A Case Study on

2Town’s Café Corporation

Using ERP Software

Developers:

Cabañero, James Eduard M.

Duhaylungsod, Rachel M.

Pontillas, Ma. Sharaine T.

COMPANY OVERVIEW

The 2Town's Café was a newly established business by a young entrepreneur way back in
2019 that provides quality products, great service, and a picturesque lounge where you can feel

at home. Its vision is to become the best place where you can meet with friends and family,

relax, and enjoy a quality cup of coffee or tea. This cafe caters not only to the young ones but

also to the young at heart. 2Town's Café is located at Población, Cordova, Cebu.

PROBLEM

2Town's Café doesn't have a proper documentation when it comes to scheduling time

offs. And as a result, a sudden increased in employee’s tardiness occurred. And it doesn’t just

stop there because at some point, some employees in 2Town’s Café may need to request a

leave of absence from work. It could be for one of a variety of reasons: personal or family

health problems, maternity and paternity leave, relief from excessive job stress, the loss of a

loved one, or the desire to travel or pursue a hobby. It is something that the company has given

to them as their rights to breaks and time off, but there are still a large number of employees

that choose not to take that time off. In the long run, not taking time off can have a negative

impact on a person’s productivity and overall well-being. COVID-19 has brought new

considerations to paid leave; people's appetite for this important benefit has not changed.

Workers believe paid time off is the most important incentive they want year after year,

followed by paid family leave. Also, in the same aspect of time off, the company find it

challenging to monitor its employees’ paid time off status/data due to some technical

difficulties. This may lead to improper allocation and calculation of the employees’ benefits

such as salaries from their paid time off compensation.

USER STORIES & ACCEPTANCE CRITERIA

 User Story #1 – Creating new Time Off Type

As an employee, I want Paternal Leave to be on the list of Time Off Types so that I can file

a leave request next month to assist my wife during her labor.

Acceptance Criteria:

• The Time Off Types can be found under “Configuration” button.

• The Time Off Officer/Manager could create a new type of Time Off.

• Time/date of Validity is set according to the type of Time Off being added. • Save

the newly created Time Off type and it will be added immediately to the list.

User Story #2 – Remaining Time Off credits

As a time off manager, I want to know the days remaining intended for my annual time off

so that I can monitor the days left intended for my future errands and emergency leaves.

Acceptance Criteria:

• The leave credits can be seen under “My Time Off” section and is labeled as

“Dashboard (Month, Year)”.

• The remaining numbers of days/time for the future time off are specified and

separated accordingly.

• The number of days taken are shown.

• The expiration or the validity of the time off are also shown.
 User Story #3 – Creating Time Off request

As an employee, I want to file a request for a sick leave so that I could meet my

resident physician because I always felt some dizziness at work.

Acceptance Criteria:

• Setting a new time off request can be done on the dashboard right away. • By clicking

“New Time Off”, a window would appear wherein a new time off request can be set.

• Click the scroll button and select the “Sick Leave” type of time off.

• Set the specific duration of dates you want to spend your time off.

• Add a brief description if necessary to convince your managers to approve your leave

request.

• Save your Sick Leave request.

User Story #4 – Approving and Rejecting Time Off requests

As a time off manager, I want to review all the time off requests of the people I manage so

that I can choose which requests are to be approved and which one is not really necessary

so I would just have to reject it

Acceptance Criteria:

• The Time Off requests from the employees can be found under the “Managers”

button on the dashboard.

• Click the “Time Off” and the list of requests from the people I manage would show
 up.

• Authorized officers such as the Time off managers have the power to “Approve” and

“Validate” their employees’ requests if they are in favor of its reasons.

• If the managers are not in favor for the time off request, they could click “Reject”.
User Story #5 – Time Off Analysis

As a human resource manager, I want to check the employees’ overall time off status

through graphs so that I could easily distinguish who are always reporting on work and

who are frequently taking leaves.

Acceptance Criteria:

• The Time Off Analysis section can be found by clicking the “Reporting” button above

the dashboard.

• Select between “by Employee” or “by Type” depending on which graph you wish to

review.

• A graph presentation analysis would appear.

• The Time Off Types are represented by different color coding that is coordinated by

every Employees’ names and the duration of time off in days.

User Story #6 – Employees collaborate efficiently

As an employee, I want to communicate and collaborate my ideas through chats/channels,

so whenever I have queries and suggestions, I can easily address them right away to the

right person.
 Acceptance Criteria:

• The chat/channel/discuss button can be access by clicking the chat icon in the

homepage of the module or in the upper right corner of the page.

• You can create a new message addressing to the person you like to reach out or

choose channels that was establish by the admin to open up your suggestions and

queries.

• After clicking new messages, you will be routed to a chat box.

• Search for the name of the user/s you want to communicate with.

PROGRESS
PROGRESS REPORT
REPORT
All members of the group were able to successfully navigate and perform the designated

tasks in Odoo, specifically on Time Off module/application. Everyone has explored and were

able to familiarize the specific features of the application. The group have created its own

database and profiles in the Time Off module with a designated personal information and

positions.
• Setting up employee details
• A glimpse of our Time Off App in Odoo

- Creating new Time Off Type

- Time Off Dashboard
- Creating Time Off Request

- Time Off appearing on the dashboard calendar

- Time Off Approval status section

- Working Calendar
- Time Off Chat/Channels

- Time Off Analysis Section

• Work Contribution of every Member

Every member of the group has given their contributions and were able to

perform their specific functions as a developer throughout the development stage of this

case study. The following are the tasks being done by every member:

❖ Cabañero – Task initiator in the Odoo module specifically Time Off, based on the video

materials provided, making of initial PowerPoint presentation, creating user stories,

encoding the updated business case and progress report.

❖ Duhaylungsod – Creating other Time Off request details and Allocations, application

analyzations, task initiator, creating user stories, performing necessary final touches for

the application and the presentation.

❖ Pontillas – Creating the invitation code/domain for the Odoo app to be used, activating

the database, creating user stories, encoding the partial files necessary for submission,
compiling and sorting some necessary screenshots of the Time Off interface.