Cosgayon Law office

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EXECUTIVE SUMMARY__________________________________________________________________ 3
INTRODUCTION________________________________________________________________________ 3
STATEMENT OF THE PROBLEM___________________________________________________ 3
OBJECTIVE __________________________________________________________________ 4
AREAS OF CONSIDERATION: ____________________________________________________________ 4
SWOT ANALYSIS _____________________________________________________________ 4
STRENGTHS VS. OPPORTUNITIES _________________________________________________ 4
STRENGTHS VS. THREATS_______________________________________________________ 5
WEAKNESSES VS. THREATS _____________________________________________________ 5
WEAKNESSES VS. OPPORTUNITIES ________________________________________________ 5
PESTE CONSIDERATIONS ______________________________________________________ 5
CURRENT IT STATUS ___________________________________________________________________ 6
HARDWARE _________________________________________________________________ 6
SOFTWARE __________________________________________________________________ 6
CONNECTIVITY/NETWORK _____________________________________________________ 6
PERSONNEL _________________________________________________________________ 6
ISSP MISSION, VISION, AND OBJECTIVE _________________________________________________ 6
MISSION __________________________________________________________________________ 6
VISION ___________________________________________________________________________ 7
OBJECTIVE ________________________________________________________________________ 7
RECOMMENDATIONS __________________________________________________________________ 7
UPGRADE EQUIPMENT USING EXISTING SOFTWARE _________________________________________ 7
 Rationale____________________________________________________________________ 7
 Current Status and Discussion____________________________________________________ 7
 Steps _______________________________________________________________________ 7
 Costs and Expenses ___________________________________________________________ 8
 Total Economic Cost __________________________________________________________ 9
UPGRADE SOFTWARE USING EXISTING EQUIPMENT _________________________________________ 9
 Rationale____________________________________________________________________ 9
 Current Status and Discussion____________________________________________________ 9
 Steps _______________________________________________________________________ 9
 Costs and Expenses ___________________________________________________________ 9
 Total Economic Cost _________________________________________________________ 10
CONTINUE USING SAME EQUIPMENT AND SOFTWARE_______________________________________ 11
 Rationale___________________________________________________________________ 11
 Steps ______________________________________________________________________ 11
 Costs and Expenses __________________________________________________________ 11
 Total Economic Cost _________________________________________________________ 11
RECOMMENDATION __________________________________________________________________ 11
UPGRADE EQUIPMENT AND SOFTWARE. _________________________________________________ 11
ENROLL IN ONLINE PAYMENT SCHEMES._________________________________________________ 12
DECISION __________________________________________________________________ 12
IT FUNDING STRATEGIES______________________________________________________________ 12
IMPLEMENTATION PLAN______________________________________________________________ 14
ADVOCACY_________________________________________________________________ 14
INFRASTRUCTURE BUILDING, RESOURCE ACQUISITION, AND MANAGEMENT _____________ 14
SYSTEMS DEVELOPMENT AND MAINTENANCE _____________________________________ 14

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RISK MANAGEMENT__________________________________________________________ 15
MONITORING AND EVALUATION _______________________________________________ 15

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EXECUTIVE SUMMARY
SUMMARY OF ENTIRE PLAN
This is a proposal for the upgrade of equipment and software for Cosgayon Law
Office to make its operations more efficient and to make its data more secure from theft and
loss.
Total cost will be P157,000.00 for the upgrade and US$50.00 per year for offsite
backup services. The project will be funded using a mix of company funds and a loan.
INTRODUCTION
This is a proposal for the introduction and implementation of an Enterprise
Resource Plan (ERP) for Cosgayon Law Office, a single-lawyer law firm operating out of the
Province of Capiz and handling a myriad of cases both within the Province and the
neighboring provinces of Iloilo and Aklan and Metro Manila, with online consultation
services for clients located in the Philippines and outside the country.
The proposal seeks to update and upgrade existing IT equipment and software to
better take advantage of new digital trends and improvements, secure the company from
espionage and other online threats to its digital files and critical data, and protect it from data
loss. This proposal also outlines the means to finance the project using existing financial data
and options.
Due to budgetary constraints, there is only one lawyer handling all cases and legal
issues for the Company. He handles a diverse variety of cases, from civil to criminal to
administrative cases and even personal matters involving clients. There are two (2)
employees in the Company, an Administrative Assistant who handles office work
including the interview of clients, internal communications, preparation of documents and
ordinary pleadings, schedule management, and other office needs and requirements and an
Operations Assistant who handles external matters related to the business of the Company
and acts as a liaison with retained clients.
At present, the Company primarily handles cases being heard and pending in the
provinces of Capiz, Aklan, and Iloilo but also handles some cases in Metro Manila, Cebu,
and Negros. It also accepts online consultation personally or online from as far away as the
United States of America, Canada, Australia, and the Middle East, with some clients in
Mainland China and Taiwan, Japan, and Indonesia, mostly involving interpersonal
relationships, inheritance, and local land disputes.
STATEMENT OF THE PROBLEM
How can the operations of the Cosgayon Law Office be made more efficient and
cost effective using Information Technology?

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OBJECTIVE
Implement an IT solution to address the inefficiencies of Cosgayon Law Office,
making it more efficient and cost effective.
AREAS OF CONSIDERATION:
SWOT ANALYSIS
Strengths Weaknesses
 Efficient and IT knowledgeable staff
 Interconnected devices
 Streamlined operations
 Excellent Time Management system
 In house printers and scanners
connected via LAN (Paladin Business
Center)
 Located at the center of the City at the
business district
 Highly skilled employees
 Minimal capitalization
 Minimal employees
 Voluminous paper records from cases
 Too many clients for one lawyer to
handle thus needing efficient time
management
 Ageing and obsolete equipment
 Inefficient collection process
 Unconsolidated Accounting Process
using Excel and Microsoft Money
 Limited Office Space
Opportunities Threats
 Increasing focus on digital technology by
the Supreme Court
 Faster computing power, faster wireless
communications, and bigger data
capacities for mobile devices
 Power outages
 Espionage
 Loss of digital files
STRENGTHS VS. OPPORTUNITIES
The company is an early adopter of new technology, transferring its important files
and data to digital format early on, thus making it highly adaptable and versatile in addressing
the ever digital world.
The company is not averse to new gadgets and equipment, however, its meagre
resources limit the capital expenditure needed to update and upgrade its systems.

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STRENGTHS VS. THREATS
The company has invested in an uninterruptible power supply system to address
power outages, however, this system can only provide power for at most 15 minutes after a
power outage, enough time to safely shut down all computers, but not enough time to allow
work to continue. The company does not have the capital or the resources to invest in a
generator, which would allow it to continue work uninterrupted.
The company has a firewall installed in its main server and a built in firewall in its
router. Each computer also has its own firewall installed and antivirus and antimalware
software installed which are updated frequently.
WEAKNESSES VS. THREATS
The company’s lack of capital to invest in expensive equipment such as generators
and security devices, both digital and physical, have hampered its ability to protect itself.
This lack has also hindered it from securing proprietary and customized accounting software
that would minimize human error and eliminate waste.
WEAKNESSES VS. OPPORTUNITIES
The company’s lack of capital has hindered it from securing updated and upgraded
software and hardware that would enable it to fully embrace and take advantage of digital
trends and improvements.
PESTE CONSIDERATIONS
Political
 The counsel is also a political analyst and election lawyer,
participating in election related cases since 1997
 2016 national and local elections are in May
Economic
 Increasing local income
 Increasing taxes
Socio Cultural
 Family and friends are given service for free
 Referrals from family, friends, and existing clients
Technological
 Faster internet
 Bigger capacity drives
 Faster wireless devices
 Cheaper accounting software
 Better scanning technology
 Online payment schemes like Paypal, Google Wallet, Western
Union, Globe and Smart Money
Environmental
 The thrust of the Supreme Court for electronic means of filing
pleadings will greatly reduce the use of paper and paper products

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 Energy efficient equipment
CURRENT IT STATUS
HARDWARE
The company has a single main server running Windows 2000 on the premises,
connected by LAN to the onsite workstations consisting of two (2) personal computers
being used by the manager and his Administrative Assistant and by Wifi router to the laptop
of his Operations Assistant. The company also has a laptop for offsite use.
All staff members are assigned mobile devices that enable them to keep in touch
with the manager and each other 24/7 anywhere in the world. The Administrative Assistant
and Operations Assistant both have smartphones assigned to them by the company while
the manager has a smartphone and two (2) tablets for casual offsite work.
SOFTWARE
The main server is running on Windows 2000 Server edition while the onsite
personal computers and laptop run on Windows XP. The offsite laptop runs on Windows 7.
All computers have Microsoft Office and other communications software installed.
CONNECTIVITY/NETWORK
All onsite computers are interconnected by local area network (LAN) through the
WiFi router to the main server and the offsite laptop is connected via cloud servers to the
main server so that files and data are accessible anywhere there is an internet connection.
All computers come installed with communications software such as Yahoo
Messenger, Skype, Viber for PC, RealPop for internal communications, email clients,
Evernote for note sharing, and Dropbox and Google Drive for cloud file sharing.
PERSONNEL
The company has two (2) employees, an Administrative Assistant who is in charge of
interoffice operations and communications and an Operations Assistant who acts as a liaison
to the clients of the company. The manager acts as the Database Administrator, Systems
Analyst, and IT Technician.
ISSP MISSION, VISION, AND OBJECTIVE
MISSION
To provide efficient and cost effective legal services to clients while maintaining
security of date from theft and loss.

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VISION
To use Information Technology effectively in delivering legal services to clients.
OBJECTIVE
To provide a streamlined approach to providing legal services, both in person and
online with integrated access to all files, regardless of location and to secure sensitive
and confidential data from theft and loss.
RECOMMENDATIONS
UPGRADE EQUIPMENT USING EXISTING SOFTWARE
 RATIONALE
Upgrading obsolete equipment will increase the efficiency with which tasks are
started and completed, reducing systems downtime and lag from waiting for
computers to boot up and/or to process calculations needed for accounting and
word processing software.
 CURRENT STATUS AND DISCUSSION
At present, the Company has the following IT equipment:
Equipment Processor RAM Storage OS
1. Server 2.4 Ghz 8GB 3 TB Win2000
2. PC 3.6 Ghz 4GB 1 TB Win XP
3. PC 2.4 Ghz 2GB 500GB Win XP
4. Netbook 1.6 Ghz 1GB 80GB Win XP
5. Laptop 2.4 Ghz 2GB 120GB Win XP
6. Laptop Intel I5 4GB 240GB Win 7
These were not upgraded to Vista or the later versions of Windows because their
processors could not handle the requirements for these newer operating systems and
also because of privacy and infection issues which were not addressed.
The Company also needs to invest in a digital backup system for its paper files and in
data protection services with an onsite file backup system and an offsite cloud
service for its sensitive files.
 STEPS
o Determine minimum system requirements
o Canvass prices from computer sellers and retailers, both on site and online
o Include cost of installation of equipment and software to cost
o Include downtime needed for new system to be set up and staff to be
familiarized with the system

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 COSTS AND EXPENSES
o Minimum system requirements
Equipment Processor RAM Storage OS
1. Server Xeon 6 Core 1.6 Ghz 64 GB 5 TB Win Server 2016
2. PC Intel I5 8 GB 2 TB Win 10
3. PC Intel I3 8 GB 1 TB Win 10
4. Laptop Intel I5 4 GB 500 GB Win 10
5. Laptop Intel I3 4 GB 500 GB Win 10
6. Multipurpose
Printer and
Scanner
7. File Backup
System
1TB
o Canvass Prices including cost of installation
Prices of computer systems from local and online computer retailers were
acquired and the following were their prices for supplying the equipment,
installing the software, installation of the equipment, and training of the
personnel:
Store Equipment Software Installation Training
B and E P142,000.00 Free1
Free Free
Clipdata P145,000.00 Free Free Free
PC Express P129,000.00 Bundled2
P5,000.00 P5,000.00
Lazada P123,000.00 Bundled P5,000.00 P5,000.00
BackBlaze P2,500.003
OpenDrive P2,500.00
o Downtime from installation
The time period needed to install the new systems, physically install the
network equipment, and configure the system to specifications varied from
provider to provider, with the average downtime pegged at 3 days. Online
providers do not install and configure the equipment and thus additional cost
for these is required, on average costing P5,000.00 and lasting for 5 days to
install, configure, and test systems.
This does not include the time needed for the migration of analog paper files
to digital format by scanning.
1 Licensed software of own choice, including OS, Microsoft Office and other programs
2 Licensed OS only
3 $50 at P50 to the USDollar

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 TOTAL ECONOMIC COST
Store Equipment Downtime Total
B and E P142,000.00 P15,000.004
P157,000.00
Clipdata P145,000.00 P15,000.00 P160,000.00
PC Express P134,000.00 P25,000.00 P159,000.00
Lazada P128,000.00 P25,000.00 P153,000.00
BackBlaze P2,500.00 P2,500.00
OpenDrive P2,500.00 P2,500.00
UPGRADE SOFTWARE USING EXISTING EQUIPMENT
 RATIONALE
The existing equipment is obsolete, with both PCs and two (2) laptops running on
Windows XP and the latest purchase running on Windows 7. Upgrading equipment
and software to meet current technology demands is necessary for a faster and more
efficient workplace environment.
 CURRENT STATUS AND DISCUSSION
Equipment Processor RAM Storage OS
1. Server 2.4 Ghz 8GB 3 TB Win2000
2. PC 3.6 Ghz 4GB 1 TB Win XP
3. PC 2.4 Ghz 2GB 500GB Win XP
4. Netbook 1.6 Ghz 1GB 80GB Win XP
5. Laptop 2.4 Ghz 2GB 120GB Win XP
6. Laptop Intel I5 4GB 240GB Win 7
 STEPS
o Determine minimum requirements of highest possible software upgrade
o Determine if existing system can support new software
o Costs of software licenses
o Determine downtime in terms of installation and staff familiarization
 COSTS AND EXPENSES
o Recommended minimum system requirements
4 Average income per day pegged at P5,000.00

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Software Processor RAM Storage
Windows Server 2012 4 Ghz 2 GB 40 GB
Windows 7 1 Ghz 1 GB 16 GB
Windows 8 2 Ghz 2 GB 16 GB
Windows 10 2 Ghz 4 GB 16 GB
Microsoft Office 2016 2 Ghz 4 GB 3 GB
Quickbooks 2 Ghz 4 GB 1GB
o Cost of Software
Software Microsoft Lazada B and E Clipdata
Software P7,500.00 P7,500.00 P8,000.00 P8,000.00
Downtime P11,000.00 P11,000.00 P12,000.00 P12,000.00
Total Free Free Free Free
o Downtime
Software B and E Clipdata
Windows Server 2012 2 days 2 days
Windows 7 1 day 1 day
Windows 8 1 day 1 day
Windows 10 1 day 1 day
Microsoft Office 2016 .5 day .5 day
Quickbooks .5 day .5 day
Total 4 days 4 days
Installation, reconfiguration, and customization for Microsoft and Lazada were
outsourced and was estimated at double the time estimate given by local retailers.
 TOTAL ECONOMIC COST
The existing equipment cannot handle higher versions of Windows Server software
and operating systems, thus only Windows 7, Microsoft Office 2016, and
Quickbooks were considered.

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Store Software Downtime Total
B and E P20,000.00 P20,000.005
P40,000.00
Clipdata P20,000.00 P20,000.00 P40,000.00
Microsoft P18,500.00 P40,000.00 P38,500.00
Lazada P18,500.00 P40,000.00 P38,500.00
CONTINUE USING SAME EQUIPMENT AND SOFTWARE
 RATIONALE
While inefficient and time consuming, current equipment has served the Company
well over the years.
 STEPS
None
 COSTS AND EXPENSES
None
o Cost of Software
None
o Downtime
None
 TOTAL ECONOMIC COST
It is difficult to compute the opportunity loss for the Company by not acquiring
better equipment and facilities.
RECOMMENDATION
UPGRADE EQUIPMENT AND SOFTWARE.
While more expensive, the Company will eventually need to replace its obsolete
equipment to comply with Supreme Court standards and regulations on electronic pleadings
and processes.
5 Average income per day pegged at P5,000.00

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Also, the existing computer system of the Company is inefficient, with data being
entered in one application then transferred to a database without synchronization between
databases.
Further, there are no digital backups to the sensitive files of the Company, leaving it
vulnerable to fire and other natural calamities, not to mention physical intrusions into its
office for espionage or sabotage purposes.
ENROLL IN ONLINE PAYMENT SCHEMES.
The Company handles cases for clients here and abroad. Availing of a credit or debit
card payment facility via Paypal will allow these clients to fulfil their monetary obligations tot
he Company even without physically visiting the office.
A credit card facility was suggested for onsite payments, but the minimum monthly
transaction value of P100,000.00 is above what the Company makes in a month and a facility
was not granted.
DECISION
Upgrade Equipment and Software using B and E Computer Systems at a total cost
of P157,000.00 and from BackBlaze for US$50.00 per year.
IT FUNDING STRATEGIES
Funding the different projects discussed in this proposal will revolve around the
following assumptions and principles:
 Financial
a. Company cash flow will be stable for the following year
b. No urgent and massive capital expenditures will be needed within the next 6
months
c. There are ready sources of financing for the company
 IT
a. No major developments in technology will occur in the next 12 months
b. Support for existing technology will continue from its developers
The cost for the entire project amounts to PESOS ONE HUNDRED FIFTY
SEVEN THOUSAND (P157,000.00) ONLY for hardware and software and an additional
US$FIFTY ($50.00) ONLY per year for cloud offsite backup services.
The Company’s financial statements for the year 2015 show that it can fund only a
quarter of the capital requirements using its cash in bank.

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MARCELO AUGUSTO A. COSGAYON
Arnaldo Boulevard, Roxas City, Capiz
BALANCE SHEET
As of 31 December 2015
With comparative figures for the year ended 2014
Current Year Previous Year
Current Assets:
Cash P 65,571.92 P 78,146.92
Office Supplies P 200,000.00 P 130,000.00
Total Current Assets P 265,571.92 P 208,146.92
Property and Equipment:
Books P 50,000.00 P 50,000.00
Office Furnishings and Equipment P 50,000.00 P 50,000.00
Total P 100,000.00 P 100,000.00
Less: Accumulated Depreciation P 100,000.00 P 100,000.00
Net Property and Equipment P - P -
Total Current Assets P 265,571.92 P 208,146.92
LIABILITIES & NET WORTH
Liabilities:
Debts P 150,000.00 P 260,693.00
Net Worth:
Capital Beginning P 208,146.92 P 184,535.80
Add: Net Income P 57,425.00 P 23,611.12
Total P 265,571.92 P 208,146.92
Less: Drawings
Present Net Worth P 265,571.92 P 208,146.92
Total Liabilities and Net Worth P 265,571.92 P 208,146.92
INCOME STATEMENT
For the year ended 31 December 2015
(With comparable figures for the year 2014
Current Year Previous Year
Income:
Professional Fees P 238,933.00 P 248,831.00
Income from other sources
Total Income P 238,933.00 P 248,831.00
Less: Operating Expenses
Salaries and Wages P 62,000.00 P 62,000.00
Taxes, Licenses, Subscriptions P 24,658.00 P 23,857.60

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Light and Water P 16,285.00 P 15,528.00
Telecommunications P 9,600.00 P 9,600.00
Office Supplies P 12,628.00 P 26,857.00
Gas and Oil P 12,000.00 P 12,000.00
Rental P 31,350.00 P 36,000.00
Office Expenses P 12,987.00 P 5,987.00
Total Operating Expenses P 181,508.00 P 191,829.60
Net Income P 57,425.00 P 57,001.40
The remaining balance may be secured using a loan with a financing institution or
instalment terms with local retailers.
IMPLEMENTATION PLAN
The Strategic Information System for Cosgayon Law Office will be implemented as
follows:
ADVOCACY
The Company is staffed with tech savvy individuals who are accustomed to adopting
new technology and are not averse to change. The adoption of a new system for its
processes will not be resisted, especially with top management adoption of new and better
technology.
INFRASTRUCTURE BUILDING,
RESOURCE ACQUISITION, AND
MANAGEMENT
The existing infrastructure of the company can not handle the ERP system, thus
requiring the acquisition of new equipment consisting of a server mainframe to store all the
pertinent data, connected via wired local area network to the other computer systems. The
system shall also require the synchronization of data with offsite computers such as the
mobile laptop, the home office laptop, the cellular phones of the employees, and other
mobile devices which shall all be connected wirelessly to the main server.
The main server shall be connected to a cloud storage facility, requiring the use of a
high speed internet connection from one of the major ISPs.
SYSTEMS DEVELOPMENT AND
MAINTENANCE
Systems development for the first three (3) months of the system shall be done by
the software and hardware supplier, taking into account feedback from the end users of the
system. The system shall be debugged and refined over the service warranty period, with
emphasis on its ease of use by the end users and access to the data by those who need it
during the truncated life cycle of the system.

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RISK MANAGEMENT
Risks to the system such as security breaches and loss of data should be analyzed and
the appropriate preventive measures taken. Anti virus programs, firewalls, data encryption,
and layered access should be installed and implemented to prevent data loss.
An uninterruptible power supply (UPS) should be standard for PCs while a backup
generator, although not essential, might prove useful in case of disasters where power
outages become common.
MONITORING AND EVALUATION
During the first six (6) months after the implementation of the system, the software
and hardware provider shall monitor the system for ease of use and security, making
adjustments in the GUI as and when needed, or altering the database for easier access to the
database with the minimum use of electronic resources. Continuous and intensive evaluation
by end users should be conducted in order to allow the software provider to customize the
system to suit the needs of the company.
At the end of the service warranty, periodic evaluation should be made by the
software provider to determine the changing needs of the company and to prepare for the
installation of a new updated system.