Software/Technology/Legacy System (SCRIPT)

Good Day, everyone. today I will discuss the operational system of AS Aqua Purified Drinking
Water and the potential challenges it faces.
AS Aqua Purified Drinking Water primarily operates through a manual system, focusing on
refilling and delivering drinking water to customers.
The business is labor-intensive, and the owner has placed less priority on investing in high-end
technologies.
However, maintaining proper records is crucial for business growth.
Currently, financial records, inventory, employee attendance, orders, delivery schedules, and
customer information are managed through written documents and spreadsheets.
This system allows the business to meet customer expectations, particularly for corporate clients
who require timely deliveries and quality service.
To accommodate different communication preferences, the business uses Viber and WhatsApp
for foreign clients, Messenger and text messaging for local customers, and email for office
communications.
While the manual process is sufficient for now, relying on physical records and spreadsheets for
tasks like order tracking and delivery scheduling could become inefficient as the business grows.
Over time, this approach may hinder accuracy, efficiency, and reliability, potentially impacting
operations and customer satisfaction.
Modernizing its system could be a necessary step to ensure continued success and
competitiveness in the industry.
 Issues/Challenges/Problems (SCRIPT)

Now that we’ve looked at how AS Aqua Purified Drinking Water operates, despite nearly 20
years in the industry, The water station continues to face significant challenges in its daily
operations.
One of the primary issues is manual operation. The business relies on a labor-intensive system
for purification, refilling, and delivery. This process makes operations time-consuming and
physically demanding, affecting overall efficiency and performance.
Another major challenge is employee shortages. Staff shortages due to illness or availability
issues often lead to increased workloads for existing employees, impacting productivity and
service quality. When employees are unavailable, the owner and remaining staff must take on
additional responsibilities, leading to exhaustion.
Ensuring timely delivery is also a struggle. Logistics constraints, high customer demand, and
competition from other refilling stations make it difficult to guarantee prompt water deliveries.
Additionally, some competitors operate without proper permits, creating unfair competition for
legally compliant businesses like AS Aqua.
Beyond these operational difficulties, financial stability remains a pressing concern. Running a
water refilling station requires consistent funding to cover expenses such as purchasing seals,
bottles, and dispensers, as well as maintaining delivery vehicles. A significant recurring expense
is the replacement of filtration system parts, with each filter costing around ₱25,000 and needing
replacement every six months. Despite these financial demands, AS Aqua has remained resilient.
For example, in 2019, the business suffered a ₱500,000 loss when a major client shut down.
However, by adapting quickly and securing new customers, the company managed to recover.
 Implementation Plan (SCRIPT)

The implementation phase of this proposal focuses on the development and long-term support of
the Business Management System to replace manual recording processes and enhance
operational efficiency.
This phase ensures that the system is properly designed, installed, and maintained for sustainable
use.
The implementation will follow four key stages.
First, System Development will involve building the application using [Link] for the web,
Flutter for mobile, and Firebase and SQL for database management.
This stage, spanning 10 weeks, will include UI and UX design, backend development, security
integration, and functionality testing to ensure a reliable and user-friendly system.
Next, System Testing will be conducted over three weeks, covering unit, integration, and user
acceptance testing to identify and resolve any issues while ensuring data security and system
stability.
Following this, Deployment & Training will take place over four weeks, beginning with pilot
testing in a controlled environment before full implementation.
Employees will receive training and documentation to familiarize themselves with system
features, including data entry, report generation, and inventory tracking.
Lastly, Maintenance & Continuous Improvement will be an ongoing effort to address bugs,
enhance performance, and implement feature updates based on user feedback.
Regular software updates and security patches will ensure the system remains efficient and
adaptable to the evolving needs of the business.

Work Breakdown Structure (SCRIPT)

As for the Work Breakdown Structure for the proposed Business Management System for AS
Aqua Purified Drinking Water. The WBS provides a structured plan that breaks down the project
into key phases, ensuring smooth development, deployment, and maintenance. This approach
helps us manage tasks efficiently and track progress effectively.

The project will begin with the Project Initiation phase, where we define the project scope,
identify stakeholders, and secure approval to proceed.

Once approved, we will move to the System Development phase, which involves UI and UX
design, frontend, and backend development using [Link] and Flutter, API integration, security
implementation, and performance optimization.
Following development, we will conduct System Testing to ensure reliability and security. This
includes unit testing, integration testing, user acceptance testing, and performance checks, along
with necessary bug fixes and optimizations.

After thorough testing, we will proceed to Deployment & Training, where the system will be
deployed in phases, data will be migrated, employees will undergo training, and system
documentation will be provided to ensure smooth adoption.

Finally, the Maintenance & Continuous Improvement phase will ensure long-term efficiency.
This includes regular system monitoring, bug fixes, performance enhancements, user feedback
collection, and additional feature development as needed.