20160825_Basic_eDMS Collaboration_System_ Proposal_v1

Basic eBasic eBasic eBasic e----DMS & CollaborationDMS & CollaborationDMS & CollaborationDMS & Collaboration SystemSystemSystemSystem
e-Matrix Consulting Sdn Bhd (594935-W)
No. 56-2, Jalan Wangsa Delima 6,
Seksyen 5, Pusat Bandar Wangsa Maju, 53300 Kuala Lumpur, MALAYSIA.
Tel: +603-4149 0639 Fax: +603-4149 0539
24th August 2016
Share. Collaborate. Anywhere. Anytime.

Solution OverviewSolution OverviewSolution OverviewSolution Overview

What Is It?What Is It?What Is It?What Is It?
• An end-to-end solution for basic electronic document management and
team collaboration
Team site
Document library
Photo library
Video library
Version control
Check-in/Check-out
Search and indexing
• Also manages document expiry alerts for pro-active notification
Send e-mail alerts prior to document expiration
User-driven parameters for alerts distribution

Who Will Benefit?Who Will Benefit?Who Will Benefit?Who Will Benefit?
• Organization looking to move away from traditional file server
• Organization looking for easy to use team collaboration tools
• Organization looking for proactive automated document expiry monitoring
Key Modules Components Target Users/Customers
Basic electronic Document Management
System (e-DMS)
• Document library with version control, check-
in/check-out (out-of-the box).
• Asset library for audio and video (out-of-the box).
• Photo library for photos.
• Custom metadata definition (out-of-the box).
• Users seeking basic Document Management System (DMS)
functionalities to replace existing file server.
• Users who need access to corporate digital assets from
anywhere and at anytime.
Document Expiry Monitoring Customized background service which monitors
document expiry date in a document library and send
out email alerts as needed prior to the expiration.
• Legal department in an organization.
• Users managing maintenance contract or other time-based
contracts.
• ISO document controllers.
Collaboration Departmental team site, announcement, calendar,
tasks list, tasks list, issue tracking list, survey,
promoted sites, search, etc (out-of-the box).
Users seeking for easy-to-use collaboration tools.

Why?Why?Why?Why?
• Improve collaboration efficiency
Single streamlined environment for users for office automation
Shorter learning curve for additional modules deployed
Simplifies auditing and documentation
• A web-based solution
Access via favorite browser – Internet Explorer, Chrome, Firefox
Accessible from anywhere and at anytime
Can be on premise or cloud
• Flexible application
Modular-based design allows for additional modules development to address new business needs
Can be customized for other relevant collaboration purposes/needs (ie; purchase requisition, profiling,
resource booking, etc)
• Dynamic Capabilities
Enhance capabilities with 3rd party components integration (Nintex workflows, etc)
Common methods - Web Services, Secure FTP, XML

FeaturesFeaturesFeaturesFeatures

E-DMS MODULE: DOCUMENT LIBRARY

Document LibraryDocument LibraryDocument LibraryDocument Library
• Repository for documents
2GB (SP2013)/10GB (SP2016) per file size limit
Version control - can be enforced
Check-in/Check-out – can be enforced
Content approval – only approved document are available
Custom metadata possible
Support special character file names (SP2016)
Durable links (SP2016) – make file links unbreakable
Custom enhancement possible for automation via workflow, feature or event handler
• Ready with customized document expiry monitoring library
Customized library template
Document expiry-enabled document library
Flexible alerts managed by users

Version ControlVersion ControlVersion ControlVersion Control
Can be enforced perCan be enforced perCan be enforced perCan be enforced per
document librarydocument librarydocument librarydocument library

CheckCheckCheckCheck----in / Checkin / Checkin / Checkin / Check----outoutoutout
Can be enforced perCan be enforced perCan be enforced perCan be enforced per
document librarydocument librarydocument librarydocument library

Custom MetadataCustom MetadataCustom MetadataCustom Metadata
Customizable item metadata for easyCustomizable item metadata for easyCustomizable item metadata for easyCustomizable item metadata for easy
searchingsearchingsearchingsearching

E-DMS MODULE: ASSET LIBRARY

Asset LibraryAsset LibraryAsset LibraryAsset Library
Repository for media files - audio and
video
Same capability like document library
Media player built-in – play audio/video
from library
Live streaming of audio or video content
(SP2016)
Can also used as general library for digital
assets

Live StreamingLive StreamingLive StreamingLive Streaming ************
***SP2016

E-DMS MODULE: PHOTO LIBRARY

Photo LibraryPhoto LibraryPhoto LibraryPhoto Library
Repository for photos
Same capability like document library
Manual slideshow built-in

E-DMS MODULE: SEARCH

SearchSearchSearchSearch
Enterprise level search
engine
Locate information
faster and easier
Customizable
experience
Updated Keyword
Query Language (KQL)

DOCUMENT EXPIRY MONITORING MODULE: ALERT-ENABLE
DOCUMENT LIBRARY

DocumentDocumentDocumentDocument Expiry MonitoringExpiry MonitoringExpiry MonitoringExpiry Monitoring
Use to monitor document expiry date and proactively send e-mail alerts to designated users.
Utilize customer’s existing SMTP server for mail relay.
Alerts can be configured based on actual future dates or duration.
Alerts can be configured to send to single or multiple users.
Can monitor any designated document library in the eDMS.
Hugely beneficial in monitoring the following:
Contract expiry
Maintenance service expiry
Work procedures revision expiry

Expiry Alert LibraryExpiry Alert LibraryExpiry Alert LibraryExpiry Alert Library
UserUserUserUser----defineddefineddefineddefined
monitored library,monitored library,monitored library,monitored library,
alert settingsalert settingsalert settingsalert settings

Document Expiry Monitored LibraryDocument Expiry Monitored LibraryDocument Expiry Monitored LibraryDocument Expiry Monitored Library
No more worriesNo more worriesNo more worriesNo more worries
aboutaboutaboutabout expiringexpiringexpiringexpiring
contracts!contracts!contracts!contracts!

COLLABORATION MODULE: TEAM SITE

DepartmentalDepartmentalDepartmentalDepartmental Team SiteTeam SiteTeam SiteTeam Site
• Area for collaborating among peers
Latest announcement
Upcoming events
Shared document library
Discussion group
Team blog
Tasks tracking
Issues tracking
Survey
• Customizable masterpage
Custom made layout and look and feel
Enhancing user experience

Area For Collaboration Among PeersArea For Collaboration Among PeersArea For Collaboration Among PeersArea For Collaboration Among Peers

Announcements & EventsAnnouncements & EventsAnnouncements & EventsAnnouncements & Events
Disperse latestDisperse latestDisperse latestDisperse latest
announcements orannouncements orannouncements orannouncements or
events easily forevents easily forevents easily forevents easily for
team members!team members!team members!team members!

Discussion GroupDiscussion GroupDiscussion GroupDiscussion Group
Create regulatedCreate regulatedCreate regulatedCreate regulated
discussions fordiscussions fordiscussions fordiscussions for
effective knowledgeeffective knowledgeeffective knowledgeeffective knowledge
sharing!sharing!sharing!sharing!

Team BlogTeam BlogTeam BlogTeam Blog
Use team blog asUse team blog asUse team blog asUse team blog as
knowledgebase!knowledgebase!knowledgebase!knowledgebase!

Tasks & Issues TrackingTasks & Issues TrackingTasks & Issues TrackingTasks & Issues Tracking
Track assignedTrack assignedTrack assignedTrack assigned
tasks!tasks!tasks!tasks!
Track reported issues andTrack reported issues andTrack reported issues andTrack reported issues and
resolutions!resolutions!resolutions!resolutions!

SurveySurveySurveySurvey
Use online survey to gauge immediate response fromteam members!Use online survey to gauge immediate response fromteam members!Use online survey to gauge immediate response fromteam members!Use online survey to gauge immediate response fromteam members!

PROPOSAL: SCOPE OF WORK

Scope of WorkScope of WorkScope of WorkScope of Work
Plan, build and deploy one (1) multi-role server for basic eDMS and collaboration as follows:
Install Microsoft Windows Server 2012 R2 operating system and join to existing AD domain
Install Microsoft SQL Server 2016 database system
Install Microsoft Sharepoint Foundation/Server 2013 SP1 or Sharepoint Server 2016 system
Create and customize sites as follows (using out-of-the-box features):
One (1) Main Site
One (1) Departmental Site
Deploy ready-made master page for main site and departmental site
Create document library for file server migration in departmental site

Scope of WorkScope of WorkScope of WorkScope of Work
Deploy and configure eMatrix Background Service for document expiry monitoring as follows:
Create and customize XML file
Create and customize monitored document library list
Conduct internal tests with IT team
Conduct User Acceptance Tests (UAT)
Conduct Pilot with selected Pilot users
Conduct half (1/2) day System Administration training
Break/fix support for three (3) months upon project sign-off date

PROPOSAL: ESTIMATED TIMELINE

Estimated TimelineEstimated TimelineEstimated TimelineEstimated Timeline
Phase Estimated Duration
Phase 1 – Planning & Design 1 Week
Phase 2 – Developing 3 Weeks
Phase 3 – Stabilizing & Pilot 4 Weeks
Phase 4 – Deploying 1 Week

PROPOSAL: WARRANTY

WARRANTYWARRANTYWARRANTYWARRANTY
We will provide three (3)
months warranty to cover
malfunctions.
In addition, we encourage
customer to sign up a one-year
corrective and preventive
maintenance which begins right
after the 3-month warranty.
The Warranty SLA is shown on
the right.
Descriptions Durations
Support Time 9.30am to 5.30pm (Monday to Friday,
excluding Public Holiday)
Response Time 2 Hours
(from the time the issue is reported to us)
On-site Response Time Next Business Day (if necessary)
(from the time issue is reported to us)
Scope Corrective (break/fix)
Support Method Via Remote Access (ie; RDP, TeamViewer,
etc)

PROPOSAL: REQUIREMENTS

REQUIREMENTS!REQUIREMENTS!REQUIREMENTS!REQUIREMENTS!
Hardware
Single Quad-core Xeon CPU
32GB RAM
2x300GB (RAID-1) – OS
4x300GB (RAID-10) – BIN/Indexing
6x450GB (RAID-10) – DATA (~1.2TB usage data or increase/reduce depending on customer data size estimates)
Software Licenses
Microsoft Windows Server 2012 R2 Standard Edition License
Microsoft SQL Server 2016 Standard Edition License
Microsoft Sharepoint Server 2013/2016 License***
Microsoft SQL Server 2016 Client Access Licenses (CALs)
Microsoft Sharepoint Server 2013/2016 Client Access Licenses (CALs)***
It is assumed that Active Directory directory service is already deployed in customer’s environment, therefore Windows Server 2012 CALs
is assumed to be readily procured.
***Not required if deploying Microsoft Sharepoint Foundation 2013.

PROPOSAL: TERMS & CONDITIONS

Terms & ConditionsTerms & ConditionsTerms & ConditionsTerms & Conditions
Active Directory is already deployed and working optimally in customer’s network environment.
Microsoft Sharepoint Foundation/Server 2013 SP1 or Sharepoint Server 2016 will be deployed with out-of-
the-box features only.
Any customization which requires coding work will be discussed and billed separately.
Any work requiring physical visits to desktops for reconfiguration will be undertaken by customer’s IT team.
Customer is to ensure the availability of network points for the servers’ connectivity to the production
network.
Customer is required to provide the necessary hardware (ie; desktops, network switch, etc) and software (ie;
Windows Server 2003, etc) for use during staging phase and production deployment.
Customer will provide necessary working space and facilities (ie; Internet access, etc) at the Head Office for our
team to conduct their project activities.
Customer will inform all users in advance of the activities to ensure minimal disruption or complaints from the
users.

Terms & ConditionsTerms & ConditionsTerms & ConditionsTerms & Conditions
Migration of files from existing file server will be done manually without any third party tool
for one (1) folder in one (1) Department.
Any linked documents or document with unsupported document file name will not be
migrated to the new eDMS.
Customer’s IT team will complete migration of files from existing file server to the new web-
based Sharepoint Foundation 2013 eDMS system.
Customer’s IT team will be involved throughout the project, to provide the basis for proper
planning and to ensure skills transfer around the new environment.

PROPOSAL: CONCLUSION

CONCLUSIONCONCLUSIONCONCLUSIONCONCLUSION
We are confident that this proposal presents a comprehensive plan and
strategy to deploy a new eDMS and Collaboration System to replace
existing fileserver. We have the relevant knowledge and skill to manage
the project and deliver the solution with the least amount of risk. In
addition, we are confident the proposed approach will be able to meet
the required objectives.

PROPOSAL: CONTACT US

CONTACT US!CONTACT US!CONTACT US!CONTACT US!
For further information of the solution, please do not hesitate to reach
us as per details below:
Azharim Abdul Aziz
Sales & Marketing Director
azharim@e-matrix.com.my
+6017 381 1125 (Mobile/Whatsapps/SMS)
+603 4149 0639 (Office)
+603 4149 0539 (Fax)
https://www.facebook.com/E-Matrix-Consulting-1608602309430857/home
http://www.e-matrix.com.my

20160825_Basic_eDMS Collaboration_System_ Proposal_v1

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