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1.1 Project Context Resources are virtual entities or physical assets that an organization utilizes to attain its goals and gain benefits. A resource is considered an asset of an organization, thus effective management and proper allocation of these is a key organizational strategy for achieving success and operational efficiency.
The process of using an organization·s resources in the most efficient way possible is known as resource management. Resource management involves operations such as but not limited to the tracking the location of a resource, its accounting details, inventory and the other information which are essential for its managers and other stakeholders of the organization. Moreover, resource management aims to provide mechanisms for efficient resource allocation as well as ensuring that resources are deployed appropriately to meet its intended function in the organization.
SCIS is one of the schools of Saint Louis University (SLU). As an academic institution, the school has a variety of educational materials, facilities and other resources to support its academic activities. As of Academic Year 2010-2011, SCIS has two offices namely Dean·s Office and Graduate Program Coordinator·s Office (GPC). It has three departments namely IT/CS Department, Computer Applications Department (CAD), and Math Department. The school has also laboratories that consist of Digital Arts ProgramLaboratory (DAP), ICT Research Laboratory (ICTR), Network Laboratory, and three other computer laboratories used for laboratory classes.
In this study, resources shall only refer to two categories of resource: 1. Equipment Resources Equipment in SCIS include multimedia and IT equipment. The school has approximately 400 equipment including computer units and its parts, speakers, projectors, video camera, microphones and office equipment. These equipment are designated to school offices, departments, and laboratories. 2. Document Resources Document in SCIS can be categorized as electronic or non-electronic. Electronic documents pertain to e-books, school publication, thesis documentations, and other documents in electronic format such as xls, doc, or pdf. Non-electronic documents pertain to hard bounded or printed
computer laboratories. Accounting of Resources Currently. In effect. resource information are kept in paper documents and tracking of resources is done by recording transactions in a logbook. thus becoming a problem whenever information about a particular resource is necessary.are supervised by the Laboratory Custodians. Books and other published academic literature are also included in this category. non-functional. compiled office documents. Accounting also involves monitoring the status of the resource if it is in use. dissertations that are used as reference materials. resource management activities such as recording. Sometimes resource management personnel commit lapses in recording some . and reports. Recording of Issuance Transactions Faculty members and students usually borrow equipment.academic research papers. thesis. In some cases. repair. documents and other materials for academic use in class activities. Currently. The School Dean·s way of accounting the school resources is only done by checking pile of requisition slips which are made beforehand to procure. As the overall administrator of the school·s resources. The School Dean heads the management of resources in SCIS. departments. and time and date the resource is returned. time and date the resource is borrowed. the resource.which are not handled by the School Dean or Dean·s Secretary. or dispose a certain resource. GPC room. the information on a resource is through the use of logbooks or Excel files. the School Dean is responsible for ensuring that the school resources are properly utilized throughout its different offices. research journals. or disposed. under repair. Several personnel composed of School Staff and Laboratory Custodians help the Dean in facilitating inventory and other management activities on the different resources of SCIS. In the manual process. At present. On the other hand equipment on laboratory rooms. there is no existing computer system that facilitates in the management of the school resources. tracking and inventory are done manually and are prone to repetitive tasks such as browsing through different documents and gathering information from different school offices. and SAO room. The School Dean or Dean·s Secretary are the ones in-charge of the inventory and management of the non-laboratory resources. and lecture rooms. resource information is not recorded properly. These document resources are located at the Dean·s office. a logbook is used to record the name of the borrower.
he or she consults other university officesthat have the information neededsuch as Accounting Office or SLU-Net Office ² the office incharge of managing university equipment. allotments. if the School Dean is not able to find the information or the reference documents needed to accomplish a report. University and external offices such as Philippine Accrediting Association of Schools. At present. Lack of organized data repository Logbooks and piles of documents are likely not the ideal data repositories because it has a higher tendency of becoming unorganized. Furthermore. and disposal. More likely. With the given scenario. and Commission on Higher Education (CHED) also request these inventory reports.transactions which result to inconsistencies. the information needed are hard to find and considerable time and effort are necessary. In some instances. generating reports would require the School Deanto go through one or a few of the printed documents or logbooks in order to extract the information needed for a report while some records are encoded into electronic document. Colleges. Resource management personnel receive additional workload when logbooks are to be replaced or when logbook records are missing. Repetitive tasks involved in updating and maintaining resource information. Since the whole process is manual the more that it is prone to human error resulting to incorrectness of data. The use of a logbook would sometimes result to difficulty in retrieving information and sorting it according to a particular order. the lack of a common repository of data is a key issue preventing the school to efficiently keep track on the state of its resources. Universities (PAASCU). the researchers have identified number of problems in the current process being implemented: 1. . Accomplishing a report under these circumstances will take time for the School Dean to complete. Information on resources must be easily accessible in order to aid the School Dean in the decision making process involving resource procurements. 2. Report Generation The School Dean prepares inventory reports on a regular basis usually every semester to check on the status of school resources. Keeping information in this method is inefficient for an organization that has a wide variety of resources.
Since resource information areplaced on different locations. With the CRMS. The CRMS primarily supports equipment inventory management. the researchers aim to provide a more practical means of managing equipment and document resources in SCIS. document management and recording of lending transactions. Generation of reports Reports are essential for audit purposes and done on regular basis. .3. There is considerable delay resulting from such process because it requires time and effort in locating the information needed to produce a report. the researchers has developed the Computerized Resource Management System (CRMS). the School Dean needs to go over several documents or offices whenever particular information is needed. As there is no computer system to facilitate the resource management in SCIS.
With this. the system provides readily accessible information regarding the resources of the school. With CRMS. the time consumption of gathering information for certain reports will be reduced. they can have a better means of recording the information on the resources that are assigned to them. they are able to share document resources for academic purposes.4 Project Significance Generally.1. CRMS serves as a centralized repository of resource information which can be retrieved by the different resource management personnel for tracking and reportingpurposes. . several benefits can be gained by different entities: For the School Dean. The School Dean would be able to easily determine what resources are frequently borrowed and if the supply of the school resource is enough for the demand of the school and other university schools and offices. CRMS improves tracking and management of resources of SCIS. For SCIS Faculty and Students. For the SCIS Staff and Laboratory Custodians. Moreover.SCIS Staff and Laboratory Custodians will also be able to monitor their resources more efficiently such as when and what resources are borrowed and when it will be returned. the provision for electronic copies of physical documents is practical for distribution and is more accessible given the case that some physical documents have limited copies. In addition. Through the system the School Dean has a better mechanism of monitoring its resources and can be more structured in making decisions regarding the procurement and utilization of its resources. The accuracy of information is improved since most of information is recorded only once in the system. repetitive tasks in encoding and consolidating records are reduced.
According to Batane. Iguban.) and each tag has unique number or name which can then be recorded and used in an inventory. Part of the development of CRMS is the capability of printing resource tags. . regardless of whether it is a product of advance technology or not. In addition. 2. manual tasks are reduced. A label on the resource would help a resource manager distinguish the new piece of asset like equipment from the list he inventoried previously. the CRMS provides better information retrieval since records are electronically stored in computer. & Marquez (1994). bar code. computer. This is also implemented for easier data entry.1 Office Automation Office automation refers to the use of technology to accomplish tasks more efficiently. Some of the asset tags being used are data labels. if not eliminated and will increase the productivity of SCIS Staff and Laboratory Custodians. Through the automation provided by the CRMS. Tags when attached to the resource will help the resource management personnel to easily monitor and distinguish the resources that he handles.CHAPTER 2 REVIEW OF RELATED WORKS 2. RFID which are attached to the assets (equipment. ´office automationµ literally encompasses everything that helps you automate office tasks. CRMS essentially promotes the concept of office automation because it automates certain tasks such as recording of transactions and information management using computers.2 Asset Tagging Asset tags play an important role in resource management because it helps the organization monitor the status of their assets. It may also mean saving of physical or mental work. The tag label also ensures that the asset information saved in the database is unique and will be helpful for fast searching. etc.
dissertations. Through the system. Along with the office·s functions and services. convenience for the Dean of SCIS in retrieving needed information from documents is sufficed. Both systems cover the management of IT equipment. 2010). As compared with CRMS. the system has its mechanisms that address the office·s needs. These operations include the tracking and repairing of all equipment in the laboratories of the university. reports. this system also provides a mechanism for uploading and downloading documents such as thesis. the CRMS will be used by SCIS while SIRS was developed for SLU-Net.3 Document Management System for SLU-SCIS Document Management System (DMS) is a system used to standardize the creation. AA. The system is a portal built using Liferay Portal Platform that runs on Apache Tomcat Server and supports Java·s Portlet Specifications which is JSR 168 and JSR 286. et. The difference between DMS and CRMS is that DMS is developed as a standalone application that only handles limited documents in the Dean·s Office while CRMS is a webbased application that covers vast number of documents being handled by different offices of SCIS. Using such system could be very valuable for offices who manage unending growth of documents. CRMS handles the transaction recording of document issuance. al. These documents can be previewed to provide an overview on what the document is about. Unlike DMS. DMS for SLU-SCIS is a project developed by IT students to provide a solution to the need of having a centralized filing system for the documents owned by SCIS. . 2. presentations. KM C.. In terms of its intended users. Cutib. C P. SIRS is intended to help SLU-Net Office streamline their operations and be able to overcome disadvantages of having manual procedures in performing their tasks. (Calwag.3 SLU-Net Inventory and Repairs System The SLU-Net Inventory and Repairs System (SIRS) is a web-based application developed to facilitate the operations being performed by SLU-Net Office in SLU. use and maintenance of electronic documents. and other pertinent documents. Compared to CRMS.2. SIRS covers the repair job management for IT equipment for all university laboratories. Fernandez. List of documents can be viewed by different categories to be more convenient for the system user.
3.4 Recommended Server Hardware Specifications Minimum Server Software Specifications Operating System Windows Server 2003 Any non lightweight Linux or Unix distribution Database Server Web Server Web Browser MySQL 5 Apache v2. Table 3. Safari.5 Minimum Server Software Specifications Recommended Server Software Specifications Operating System Redhat Linux .3 Minimum Server Hardware Specifications Recommended Server Hardware Specifications Processor Quad-Core Processor (3.0 Mozilla Firefox. Internet Explorer Table 3.26 GHz 4MbL330W) Memory Storage Monitor Keyboard Mouse Network 2GB RAM 80GB Hard Disk Drive CRT or LCD Display Monitor PS/2 or USB PS/2 or USB Internet / LAN Connection Table 3.4.3 Hardware and Software Specifications Server Hardware and Software Specifications Minimum Server Hardware Specifications Processor Dual-Core Processor (2. Opera.0 GHz 2MbL21333MHz120W) or higher Memory Storage Monitor Keyboard Mouse Network 4GB RAM 500GB Hard Disk Drive CRT or LCD Display Monitor PS/2 or USB Keyboard PS/2 or USB Mouse Internet / LAN Connection * Server storage requirement is intended for storing electronic files. Google Chrome.
2 Mozilla Firefox. Opera.5 Apache v2. Safari. Internet Explorer Table 3. Google Chrome.7 Client Software Specification .6 Client Hardware Specification Client Software Specifications Operating System Application Software Any PC-based Operating System Web Browser Table 3.Database Server Web Server Web Browser MySQL 5.6 Recommended Server Software Specifications Client Hardware and Software Specifications Client Hardware Specifications Processor Memory Disk Monitor Keyboard Mouse Network 1GHz Processor 64MB RAM 16GB Hard Disk Drive CRT or LCD Display Monitor PS/2 or USB Keyboard PS/2 or USB Mouse Internet / LAN Connection Table 3.
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