G05 4TOLD SPOT - apcjlquesada/APC_2023_2024_3rd_Term_PROJMAN GitHub Wiki
NAME |
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Jose Eugenio L. Quesada |
NAME |
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Roselle Wednesday L. Gadon |
NAME |
ROLE |
|
Angelo Roger de Guzman |
Project Manager |
|
Mark Bryan Turingan |
Developer | |
|
Daniel Olarte |
Developer | |
|
Rainier Labez |
Documentation | |
|
Elijah Philip Bravo |
Documentation | |
|
Noel Francisco Jr. |
Documentation |
Asia Pacific College, empowered by education and industry professionals as faculty and a balanced curriculum, aims to provide business and the information and communications technology industry in the Philippines and in the global community lifelong learning graduates who are anchored on the principles of integrity and professionalism.
This business case outlines a proposed project to address a critical issue within our organization. The problem revolves around the venue reservation process inefficiencies and challenges faced in managing venue reservations within our school. Despite the growing demand for various events and activities, our current reservation process lacks the necessary organization and transparency, leading to scheduling conflicts and below standard resource allocation.
These problems include double bookings and scheduling conflicts, difficulties in keeping track of venue reservations and venue availability checking, including an outdated system. This leads to confusion, conflicts and ruin the effectiveness of our facilities in supporting school events and activities.
We anticipate that setting up a modern venue reservation system will result in simpler operations, increased resource use, and a better user experience for both administrators and users. The project should result in a well-structured and user-friendly system for effective booking, tracking, and management of school facilities.
We propose developing and implementing a venue reservation system suited to the school’s unique needs and applying the same technology used. The technology used for ram's portal is Laravel framework which will also be applied for the proposed venue reservation system. This solution aims to have a convenient booking process, better communication and managing the school’s facilities.
To justify, the SPOT project is the optimal solution for addressing the critical issues in the APC’s venue reservation process. The basis for its selection is its ability to improve operation inefficiency, increase user satisfaction, produce measurable results, and provide a good return on investment. If the SPOT project is not implemented, there will be increased organizational risk, stakeholder dissatisfaction, and continuous inefficiencies. Therefore, the SPOT project is a strategic investment to secure APC’s future success.
The Spot project's business case was developed by a diverse team of individuals who had different expertise and perspectives. The team was carefully created to provide thorough coverage of critical areas and informed decision-making throughout the project's lifecycle. The duties and responsibilities of the business case analysis team are as follows:
The project sponsor provided executive leadership and strategic guidance for the Spot project. As a senior executive at APC, the sponsor advocated for the project's objectives, acquired necessary resources, and ensured alignment with company goals.
The project manager was the main point of contact for project coordination and management. The project manager was in charge of overseeing all elements of project execution, including team collaboration, managing timetables and budgets, and tracking progress toward project goals.
A team of technical members, including software developers, system architects, and IT specialists, was crucial in determining the feasibility of technical solutions and offering feedback on system design and implementation.
An adviser advised on legal and regulatory aspects, such as compliance requirements, concerns about intellectual property, and project-related contractual agreements.
The venue reservation process exhibits fragmentation, with procedures varying depending on the specific room being sought. BMO oversees reservations for student-centric venues, including the Cafeteria, Multi-Purpose Hall, and Classrooms. Meanwhile, ITRO manages bookings for multimedia-oriented spaces like the Foley Room and Photoshoot Studio. Lastly, the Consultation and Meeting Rooms are handled by the 4th floor receptionists.
The implementation of the proposed venue reservation system will bring about several organizational impacts, reshaping processes, roles, and tools within Asia Pacific College.
- Process Optimization: By merging disparate activities from several departments into a single platform, the new technology will make venue reservations easier. The removal of the need for separate venue management will boost efficiency while reducing the potential of duplicate bookings and scheduling issues.
- Enhanced Transparency: By centralizing all reservation-related correspondence and data inside the digital platform, the system will increase openness for administrators and users. Better tracking of bookings and availability, enabled by this transparency, would reduce confusion and disagreements.
- Role Creation and Modifications: The installation of the venue reservation system could need the creation of new roles in addition to the modification of existing ones. Positions like venue managers and reservation coordinators may become necessary to oversee the consolidated reservation process, ensure smooth operations, and ensure policy compliance. The responsibilities of receptionists and other existing roles could be modified to conform to the new framework.
- Better Resource Allocation: The system's real-time venue availability verification will allow you to allocate resources more efficiently and ensure that facilities are used to their maximum capacity. This will save space and make better use of resources.
- User Experience Enhancement: The user-friendly nature of the digital platform will enhance the experience for both administrators and users, making the venue reservation process simpler and more intuitive. This improved user experience will contribute to overall satisfaction with APC's facilities and services.
The project overview provides an extensive overview of the project, including all important material into a single chapter. It describes the project's goals and objectives, performance requirements, assumptions, restrictions, and key project milestones. This section provides a clear and brief overview of the project's scope, objective, and important elements.
The Spot project will adopt an iterative and agile approach to creating and implementing an online web-based venue reservation system for the Asia Pacific College (APC) community. This strategy will consist of several steps, including platform design, customization, testing, and user training. Specific documentation will be prepared for both venue managers and requestors to guarantee that the system is adopted and used effectively.
To solve issues like scheduling conflicts and difficult but manageable booking processes, the project will concentrate on creating a strong online application. This app will provide features including venue browsing, real-time availability check, and reservation management. By digitizing these processes, we hope to eliminate errors, scheduling conflicts, and processing delays for venue reservations.
Furthermore, the digitalization of venue reservations will reduce physical transactions and interactions, giving requestors a comfortable online platform for scheduling appointments and managing their reservations efficiently. This will improve the overall experience for all parties engaged in the venue reservation process.
The Spot project will adopt an iterative and agile approach to creating and implementing an online web-based venue reservation system for the Asia Pacific College (APC) community. This strategy will consist of several steps, including platform design, customization, testing, and user training. Specific documentation will be prepared for both venue managers and requestors to guarantee that the system is adopted and used effectively.
To solve issues like scheduling conflicts and difficult but manageable booking processes, the project will concentrate on creating a strong online application. This app will provide features including venue browsing, real-time availability check, and reservation management. By digitizing these processes, we hope to eliminate errors, scheduling conflicts, and processing delays for venue reservations.
Furthermore, the digitalization of venue reservations will reduce physical transactions and interactions, giving requestors a comfortable online platform for scheduling appointments and managing their reservations efficiently. This will improve the overall experience for all parties engaged in the venue reservation process.
The Spot project aims to transform the venue reservation experience for the Asia Pacific College (APC) community by establishing an online web-based platform. With a focus on improving user happiness and optimizing operations, the initiative attempts to achieve the following objectives:
Main Objective:
- To create an online web-based venue reservation system that would consolidate venue reservation process for students, faculty, and staff.
Specific Objectives:
- To eliminate scheduling conflicts by giving the users the ability to see venue availability at a given time.
- To streamline the process of venue reservation management within our proposed reservation system, centralizing all reservation-related correspondence to enhance tracking and efficiency.
- To provide requestors real-time venue availability checking that ensures and verify the status of venues before they submit their request.
In assessing the project's performance, we will use a set of critical metrics to determine the effectiveness and consequences of the applied measures. These metrics are specifically designed to assess several areas of the project, such as utilization of resources, process efficiency, and service delivery. We will closely monitor the following metrics to ensure that the project meets its objectives and provides value to stakeholders.
One of the key areas of focus will be user satisfaction, as evaluated by regular feedback surveys. These surveys will allow us to learn about users' experiences with the Spot platform, including their assessments of usability, functionality, and general satisfaction. We hope to ensure a great user experience by establishing a constant feedback loop and responding to any difficulties or concerns as soon as possible. Another important indicator of project success will be the efficiency with which venue reservations are handled. We will track the time it takes to complete reservations, from request submission to confirmation, to determine the system's effectiveness in expediting booking operations. Our goal is to lower average reservation processing time, which will improve efficiency and responsiveness to user needs.
The success of the Spot project is dependent on many critical assumptions that influence its planning and implementation. These assumptions serve as a foundation for decision-making and resource allocation throughout the project. The preliminary assumptions for the project are as follows:
- It is believed that APC stakeholders, such as faculty, staff, and students, will strongly support the venue reservation system's deployment. This support will be critical for increasing uptake and ensuring the project's success.
- The project anticipates that the web-based platform will be developed and deployed with the appropriate resources, such as money, technology infrastructure, and trained staff. Adequate resources are required to achieve project requirements and schedules.
- It is believed that the new venue reservation system will work with APC's existing IT infrastructure and systems. This compatibility is required to provide smooth integration and functionality across multiple platforms and applications.
- Users, including requestors and venue managers, are expected to actively engage and participate in the project's development and implementation. User feedback and input will be critical for improving the system and satisfying user needs successfully.
- It is anticipated that the project will follow applicable legislation and legal requirements regarding data protection, security, and accessibility. Adherence to regulatory requirements is crucial for maintaining users' trust and confidence in the system.
To provide a clear overview of the project timeline and key milestones, the following table outlines the estimated schedule for major project activities and deliverables.
Milestones |
Target Date |
Milestone 1 | Initiation |
75 Days from 03/20/2023 to 07/01/2023 |
Milestone 2 | Planning |
Developer |
|
Milestone 3 | Execution |
74 Days from 11/28/2023 to 03/14/2024 |
|
Milestone 4 | Monitoring |
74 Days from 03/20/2024 to 07/01/2024 |
|
Milestone 5 | Closeout |
To be scheduled |
These major project milestones represent critical checkpoints in the Spot project timeline and serve as key indicators of progress and success. While the target dates are tentative and subject to change based on project dynamics and constraints, they provide a roadmap for project planning and execution. Regular monitoring and adjustment of milestone timelines will be conducted to ensure alignment with project objectives and stakeholder expectations.
The SPOT – APC Venue Reservation System is strategically connected with the overall goals and vision of improving operational efficiency and stakeholder satisfaction within the Asia Pacific College (APC) community. As organizations work to optimize processes and improve user experiences, the Spot project exemplifies these efforts by delivering a modernized and unified venue reservation system. This effort contributes to the overall organizational strategy of adopting technology to streamline processes and improve service delivery.
The table below summarizes the expected cost benefit analysis, including important cost components and planned expenditures, to guarantee financial transparency and accountability throughout the project's lifecycle. The project doesn’t have the Cost Benefit Analysis itself but have the summary budget below: