Audit

WinD Audit -- American Bank Systems' Windows-based documentation
auditor - is a document tracking and exception reporting system for Windows 9X
and Windows NT systems. One of the most important areas of any financial

institution is the credit department whose responsibilities cover monitoring

collateral and documentation exceptions. Accurate tracking of loan
documentation and collateral perfection is essential to proper loan supervision.
Effective reporting and availability of information to all levels of the financial
institution is crucial. Developed and supported by our software technicians, WinD
Audit not only provides an automation solution to this key requirement but also
permits the user to perform exception monitoring tasks easily. Tracking policy
exceptions is just as easy. The system permits the user to add custom exception
codes for further definition of each collateral type. All at the touch of the mouse.
WinD Audit has many advantages and features that are not contained in other
tracking systems - and it can be fully integrated into our state-of-the-art
technology for document imaging and management.
https://www.bankersonline.com/forum/ubbthreads.php/topics/8725/Credit_Collate
ral_Tracking_Sys.html
INDIA BANK
Tracking and processing the high volume of critical asset loan documents
had become a major challenge for one of Indias large nationalized banks. Much
of the tracking was done manually, reducing efficiency and resulting in mistakes.
The bank had been entering file numbers manually, resulting in errors that
had to be overwritten by hand and were hard to read.
In addition, the main branch had to manually sort through canvas packs from
remote branches, each containing as many as 200 files, in order to identify the
branch and date the files were received, a time-consuming and error-prone
process.
http://www.tscprinters.com/cms/template/eNL/TSC_eNL_v17/TTP244_Plus_bank_application.html
2.1.4. Vehicle Reservation System

2.1.5. Vendor Portal

DBS Bank
DBS Bank has been involved in a wide range of new initiatives across its
operational hubs in Asia, one of which has been a strategic overhaul of its online

banking platform for corporates. There is a new version of the web-based portal,
IDEAL, and a new in-house built back-end payments routing hub.
Singapore, home of DBS Wikimedia Commons
Singapore-based DBS Bank has been busy on the technology front, following a number
of projects over the last few years to overhaul its business operations in multiple
geographies.
One initiative it has undergone has been the revamp of its channel banking for
corporates, to meet the demands of the increasing automation of financial services such
as trade finance and the growing importance of transparency in cash management. The
bank has worked with ACI Worldwide to revamp its online banking platform, IDEAL,
along with a significant project to build a new payments system for internal and outbound
payments. This comes against the backdrop of an effort to standardise its core banking
system, with Infosys Finacle being deployed over a number of years at its emerging
market locations.
https://ibsintelligence.com/ibs-journal-supplements/case-study-dbs-bank-revampsonline-banking-portal-for-corporates/
Altimetrik
The Vendor Portal provides a single web interface for your suppliers to log-in and
view open orders and balances as well as to submit information to you such as
electronic invoices, delivery notifications, acknowledgements and more. These
communications are sent directly to and from your SAP system thus allowing rapid
interaction between you and your vendors.
Vendor Portal allows companies and its vendors to share specific management
information for mutual benefit, using low-cost Internet technology. Vendor Portal is a
one-stop-shop for all supplier needs, where in each vendor has a tailored view of its
data. It allows access to only the specific information the company wants vendors to see.
This controlled view provides access for suppliers and security for companies. It is
seamlessly integrated with the SAP system.
http://www.enteg.com/solutions/retail/vendor-portal
The Denver Public Schools
The Denver Public Schools (DPS) District has modernized its Financial
Management and Strategic Sourcing business processes to include two-way web-based
communication with its Suppliers and Vendors.
http://purchasing.dpsk12.org/suppliersvendors/

2.2 Local Studies

2.2.1. Fleet Management System

Inteluck Corporation
Our developments include: an online integrated system for monitoring the
real-time location of vehicles, a diverse tool for managing fleets, a tool that
makes the tedious task of budgeting finances simpler. These along with the rest
of our products are carefully made through real-world experiences from our
clients.
http://inteluck.ph
Smartfleet
SmartFleet is a cloud-based fleet management platform enabling transport
fleets with operations automation, fleet monitoring and analytics solutions. We
provide value through easy management of any size of fleet, online proactive
maintenance, and real-time reports for operational visibility and data-driven
management decisions.
http://www.smartfleet.ph
Cartruck
Cartruck allows you to better monitor and manage your fleet assets and
driver using advance GSM and GPS tracking technologies. Comprehensive
reports are available for detailed analysis, auditing and planning.Cartruck
provides real-time information to allow proactive planning and intervention in
order to improve driver productivity, optimise routes and streamline operation.
Cartruck offer you guaranteed cost efficiency,better risk management and
increased productivity.
https://www.cartrack.com.ph/fleet-management-for-vehicles/
2.2.2. Audit Management System
National Grid Corporation of the Philippines (NGCP)
Similar to other large enterprises and business organizations, NGCP is
faced with complex IT and business process infrastructure and models. Mr.
Edwin Natividad, Chief Audit Executive of NGCP, saw the need for a more
efficient system that can support the work of NGCP's audit teams operating in
five regional locations and servicing 20 district offices and various project and
system operation offices nationwide. After evaluating various options, the
Teammate solution was selected.
According to Natividad, "We needed a solution that will make internal audit
efficient across the entire organization and allow auditors to spend more time on

execution of audit results to better impact business sustainability and growth,

rather than focusing on the administration and management side of the audit.
Systems are a means to an end, and it's all about providing impactful
auditing and generating more value to the organization. The Teammate solution
will help manage our resources, freeing up our internal auditors to conduct more
audits. In the future, we will be able to use the data to look forward and spot
potential problems before they happen a definitive step towards business
intelligence in audit."
http://www.timcorp.net/News/24/NGCP-Awarded-Its-Audit-Management-SystemRequirement-To-TIM-&-WKFS
QConsult, Inc. (QCI)
As experts in International Management Systems Standards, QConsult,
Inc. is involved in every stage from planning to implementation to completion
offering support through trainings and internal audits. Our extensive skills
encompass all aspects of implementation and operation, including assistance on
getting Customer Feedback from clients customer and data analysis.
http://www.qconsult.ph/qc/index.php
Philippine National Standards (PNS)
It will help user organizations to optimize and facilitate the integration of
their management systems and, in facilitating a single audit of its systems, will
streamline the audit processes, reduce duplication of effort and decrease
disruption of work units being audited.
Specific attention is given to the implementation of the audit programmer.
By fully applying these guidelines, the prerequisites are provided to make
auditing a crucial tool for top management to achieve the objectives of the
organization.
ISO 19011:2011 has been revised to provide auditors, organizations
implementing management systems and organizations needing to conduct audits
of management systems an opportunity to re-assess their own practices and
identify improvement opportunities.
Compared to the 2002 version, the standard adds the concept of risk and
recognizes more explicitly the competence of the audit team and individual

auditors. Also, the use of technology in remote auditing is acknowledged, for

example, conducting remote interviews and reviewing records remotely.
http://bps.dti.gov.ph/index.php?
option=com_content&view=article&id=181%3Apns-on-managementsystems&Itemid=94
2.2.3. Document Tracking System (Approval)
DEPARTMENT OF AGRICULTURE
PHIL RURAL PROJECT
With the use of the PRDP web-based document tracking system (DTS),
developed and implemented by the PRDP National Project Coordination Office
Monitoring and Evaluation Unit to facilitate online updating of PRDP
documentsDuring the Orientation on the Use of the PRDP Web-based DTS,
PRDP PSO South Luzon Management Information System (MIS) Officer,
Perseverando Sinogba, said that the document tracking tool is designed
principally to track the document/s, and secondly, to protect them from being lost.
Through the new system, the number of incoming documents, the staff who is in
possession of it, as well as the time elapsed and/or the remaining days left for
processing or endorsement, is appropriately recorded,
The web-based DTS allows the user to create and receive a transaction or
document with a unique reference number. It also features sections for released
and completed transactions or documents in real-time.
Included for filing and endorsement in the DTS include memoranda, letters,
copies of business plans, feasibility studies and accomplishment reports, among
others.
DTS has a filter system and file reference number which are very helpful
(Hopefully, if all component and unit heads will use (the DTS), my work will be
easier and I can easily monitor the status (of the documents). Also, it gives an
extra push for the staff to comply because it has a timeline of files expiration so
that no transaction will be neglected. DTS has a filter system and file reference
number which are very helpful)
http://www.daprdp.net/web-based-document-tracking-system-to-upgrade-prdpimplementation-in-bicol/

SOUTHWESTSOLUTION
A community bank recently updated their records management and file
tracking software for managing loan documents and mortgage files. The bank
had outgrown the capabilities of their existing file tracking software due to growth
and acquisitions. Southwest Solutions Groups Information Management
Services Division stepped in to help by providing the bank with a new records
management system including RFID File Tracking Software for managing loan
documents and mortgage files.
The bank wanted more accountability and control over managing loan
documents and mortgage files from loan origination and processing to retention
schedules. They wanted a software platform that would keep track of file
locations to enable enhanced workflow and efficiencies to provide better and
faster service for their customers. Also, the bank wanted a system that would be
easy to use for the numerous employees who would be interfacing with it.
After looking at several solutions, the bank selected a records
management system with RFID File Tracking Software. The bank chose our
system because the software was able to manage loan documents and mortgage
files throughout their lifecycle, does a better job of tracking files, and was easy for
employees to use.
A key component of the records management system is the RFID File
Tracking Software. The RFID File Tracking Software gave the bank better control
of exactly where documents are located at any given time, which basically
transformed the way they managed loan documents and mortgage files. Below
are four examples of how the RFID File Tracking Software changed their
business.
http://www.southwestsolutions.com/ims/rfid-file-tracking-software-managing-loandocuments-mortgage-files
CAMARINES SUR IMPLEMENTS DOCUMENT TRACKING SYSTEM
Document Tracking is the ongoing process of tracking the location, current
user, descriptive details and status of all your critical documents. Today, many
organizations track this information manually or do not have any tracking process
in place. The result is time-consuming searches for documents and lost
productivity. The benefit of an automated document tracking solution is that it
leads to up-to-date, accurate document information that improves document
utilization and accountability.

Document Tracking is the ongoing process of tracking the location, current

user, descriptive details and status of all your critical documents. Today, many
organizations track this information manually or do not have any tracking process
in place. The result is time-consuming searches for documents and lost
productivity. The benefit of an automated document tracking solution is that it
leads to up-to-date, accurate document information that improves document
utilization and accountability.
http://www.depedcamsur.com/document-tracking-system.html

2.2.4. Vehicle Reservation System

2.2.5. Vendor Portal
Philam Supplier Portal
At Philam, we are driven to deliver efficiencies using best practices in our
operations to support our service to the customers. In our commitment to
improve the way we do business with our suppliers, Philam, in alignment with the
global mandate of the AIA Group Limited of which it is a member of, has
implemented a procure-to-pay (P2P) solution to simplify and standardize the
purchasing, contracting, and invoicing activities within the Group.
It is in the best interest of Philam to enable the various supplier activities in
the procure-to-pay cycle leveraging on streamlined supplier-interfacing business
processes, and the various cloud solution features of the Ariba Network.
https://www.philamlife.com/content/dam/ph/en/docs/doing-business/AIAPhilam-Life-Supplier-Information-Portal.pdf
Dragon oil
Dragon Oil believes in and always works towards creating and delivering
sustainable value for its stakeholders. As suppliers are one group among a
number of important stakeholders in the business; it is vital that their role is
aligned with Dragon Oils business process in order for every project to be

successful. It is essential that stakeholders in our business understand the

business process and customer requirements to allow us to deliver the best
results.
Dragon Oil understands the value of collaborative relationship with its suppliers
and we invite potential suppliers to self-register for evaluation. Successful selfregistered suppliers will be added to our vendor database to support our
international operations.
This site is a single entry point for suppliers to access various strategic
procurement applications. iSupplier Portal enables secure, self-service business
transactions between Dragon information.
https://www.dragonoil.com/contact/vendor-portal/
MJN Supplier Portal Introduction
The Supplier Portal is the new electronic portal where suppliers conduct
business with Mead Johnson electronically. This web-based application
integrates suppliers with Mead Johnson procurement to provide full processing
capabilities for goods and service orders.
Suppliers using the Supplier Portal do not need their own SAP-based sales
systems to offer products and services all they need is the internet (Internet
Explorer 7.0 or higher) in order to access Mead Johnson's order and content
management functionality.
http://www.meadjohnson.com/supplier-resource-usen#customerassistancecenter
2.3 Synthesis and Relevant
Fleet Management System

FEATURES
1. Web-base
2. Flexible
Reporting
3. Fuel tracking
4. Preventive
maintenance

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QCI PNS

1. Web-based

2. Security/Visibility

3. Checklists/Audit Trail

4. Traceability

5. Accountability

Document Tracking System (Approval)

FEATURES
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Vendor Portal

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