INTEGRATION OF PROJECT MANAGEMENT

SOFTWARE/APPLICATION TO 888 ACY ENTERPRISES

 Case Problem 2
Organizational Background
888 ACY Enterpises
– owned, managed and operated by Amalia Yap

– established way back in 2000 located in Southern Leyte

– awarded with Category B by Philippine Contractors Accreditation Board (PCAB)

Business Nature
888 ACY Enterpises

• a sole proprietorship construction business

Business Operations
888 ACY Enterpises
– a full-service Filipino engineering and general construction business
– operates as a civil infrastructure construction company
– construct residential and commercial buildings, roads and bridges, flood control, and
other civil infrastructure of the government specifically in Samar and Southern Leyte.
Business Layout
888 ACY Enterpises
• have only one project manager, 10 field engineers, technical and administrative staff
• the project managers oversee and manage the progress of all the project
• the site engineers are the one who is in-charge in implementing the construction of the
project
• the technical and administrative staff helps the project manager and company owner at
the main office
Target Clients/Customer
As of now, the company focused on the governments’ project such as DPWH
projects, LGU and Provincial project

Proposed Developments/Improvements
888 ACY Enterprises owner

• proposed to integrate a good construction management software to the company that

can help her in organizing, tracking and overseeing of all projects

• Wants a modern technology application or a software that will help the company to gain
more a profit, to get more project from the government, to have a smooth workflow of
the project, to have a better coordination and communication and to help organizing the
workflow/request of the projects from site to the main office
Technology to be used
– the available technology or application to be used in the company and its project are
Primavera or MS Project, MS Office and MS Teams.

Cost for the Proposal

• Depends on the owner to have a licensed one or a crack one

• If the company choose to have licensed one, there are things to consider the cost of
software/application such as the pricing models (subscription plan or perpetual
licensing), implementation, training and support.

• If the company choose a crack one, it is free to download in internet and it may lead to
legal dispute to the management software
Benefits from the Proposal
– the company can now execute all the projects in timely and within the budget

– The company can gain more profits rather than losing

– can cope up the delay of the project due to the pandemic

– can get more projects from the government.

WORKSHEET
 Title of the Proposed Project

Integration Of Project Management

Software/Application To 888 ACY
Enterprises
 Brief Background of the Proposed Project

Project management software is a management tool that enables the project manager and
teams to collaborate and meet goals on time. This software will help the company to manage
the resources and cost, organize and distribute task, time tracking, budgeting, resource
planning and scheduling of a project

Managing projects has grown increasingly complex over the past decade. This often leads the
companies in relying on the project management system helping them to oversee multiple
endeavors. Companies easily mitigates risks by identifying failing aspects using the project
management tool that forecast completion dates for each phase of the project.
 PLANNING AND REQUIREMENT IDENTIFICATION

Environment Scanning
– The company has limited site engineer and key personnel in implementing the project.

– Communication and coordination of site office in every project up to the main office is not good.

– The ratio of project to field engineer is not balance because the field engineer will handle two
projects if the cost is greater than 100 million while the project cost is greater than 100 million,
the field engineer will handle one.

– The company has only one project manager to oversee and to manage of all the project

– No computers or laptop available in the site.

– The workflow (processes) of the project site and the main office is not good.
 PLANNING AND REQUIREMENT IDENTIFICATION

Goals and Objectives

– To integrate a project/construction management software in all company’s project

– To help organizing the workflow/request of the project from site to the main office

– To have a better coordination and communication from project site to the main office.

Scope and Limitation

The project will focus on the improvement of project management of the 888 ACY
Enterprises through integration of a project management software.
PLANNING AND REQUIREMENT IDENTIFICATION

Operations to be improved
• the workflow/request or processes (material request, monitoring requests,
accomplishment reports, etc.) of the company

• the communication and coordination of project site and main office

• established a good office in the site and provide laptops and computers for tracking
the progress of the project

• hire additional employee such as project manager, field engineers, technical and
administrative staff of every project
 DEFINING

Coverage of the project to be developed

The project will focus on establishing a good project management software/application in the company
and its project that will help the company owner, project manager, engineers and employees to manage
the resources and cost, organize and distribute task and workflow, and resource planning and
scheduling of a project.

Stakeholders/Intended User of the Project

The intended user of the project are the company owner, project manager, field

engineer, technical and administrative staff of the company.

 DEFINING

Expected Project End Results

– To have an established project management software that can help to manage, oversee
and monitor all the project of the company and other related operations.

– To have an organize workflow from project site to main office.

– To have better collaboration and communication of the employees from project site up to
the main office specifically in the construction of the project.
 DEFINING
Expected Benefits and Improvements
The expected benefits and improvements of the project management software to the company are the following:

• Easier internal and external collaboration

• Better communication

• Easy time tracking

• Efficient budget management

• Centralized document sharing

• Delegates tasks more efficiently

• Facilitates remote working

 DEFINING

Identified Business Operational Importance

The project management software plays an important role in the company. It helps the
company to manage numerous projects, tasks, teams and other resources like time and budget.
It provides many valuable benefits that allowing the users (company owner, project manager,
field engineer, technical and administrative staff to excel when it comes to managing the time
and successfully completing all the phase of the projects.
 DESIGNING

Development Concept

Integration of the project management software from main office up to the project site. This
integration of software will help the company to improve the management and the workflow
processes of every project.
 DESIGNING
Operational Concept

Project management software covers a range of platforms, each with a slightly different mix
of functionality. The transition should be as smooth as possible.

There are three major pillars of integration of project management software:

• planning

• tracking

• collaboration
 DESIGNING
Integration Concept

Every project will have project management software integration in their computer, laptops and smartphones
assigned. It will integrate in the important aspect of the company such as planning, tracking, management and
collaboration.

Planning includes: Tacking and Management Collaboration includes:

includes:
Scheduling Document sharing
Time tracking
Forecasting Internal messaging
Resource allocation Task management
Budgeting and expense tracking
Analysis and reports
 DESIGNING
Organizational Benefit Concept
The benefits of this project to the company are the following:

• Can established a good project management software in the projects of the company.

• Can minimize the workloads of every employees.

• Can be productive and gain more profits.

• Can organizing the workflow/request of the project from site to the main office.

• Can have a better coordination and communication from project site to the main office.
 DESIGNING
Improvement Concept

The software will improve the financial and accounting reports, planning, tasking and
management and collaboration of all employees of the company. It will help to eliminate
communication error and risk of the project. It will also improve the workflow of the project in
requesting of materials, financial and diesel that is necessary to the project.
 BUILDING
Available Technology to be Used
The available technology or application to be used in the company and its project are:

Primavera MS Teams

MS Project MS Office
 BUILDING
Operational and Integration Plan
Primavera/MS Project

Integration of this software will be on the main office and every project of the company.
Using this project management software, it will help the company owner, project manager and
technical staff such as field engineers to develop a project schedule, to assign resources to task,
to track the progress, to manage the budget and to analyze the workloads.
 BUILDING
Operational and Integration Plan
MS Office

Through this application, It will helps the company owner, project manager, technical staff
such as field engineers and other employees of the company to simplify basic office task and to
improve work productivity. This application is comprises of word, excel and power point. Each
application is designed to address specific tasks such as word processing, data management,
making presentation and organizing emails. Through excel, the company can make request
formats that can be used of every project such as material request, diesel request, work request
and accomplishment reports.
 BUILDING
Operational and Integration Plan
MS Teams

 To minimize the transmission of the COVID-19, the company owner or the project manager can
now schedule a virtual meeting. The field engineer can submit their accomplishment report,
material request and other materials directly to the main office.
 BUILDING
Cost Consideration
Costs are need to be consider in integrating of a project management software
• pricing models
subscription plan
perpetual licensing
• implementation
• training
• support