SERVICES AGREEMENT

KNOW ALL MEN BY THESE PRESENTS:

This Agreement is entered into by and between:

___________________________, a company duly organized and existing under and

by virtue of the laws of the Republic of the Philippines with principal office address at
______________________________ represented herein by its President,
______________________, hereafter referred to as “COMPANY”;

- and -

_________________________ of legal age, Filipino, and residing at ____________,

Lipa City, Batangas hereinafter called the “SYSTEM ANALYST/PROJECT
MANAGER”;

WITHNESSETH: That –

WHEREAS, COMPANY desires that the complete Design and Implementation of Multi-platform
System for Faculty and Staff Development Programs using OTP Analysis (e-FSDP) covering the
computerization of the services and functionalities of the Human Resource Department such as
processing of faculty and staff trainings and seminars to be attended (in-house/off-campus), training
needs analysis, centralized repository of training evidences and OTP (organization, task and person)
analysis for support in decision making. e-FSDP will be deployed using the public Internet and private
intranet web-hosted-application as its enabling technology. It will be piloted by group of users in
COMPANY, hereinafter referred to as e-FSDP;

WHEREAS, COMPANY engages, from time to time, the services of contractors and software vendors
to provide products and services related to the development of its computer systems and applications,
and the acquisition of license for the resulting software solution;

WHEREAS, the SYSTEM ANALYST/PROJECT MANAGER will engage in the provision of computer
systems related products and services including, but not limited to, the provision of systems design,
development, customization, and implementation for database, Internet and electronic mail based
applications, and the granting of license for the resulting software solution;

WHEREAS, the SYSTEM ANALYST/PROJECT MANAGER is the owner of a suite of web-hosted

applications, covering the stated computerization services and functionalities and has offered to
provide the license to use the product to COMPANY for the e-FSDP, and COMPANY has accepted
the offer.
NOW THEREFORE, for and in consideration of the foregoing premises, the parties hereto agree and
stipulate as follows:

1. INTRODUCTION

1.1 Introduction to Design and Implementation of Multi-platform System for Faculty and Staff
Development Programs using OTP Analysis (e-FSDP) Project

Higher Educational Institutions (HEIs) give high regard to its tri-fold functions of instruction,
research and community involvement. Being one of the HEIs in the CALABARZON region,
__________________ foundation of quality and excellent services relies on these 3 functions.
COMPANY’s vision is “to be a premier institution of higher learning and research in the
Philippines”. In support of this vision, COMPANY is committed to promote a culture of
academic and research excellence and serve the community through relevant extension and
outreach programs. The culture of academic & research excellence as well as social
responsibility are somehow determined to a great extent by the competence, commitment and
professionalism demonstrated in the performances of its faculty and staff while carefully
planned, implemented and nurtured by COMPANY. Thus, a Faculty and Staff Development
Program (FSDP) for the training and sustenance of quality employees is imperative. As stated
in COMPANY’s FSDP manual, “there is an urgent need to form a pool of well-trained faculty
and staff who will be able to hurdle the present demand of education so that graduating
students may be ready to cope with the increasing economic, social and intellectual demand
in all fields of learning and research”. COMPANY in its effort to ensure relevance and
effectiveness necessary to sustain quality faculty and staff provides projects/programs such
as seminars, trainings and workshops on learning and pedagogy, research, spiritual, social,
cultural and physical activities and outreach programs.

Furthermore, COMPANY significantly embraces the fact that to easily manage and monitor
the implementation of majority of its services, a technologically-advanced academic
community forms part of its mission. To contribute to its realization, the utilization of current
technologies and technology-driven processes are deeply supported. This is where the idea
of designing and implementing a Multi-Platform System for Faculty and Staff Development
Programs using OTP Analysis (e-FSDP) Project ascended.

e-FSDP aims to manage online processing of off-campus and in-house trainings and
seminars, track status of training needs analysis (TNA) and must-attend seminars of faculty
and staff, consolidate evidences of trainings attended through centralized data repository,
generate and utilize FSDP reports for ranking evaluation, budget allocation, gap analysis and
continuous quality improvement of the FSDP programs.

There will be (7) main departments/units involved in the system. These are the Human
Resource Department (HRD), Office of the President (Managing Director), Vice-President for
Academics and Research (VPAR), Tertiary Schools’ (TS) Academic Heads, Faculty and Staff,
Research and Community Engagement (CE). These departments/units will be working
together to implement e-FSDP. These departments will be referred here as “Department”.
 e-FSDP will be provided by its Project Manager/System Analyst, YYY. She is also the VP for
MIS. Funding for the e-FSDP project will be solicited from the Research Office under the Office
of the VPAR. Approved research funding stating the costs for the implementation of e-FSDP
will be submitted.

1.2 Scope of Work to be Provided

1.2.1 The Project Manager/System Analyst shall undertake the analysis, customization and
installation of the e-FSDP system, and conduct user’s training for a pilot group
composed of the participants/representatives nominated, hired or otherwise
contracted by COMPANY.

1.2.2 The complete e-FSDP system will have the following modules, however due to time
constraints, the Project Manager/System Analyst will be delivered in 3 phases:

a. Manage FSDP Module

The Manage FSDP Module is the main module that will cover information about the
TNA, Must-attend seminars and online processing of off-campus and in-house
trainings and seminars.

In this module, users will be able to:

 Create TNA, Must-attend seminars and in-house seminars.
 Submit and approve off-campus requests.
 Communicate online with departments for status and approval of requests.
 View notifications of requests.

The TS Academic Head representative will be able to:

 Create the annual Must-attend seminars of the College.
 Create the individual TNA and communicate created TNA to its respective faculty
and staff
 Approve and recommend to HRD requested seminar of faculty and staff.
 Submit seminar request to Immediate Head.

The data that are needed to recommend the requests are:

 The name and position of the user who made the request.
 The details (title of the seminar, purpose, number of days, place) of the seminar
to be attended.
 The requested budget.
 Attachments (letter, programme, invitation)

In this module, the system will automatically do the following:

 Forward the TNA to faculty and staff for confirmation.
 Forward the request to the immediate head if it needs an approval.
 Notify the department concern of the created requests.
 Notify the requestor of the status of the request.

If approval of the immediate head is needed, he/she can:

 Approve or disapprove request.
 Make comment about the request.
 Forward the request to VPAR.
 Requests for Seminar that need approval of the Immediate Head pertains to the off-
campus training request.

The HRD representative will be able to:

 Create in-house seminars and check particular seminar attendees.
 Approve and recommend to VPAR/MD requested seminar of faculty and staff.
 Submit seminar request to Immediate Head.

In this module, the system will automatically do the following:

 Forward the in-house seminars to faculty and staff for confirmation.
 Notify the Immediate Head about the created seminar.

The Faculty and Staff representative will be able to:

 Submit seminar request to Immediate Head.

The VPAR representative will be able to:

 Submit seminar request to Immediate Head (MD).

b. Track FSDP Module

The Track FSDP Module will keep track of all the statuses of seminar requests, view
and update centralized repository of evidences, view statuses of TNA and Must-attend
seminars, view ranking points for seminars and trainings, monitor budget allocation for
FSDP.

The faculty and staff users of this module can:

 View requests status.
 View computed ranking points for seminars and trainings
 Upload FSDP evidences in the centralized repository

The Academic Heads users of this module can:

 View requests status.
 View FSDP attended & computed ranking points for seminars and trainings by
faculty, staff & college
 Upload FSDP evidences in the centralized repository
 View TNA and Must-attend seminars statuses
 Monitor the overall FSDP budget allocation by faculty, staff and college

The VPAR user of this module can:

 View requests status.
 View FSDP attended & computed ranking points for seminars and trainings by
faculty, staff & college
 Upload FSDP evidences in the centralized repository
 View TNA and Must-attend seminars statuses
 Monitor the overall FSDP budget allocation by faculty, staff and college

The MD user of this module can:

  View FSDP attended & computed ranking points for seminars and trainings by
faculty, staff, college and COMPANY
 Monitor the overall FSDP budget allocation by faculty, staff, college, school
The HR user of this module can:
 View requests status.
 View FSDP attended & computed ranking points for seminars and trainings by
faculty, staff & college
 Access FSDP evidences in the centralized repository
 View TNA and Must-attend seminars statuses
 Monitor the overall FSDP budget allocation by faculty, staff and college
 Upload evaluation instrument for in-house seminar
 Generate seminar codes for certificates
 Uploading of attendance (csv format) for generating certificates

The Research and FACE users of this module can:

 Access FSDP evidences in the centralized repository

c. FSDP Maintenance Module

The FSDP Maintenance Module will cover data changes regarding the academic year,
semester, college, TNA instrument, Must-attend, FSDP category, academic heads,
faculty and staff, approving heads, ranking points, budget items and user privileges.

d. Knowledge Base
A storage of information regarding the policies and procedures of the e-FSDP system
for ranking, TNA, Must-attend and budget allocation will form part of this module

e. Reports and Analytics Module

The e-FSDP system will include the following reports as the default reports of the
system:
 TNA Report– a report of the percentage of trainings attended by faculty and staff
(individual, college, school) and copy of the TNA per college
 Must-attend seminar Report – a report of the percentage of must-attend seminars
attended by the college and school and copy of the must-attend seminars per
college
 FSDP Report – a report of the overall FSDP approved seminars and attended by
faculty and staff including budget, their overall garnered ranking points. This can
be filtered by individual faculty or staff, summary per college
 FSDP Comparative – an analytics of the budget allocation per college and school.
This will show the estimated budget versus the actual budget stated in the TNA
and Must-attend seminar

Reports can be customized as long as the data are within the project scope.

f. Generic/Common to all hosted modules

 Authenticate using login password and username.
 Change the current user’s own password.
 Allow the addition, deletion and editing of authorized users by the admin user.
 Grant privileges such as view-only, add and print to ordinary users.
 Grant other privileges such as view-only, delete, edit, add, print and run/process
rights to special and admin users.
  Allow the addition, deletion and editing of reference, validation and look-up tables
(academic year, semester, college, etc.).
 Set other system-wide options.

System Phase Deliverables

FSDP Manage and Track FSDP Modules
Must-attend seminars and TNA Module.
 Creation of Must-attend and TNA
 Forward the TNA to faculty and staff for confirmation.
 View TNA and Must-attend seminars statuses

Off-campus Seminar Application Module

 Submit seminar request to Immediate Head.
 View requests status.
 Forward the request to the immediate head if it needs an
approval.
 Notify the department concern of the created requests.
 Notify the requestor of the status of the request.

FSDP Maintenance Module

The FSDP Maintenance Module will cover data changes regarding the
Phase 1
academic year, semester, college, TNA instrument, Must-attend, FSDP
category, academic heads, faculty and staff, approving heads and user
privileges.

Knowledge Base
A storage of information regarding the policies and procedures of the e-
FSDP system for ranking, TNA, Must-attend and budget allocation will
form part of this module

Reports and Analytics Module

 TNA Report
 Must-attend seminar Report
 FSDP Report

Generic/Common to all hosted modules

FSDP Manage and Track FSDP Modules

 Upload and access FSDP evidences in the centralized
repository
 Monitor the overall FSDP budget allocation by faculty, staff and
college
Phase 2
 FSDP Comparative

FSDP Maintenance Module

The FSDP Maintenance Module will cover data changes regarding the
ranking points, budget items and user privileges.

Phase 3 FSDP Manage and Track FSDP Modules

  View FSDP attended & computed ranking points for seminars
and trainings by faculty, staff, college and COMPANY
 Monitor the overall FSDP budget allocation by faculty, staff,
college, school
 Upload evaluation instrument for in-house seminar
 Generate seminar codes for certificates
 Uploading of attendance (csv format) for generating certificates

As part of the requirement definition phase for the features, the Systems Requirement
Report (SRR) to be submitted by the Project Manager/System Analyst to COMPANY
shall contain the detailed specification of the work to be done and functions to be
delivered, in accordance with the above scope.

1.3 Scope of Work to be Excluded

The following are not included in the scope of this project:
1.3.1 Any work necessary to support messages, functions or data sets not listed above in
the scope of the project.
1.3.2 Provision for server, hardware, third party licensed software (operating systems, SQL
Server, etc.), supplies, ISP connection and other network facilities and hardware
needed.
1.3.3 Installation, configuration, administration, and/or maintenance of COMPANY network
and servers (web, validation, proxy, SQL, etc.) where the web hosted application
system may/will be connected to, except for the initial install and production database.
1.3.5 Subsequent revision of functionality and/or re-layout of the screens and reports
compromising the application, after the workflow and design presentation was
approved during prototyping session.

2. DELIVERABLES

2.1 Formal Deliverables and Team Working Papers

The Project Manager/System Analyst shall undertake the project by phases and generate
deliverables based on its standard systems development methodology, whenever applicable,
as follows:

Project Phase Deliverables

Project Work Plan
1. Project Organization
Project Team (See Section 6.3)
Systems Requirements Report
2. Requirement Definition
(Appendix A)
System Model
3. Analysis and Design
User Acceptance Test Plan (Appendix B)
System Prototype
4. Initial Development (Code and Test)
Tested Partial System for Pilot Testing
5. Pilot User Training and Installation Trained Pilot Users
6. Continue Development (Code and Test) Tested System
User’s Manual (Appendix C)
7. Documentation
System Specification (Appendix D)
8. Final User Training and Installation Trained Users
9. Integration Test / User Acceptance Signed Acceptance Certificate (Appendix E)
2.2 Non-Formal Deliverables
The Project Manager/System Analyst will see to it that e-FSDP system will possess the
required standards in relation to usability, reliability, performance, supportability,
implementation, interface, packaging and legal requirements.

2.3 Related Plans

The e-FSDP system will be built to integrate with the current technology COMPANY is using.
These are PHP, Ajax, JQuery, Bootstrap and MySQL and since the technologies mentioned
are Open Source, acquiring for third party licenses are not required. The e-FSDP system will
be installed in a virtual machine which will be provided by COMPANY.

2.4 Standards and Procedures

2.4.1 All policies and procedures shall be provided by COMPANY to the Project
Manager/System Analyst.
2.4.2 The Project Manager/System Analyst may introduce or recommend procedures to fully
utilize the functionality of the e-FSDP system subject to approval of COMPANY.

3. METHODOLOGY AND APPROACH

3.1 Work Breakdown Structure

3.2 Tools and Techniques

 The Project Manager/System Analyst will use the Gantt chart and Milestones as tools in this
project. Details are as shown in Section 5.

3.3 Physical Inventory/Configuration Management

COMPANY uses Virtual Servers where the test and production server will be installed as
guest OS. The Virtual Server has the following specification:
Processor : Intel Xeon E3-1220 v3 3.10Ghz
Memory : 32 GB
Hard Disk Size : 1TB

The e-FSDP system will require the following hardware specification:

Processor : Intel Xeon E3-1220 v3 3.10Ghz
Memory : 2GB for Test Server and 4GB for Production Server
Hard Disk Size : 80GB for Test Server and 250GB for Production Server

4. PROJECT BUDGET

The total cost of undertaking this systems development project ( Phase 1) is Thirty Six
Thousand Three Hundred Seventy Pesos only (36,370.00).

The cost for third party software, hardware equipment, telecommunications, Internet
connection, and hosting services are not included in this plan.

5. PROJECT SCHEDULE

5.1 Schedule
Initial pilot implementation work shall be conducted in accordance with the following estimated
schedule below for the modules identified from Section 1.2 (Phase 1) and shall continue based
on subsequent and mutual coordination between both parties during the course of its
performance.

5.2 Major Milestones

Major milestones shall be documented and must comply with the schedule of the project. Each
project phase shall be specifically mark along with the project timeline to determine if the
project is on schedule. Major milestones will be populated in Appendix F.
6. PROJECT ORGANIZATION

6.1 COMPANY Organization

Managing
Director

Admin TS BES
VP-Admin VPAR BES Director

HR SLSS Acad Heads

FACE Research

6.2 Development Organization

YYY
Project
Manager/System
Analyst

Web Programmer Web Designer

6.3 Responsibility Assignment Matrix

Role Responsibilities Participants

 Decision maker
 Project oversight VPAR, Research
Project Sponsor
 Review and approve some requirements in the Coordinator, HR
project.

 Commits department resources

 Approves major resource allocation strategies
and significant changes VPAR, HR, Research
Steering Committee
 Resolves conflict and issues Coordinator
 Provides direction to the Project Manager
 Review and approve deliverables
 Provide overall project direction
 Manages Project in accordance to the project
plan
 Resolve conflict and issues
Project Manager YYY
 Serves as liaison to the Steering Committee
 Receive guidance from Steering Committee
 Lead team members towards project objectives
 Handle problem resolution
 Define the user requirements and the process
and procedures of their department. MD, VPAR, HR, Acad
 Review and approve project deliverables. Heads, Faculty &
Project Participants  Coordinates participation of users and Staff, Research,
stakeholders. FACE
 Provide knowledge and recommendations.
 Helps identify and remove project barriers.
7. ASSUMPTIONS

The following assumptions were made in preparing the Project Plan:

7.1 COMPANY is willing to change the departments’ process to take advantage of the functionality
offered by the e-FSDP system.

7.2 The Project Manager will ensure that project team members are available as needed to
complete project on time based on the project schedule in Section 5.1.

7.3 The Project Manager will make sure that the team members are updated if changes will be
made in the project plan.

7.4 Failure to identify changes in the deliverables during the requirement definition as shown
Section 5.1, will result in incremental development delays.

7.5 COMPANY will provide the clean data or the data without the inaccurate records for migration
if necessary. The Project Manager will provide assistance in converting the data to a usable
data for e-FSDP.

7.6 The project manager will provide a user acceptance report before implementing the e-FSDP
system.

7.7 COMPANY will provide a test environment before the e-FSDP system be installed in a live
infrastructure.

7.8 COMPANY will ensure the existence of a network infrastructure to support the e-FSDP system
and ensure that the Steering Committee will participate in the timely execution of the Project
Plan.

7.9 COMPANY is the owner of workstations, test and live servers, and all other equipment in its
premise.

8. RISKS

A risk assessment will be provided by the Project Manager. The assessment will include the
following entries to identify the risks. (Appendix G)

 Vulnerability
 Threat
 Risk
 Likelihood
 Impact
 and Recommendations
9. RESPONSIBILITY OF COMPANY

9,1 COMPANY shall assign a Steering Committee who shall review and approve all project
deliverables submitted by the Project Manager as defined.

9.2 COMPANY shall provide a location for development and testing of the system. During the
integration, it is the responsibility of COMPANY to secure all the data. This is to ensure the
reliability of the data.

9.3 COMPANY shall make available all personnel required to be interviewed at designated periods
as agreed upon during the project organization phase.

9.4 COMPANY shall review and approve all the deliverables prior to implementing the e-FSDP
system.

9.5 COMPANY may cancel the project if the deliverables have not been met by the Project
Manager only if the cause of the events is the development team. However, any cost that has
been paid is not refundable.

9.6 COMPANY shall provide an area where the development team will work on. At least (1)
workstation equipped with network capabilities required by the Project Manager.

9.7 COMPANY shall schedule a testing of the system with the project participants and users once
the Project Manager requested to do the assessment of the system.

9.8 COMPANY is allowed to copy the system only if the necessity to move to another server is
required. However, distribution of the system is strictly prohibited or may require new
agreements to the Project Manager.

9.9 COMPANY shall make available all records and documents, and any existing computer
applications or message design necessary for the development project.

9.10 COMPANY shall provide the Project Manager all the current and planned policies and
procedure of the departments.

9.11 COMPANY shall do the inventory of the project site to ensure that the system will work without
interruptions from any network communication or power interruptions.

9.12 COMPANY may provide the budget for the training of the departments and the users.

9.13 COMPANY shall assign a liaison that will translate all the policies, procedures and data to the
Project Manager. A liaison should come from the units as defined in Section 6.3.

10. TERMS OF ACCEPTANCE

10.1 This agreement is a complete and sole statement of understanding between the Project
Manager and COMPANY on this subject matter. All other prior commitments, representatives,
writing and discussions are superseded.

10.2 The Project Manager reserves all proprietary right and interest to the core application of the e-
FSDP system. However, all specifications and documentation relating to customization of the
application specific to COMPANY shall be exclusive property of COMPANY.

10.3 The Project Manager shall warrant the system to be free from any program bugs or error for a
period of twelve (12) months from the date of installation and commencement of earliest pilot
operation. Any bugs or errors that may arise within the warranty period shall be corrected by
the Project Manager at no charge to COMPANY provided that the programs remain in the
 original state. However, if the system problem is due to COMPANY’s fault, or the failure of any
other hardware or systems component not supplied by the Project Manager within the scope
of this agreement, the Project Manager shall provide system analysis and programming
resources at COMPANY’s cost.

11. CHANGE CONTROL, DECISION CONTROL, AND FAULT REPORTS

11.1 COMPANY can request for a change on the process provided it will not affect the project as a
whole. To file for a request, COMPANY shall use a change and/or decision control form
(Appendix H) provided by the Project Manager. It must also be signed by at least one (1)
person from the Steering Committee.

11.2 Any faults found the e-FSDP system shall be reported using a fault report (Appendix H). The
fault report must also be signed by at least one (1) person from the Steering Committee.

11.3 The Project Manager shall determine the impact of the changes, decisions and/or faults to the
e-FSDP system. It may be approved by the Steering Committee but the Project Manager shall
have the final approval for the requests.

12. STATUS REPORTING

12.1 The Project Manager shall provide a weekly status report (Appendix I) to the Steering
Committee and Project Participants. Status report shall be provided at the end of the working
day every week. Status may comprise of the status on the deliverables, schedule and the
development.

12.2 To ensure that all deliverables and schedules are on track, the Project Manager hereby
requests a monthly meeting to the Steering Committee every last Friday of the month or as
the need arises.

13. PAYMENT TERMS

Due to the fact that the Project Manager is also an employee of COMPANY, funding for the
said project will be solicited from the Research Office under the Office of the Vice-President
for Academics and Research (VPAR). The details of the said funding can be referenced in
Appendix J.
14. AUTHORIZATION

IN WITNESS WHEREOF, the parties have signed the Agreement on the date and place indicated.

COMPANY e-FSDP Project

__________________________ __________________________
MR. JUAN DE LA CRUZ MS. YYY
Managing Director Project Manager/System Analyst

__________________________ __________________________
Date Signed Date Signed

Signed in the Presence Of:

__________________________ __________________________
MS. XXX MR. XXX
HR Manager Research Coordinator
APPENDIX A: SYSTEMS REQUIREMENT REPORT

APPENDIX B: USER ACCEPTANCE TEST PLAN

APPENDIX C: USER’S MANUAL

APPENDIX D: SYSTEM SPECIFICATION

APPENDIX E: ACCEPTANCE CERTIFICATE

APPENDIX F: MAJOR MILESTONES

APPENDIX G: RISKS ASSESSMENT

APPENDIX H: CHANGE/DECISION CONTROL AND FAULT RPORT

APPENDIX I: STATUS REPORT

APPENDIX J: FUNDING