user manual of spc

State Properties Corporation | PMIS USER MANUAL 1


TABLE OF CONTENTS

INTRODUCTION ..................................................................................................... 1

A. Collection Department ......................................................................................... 3

B. Cash Department ................................................................................................. 4

C. Documentation Department ............................................................................... 12

D. Property Consultant ........................................................................................... 15

E. System Administrator ........................................................................................ 24

F. Sales and Marketing Employee .......................................................................... 31

G. Sales and Marketing Head ................................................................................. 45

H. Site Personnel .................................................................................................... 57

I. Client ................................................................................................................. 65

J. Processing Department ...................................................................................... 88

K. Management ...................................................................................................... 91

L. Guest Page ....................................................................................................... 106


TOUR OF THE PROPERTY MANAGEMENT

INFORMATION SYSTEM

Chapter 1: Overview of the SPC-PMIS

Use this chapter to familiarize yourself with the different functions and features of the

SPC - Property Management Information System.

SPC - Property Management Information System

SPC - Property Management Information System is a tool that aids the State

Properties Corporation and its clients as well, to have an efficient property sales and

acquisition through property reservations, tripping scheduling and property

purchasing. The developed system has different functions for different users: sales

and marketing head and employees, cash department, collection department,

documentation department, site personnel, property consultant and SPC’s clients. The

features of each set of interface cater to the different needs and responsibilities of each

user group.

The said information system is a smart and dynamic environment that

provides up to date property and project information and resources to individuals with

different roles. This also provides various categorization levels to various groups of

users and visitors. The concept of having a sign up and log in feature, which are

located at the homepage, allow users to access their designated accounts. With ten

integrated set of interfaces merged into one, interaction between the different

departments of the company, as well as with its clients, would be much enhanced.


Chapter 2: Getting Started

Browse through this chapter before using the system. This includes several tips on

how to access the SPC - Property Management Information System and how to log on

to the system.

System Requirements

In order to implement the Property Management Information System, the computer

units must install a WampServer. PHP files used to run the system must be placed in

the www folder located inside the Local Disk of the computer being used.

The maintenance of the system is being taken care of the IT department of the

company together with the system administrator. With this, the unit of the

maintenance personnel should have MySQL Database Server which will be serve as

the database server of the system, all the data is stored in this server. Moreover,

MySQL Administrator and MySQL Query Browser are also essential for the system

maintenance.


A. Collection Department

1. Home

This page displays all the notifications concerning the collection

department. It also displays the profile picture of the user.

2. CTS

a. Fill Up New CTS

Click the Fill Up New CTS link.

Fill in all the fields: project name, project location (municipality),

project description, phase/s, house model, house price and area. The

user also has to upload the following photo attachments: project

picture, house model and project site map. A calendar will appear upon

filling up the check date field. Check number and amount paid should

also be entered to complete the form.


b. View CTS

Click the View CTS link.

This page displays all the issued cash transmittal slips. The table view

can also be sorted according to client name, check date and bank name.

Upon clicking the proceed button, a page will display all the CTS

details regarding the chosen entry from the table.

B. Cash Department

1. Home

This page displays all the notifications concerning the cash department.

It also displays the profile picture of the user.

2. CTS

a. For Receiving

Click For Receiving link from the sidebar menu.


The page will display a table containing all the new cash transmittal

slips created by the collection department. Checkbox for each entry is

provided which enables the user to choose which entry to receive. The

user can also receive all the new CTS at the same time by clicking on

the checkbox to be found on the topmost row of the table.

A print button is also provided which will enable the user to have a

printed copy of the CTS for receiving.

b. For Approval

Click For Approval link from the sidebar menu.

The page will display a table containing all payments waiting for their

maturity dates. These payments will only be approved through the

confirmation from the banks proving that the given PDCs are good

checks.


A print button is also provided in order for the user which will enable

the user to have a printed copy of the CTS for approval.

c. View CTS

Click the View CTS link from the sidebar menu.

The page displays a table containing all the received CTS. These CTS

are on hold for the issuing of provisional receipts. The table view can

also be sorted according to date, client name, check date, and bank

name.


The user can click the View button at the last column of the table in

order to view the CTS.

Details about the CTS will be shown and the user can now issue a

Provisional Receipt by clicking the Issue Provisional Receipt button.


Click the Preview and Print button. A page will show a print preview

of the provisional receipt to be issued. And upon clicking the Print

button, the provisional receipt can now be printed.


The same procedure is to be followed in issuing Official Receipts

(View CTS procedures).

3. Payments

a. PDC Maturity Dates

Click the PDC Maturity Dates link from the sidebar menu.


printed copy of the post-dated checks maturity dates.


b. Fully Paid Accounts

Click the Fully Paid Accounts link from the sidebar menu.

4. Clients

a. Payment Schedule and Balance Breakdown

The page displays a table containing all the payment schedules and

balance breakdown of the clients. The table view can be sorted according

to client name and project name.


If the user clicked on the View link, the payment schedule and balance

breakdown of the client will be shown.

b. Contact Information

This page displays personal information of the clients of SPC. The

residence address can be viewed by hovering over the house icon

which can be found in the presented table.



printed copy of the client’s contact information.

C. Documentation Department

1. Home

Click Home link located at the left side of the screen. This shows the

notifications and picture of the user.


2. Update Requirements

Click Update Requirements link located at the sidebar on the left side of

the page.

A list of clients will appear together with their personal information.

Click the Update button to view and update the requirements given by the

client. The first table shows a list of the submitted requirements of the

client. On the other hand, the second table shows a list of the unsubmitted

requirements of client.


Unsubmitted requirements can be updated by clicking the checkboxes of

the selected requirement/s that the user wants to update.

Scanned picture of the document can be uploaded by clicking the Browse

button on the right part of the screen.


After selecting a requirement/s from the checklist and selecting a photo,

the user can now click the Update button. This will enable him to see his

newly updated requirements in the first table (submitted requirements).

This shows that the user has successfully updated the client’s

requirements.

D. Property Consultant Department

1. Home

This page displays all the notifications concerning the property consultant.

It also displays the profile picture of the user.


2. My Assignments

A list of the user’s assignments will appear on the screen.

Assignments can be sorted by month, year, and project for easy

viewing and selecting of assignments.


After choosing a certain assignment, a table containing the list of

attendees together with the project description and assignment details

will appear on the screen.

The user can also add the details of walk-in clients if they have

attended this particular tripping assignment. More walk-ins can be

added by clicking the add icon on the right. Click Submit button after

selecting clients by clicking the checkboxes, and fill up tripping walk-

ins.


3. Clients

a. Client Tripping Schedule

A list of tripping schedules of the PC can be viewed by clicking on the

Client Tripping Schedule under Clients. This contains the project

name, client, date, time and status. It can be viewed and sorted by

project name, date, and time.


printed copy of the tripping schedules of the client.


b. Client Complaints

Click the Client Complaints link from the sidebar menu.

The page will display a table that contains details regarding the

submitted complaints by the clients. It also provides a small preview of

the property acquired by the client by doing a mouse hover on the

house icon on the table. It also displays the status of the complaint

whether it is new or fixed.


printed copy of the client complaints.


c. Contact Information

Click the Contact Information link from the sidebar menu.


residence address can be viewed by hovering over the house icon

which can be found in the presented table.


printed copy of the client’s contact details.


4. Properties

a. Project List

Click the Projects List link from the sidebar menu.

This page displays all the projects owned by State Properties

Corporation. Moreover, the viewing can be sorted according to project

name and project location.


printed copy of the projects of the company.


b. Property List

Click the Property List link from the sidebar menu.


Corporation. The price of the certain property can be viewed by

hovering on the blue icon under the price column. Moreover, the

viewing can be sorted according to project name and house model.


printed copy of the properties of the company.


5. Sales & Commission

Click Sales and Commission on the sidebar menu. The quota sales and

sales details will appear.

Choose a client on the second table and the user will see his commission

details from the transaction of that certain client.


E. System Administrator

1. Home


notifications and picture of the user.

2. Manage Users

Add User

Click the Add User link at the sidebar dropdown menu under manage

users. This will enable the administrator to add a user of the system.


The system administrator will enter the user’s personal information

seen on the page. Picture of the user can be uploaded at the bottom part

of the screen by clicking the Browse button.

After filling up the user registration the user can now click the Add

User button and a success page will appear if he has successfully

added a new user of the system.


Delete User

Click the Delete User link at the sidebar dropdown menu under

manage users. This will enable the administrator to delete a user of the

system.

Two dropdown menus located on top of the screen will be shown. The

user should first select a department, and a list of names under the

selected department will appear on the second dropdown menu.


The system administrator can choose the user that he wants to delete

by clicking the user’s name from the dropdown menu.

Personal information of the selected user will appear on the screen

together with the Delete button.


Click on the Delete button to delete the selected user. A success page

will appear if the system administrator successfully deleted the user.

View Users

Click the View User link at the sidebar dropdown menu under manage

users. This will enable the administrator to view the information of the

registered user in the system.


Two dropdown menu located on top of the screen will be shown. The

first dropdown menu contains the departments of SPC. Another

dropdown will appear displaying the names of the registered users

under the chosen department.

The system administrator can choose the user that he wants to view by

clicking the user’s name from the dropdown menu.


Personal information of the selected user together with his/her photo

will appear on the screen.

3. Log File

Click Log File link located at the left side of the screen. This will keep

track of the activities of the registered users including the date and time

of the said activity.



printed copy of the activities of the user.

F. Sales and Marketing Employee

1. Home

Home link located at the left side of the screen. This shows the

notifications and picture of the user from the sales and marketing

department.


2. Property Consultants

Property consultant’s contact information can be seen by clicking the

Property Consultants link on the sidebar.

Property consultant’s contact information can be printed by clicking

the Printer Image beside the title of the screen. The image is labelled

“Print PC Contact Information” as you mouse over the cursor to the

image.


3. Tripping

a. View Schedule

Tripping Schedule of property consultants can be viewed by clicking

View Schedule under the Tripping drop down menu.

A table and four dropdown menus will appear on the screen. Tripping

schedules can be sorted alphabetically by selecting month, project,

year, and pc for easy viewing.



printed copy of the tripping schedules of the property consultants.

b. Assign PC

Tripping Schedule of Property Consultants can be assigned by clicking

Assign PC link under the “Tripping” drop down menu.


The duration of tripping should be selected from the dropdown menu

labelled Duration. Followed by the year seen on the dropdown menu

labelled Year. The project name where the PC will be assigned should

also be selected from the Project Name dropdown menu as well as the

project location from the Project Location dropdown menu. Lastly the

property consultant’s name should also be selected from the PC Name

dropdown menu.

After selecting the needed information, a list of checkboxes will appear

together with the available time and schedules. The Sales and

Marketing employee can now check his chosen schedule for the

selected PC by clicking the checkboxes.


After checking all the selections, hit Submit button.

4. Clients

a. Contact Information

Contact Information of prospect clients can be viewed by clicking

Contact Information under the “Clients” drop down menu. A table

containing the name, address, contact number, and email address of the

prospect clients will appear.


More information about the client can be seen as you mouse over the

Icons under the address and business details column.

Contact information of prospect clients can be printed by clicking the

Print icon beside the title of the page.


b. Client Complaints

Client’s complaint status can be viewed by clicking Client Complaints

under the “Clients” dropdown menu. A table containing the

information about the client together with the complaint and status of

the complaint will be displayed on the screen. Each row contains

checkboxes which enables the sales and marketing employee to select

the complaints that he/she has already viewed.

The Sales and Marketing employee can check and view the complaints

made by the client. If he/she is done viewing and checking the

complaints he/she can click the checkboxes and click Submit button.

By clicking the submit button, the complaints will be forwarded to the

site personnel.



printed copy of the client complaint status.

c. Delegate a PC

The user can delegate and view clients handled by the PC by clicking

Delegate a PC under the “Clients” drop down menu.


On the first table, the user can select a PC name in order to view the

clients that he/she is handling. This can be the user’s basis for

delegating a PC.

On the second table, the user can delegate a PC to a client by selecting

the checkboxes and PC name under the dropdown menu. Hit Submit

button after selecting.


5. Properties

a. View Projects

Projects of the company can be viewed by clicking View Projects

under the “Properties” drop down menu. This contains the project

name, project description, project location, and photo of the sitemap.

A table and a dropdown menu labelled as “Viewed by:” will appear on

the screen. Projects can be viewed alphabetically according to the

user’s selection.




b. View Properties

Projects of the company can be viewed by clicking View Projects

under the “Properties” drop down menu. This contains the important

information about the properties sold by the company.


A table and a dropdown menu labelled as “Viewed by:” will appear on

the screen. Properties can be viewed alphabetically according to the

user’s selection.

More details about the price of the property can be viewed by hovering

on the blue icon under the price column. Larger image can also be

viewed as you mouse-over to the photo.


G. Sales and Marketing Head

1. Home

This page displays all the notifications concerning the sales and marketing

head. It also displays the profile picture of the user.

2. Property Consultants

a. View Tripping Schedule

Click the View Tripping Schedule link.

This page displays all the tripping schedule assignments of the

property consultants. The view of the table can be sorted alphabetically

according to project name.



printed copy of the tripping schedules of the PC.

b. Contact Information

This page displays personal information regarding the property

consultants such as name, address, contact numbers and email

addresses as well. The residence address can be viewed by hovering

over the house icon which can be found in the presented table.



printed copy of the property consultant’s contact information.

3. Clients

Click the Clients link.


residence address can be viewed by hovering over the house icon which

can be found in the presented table.


This page can be viewed and sorted according to prospects and buyers.

Just select an option in a dropdown menu labelled Viewed by.


printed copy of the contact details of the PC.


4. Properties

a. View Projects

Click the View Projects link.




Larger view of the project can be viewed as you mouse-over to the

photos on the right.




b. View Properties

Click the View Properties link.

This page displays the properties owned by State Properties

Corporation per project. The view of information can be sorted

according to project name and house model.




5. Reports

Click the Reports link on the sidebar menu.

Links leading to the different reports are provided on the sidebar menu.

Each link provides a graphical interpretation of the data being viewed.

In every report, the user should first select the necessary details before

he/she can view the report.

a. Sales Report

Select period.


c. View report.


b. Property Consultant Progress Report

Select period, and PC name

.

View report.


c. Prospect Buyers Report

Select type and period.


View report.


A print button is also provided in order for the user which will enable

the user to have a printed copy of the reports.

H. Site Personnel

1. Home

This page displays all the notifications concerning the site personnel. It

also displays the profile picture of the user.


2. Add New

a. Add New Project

Click the Add New Project link.

User has to fill in all the fields found in the page. After filling up the

page the user will click on the Submit button.

A page will be displayed containing the photo and information

regarding the newly added project. The Add Another Project is also

provided if user will be adding a new project entry.


b. Add New Property

Click the Add New Project link.

Choose the project name and phase respectively from the two

dropdown menus that will appear. Click Submit.

A screen displaying the project site map will appear which will allow

the user to add tags containing property details to the projected site

map. A link to view the edit mode is also provided below the site map

photo.


The edit view mode provides a dropdown menu which allows the user

to select the type of the property to be added (lot only or house and

lot). Fields requiring the user to enter the property details are also

provided. However, the total price and discounted price are being

automatically computed by the system upon the entry of the lot area

and lot price. The page also allows the user to delete previously created

tags by pressing the red delete button. A link leading back to the view

mode is also provided.


3. View Properties

a. View Projects

Click the View All Projects link from the sidebar menu.






b. View Properties

Click the View Properties link from the sidebar menu.

This page displays the properties owned by State Properties

Corporation per project.



printed copy of the properties of the company.

4. Update Complaint

The user can update client complaint by clicking Update Complaint.


If the said damages in the client complaints are already fixed, the user can

now update the complaints by just clicking the checkboxes beside the

client name then hit submit.

I. Client

1. Home


notifications, important events, house referrals, and picture of the user.


If you click on the Events link, an event calendar will be shown

containing all the schedules of the user. Just mouse over to the date

with an event and the schedule of the tripping will appear.

2. View Forms

a. Reservation Application Sheet

In order to view the client’s Reservation Application Sheet, the

Reservation Application Sheet link should be clicked under “View

Forms”. A table will appear containing the list of Reservation

Application Sheets of the customer. This contains the Date, RAS

number, and View Details.


View Forms button can be seen under the View Details column. If you

click on this button, the RAS will appear.


printed copy of the Reservation Application Sheet.


b. Buyer Information Sheet

In order to edit and save the client’s Buyer Information Sheet, the

Buyer Information Sheet link should be clicked under “View Forms”.

It can be edited by simply clicking the Edit button.


After editing the BIS, click the Save button.


printed copy of the Buyer Information Sheet.


c. Offering Sheet

In order to view the client’s Offering Sheet, the Offering Sheet link

should be clicked under “View Forms”. A table will appear containing

the list of Offering Sheets of the customer. This contains the Date, OS

number, RAS number, and View Details.

View Forms button can be seen under the View Details column. If you

click on this button, the OS will appear.



printed copy of the Offering Sheet.

3. Requirements

In order to view the requirements, click on the Requirements link. The

client can now view his/her submitted and unsubmitted requirements.


4. Workflow

In order to view his/her workflow, the client should first select the

property that he wants to buy through selecting an option from the

dropdown menu labelled Select Property.

After selecting a property, the workflow of the client will appear. Client’s

finished processes are marked colored and unfinished processes are

colored grey.


5. Track Properties

a. My Properties

A list of the client’s properties can be viewed by clicking My

Properties link.


printed copy of the user’s acquired properties.


If the user clicked on the Submit button, he/she can file a complaint on

that certain property.

But if the client hasn’t paid at least 70% of the amount of the property,

he can’t file a complaint on that certain property.


b. Reserved Properties

Reserved properties of the client can be viewed by clicking Reserved

Properties under “Track Properties”.

A table containing the list of reserved properties will appear on the

screen. The user can select the property that he wants to cancel or

purchase by clicking the radio button. After selecting the desired

property, he can continue purchasing the property by clicking the

Purchase button or cancel the reservation by clicking the Cancel

Reservation button.


If the Purchase button was clicked, the Buyer Information Sheet will

appear on the screen. The BIS should be filled up to continue

purchasing the property.

Together with the Buyer Information Slip, the Offering Sheet should

also be filled up to continue purchasing the property.


But if the buyer hasn’t completed his/her reservation process, there

will be an alert that he hasn’t paid his/her reservation fee yet.

On the other hand, if the Cancel Reservation button was clicked, a

confirmation message will appear if the user really wants to cancel

his/her reservation for that certain property.


Just hit “Cancel Reservation” if you want to continue with the

cancellation of reservation, otherwise, click “Go Back”.

c. View all Properties

List of properties of the company can be viewed by clicking View All

Properties under “Track Properties”.


It can be viewed either by Project name or Location which can be

selected on the dropdown menu.

You can select which property to be viewed by clicking the radio

button. Click Submit button after selecting.


The project name will appear and a table containing the phases of the

selected project, as well as the image of the sitemap.

Click on the image and a larger view of the sitemap will appear.


You can click on the sitemap to have a closer view, to reserve a certain

property, or to arrange tripping by clicking their respective buttons.

If you choose to reserve the property, a confirmation of reservation

will appear which should be filled up by the buyer.


If you choose to arrange tripping, you will be asked to add a tripping

schedule.

The user should select the date first, followed by the time and his/her

tripping option. After selecting the needed details, a table will appear

containing the details about the property consultant available for

his/her chosen schedule. Click Submit Schedule button after selecting.


d. Expired/Cancelled Reservations

A list of expired of cancelled reservations can be viewed by clicking

Expired/Cancelled Reservations under “Track Properties”.


printed copy of the cancelled/expired transactions.


e. View Complaints

Complaint Status and complaint details can be viewed by clicking

View Complaints under “Track Properties”.

6. Property Consultant

Contact details of client’s PC and PC during tripping can be viewed by

clicking Property Consultant.




7. My Tripping Schedule

Client’s tripping schedule can be viewed by clicking My Tripping

Schedule. This contains the project name, location, date, time, and PC

name.



printed copy of the tripping schedules.

8. Payments

Payments can be viewed by clicking the Payments link.

A table will appear containing the property details that the client wants to

purchase, as well as the amount that the client already paid and the balance

left.


If you click on the View Details button, a breakdown of the payment made,

with that certain property, will be shown on the screen.

On the other hand, click Back to return to the original table.


A print button is also provided which will enable the user to have a printed

copy of the tripping schedules of the client.

J. Processing Department

1. Home

This page displays all the notifications concerning the processing

department. It also displays the profile picture of the user.


2. Legal Documents

a. Releasing of Documents

Click the Releasing of Documents on the sidebar menu.

Check the legal document under the name of the chosen client and

click Submit.


b. List of Released Legal Documents

Click the List of Released Legal Documents on the sidebar menu.

Select the name of the client by clicking the checkboxes. After you

click Submit, the submitted legal document will be seen on the second

table below.


K. Management

1. Home

This page displays all the notifications concerning the management. It

also displays the profile picture of the user.

2. Form Approval

a. For approval

Click For Approval under Form Approval. Upon doing so, the page

will display all the pending forms for approval. It will display

information such as the client name, purchase date, property details,

client submitted requirements, and the pending forms for approval.


The user should choose a client name and the form that he wants to

approve by clicking the checkboxes. After selecting, click the Approve

button.

A link leading to the submitted requirements of the client is also

provided. This enables the user to download and view the submitted

requirements on their own which will also be the user’s basis for the

approval decision.


The last column allows the user to view the following forms subjected

for approval: Buyer Information Sheet and Offering Sheet.

b. Approved Forms

Forms for Approval can be viewed by clicking Approved Forms under

Form Approval, but form type should be selected first.


If the user selected BIS, approved BIS forms can be viewed.

If the user selected OS, approved OS forms can be viewed.


3. Reports

Click the Reports link on the sidebar menu.

Links leading to the different reports are provided on the sidebar menu.

Each link provides a graphical interpretation of the data being viewed.

In every report, the user should first select the necessary details before

he/she can view the report.

a. Property Inventory Report

Select project and status first.

View report.


As you mouse over to the chart description, the percentage will

be shown.


b. Trippings Report

4. Select project, period, and category.

5. View report.


c. Prospect Buyers Report

6. Select type and period.


7. View report.


d. Property Consultant Progress Report

Select period, and PC name

.

View report.


e. Sales Report

Select period.


View report.


f. Reservations Report

Select project, period, and category.

View report.


g. Property Complaint Report

Select project, period, and category.


View report.


A print button is also provided for every report in order for the user

which will enable the user to have a printed copy of the reports.

L. Guest Page

1. Home

Click Home at the top menu. The main homepage will be shown

together with the login page.


2. The Company

Click The Company at the top menu. The company profile will be

shown.

3. Projects

Click Projects at the top menu. The projects of the company will be

shown.


The user can pick a project by choosing from the radio buttons and

click Submit button. The phases of the project will appear.

The user can click on his chosen phase map and choose his desired

property to reserve.


The details of his chosen property will appear and if the user still wants

to continue with the reservation, he should create an account by

clicking please sign up here.

The Customer Information Slip will appear and the user will now have

an account in the system.


4. Contact Us