Product​ ​Name: THIS​ ​IS​ ​IT​ ​PANCIT​ ​COMMISSARY

MANAGEMENT​ ​SYSTEM

Documentation​ ​Author: STRATIUM​ ​SOFTWARE​ ​GROUP,​ ​INC.

R201​ ​2ND​ ​LEVEL​ ​THE​ ​DISTRICT​ ​MALL,
AYALA​ ​NORTHPOINT,​ ​TALISAY​ ​CITY
NEGROS​ ​OCCIDENTAL,​ ​PHILIPPINES

Documentation​ ​Version: 3.0

Client: MANUEL​ ​ANGEL​ ​YULO​ ​BARANDIARAN

Overview
A​ ​commissary​ ​and​ ​multiple​ ​warehousing​ ​management​ ​system​ ​shall​ ​be​ ​created​ ​to​ ​address​ ​issues
in​ ​proper​ ​accounting​ ​of​ ​raw​ ​ingredients​ ​as​ ​well​ ​as​ ​the​ ​prepared​ ​food​ ​packs​ ​produced​ ​in​ ​the
manufacturing​ ​process.​ ​The​ ​system​ ​must​ ​be​ ​flexible​ ​enough​ ​to​ ​allow​ ​multi-level​ ​bill​ ​of
materials,​ ​as​ ​well​ ​as​ ​multiple​ ​access​ ​controls​ ​and​ ​real-time​ ​statistical​ ​reporting​ ​and​ ​alerts​ ​for
re-stock​ ​and​ ​re-order.​ ​ ​In​ ​optimizing​ ​production,​ ​as​ ​well​ ​as​ ​to​ ​provide​ ​proper​ ​accounting​ ​for
materials​ ​spent​ ​during​ ​production,​ ​its​ ​backend​ ​must​ ​conform​ ​with​ ​the​ ​clients’​ ​production​ ​process
as​ ​well​ ​as​ ​its​ ​customized​ ​reports​ ​and​ ​input​ ​forms,​ ​with​ ​the​ ​option​ ​to​ ​streamline​ ​processes​ ​by
means​ ​of​ ​online​ ​ordering​ ​using​ ​multiple​ ​POS​ ​operating​ ​on​ ​multiple​ ​locations/warehouses.

Workflow​ ​and​ ​Use​ ​Case​ ​Charts

Process Description Requirement

Administration:​ ​Access The​ ​authorized​ ​administrator Settings​ ​/​ ​Control​ ​Panel​ ​to
Control adds​ ​users​ ​and​ ​selects​ ​the add​ ​users
functions​ ​/​ ​screens​ ​that
they’re​ ​allowed​ ​to​ ​access

Administration:​ ​Bill​ ​of Only​ ​an​ ​authorized Flexible/Configurable​ ​Access

Material​ ​Definition administrator​ ​may​ ​set​ ​or​ ​edit Control​ ​Settings​ ​in​ ​the
the​ ​BOM​ ​definition Settings/Control​ ​Panel

The​ ​BOM​ ​must​ ​allow Flexible​ ​Multi-level​ ​BOM.

substitution​ ​of​ ​raw​ ​materials By-product​ ​listing

Administration:​ ​Set
restock/reorder​ ​levels
Inventory:
Receive​ ​Stocks​ ​From
Supplier
Inventory:​ ​Product​ ​Inventory
A​ ​raw​ ​material​ ​can​ ​either​ ​be
purchased​ ​from​ ​supplier,​ ​or​ ​a
product​ ​of​ ​previous​ ​BOM.
The​ ​creation​ ​of​ ​a​ ​product
allows​ ​the​ ​creation​ ​and
tracking​ ​of​ ​its​ ​by-products
The​ ​authorized​ ​administrator
may​ ​set/edit​ ​the
restock/reorder​ ​levels​ ​for
each​ ​raw​ ​material
The​ ​designated​ ​receiving
person​ ​shall​ ​log​ ​into​ ​the
system​ ​and​ ​will​ ​enter​ ​the
number​ ​of​ ​received​ ​supply
stock​ ​in​ ​the​ ​system.
The​ ​designated
employee/user​ ​shall​ ​log​ ​into
the​ ​system​ ​and​ ​shall​ ​“check”
the​ ​products​ ​requested​ ​for
delivery​ ​that​ ​have​ ​been
assembled​ ​as​ ​Finished
● Adjustable
restock/reorder​ ​level
per​ ​product,​ ​that​ ​will
notify​ ​the
administrator​ ​by​ ​email
if​ ​a​ ​raw​ ​material​ ​is
undersupplied,​ ​and
with​ ​an​ ​option​ ​to
resend​ ​warning​ ​after​ ​a
predetermined​ ​time.
● The​ ​email​ ​must​ ​be
adjustable​ ​by​ ​the
administrator.
● Works​ ​in​ ​all
warehouses​ ​and
notifies​ ​administrator
which​ ​warehouse​ ​is
below​ ​reorder​ ​level.
● Searchable​ ​and​ ​and
name-suggesting
entry,​ ​with​ ​an​ ​option
to​ ​click​ ​on​ ​the
supply’s​ ​name/image
in​ ​order​ ​to​ ​input
received​ ​items.
● It​ ​must​ ​be​ ​able​ ​to
make​ ​a​ ​report​ ​of
stocks​ ​received​ ​within
the​ ​day,​ ​that​ ​must
match​ ​with​ ​receipts.
● The​ ​use​ ​of​ ​different
naming​ ​scheme
(described​ ​above)
allows​ ​the​ ​designated
employee/user​ ​to
choose​ ​the​ ​path​ ​in
 Products,​ ​as​ ​well​ ​as​ ​their
components​ ​that​ ​were
assembled​ ​from​ ​another​ ​set​ ​of
BOM
Inventory:​ ​Multiple The​ ​Commissary​ ​back​ ​office
Warehousing​(new) user​ ​will​ ​be​ ​able​ ​to​ ​generate
multiple​ ​locations
(“Warehouse”)​ ​and​ ​officially
encode​ ​transfers.
Invoicing:​ ​Creation​ ​of The​ ​Commissary​ ​back​ ​office
Invoice/Delivery​ ​Receipt user​ ​will​ ​be​ ​able​ ​to​ ​print-out
delivery​ ​receipts/invoices​ ​per
restaurant,​ ​and​ ​the​ ​summary
of​ ​deliveries​ ​for
daily/monthly​ ​reporting
Additional​ ​Features Invoice​ ​Formatting
Accountability​ ​in​ ​Sales​ ​and
Inventory
creating​ ​a​ ​Finished
Product.
● The​ ​count​ ​of​ ​the
Finished​ ​Product
matches​ ​that​ ​of​ ​the
number​ ​stated​ ​in​ ​the
Delivery​ ​Receipts​ ​and
in​ ​the​ ​Report​ ​view.
● Easy-to-use​ ​multiple
outlet​ ​(“warehouse”)
creation
● Administrator​ ​rights
required​ ​to​ ​authorize
transfer​ ​of​ ​items​ ​from
the​ ​commissary​ ​(main
warehouse)​ ​to​ ​outlets
(multiple​ ​warehouses)
● One​ ​POS​ ​terminal​ ​per
“warehouse”
● POS​ ​allows​ ​various
table/floor​ ​setup
● POS​ ​allows​ ​multiple
payment​ ​schemes:
cash,​ ​check,​ ​credit
card,​ ​COD
● POS​ ​allows​ ​multiple
pricing,​ ​including
VAT-free​ ​and
Senior/PWD
Customized​ ​output​ ​forms​ ​for
delivery​ ​invoices/receipts.
Delivery​ ​/​ ​POS​ ​receipts​ ​must
contain​ ​signature​ ​lines
Must​ ​contain​ ​field​ ​for​ ​the
user​ ​logged​ ​in.
The​ ​transactions​ ​may​ ​be
 cancelled​ ​but​ ​not​ ​erased

Customized​ ​downloading Modify​ ​the​ ​web​ ​browser​ ​to

allow​ ​downloading​ ​of​ ​files​ ​to
specific​ ​folders.

Automated​ ​Backups​(new) Backs​ ​up​ ​automatically​ ​to

secure​ ​data.

Note:​ ​Other​ ​requested​ ​features​ ​may​ ​be​ ​added​ ​in​ ​the​ ​table​ ​by​ ​right​ ​clicking​ ​and​ ​selecting​ ​“insert​ ​row​ ​below”.
Likewise,​ ​unwanted/unneeded​ ​features​ ​may​ ​be​ ​deleted,​ ​and​ ​comments​ ​may​ ​be​ ​written​ ​anywhere​ ​within​ ​the
document.​ ​This​ ​document​ ​will​ ​continuously​ ​evolve​ ​to​ ​define​ ​the​ ​system​ ​requirements​ ​of​ ​the​ ​client.

Manufacturing​ ​Module​ ​Workflow

Project​ ​Phases
The​ ​project​ ​will​ ​be​ ​scheduled​ ​into​ ​four​ ​(4)​ ​phases:
● Data​ ​Gathering​ ​(1​ ​week)
○ May​ ​be​ ​conducted​ ​prior​ ​to​ ​creation​ ​and​ ​signing​ ​of​ ​Official​ ​Statement​ ​of​ ​Work
(SOW)​ ​by​ ​both​ ​parties​ ​to​ ​identify​ ​client​ ​needs
○ Upon​ ​signing​ ​of​ ​the​ ​SOW​ ​and​ ​Contract,​ ​data-gathering​ ​continues​ ​by​ ​collection​ ​of
the​ ​manually-filled​ ​forms,​ ​slips,​ ​invoices,​ ​receipts​ ​and​ ​reports,​ ​ ​that​ ​were​ ​used​ ​and
generated​ ​with​ ​the​ ​previous​ ​system
● Development​ ​and​ ​Quality​ ​Assurance​ ​Testing​ ​(3​ ​weeks)
○ Theming​ ​and​ ​looks​ ​design
■ Final​ ​approval​ ​of​ ​the​ ​theme,​ ​POS​ ​layout​ ​and​ ​submission​ ​of​ ​the​ ​required
forms​ ​must​ ​be​ ​completed​ ​in​ ​order​ ​to​ ​proceed​ ​past​ ​this​ ​stage.
 ■ In​ ​any​ ​situation​ ​that​ ​the​ ​Client​ ​has​ ​failed​ ​to​ ​remit​ ​the​ ​required​ ​information
and​ ​approved​ ​designs,​ ​the​ ​project​ ​deployment​ ​may​ ​be​ ​delayed,​ ​at​ ​no​ ​extra
cost​ ​or​ ​liability​ ​to​ ​Stratium.
○ Development​ ​of​ ​required​ ​functionality​ ​and​ ​looks
○ Quality​ ​Assurance​ ​Testing
○ Debugging​ ​and​ ​Staging​ ​for​ ​client​ ​feedback
● Documentation​ ​and​ ​Test​ ​Deployment​ ​(1​ ​week​ ​-​ ​simultaneous​ ​with​ ​the​ ​3rd​ ​week​ ​of
development)
○ Creating​ ​of​ ​User's​ ​Manual
○ Deployment​ ​of​ ​System​ ​for​ ​Content​ ​Population,​ ​Compliance​ ​and​ ​User​ ​Acceptance
Testing​ ​and​ ​Final​ ​Modifications
● Technical​ ​Training​ ​(4​ ​hours)
○ Content​ ​population​ ​is​ ​solely​ ​the​ ​responsibility​ ​of​ ​the​ ​assigned​ ​manager/inventory
personnel​ ​to​ ​maintain​ ​confidentiality​ ​of​ ​the​ ​Client’s​ ​production​ ​processes.​ ​ ​Any
request​ ​to​ ​Stratium​ ​for​ ​content​ ​population​ ​will​ ​be​ ​billed​ ​as​ ​out-of-scope​ ​work.

Warranty​ ​Period

A​ ​warranty​ ​period​ ​of​ ​three​ ​(3)​ ​months​ ​will​ ​be​ ​provided,​ ​starting​ ​from​ ​the​ ​actual
deployment​ ​of​ ​the​ ​system.​ ​ ​The​ ​warranty​ ​will​ ​not​ ​cover​ ​erroneous​ ​data​ ​or​ ​servicing​ ​of​ ​computers
due​ ​to​ ​deliberate​ ​damage​ ​or​ ​misuse​ ​of​ ​computer​ ​or​ ​the​ ​programs​ ​in​ ​it​ ​to​ ​cause​ ​disruptions,​ ​to
discourage​ ​any​ ​possibility​ ​of​ ​such​ ​actions.

Product​ ​Requirements
In​ ​order​ ​to​ ​deploy​ ​the​ ​system​ ​in​ ​its​ ​live​ ​environment,​ ​the​ ​following​ ​are​ ​required​ ​and​ ​will​ ​be
provided​ ​by​ ​the​ ​Client:
● CPU:​ ​Intel​ ​Core​ ​i3,​ ​AMD​ ​Athlon,​ ​Xeon​ ​Quad​ ​Core​ ​or​ ​Higher
● RAM:​ ​8GB​ ​or​ ​higher
● Two​ ​(2)​ ​Network​ ​Interface​ ​Cards
● 500GB​ ​Hard​ ​Drive
● Uninterrupted​ ​Power​ ​Supply
● Every​ ​outlet​ ​must​ ​have​ ​a​ ​reliable​ ​internet​ ​connection.
● Any​ ​Compatible​ ​Printer​ ​for​ ​Receipts​ ​and​ ​Reports
Projected​ ​Costs

Cost​ ​Breakdown Amount Details

Commissary​ ​Management PHP​ ​80,000.00 Cost​ ​for​ ​web​ ​front-and-back-end​ ​developer,

System and​ ​quality​ ​assurance​ ​tester.
Server​ ​may​ ​or​ ​may​ ​not​ ​be​ ​included,
depending​ ​on​ ​the​ ​ ​POS​ ​Package​ ​selected.

Server​ ​Installation​ ​and PHP​ ​10,000.00 Customized​ ​Linux​ ​OS,​ ​Network​ ​setup​ ​for
Customization,​ ​Deployment Internet​ ​accessibility,​ ​4​ ​hours​ ​initial​ ​training
and​ ​Training and​ ​support​ ​within​ ​the​ ​project’s​ ​warranty.

POS​ ​Platform PHP​ ​20,000.00 Cost​ ​does​ ​not​ ​include​ ​optional​ ​PCI
(PHP​ ​45,000.00 Certification,​ ​business’​ ​subscription​ ​fees
including with​ ​Stripe/​ ​Paypal/​ ​Visa/​ ​Mastercard/​ ​BPI/
hardware) BDO.

Temporal​ ​Nature​ ​of​ ​Technical​ ​Documentations

This​ ​technical​ ​documentation​ ​is​ ​subject​ ​to​ ​review​ ​and​ ​modification​ ​of​ ​its​ ​coverage​ ​by​ ​all
parties​ ​concerned.​ ​ ​Upon​ ​final​ ​agreement,​ ​an​ ​actual​ ​Statement​ ​of​ ​Work​ ​(SOW)​ ​will​ ​be​ ​provided
and​ ​certified​ ​as​ ​public​ ​document​ ​upon​ ​signing​ ​by​ ​all​ ​parties.