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TOTAL GASOLINE STATION
OVERVIEW:
Total is a leading multinational energy company with 96,387 employees and operations in
more than 130 countries. Together with its subsidiaries and affiliates, Total is the fifth largest
publicly-traded integrated international oil and gas company in the world (1).
Total engages in all aspects of the petroleum industry, including Upstream operations (oil and gas
exploration, development and production, LNG) and Downstream operations (refining, marketing
and the trading and shipping of crude oil and petroleum products). Total is also a major actor in
chemicals (base and specialty chemicals). In addition, Total has interests in the coal mining and
power generation sector and is developing complementary next generation energy activities
(solar, biomass, nuclear).
Name of the company
Mark Gregor Total Gasoline Station
Address of the Company
Pulilan - Calumpit Road, Corner Esguerra St., Tibag, Pulilan, Bulacan
Proprietor/Owner
A family business but managed and operated by Mrs. Rosario C. Dalangin
Capitalization
Minimum of 5 million pesos as revolving capital
Number of Crews and Staffs or Employee
9 pump attendants
1 supervisor
3 team leaders
3 cashiers
3 secretaries
Time of Operation
24/7 operations per week including holidays but crews and staffs have its own
day – off once a week. They are assigned in a shifting basis. 3 shifts in 24hrs.
Company History
The company started as a trucking business named New REM Transport, The
business is engage in delivering feed ingredients like soya and a like, since they are in
the transportation business, gasoline has been a very big problem to them because the
gas stations are far from their site, because of this situation time and money is being
wasted. To remedy this problem, they decided to put up a private pumping station of their
own. Petron offered a deal to supply them with the petrol they need. As the business
progress their contact with Petron resigned and moved to TOTAL. Their friend who
resigned for Petron saw the potential of their place and asked them if TOTAL can use
their place for a Gas station of TOTAL. The offer was considered by the New REM
Transport and gave birth to MARK GREGOR TOTAL Station was born.
These are the problems in Mark Gregor Total Gasoline Station:
1. Manual monitoring of gas tanks.
2. Manual recording of Employee Records
3. Manual rescheduling of employee rotation of schedules.
4. Manual Computation of Employee Salary.
5. Issue on employee development.
Vision of the Company
To become unique and very productive station, not only sales but on services
offered as well.
To meet the demands of the customers regularly.
Mission
To satisfy our customers with our products
To make them loyal to our station
To aspire for tremendous sales everyday and be a competitive one
To be able to attain respect not only with our crew but also with our products
To have a good working relation with are people and be a good representation of
TOTAL Gas Station management.
Industry Analysis
Gas stations belong to the retailing industry. Retailing consists of the sale
of goods or merchandises from a fixed location, such as a department
store or in this case, a gas station. Retailing may include other services,
such as delivery. Purchasers may be individuals or businesses. Retailers
are at the end of the supply chain. Manufacturing marketers see the
process of retailing as a necessary part of their overall distribution
strategy.
Social Segment
Every customer has their own preference when it comes to their petrol.
Since the priced of petrol today are sky rocketing, people tend to go to
where the cheapest gas is. It does not matter if it would be out of their
way, just as long as they could gas up in the cheapest station. Some
customer, despite the high prices of petrol, they still have their loyalties to
their chosen gas stations. The big three oil companies in the Philippines
are Petron, Caltex, and Shell. A lot of private owned vehicles still
consider them as their preferred gas stations even though they are not
the cheapest gas stations available. (See Survey form)
Economic Segment
Before 500 pesos of gas could already fill up a cars gas tank to full but
today 500 pesos worth of gas would only fill up a cars gas tank up to ¼.
(Depending on what car you are using) .
Political/Legal Segment
The law on taxation is the only thing that applies to the company as it is
engage in business and follows where the market takes it to. Taxes are
implemented on petrol as they are regulated by the government; it is required
to pay 12% Value Added Tax or E-Vat (De Leon, 2005).
The 1999 Philippine Clean Air Act or also known as R.A8749. It states that
we, the citizen of the Philippines should be aware of the damages cause by
pollution emitted by our vehicle or others alike. It is a preventive solution
rather than a corrective solution where every Filipino citizen is tasked to
cooperate and help the government prevent air pollution to worsen. This will
help in maintaining the clean air that we breathe today. Visit the link below for
more information
Technological Segment
Since the rise of petrol prices occurred all over the world, Countries have
already started to develop a way where the light vehicles could use a diesel
fuel. Before they say that diesel fuel are dirty and slow fuel suited only for
trucks, but now they have develop a diesel fuel that is eco friendly and can
perform well on cars. In Germany, they have reduced the sulfur content of
their diesel fuel from 500 parts per million (ppm) to 10ppm.
Every company tries to develop their own fuel depending on the wants of the
consumers. For example, the Petron “Extra Unleaded” gas which boasts that
it can go the extra mile. The Caltex’s Gold fuel which could clean your engine
as it runs, and of course the Shell’s V-Power, the gas being used by Ferrari
in F1 which has the capability of speeding up your car.
Geographical Segment
People who are close to each other tend to have the same habit of buying
because one can influence the other due to discussion. For example, A
friend will say that it is good in this gas station, hence the one whom he told it
to will also try the station and see if it is that good. If he likes it then he would
also be returning to that station and be a loyal customer.
A good geographic location would help Petrol station boost their income
because if you would be placing a station in a very rural area where only few
automobile are present, you would definitely have a very low income for the
reason that your market would only be very little. Stations place near
highways, subdivisions and commercial places are good because a lot of
motorist would be passing by and al those who would need to gas up would
go to your station especially when you are the only one near the vicinity or
have the best price or quality.
SWOT Analysis
Strengths
1. Customer Relations
2. Well trained employees
3. Employee Loyalty
Weaknesses
1. One main Point of Service(POS)
terminal
2. Limited Technology
3. Manual monitoring of gas tanks
Opportunities
1. Increase in car sales
2. Location
3. Loyal consumers/ customers
4. Expansion
5. A hangout for customers
Threats
1. New gas stations arising near the
gas station
2. Crude Oil Prices
3. Emerging technology
.
Identification of Strengths and Weaknesses
Strengths:
Employee Loyalty
This Total Gas Station trains and hires their employee if they are known to
the family. In other words, hiring people that are known to the family makes
the company’s job a lot easier.
Customer Relations
The HR staff hires competent staffs that has good communication skills, and
cooperates with the customers orders properly. Greets the customer politely
and makes the customers comfortable while in the gas station’s premises.
Weaknesses:
One main Point of Service(POS) terminal
If the POS terminal is turned off or there is failure in operating the POS, the
whole operation of the gas station will be shut down. There is only one Point
of Service in the gas station and if something goes wrong then the whole
operation is shut off.
Limited Technology
Since the gas station is far away from any technological products, the limited
technology may make this become one of the major weaknesses of the
company. POS system is the only technology that is used in the company
and this technology may be a little out dated because when this system is
turned off, the whole operation of the gas station is shut down.
Limited Resources
There are only two depots:
o Pandacan
o Bataan
These depots may become a real weakness because when the supplies of
the other depots or both depots are depleted of their supplies; there will be
no other depots to choose from.
Manual monitoring of gas tanks
Manual monitoring may waste the time by checking on the gas tanks every
shifting, the time used while checking the gas tanks may as well be used for
productivity.
Identification of Opportunities and Threats
Opportunities
Increase in car sales
When people buy more cars there will be more petrol products to be bought by
the car users.
If a lot of cars are sold to the market, there will be more potential consumer
because the more cars are used the bigger the chances they fuel up.
Location of the company
The Total Gas Station is located near the entrance of Pulilan, Bulacan. It is an
opportunity because the next gas station is far from Total. It is also an
opportunity because consumers have the higher tendency of fueling up in Total
than that of the further Shell gas station. The advantages of being near the
highway’s exit are that the gas station can easily be located. Customers may
want to fill up their tanks and may want to rest after a long journey.
Loyal consumers/ customers
The gas station is located near the exit to Pulilan, Bulacan. This total gas station
has loyal customers. For example, the people who live in that area are
considered loyal customers because where ever they go Total just near their
place.
Expansion of the station’s area
By expanding the branch it can support many car/s. Many car/s refilling by the
branch could be the opportunity to have more income for the branch.
A Hang out for customers
The company serves as a hangout for travelers for rest and relaxation. While
resting the travelers may gas up in the gas station.
Threats
New gas stations arising near the gas station
Due to low capital in the rural areas many gas stations are put up. Even if these
gas stations do buy petrol products from our company they can still be a great
threat to our business as they can be near the customers than the branch.
Crude Oil Prices
Price hike of crude oil may have a major threat on the gas station.
Emerging Technology
Substitutes for fuel like cooking oil, LPG, and upcoming technologies that are
made eco-friendly.
Five Competitive Forces Analysis
1.2.2.1 Rivalry of Competitors – HIGH
The Competitors are a staple brand of gas station here in the Philippines, so that would
become the major concern for Total Gas Station to succeed in surpassing their
competitors. Total Gas Station had challenged their competitors has made major
marketing decisions to be able to match up with their competitors as they have done up
until now.
Most of the competitors of Total Gas Station offer the same product and
it was on the same price and quality. The only difference is the location
spot of the station and the additive added on the product. Most of the
customers will choose to go to the nearest gasoline station as possible
and most convenient for them.
Main competitors of Total Gas Stations are Petron, Shell, Caltex, Sea oil,
Caltex
PRICES:
TOTAL GAS STATION
Threat of New Entry:
Low Capital Budget to enter the business.
Bargaining Power of Suppliers
-Bataan depot-Pandacan Depot
Bargaining Powers of Buyers
Other gas stationsMotorist
Rivalry of Competitors
Main Competitors:- Petron - Shell- Sea Oil - Caltex
Threat of Substitutes:
LPG, NAIADSS
STATION DIESE
L
UNLEADE
D
REGULA
R
SPECIA
L
TOTAL 49.06 50.20 47.37 50.68
PETRON 49.06 50.20 47.37 50.68
SHELL 49.06 50.20 47.37 50.68
CALTEX 49.06 50.20 47.37 50.68
and
above
SEA OIL 49. 06 50.20 47.37 50.68
Threat of Substitutes Product or Services – HIGH
There are a lot of Substitutes for petroleum products nowadays. There is LPG which is
used for taxis and some owner cars, Cooking oil while it was just discovered people are
no starting to convert their cars to accept cooking oil as their cars fuel, Biogas where it is
made from manures, and there is water where in the country such as the Philippines is
surrounded by water although it is just a project it can easily be a big hit in the Philippines
as a substitute of petroleum products in the Philippines. LPG is more cheap, efficient and
eco friendly. Cooking oil where owners convert their cars to accept cooking oil as their
fuel, cooking oil is very cheap, clean and eco friendly. Bio gas is also used where manure
from animals goes into a process to be converted into a gas so that it can be used for
cars.
Threats of New Entrants – HIGH
There are a lot of new entrants into this industry, it is expensive to start with but there are
still many new entrants. In the rural areas, there are a lot of competitions that arise
because of the low capital in starting the business. In the urban areas, there are also new
competitions even if the capital is high because it is major business and has high profits
because there are a lot of car users in this area.
Bargaining Power of Suppliers – HIGH
There is high bargaining power of suppliers because in this industry there can only be a
small differences in the prices in competition. Getting imported products from other
companies or purchased by other companies and sells them at a higher price so that they
can have a return on their investment.
Bargaining Power of Customers – LOW
There is little choice for the customers to demand a little change in the gas prices. New
competition tries to level with the prices of the competition while major competition tries to
lower its prices to become more attractive to customers that may ruin the business of
another gas station.
Identification of Opportunities and Threats
Opportunities
Increase in car sales
When people buy more cars there will be more petrol products to be bought by
the car users.
If a lot of cars are sold to the market, there will be more potential consumer
because the more cars are used the bigger the chances they fuel up.
Location of the company
The Total Gas Station is located near the entrance of Pulilan, Bulacan. It is an
opportunity because the next gas station is far from Total. It is also an
opportunity because consumers have the higher tendency of fueling up in Total
than that of the further Shell gas station. The advantages of being near the
highway’s exit are that the gas station can easily be located. Customers may
want to fill up their tanks and may want to rest after a long journey.
Loyal consumers/ customers
The gas station is located near the exit to Pulilan, Bulacan. This total gas station
has loyal customers. For example, the people who live in that area are
considered loyal customers because where ever they go Total just near their
place.
Expansion of the station’s area
By expanding the branch it can support many car/s. Many car/s refilling by the
branch could be the opportunity to have more income for the branch.
A Hang out for customers
The company serves as a hangout for travelers for rest and relaxation. While
resting the travelers may gas up in the gas station.
Threats
New gas stations arising near the gas station
Due to low capital in the rural areas many gas stations are put up. Even if these
gas stations do buy petrol products from our company they can still be a great
threat to our business as they can be near the customers than the branch.
Crude Oil Prices
Price hike of crude oil may have a major threat on the gas station.
Emerging Technology
Substitutes for fuel like cooking oil, LPG, and upcoming technologies that are
made eco-friendly.
Critical Success Factor
There are several factors that are critical for the success every player in the industry.
These are the location of the station and especially the service and quality of the product;
we need also to have a public relation to the customers so therefore they will be loyal to
your company. This critical success factor sets the standards in the industry of Sales and
Manufacturing Sector under Petrol and Crude Oil Industry
1. Location
The location makes it the main advantage of the branch because it is near the
exit and entrance of Pulilan, Bulacan.
2. Customer Loyalty
Getting customer loyalty if done right makes the company successful. As the
words suggest if there is customer loyalty it is easier for the business to prosper.
3. Product Quality
Product Quality makes the customers want to go back to refuel in the same place
because they have customer satisfaction.
4. Name Brand of the Company
A brand name known internationally such as Total Gas Station makes it petrol
products more saleable to the customers and may make the customers want to
buy again to the same station.
5. Competent Employees
Training competent employees can make the customers like the service of the
branch, so that they can return to the branch.
6. Customer Relations
By communicating with the customers politely, the company may become a
better fuel retailing branch and have a better service for the customers.
Identified Strategic Business Problems, Issues and Opportunities
1. Manual Monitoring of gas tanks
The gas station has been manually monitoring their gas tanks from the beginning of the
operations up until now, although it is an effective way on making sure that the stocks are
still available or not. Manually monitoring the gas tanks every shift by the team leaders
and the supervisor every shift has become part of the operation but if they can lessen the
time on checking the gas tanks, the company could have been more effective.
2. Manual recording of Employee Records
Employees are still manually records whether they absent themselves or if they are
present. Though it is an effective way for the supervisor on the shift to see the employees
signing on the record book but if they should have used up all this time in filling up the
customers cars they could have been more productive.
3. Manual rescheduling of employee rotation of schedules.
Employees’ in the morning shift gets changed in the night shift indefinitely. Some
Employees’ in the night shift sometimes does not appear so the morning shift would have
to extend till the night shift. By putting a standard schedule, this will minimize the effect of
the employees’ absences.
4. Manual Computation of Employee Salary.
Salary computation is done manually due to the uncertain events caused by the shifting
schedules and overtime. By having a standard schedule of rotation which is addressed in
problem#4 a payroll system could be made because the rotation could already be
followed.
5. Employees in the lower position cannot keep track of their performance. (Gasoline
boys in specific)
Gasoline boys could not see how well they are doing with their jobs. A performance
record should be available for the gas boys to see.
Strategic Opportunities:
Change the one Point of Sale (POS) terminal system
The company utilizes one POS system in every gas station; there have been multiple
problems that were caused by this POS system. Their main problem is that, if the POS
system is shut down for any reason, the whole operation of the gas station is also shut
down with the POS system and they had to call from the repair persons from Makati it
lasts for 3 days before it can be fixed by the repairman.
Expansion of the Company’s Gas Station
Mark Gregor Total Gas Station is near Pulilan’s exit on NLEX, there are a lot of tired
travelers, this travelers use bigger machines that could not fit in the gas station. The
company has been planning to expand their gas station so that there can be more
customers to serve and more employees to hire.
IT/IS PROJECT FEASIBILITY ANALYSIS
Mark Gregor Total Gas Station is analyzed by our team through internal and external
environment.
Proposing a project made by our team is all based on what we had analyzed through
internal and external environment of the company. The project will improve the
company’s strengths, weaknesses and apply the opportunities to prevent potential
threats.
Mark Gregor Total Gas Station is a branch of Total Gas Station; though this branch has
just started its business it is slowly but surely improving its business in their area. Our
team plans to produce a desktop program that could improve the POS terminal and at
least does not shut down the whole operation of the company when the POS terminal is
broken.
Mark Gregor Total Gas Station has been very successful in training competent
employees that would do the company good. This branch has been running for 5 years
and has maintained the same competent employees that made them very successful in
their area in Pulilan, Bulacan. The Supervisor position is the most important employee in
the company because any transaction that is made in the company is made, approved,
and recorded by them. They are the most trained employee in the branch. The Human
Resource staff makes sure that every employee is properly compensated with rewards,
and with this cause the employees are motivated.
Mark Gregor Total Gas Station has the main weakness where there is only one main
Point of Service (POS) terminal. The Point of Service terminal makes the company work,
if the POS terminal is shut down for any reason the whole operation is also shut down
with it. With the given problem specified, our team plans to improve the current system
into a better one where it will make the operation work even if any of the computer
terminals are down.
Project 1: Two Point of Service Terminals (POS2+)
Project Description
Since the company main POS terminal is irreplaceable, the POS2+ will be a desktop
based program that will not allow the operations of the company shut down. There will be
two POS terminal, one terminal would be the main POS terminal computer where the
daily transactions will be recorded, and the other terminal would be a back up for the
main POS terminal which is the POS2+ terminal whenever there are any causes of the
main computer to shut down. The first terminal will be the current POS terminal that is
being used by the company while the other terminal will be a “clone” of the POS system
with better organization of transaction and a user friendly interface than the original POS,
so that whenever the main POS terminal is downtime it will prevent any operations
failure. The added feature for this POS2+ will be a fuel gauge sensor where the company
could minimize its time for manual monitoring of gas tanks; instead we could convert it to
a better way of monitoring. Making the monitoring of gas tanks easier for the Team
Leaders and Supervisors job easier and efficient will be the key to the success of this
project.
Project Vision
The system will prevent any disruption in the company’s operation, so the company may
continue on working 24/7 even when the main POS terminal is shut down or has a
downtime. This system will become the back up of the real POS terminal because the
POS terminal cannot be replaced because this is the main technology of the company
rather we just surround the POS system with a better program that can make the
operations of the company a lot smoother and easier for the Supervisors and Cahiers to
manage. The fuel gauge sensor is for the Team Leaders and Supervisors to make them
use their time being productive instead of manually monitoring of gas tanks.
Objectives
The objective of the POS2+ is to become the POS’s terminal back up computer so that it
can prevent any problems that may occur during the POS terminal shut down. The fuel
gauge sensor could make the job of the Team Leaders and Supervisor a lot easier to
make them more efficient in their jobs.
Problems Addressed
1. Manual Monitoring of gas tanks
The Company’s time for productivity is being wasted for manually monitoring of
the gas tanks. Manual monitoring of gas tanks is an effective way of seeing the
gas tanks but it also wastes time for the Team Leaders and the Supervisor for
being productive in their job. If there are three shifting of Team Leaders, there
would be a total of one hour and fifteen minutes of time wasted in monitoring the
gas tanks and that also goes for the Supervisor.
2. Minimize POS terminal downtimes
The POS terminal shutting down is major problem of the company because it
jeopardizes the whole operation of the company. This company is one main POS
terminal when this terminal shuts down for any reason; the whole operation of the
company is also shut down with it.
3. Transaction Recording
Transaction recording is not orderly. The company’s POS system accepts any
transaction without organizing its incoming and its outgoing processes. It is hard
for the Cashiers and the Supervisor to manage the transactions in the company
because the recording of transactions is not in order.
4. Pre-Disaster Recovery Back up
The POS2+ system will immediately open as the main POS terminal shuts down.
The POS terminal’s transactions are also recorded in the external hard drive
where it is transferred to the POS2+ terminal as soon as it shuts down or has a
downtime
5. Minimizing Time and Cost of repair POS terminal downtimes
The system minimizes the cost of the POS terminal downtimes, as it shifts its
recording into the POS2+ system to continue operations. There will be no
problems whenever there POS terminal downtimes.
6. Fuel Level Analysis
By using the system with the help of the fuel gauge sensor, whenever the fuel
level reaches its critical level it reminds the Supervisor to reorder additional
supplies.
Features
Features - Two Point POS terminal (POS2+)
Feature 1
The POS2+ system can be used as the main POS terminal with user friendly
interface.
Feature 2 The POS2+ system can organize each transaction with ease.
Feature 3
The POS2+ system is connected to the main POS terminal as a back up when it has
downtimes or needs repairs.
Feature 4
The Fuel Gauge Sensor will help the Team Leaders and the Supervisor monitor the
gas tanks.
Feature 5
The POS2+ system will minimize the time and money spent in the maintenance of the
main POS terminal.
Feature 6
The POS2+ with the help of the fuel gauge sensor will act as a reminder for the
Supervisor, when is the time to reorder additional supplies.
Functionalities
Functionalities - Two Point POS terminal (POS2+)
Function 1 The POS2+ system can be used as the main POS terminal with user friendly interface.
Function 2 The POS2+ system can organize each transaction with ease.
Function 3
The POS2+ system is connected to the main POS terminal as a back up when it has
downtimes or needs repairs.
Function 4
The Fuel Gauge Sensor will help the Team Leaders and the Supervisor monitor the
gas tanks.
Function 5
The POS2+ system will minimize the time and money spent in the maintenance of the
main POS terminal.
Function 6
The POS2+ with the help of the fuel gauge sensor will act as a reminder for the
Supervisor, when is the time to reorder additional supplies.
PROJECT 2: Point Of Sale Management System (POSMS)
Project Description
The POS management system project will help in two areas of management,
namely their supply chain management and Human resource management. In
the supply chain, this system will help keep track of their inventories in a more
efficient and faster way possible by showing directly to the person who is
involved that he/she would need to reorder some supplies. This will be done by
setting up a Sales and inventory system which will display the exact amount of
supplies they have whether for store purposes or for gas. This system will also
display a more organized report of sales and expenses so it would be easier for
the management to determine their income and expenses occurred for their cost
of goods (NOT EXPENSES).
Management for human resource will include an automated attendance checking
system which will use a biometric scanner to record all the time-in and time-out of
the employees’.
A simple payroll system which will compute for the employees’ salary monthly, by
recording their attendance and deducting its equivalent to their salary, with the
exemption of absences recorded as sick leave. Bonuses will also be included like
Christmas bonus.
Employee record will also be made for the convenience of the employees where
they can easily see how much absences they have occurred so they would know
why they have deductions on their salary.
Project Vision
Any manipulation that will occur in the attendance will be secured by this system
as well, due to this system a more fair and just compensations and will have an
easier way to prove the employees absences. Performance of the employee
could also be monitored.
Schedule of the employees’ rotation would also be created in this project so that
the management would not have to make a schedule every other day.
Objectives
The objective of the POSMS is that it will be an easy to use payroll system. An
employee record will be easy to understand. The recording of attendance will be
automated so that it can be equally efficient as well as fast. The creation of a
standard schedule of rotation of employees, to give the employees an idea about
their performance in the company.
Problem addressed
1. Manipulation of employee attendance.
Employees are still manually records whether they absent themselves or if they
are present. Though it is an effective way for the supervisor on the shift to see
the employees signing on the record book but if they should have used up all this
time in filling up the customers cars they could have been more productive.
2. Manual Computation of Employee Salary.
Salary computation is done manually due to the uncertain events caused by the
shifting schedules and overtime. By having a standard schedule of rotation which
is addressed in problem#4 a payroll system could be made because the rotation
could already be followed.
3. Employees in the lower position cannot keep track of their performance.
(Gasoline boys in specific)
Gasoline boys could not see how well they are doing with their jobs. A
performance record should be available for the gas boys to see.
4. Performance of the Employees’ is not monitored.
The sales of each gasoline boys are not being recorded. Due to this the
management does not know who are doing well and who are slacking off at work.
Features
Features - Point Of Sale Management System (POSMS)
Feature 1 Automated calculation of salaries.
Feature 2 Automated recording of attendance.
Feature 3 Standard time schedule of employee rotation.
Feature 4 A printable form of the employees’ performance that could be done upon
request.
Functionalities
Functionalities - Point Of Sale Management System (POSMS)
Function 1 A more accurate way and uniform calculation of salaries given to the workers.
Function 2 This will prevent tampering with the attendance of the employees. This will eliminate
the tampering of records when it comes to attendance because the employee would
have to be present in the site in order to log-in. He/she could not ask someone to
insert his time card in the machine.
Function 3 This will eliminate the confusion of employee not knowing what time he/she is
needed in the station. The time differential could also be monitored in here so that
those who are opting of overtime would be recorded in the computer.
Function 4 Employees can easily see why they have deduction in their salary with respect to
absences.
Function 5 Since the performance of the employees is being recorded, it will be much easier to
see who are too keep and to promote and who are to be removed or be disciplined.
Project 3: Automated Employee Scheduling System (AESS)
Project Description
The Automated Employee Scheduling System is a desktop application that
records the schedule, the rotation and shifting including the day off/s and
overtime/s of the workers. The user namely the Supervisor is in charge of the
AESS. The user can measure the employee’s productivity each day.
For example, one of the gasoline boys would like overtime or the gasoline boy
will be working for a normal working day. The user may deduct a day/s, a
substitute worker can replace the absentee and it will be added to his/her
attendance record. For overtime, the record will be added depending on the
number of hours spent on the overtime.
Project Vision
The AESS will help the Team Leaders and the Supervisor to record the
attendance of the company’s employees. The authorities will not have a hard
time recording its day to day performances of its employee. This system will
contribute greatly in making the company’s employees efficient in keeping them
motivated. Motivation by the system, because the system shows the employees
their daily performances they will be motivated to work in the company.
Objectives
The Manager will not waste a long time doing a manual writing of schedule and
also safe of errors such as overlapping of time and miss recording of overtime of
a worker. It will save a lot of time for the user.
The Team Leaders and the Supervisor will not manually write the schedules of its
employees. It will make their jobs organized and will record each of its workers
on the number of hours they spent at work, and it will be efficient for them to
know how they are doing.
Problems Addressed
1. Manual Scheduling
The schedule is not permanent; it makes the supervisors confused while
recording the workers performance. Conflict in schedule occurs when there’s
overlapping of the employee’s schedule.
2. Delegation of Employees
Delegating each employee into their own posts, to avoid confusion between other
employees. Each employee will be assigned every shifting so that they will not
“get ahead” of each other.
3. Employee Monitoring
The Team Leaders and Supervisor cannot always see how their workers are
doing while in the company premises. The workers might “sneak out” the
company premises without the managers noticing.
4. Salary-Based Working
The company measures their workers’ salaries through their performance. The
number of hours they work plus how they perform inside the company is how the
salary of each employee is computed.
5. Recording of Employee’s Performance
The performance of each employee cannot be measured by their performance.
The performance is needed for the worker’s salary; the problem is that the
performance is not monitored by the company.
6. Manual Computation of Salaries
Employee’s salaries are computed manually, there could be “human errors”.
Human errors cannot be avoided, because the higher employees manipulate
their salaries as they compute.
7. Salary Reminder/Performance Reminder
In the company, workers “slack off” because they do not know how much money
they earn or do not earn. The workers work for a day without knowing that their
performance is also recorded every shifting.
Features
Features - Automated Employee Scheduling System (AESS)
Feature 1
The AESS system can manage the rotation of each employee in the
company.
Feature 2 The AESS system can assign employees into their gasoline pump posts.
Feature 3 The AESS system can be used to monitor the employees every shifting.
Feature 4
The AESS is made to automate the salaries through the sales of the
employee per day.
Feature 5
The AESS system can measure the employee's performance through
number of sales of one employee.
Feature 6 The AESS system minimizes the human errors to avoid additional cost
Feature 7
The AESS system reminds the user if a certain employee is not working in
every shifting.
Functionalities
Functionalities - Automated Employee Scheduling System (AESS)
Function 1 Managing the rotation of employees are easier.
Function 2 Delegating an employee to a certain position where they are able to perform well.
Function 3 Monitoring the employee do that they will not "cut", "absent" or any of the like.
Function 4 Salaries are easier to manage and compute per day.
Function 5
Each employee's performance is measured on how much they sell and give their
service.
Function 6 Avoid "human errors" to avoid additional cost.
Function 7 Serves as a reminder for the user that an employee might not be working.
Proposed System Design (AESS)
The Automated Employee Scheduling System is a desktop application that
records the schedule, the rotation and shifting including the day off/s and
overtime/s of the workers. The user namely the Supervisor is in charge of the
AESS. The user can measure the employee’s productivity each day.
The gasoline boys would like overtime or the gasoline boy will be working for a
normal working day. The user may deduct a day/s, a substitute worker can
replace the absentee and it will be added to his/her attendance record. For
overtime, the record will be added depending on the number of hours spent on
the overtime.
3.1.1. Project Scope and Limitations
Scope
Manages the rotation of each employee in the company
Every shifting namely morning, afternoon, night, and the early
morning there will be a change in the employee’s rotation.
Assigning of the gasoline boys into their gasoline pump posts
The gasoline boys names will be assigned to a specific gas post
every shifting.
Monitor the employees every shifting.
The system will monitor the attendance of each employees
through the system.
Automation of salaries through the sales of employees per day
The salaries are computed by the system each time the
employees make a sale
Measures the employee's performance through the number of sales of one employee
If the employees take overtime and days that the employees are
absent.
Reminds the user if an employee is not working in every shifting
Serves as an “early warning” device for the user of the company.
Records the supplies
Displays the quantity of the gas tanks
Records purchase orders (PO)
Records payment slips
Limitations
Computation of employees are not recorded when they are
absent
Does not print out receipts
Does not record the convenience store’s supplies
Qualitative Benefits
After implementing the system, the qualitative benefits are as follows:
Increase in Sales
The AESS will help the company’s sales because it makes the
employees to be motivated. Motivated in the way that the company’s
employees are being rewarded additional salary depending on how they
perform in the company’s premises.
Service Quality
The AESS will increase the company’s service quality because it has
employees that are motivated to work or compete in a friendly way inside
the company.
Employee Efficiency
With the use of the AESS system, the company’s employee efficiency
increase, because with the above mentioned benefits it contributes to the
employee’s efficiency.
Executive Summary
The company of research is Mark Gregor Total Gas Station. The station is located at Pulilan -
Calumpit Road, Corner Esguerra St., Tibag, Pulilan, Bulacan. The industry where they belong to
is Fuel Retailing Industry (FRI). The gas station is composed nine (9) attendants, one (1)
supervisor, three (3) team leaders for each shifting, three (3) cashiers, and three (3) secretaries
as well. The current president of the Mark Gregor Total Gas Station is Ms. Rosario Dalangin. The
Mark Gregor Total Gas Station started as a trucking business named New REM Transport which
delivers “feeds” for poultry needs.
After analyzing the company by identifying the threats and opportunities, with the use of Macro-
Environmental Analysis and the Five Forces Model. Identifying the strengths and weaknesses
with the use of Critical Success Factors, Value-Chain Analysis, and Strategy Identification, we are
able to determine the problems. The first problem of the company is the utilizing only one (1)
Point of Sale System which is the company’s original system because when the main POS
terminal shuts down the whole operation of the company shuts down.. The second problem is
manual monitoring of gas tanks using “deep stick reading” every shift, whether it is on the critical
level or not. The third problem is the Human Resource system, where the company has problems
with motivating their employees to work hard and make them more loyal because some of the
employees would result to stealing from the cash register, cutting when it is the employee’s shift.
The team came up with three proposals, where it would address the problems of the company.
These are the team’s proposal; the first proposal is Two Point of Sale (POS2+) system where it
will take over the company’s operations once the main POS terminal shuts down or has a
downtime. The POS2+ terminal has a user friendly interface, so that new users of the system can
fully utilize the proposed system. The second proposal is Automated Employee Scheduling
System, this system tests the loyalty of the employees as well as making them work harder by
rewarding them whenever they make a sale. The third system is the Point of Sale Management
System (POSMS) where it is an all around organizing program, it is used for organizing the
transactions occurred in the company. The most useful system that could help the company is the
Automated Employee Scheduling system to address the problem of the employee loyalty,
because as we have uncovered from frequent observation of the gas station. If the company
solves the employee loyalty problem all will follow through in making the company better.