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232 apartment units
24-hour emergency maintenance
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Unit amenities:
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
Refrigerator
Carpet
Walk-in closets
Individual patios
 Kitchen pantries
 Cabinets
Pool
Wooded courtyards

Organization Chart

Excellent
Customer
Service
Efficient
Repair
Gain a
Competitive
Edge
Provide
Affordable
Living
Casa Nube’s
Organizational
Objectives
Provide
Sophisticated
Living
Ensure
Quality
Management
Effective
Maintenance

Create Work
Orders
Run Monthly
Reports
Evaluate
Employees
Document
Work Orders

Work Order
Accountability
Process
Work Orders
Quickly
Bilingual
Forms and
Reports
Reliable
Record
Keeping

Organization
• Gain competitive edge
• Provide excellent customer service
• Promote profitable business activities
• Provide affordable living
• Provide sophisticated living
• Ensure quality management
• Efficient maintenance & repair
Work Order
System
• Improve the flow of information
• Reduce work order processing time
• Increase maintenance employee acountability
User
• Improve tenant relations
• Manage and repair apartment effectively
• Improve record keeping


Reduce number of tenants resign from lease by 10%
Reduce tenant complaints by 5%
Increase tenants sales by 5%
Reduce time in processing work orders by 20%
Increase margin profit by 4%
Reduce time in processing make-ready reports by 30%

Current vs. Future Performance
35%
25%
12%
10%
5% 5%
10%
5%
6%
10%
2%
Tenant
Resign
Tenant
Complaints
36/yr 160/yr
Tenant
Sales
Work Order
Time
Margin
Profit
26/yr 30 min 6%
5%
Report
Time
45 min

 Summary
 Current system unorganized


Make-ready board is unreliable
 Inefficient communication between maintenance workers
No reference to past work orders and status

Current Filing System
Apartment Information
Blank Forms

Work Order Request Forms
‘Make Ready’ White Board for
Maintenance Assignments

 Manual system
 Virtually no automation
 Tracks work orders via erasable whiteboard
 Lack of permanence
 Feedback is communicated face-to-face
 Can be difficult to manage accountability
 No documentation of work performed for future reference

Lack of data storage
Impact:
• Insufficient record keeping
Financial Loss:
• Walking back to office to clarify work
• 25 minutes added to time or an extra
$25 a week
• Average profit loss of 3% annually
Lack of order status
Impact:
• Employee remembers order status
• Decision making capabilities hindered
Whiteboard is manual
Impact:
• Data redundancy & loss of data accuracy
• No comment section
Lack of maintenance accountability
Impact:
• Unable to evaluate employee on work performance
Financial Loss:
• Work order performed more than once
• Supply waste = $30 a month
• Low priority work completed before high priority work
• Loss of tenant = 0.5 tenant per month or
$100 a month
Financial Loss:
• Increase work order processing time
• 10 minutes added to processing time or $10 a week
• Walking back to the office to clarify order
• 25 minutes added to processing time or $25 a week
Financial Loss:
• Increase work order processing time
• Slowest work order time = 4 weeks or
$200

 Technical
 Future system can be implemented on current available
 resources owned by the company.
The future system requires databases and so SQL and
ACCESS are needed.
 Economic
 They have 3 computers in their office and do not need any
 additional hardware and software
Their total budget for the new system is $1000 per year
 Operational


The new system is in demand by managers and other employees
The bilingual reports would help staff members who do not speak English

 Option 1
 Automate work orders through locally-hosted database
 Option 2
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
M.R. Digiboard
Web-based database with GUI
 Option 3
 Web-based database with GUI and convenient tenant portal
 Most expensive option

 Automate work orders to system specifications
 Web-based database with user friendly frontend (Free with Student Discount)
 Database hosting and maintenance offloaded to hosting company ($19.95 per month)
 Software


Apache 2.x
(Free Limited Support)
PHP 5.x (Free Limited Support)
 MySQL 5.x (Free Limited Support)
 Hardware
 Cisco Catalyst Series Router ($350.00)

Pros
‘Seamless’ solution - database accessed through user-friendly frontend
Minimal exposure to necessary supporting technical systems
Not responsible for server maintenance – performed by hosting provider
Cons
‘Intangible’ data - no physical access to server or important files
Reliant on third-party providers for data access and integrity
External data exposure – potential security concerns

Component
Configure Hardware and
Software Environment
Establish and Configure
Web Host
Design and Test Database
Infrastructure
Develop Interface
Application
Populate Database
Training
TOTALS:
Resources
Required
50 Hours
25 Hours
300 Hours
200 Hours
50 Hours
20 Hours
645 Hours
Resource Cost
$45/hr
$45/hr
$45/hr
$45/hr
$45/hr
$45/hr
$29,000
Time to
Complete
1 – 4 weeks
1
– 2 weeks
3 months
2 months
1 month
3 days
7 – 10 Months

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UNLIMITED Disk Space
UNLIMITED Bandwidth
Host UNLIMITED Websites
Linux Redhat
FREE Instant Setup
99.9% Uptime Guarantee
45 Day Money Back Guarantee
CGI, PHP 5, RoR, Perl
MySQL, SSH, SSL, IMAP, POP cPanel Hosting
24/7/365 Upgraded Support
No Contracts or Hidden Fees

 The TCO is an estimated budget to help the organization assess the costs related to the project.
 Financial summary of intended expenditures related to the new system through various stages of systems development life cycle.

Hardware and Software Summary
M.R. Digiboard Development and Testing
UH Student Discount
Database Maintenance
$19.95/mo x 12 months x 4 years
Software Purchases
Hardware Purchase
Cisco Catalyst Series Router
Server Hosting
$19.95/mo x 12 months x 4 years
User and IT Staff Training
Total Cost of Ownership (4 years)
Cost
$28,100.00
(-$28,100.00)
$ 957.00
$ 739.00
$ 350.00
$ 957.00
$ 900.00
$ 32,800

Prototype: Launching the Program

Prototype: GUI Login Screen

Prototype: Work Order Screen

Prototype: Reports Screen

E ntity R elationship D iagram

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Which employees have access to, or can update M.R. Digiboard
 All management can update
How will employees become proficient in using M.R. Digiboard?
 Training , practice , and communication
Will the whiteboard still be used in conjunction w/ M.R. Digiboard?
 No
Is there anything that didn’t make it into system due to scope/resources?
 Some bilingual sections of the project
What is the client response to the proposed system?
 Excited!