ISSP

 

Executive Summary_ 3

Introduction_ 3

ISSP Mission, Vision, and Objective 3

Mission_ 3

Vision_ 3

Objective 3

Statement of the Problem_ 4

Objective_ 4

current status_ 4

Onsite 4

Mobile and Offsite 5

Areas of Consideration: 7

SWOT Analysis 7

PESTE Considerations 7

recommendations_ 8

Upgrade equipment using existing software 8

Upgrade software using existing equipment 10

Continue using same equipment and software 12

Funding Strategies_ 13

Implementation plan_ 13

Advocacy 13

Infrastructure building, Resource Acquisition, and Management 13

systems Development and Maintenance 13

Risk Management 13

Monitoring and Evaluation_ 13

Decision_ 13

Recommendation_ 13

References_ 14

 

Executive Summary

This is a proposal for the introduction and implementation of an Enterprise Resource Plan (ERP) for Cosgayon Law Office, a single-lawyer law firm operating out of the Province of Capiz and handling a myriad of cases both within the Province and the neighboring provinces of Iloilo and Aklan and Metro Manila, with online consultation services for clients located in the Philippines and outside the country.

Due to budgetary constraints, there is only one lawyer handling all cases and legal issues for the Company. He handles a diverse variety of cases, from civil to criminal to administrative cases and even personal matters involving clients. There are two (2) employees in the Company, an Administrative Assistant who handles office work including the interview of clients, internal communications, preparation of documents and ordinary pleadings, schedule management, and other office needs and requirements and an Operations Assistant who handles external matters related to the business of the Company and acts as a liaison with retained clients.

At present, the Company primarily handles cases being heard and pending in the provinces of Capiz, Aklan, and Iloilo but also handles some cases in Metro Manila, Cebu, and Negros. It also accepts online consultation personally or online from as far away as the United States of America, Canada, Australia, and the Middle East, with some clients in Mainland China and Taiwan, Japan, and Indonesia, mostly involving interpersonal relationships, inheritance, and local land disputes.

Introduction

ISSP Mission, Vision, and Objective

Mission

To provide efficient and cost effective legal services to the clients of the Company.

Vision

To use Information Technology effectively in delivering legal services to clients.

Objective

To provide a streamlined approach to providing legal services, both in person and online with integrated access to all files, regardless of location.

Statement of the Problem

How can the operations of the Cosgayon Law Office be made more efficient and cost effective using Information Technology?

Objective

Implement an IT solution to the inefficiencies of Cosgayon Law Office.

current status

Onsite

At present, the Company has the following IT hardware equipment:

  • One (1) main server located at the premises
    • Windows 2000 Server
    • LAN and WiFi router
    • Intel Core2 Duo Processor
    • 8GB RAM
    • 3TB capacity
    • Uninterruptible Power Supply and Surge Protector
  • Two (2) personal computers being used by manager and by Administrative Assistant
    • Windows XP
    • Interconnected by LAN
    • File and internet sharing using LAN
    • Communications software installed
      • Yahoo Messenger
      • Skype
      • Viber for PC
      • Facebook
      • RealPop for internal communications
      • Email
      • Dropbox and Google Drive for cloud file sharing
      • Evernote for note sharing
    • Two (2) laptops for assistant and for offsite work
      • One (1) MSI netbook
        • Windows XP
        • Atom 1.6Ghz CPU
        • 80GB SSD
        • File and internet sharing using Wifi
        • Communications software installed
          • Yahoo Messenger
          • Skype
          • Viber for PC
          • Facebook
          • RealPop for internal communications
          • Email
          • Dropbox and Google Drive for cloud file sharing
          • Evernote for note sharing
        • One (1) Asus Laptop
          • Windows XP
          • Core2 Duo CPU
          • 160GB HDD
          • File and internet sharing using Wifi
          • Communications software installed
            • Yahoo Messenger
            • Skype
            • Viber for PC
            • Facebook
            • RealPop for internal communications
            • Email
            • Dropbox and Google Drive for cloud file sharing
            • Evernote for note sharing

Mobile and Offsite

Aside from their personal cellular phones, all members of the staff have been equipped with mobile devices connected via WiFi. The equipment are as follows:

  • Administrative Assistant
    • Cherry Mobile Flare S4
    • Android Lollipop
    • Communications software
      • Yahoo Messenger
      • Skype
      • Viber
      • Facebook
      • Email
      • Dropbox and Google Drive for cloud file sharing
      • Evernote for note sharing
    • Operations Assistant
      • Cherry Mobile Flare S4
      • Android Lollipop
      • Communications software
        • Yahoo Messenger
        • Skype
        • Viber
        • Facebook
        • Email
        • Dropbox and Google Drive for cloud file sharing
        • Evernote for note sharing
      • Counsel
        • Asus Laptop
          • Windows 7
          • Intel I5 CPU
          • 200GB HDD
          • File and internet sharing using Wifi
          • Communications software installed
            • Yahoo Messenger
            • Skype
            • Viber for PC
            • Facebook
            • RealPop for internal communications
            • Email
            • Dropbox and Google Drive for cloud file sharing
            • Evernote for note sharing
          • Samsung Grand II Duos
            • Data ready with hotspot function
            • Communications software
              • Yahoo Messenger
              • Skype
              • Viber
              • Facebook
              • Email
              • Dropbox and Google Drive for cloud file sharing
              • Evernote for note sharing
            • Samsung Note 8.0
              • Data ready with hotspot function
              • Communications software
                • Yahoo Messenger
                • Skype
                • Viber
                • Facebook
                • Email
                • Dropbox and Google Drive for cloud file sharing
                • Evernote for note sharing
              • Samsung Note 10.1 2014 edition
                • Communications software
                  • Yahoo Messenger
                  • Skype
                  • Viber
                  • Facebook
                  • Email
                  • Dropbox and Google Drive for cloud file sharing
                  • Evernote for note sharing

Areas of Consideration:

SWOT Analysis

Strengths Weaknesses
·         Efficient and IT knowledgeable staff

·         Interconnected devices

·         Streamlined operations

·         Excellent Time Management system

·         In house printers and scanners connected via LAN (Paladin Business Center)

·         Located at the center of the City at the business district

·         Highly skilled employees

 

·         Minimal capitalization

·         Minimal employees

·         Voluminous paper records from cases

·         Too many clients for one lawyer to handle thus needing efficient time management

·         Ageing and obsolete equipment

·         Inefficient collection process

·         Unconsolidated Accounting Process using Excel and Microsoft Money

·         Limited Office Space

Opportunities Threats
·         Increasing focus on digital technology by the Supreme Court

·         Faster computing power, faster wireless communications, and bigger data capacities for mobile devices

·         Power outages

·         Espionage

·         Loss of digital files

PESTE Considerations

Political   ·
Economic   ·         Online payment schemes like Paypal, Google Wallet, Western Union, Globe and Smart Money

·

Socio Cultural   ·
Technological   ·         Faster internet

·         Bigger capacity drives

·         Faster wireless devices

·         Cheaper accounting software

·         Better scanning technology

Environmental   ·         The thrust of the Supreme Court for electronic means of filing pleadings will greatly reduce the use of paper and paper products

·         Energy efficient equipment

recommendations

Upgrade equipment using existing software

  • Rationale

Upgrading obsolete equipment will increase the efficiency with which tasks are started and completed, reducing systems downtime and lag from waiting for computers to boot up and/or to process calculations needed for accounting and word processing software.

  • Current Status and Discussion

At present, the Company has the following equipment:

Equipment Processor RAM Storage OS
1. Server 2.4 Ghz 8GB 3 TB Win2000
2. PC 3.6 Ghz 4GB 1 TB Win XP
3. PC 2.4 Ghz 2GB 500GB Win XP
4. Netbook 1.6 Ghz 1GB 80GB Win XP
5. Laptop 2.4 Ghz 2GB 120GB Win XP
6. Laptop Intel I5 4GB 240GB Win 7

These were not upgraded to Vista or the later versions of Windows because their processors could not handle the requirements for these newer operating systems and also because of privacy and infection issues which were not addressed.

  • Steps
  • Determine minimum system requirements
  • Canvass prices from computer sellers and retailers, both on site and online
  • Include cost of installation of equipment and software to cost
  • Include downtime needed for new system to be set up and staff to be familiarized with the system
  • Costs and Expenses
  • Minimum system requirements
Equipment Processor RAM Storage OS
1. Server Xeon 6 Core 1.6 Ghz 64 GB 5 TB Win Server 2016
2. PC Intel I5 8 GB 2 TB Win 10
3. PC Intel I3 8 GB 1 TB Win 10
4. Laptop Intel I5 4 GB 500 GB Win 10
5. Laptop Intel I3 4 GB 500 GB Win 10
  • Canvass Prices including cost of installation

Prices of computer systems from local and online computer retailers were acquired and the following were their prices for supplying the equipment, installing the software, installation of the equipment, and training of the personnel:

Store Equipment Software Installation Training
B and E P122,000.00 Free[1] Free Free
Clipdata P125,000.00 Free Free Free
PC Express P109,000.00 Bundled[2] P5,000.00 P5,000.00
Lazada P103,000.00 Bundled P5,000.00 P5,000.00
  • Downtime from installation

The time period needed to install the new systems, physically install the network equipment, and configure the system to specifications varied from provider to provider, with the average downtime pegged at 3 days. Online providers do not install and configure the equipment and thus additional cost for these is required, on average costing P5,000.00 and lasting for 5 days to install, configure, and test systems.

  • Total Economic Cost
Store Equipment Downtime Total
B and E P122,000.00 P15,000.00[3] P137,000.00
Clipdata P125,000.00 P15,000.00 P140,000.00
PC Express P114,000.00 P25,000.00 P139,000.00
Lazada P108,000.00 P25,000.00 P133,000.00

Upgrade software using existing equipment

  • Rationale

The existing equipment is obsolete, with both PCs and two (2) laptops running on Windows XP and the latest purchase running on Windows 7. Upgrading equipment and software to meet current technology demands is necessary for a faster and more efficient workplace environment.

  • Current Status and Discussion
Equipment Processor RAM Storage OS
1. Server 2.4 Ghz 8GB 3 TB Win2000
2. PC 3.6 Ghz 4GB 1 TB Win XP
3. PC 2.4 Ghz 2GB 500GB Win XP
4. Netbook 1.6 Ghz 1GB 80GB Win XP
5. Laptop 2.4 Ghz 2GB 120GB Win XP
6. Laptop Intel I5 4GB 240GB Win 7
  • Steps
  • Determine minimum requirements of highest possible software upgrade
  • Determine if existing system can support new software
  • Costs of software licenses
  • Determine downtime in terms of installation and staff familiarization
  • Costs and Expenses
  • Recommended minimum system requirements
Software Processor RAM Storage
Windows Server 2012 4 Ghz 2 GB 40 GB
Windows 7 1 Ghz 1 GB 16 GB
Windows 8 2 Ghz 2 GB 16 GB
Windows 10 2 Ghz 4 GB 16 GB
Microsoft Office 2016 2 Ghz 4 GB 3 GB
Quickbooks 2 Ghz 4 GB 1GB
  • Cost of Software
Software Microsoft Lazada B and E Clipdata
Software P7,500.00 P7,500.00 P8,000.00 P8,000.00
Downtime P11,000.00 P11,000.00 P12,000.00 P12,000.00
Total Free Free Free Free
  • Downtime
Software B and E Clipdata
Windows Server 2012 2 days 2 days
Windows 7 1 day 1 day
Windows 8 1 day 1 day
Windows 10 1 day 1 day
Microsoft Office 2016 .5 day .5 day
Quickbooks .5 day .5 day
Total 4 days 4 days

Installation, reconfiguration, and customization for Microsoft and Lazada were outsourced and was estimated at double the time estimate given by local retailers.

  • Total Economic Cost

The existing equipment cannot handle higher versions of Windows Server software and operating systems, thus only Windows 7, Microsoft Office 2016, and Quickbooks were considered.

Store Software Downtime Total
B and E P20,000.00 P20,000.00[4] P40,000.00
Clipdata P20,000.00 P20,000.00 P40,000.00
Microsoft P18,500.00 P40,000.00 P38,500.00
Lazada P18,500.00 P40,000.00 P38,500.00

Continue using same equipment and software

  • Rationale
  • Current Status and Discussion
  • Steps
  • Required Involvement

Funding Strategies

 

Implementation plan

Advocacy

 

Infrastructure building, Resource Acquisition, and Management

 

systems Development and Maintenance

 

Risk Management

 

Monitoring and Evaluation

 

 

Decision

 

Recommendation

 

References

 

[1] Licensed software of own choice, including OS, Microsoft Office and other programs

[2] Licensed OS only

[3] Average income per day pegged at P5,000.00

[4] Average income per day pegged at P5,000.00

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