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Document Date
Document Version
Document Status
102192014
Version 1.0
Initial Proposal
Prepared for:
Contents
Contents
Executive Summary
I.
Initial Requirements
II.
Project Scope
III.
Solution Overview
IV.
Approach Method
V.
Development Scope
VI.
VII.
Performance Tuning
VIII.
Documentations
IX.
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X.
Project Management
10
XI.
11
XII.
Proposed Budget
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Executive Summary
This document is intended to propose development and deployment of a cloud based enterprise
resources planning application to simplify and fasten workflow process in KNET Indonesia.
Scope of application will cover following aspect of corporate business process : starting with solution
design activity for sales department, create bill of material and bill of quantity along with pricing, the
application will enable seamless workflow and communication between sales, engineer, accounting and
finance within application and by email.
The project also include development of corporate website with content management system capability.
I.
Initial Requirements
Understanding how each user interact with the systems is important in designing a functional and reliable
ERP Application. Prior to ERP application development, KNET employs manual procedures for sales
business process for following activity :
1. Solution proposal preparation still using word editor and spreadsheet application by sales
department then manually reviewed by technical department and finance department.
2. Sales department must notify by phone or email when particular solution proposal is submitted
for review.
3. Calculation of BoQ and BoM is conducted manually with spreadsheet application thus makes it
difficult to maintain document version whenever changes is occurred.
4. Design review by technical department and approval from finance department takes long time to
conduct
KNET recognized limitation of existing procedures by being slow especially when sales department is
negotiating with customer and a system to simplify and fasten workflow process.
Functional Requirements
Functional requirements of application typically follow specific task of each division within KNET. The
division are :
1. Sales Division
- Offering companys product and service and follow project opportunity
- Gather specific requirement of project and pass it to engineering division
- Take design proposal from engineering department with detailed BoM and BoQ.
- Conduct negotiation and making deal with customer
2. Design Division
- Create design and planning proposal according to requirement received from sales division
- Prepare BoM and BoQ of particular project
- Consult unit price of product and service within BoQ with Finance Division
3. Engineering Division
- Create S curve for project approved by financial division
- Plan and submit budget to implement the project
- Create detailed report on project implementation (actual cost) compared to planned cost
4. Finance division
- Conduct Profit/Loss analysis on BoM and BoQ submitted by Design Division
- Approve or reject BoM and BoQ from design division as well as give advice to determine
correct unit price for each particular product and service within BoQ.
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5. Accounting Division
- Create accounting report based on report from engineering division about project
implementation
- Accounting report is including posting to journal, posting to ledger, cashflow report, income
statement report and balance sheet.
6. HR Division
- Specify and monitor KPI of each staff
Those are functions of each division which will utilize the use of ERP application automate business
process to became faster and simpler. Primary business process relation between division are described
below.
Sales
Follow Project
Requirement
Negotiate with
customer
Assist customer in
releasing note of order
(nota dinas)
Design
Planning and Design
Engineering
Finance
Create S Curve
Implement project
Create report
Approve or reject
Besides ERP application, KNET would also implement Content management system for its websites to give
real time information about KNT to customer and stakeholder.
Main objectives of ERP application are:
1.
2.
3.
4.
5.
6.
Workflow
Workflow controls how data and documents move within system from collecting to approval decision.
Workflow can be customized based on needs.
Allow two way form flow between field officer and staff at the office
As part of the workflow, forms can be submitted from mobile surveyor to office staff. When data update
needed, office staff can send request to mobile surveyor.
V. Development Scope
This section will outline scope of the ERP Application development by Zenith :
1. Zenith conducts requirement gathering from all stakeholders to understand ERP system as a
whole.
2. Zenith provides ERP application UI design.
3. Zenith implements ERP application with following features:
a. Login and forget password.
b. Create form and workflow for sales, technical, finance and accounting
c. Secure data transfer with HTTPS (TLS) and HTTP authentication and binary encryption.
d. Collect and upload user activity and location data.
e. Push notification for task or update request.
f. Standard settings.
g. Documentation and user guide.
4. Zenith will conduct testing including stress test, integration test, user acceptance test and other
tests that might be required.
5. Zenith provide training for KNET staffs.
6. Zenith does not develop monitoring application for servers deployed. Optionally monitoring
application can be added to develop or using third party services.
7. Zenith provide managed services for application deployment and maintenance hosted on cloud
server. These services is billed monthly separated from development cost.
8. Commercial third party libraries and services are accounted differently (e.g email).
9. Zenith provide estimates that might be added and/or updated in the future.
10. This initial scope is subject to change after extensive requirement gathering and overall cost will
follow accordingly.
A feature development task will include user interface design and its functionalities. Task time
estimation will include test, working on bugs and possible iterations. Several tasks are grouped into
milestones which will define deliverables. Major changes including UI/UX and altering initial stated
functions will be counted as Change Request (CR). Should new feature added after initial requirements,
it will be added as CR. CR will adjust cost and timeline of the project.
Requirement gathering
During this phase, Zenith will meet stakeholders of ERP Implementation in KNET to collect requirements
and user stories. In addition to requirements described in this proposal, requirement gathering will
provide more insights on user interface and system design. Requirements are interpreted into features
and grouped into milestones. These initial requirements will be used to create scope documents which
clearly stated and determined scope of the project. Zenith provides initial scope outlined Development
Scope section above. Some requirements might be added in later stage. This is due to new information
obtained during gathering phase.
At this step, it is highly probable that estimated timeline will far exceeded KNET expectations. Priorities
will be set to allow development to achieve all requirements stated by Zenith in timely fashion and
adjustment to features might be needed.
System design
After most of requirements are listed, Zenith will design the system and architecture. Based on the RFP,
Zenith have outlined proposed architecture as described in previous chapters: Cloud based ERP hosted
on Cloud Server to integrate with existing KNET system. However, the architecture might be updated to
accommodate what KNET needed. System design includes planning the database and how listed
features are implemented in the applications.
Development
Actual software development will be divided into several phases. As outlined in estimated time frame,
much of works are assigned to make web applications easy to use (UI/UX).
VIII. Documentations
At each developed ERP subsystem (sales, engineer, finance, accounting, etc), Zenith will produce both
technical and user documentations.
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X. Project Management
Project management application
Project management tool is used to track features and milestones development. This eliminated the
need to create detailed report which can be time consuming by itself. At Zenith, we use slack
(https://slack.com). This choice is flexible according to KNET common practice.
Communication schedule
After the kick-off meeting in KNET, regular weekly / two week teleconferences will be scheduled
throughout the development of ERP application. During development, regular small scale deployment
and tests will be conducted after each defined milestone. Minutes will be taken at all meetings and will
be distributed to all team members involved with the project.
Given distance between KNET and Zenith office, we propose most meetings will be held using Skype.
Face-to-face meetings can be arranged when it is importance in nature.
On-Site Works
If on site works is needed, Zenith will conduct works at KNET offices / sites.
Source control
Source control might be hosted in KNET or using others. Zenith usually use private GIT repository which
may be hosted on GitHub (https://github.com) or BitBucket (https://bitbucket.org). As the repository is
private, there will be no security concern. That choice is flexible according to KNET common practice.
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Task
Preliminary Study
Solution Design
Development
Sales Department Module
Technical Department Module
Finance Modul
Accounting Modul
Corporate Websites
Application Testing
Unit test
stress test
User Acceptance Test
Deployment
Email Integration
Training and knowledge
transfer
10 11 12 13 14 15 16 17
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Personnel Cost
No
Role Description
Qualification
Qty
1
2
3
4
5
Project Manager
Lead Programmer
Programmer UI/UX
Programmer Workflow
Software Quality Assurance
S2 - 5 years exp
S1, Certified - 6 years exp
S1 - 2 years exp
S1 - 3 years exp
S1 - 5 years exp
1
1
1
1
1
Duration
(months)
4
4
3
3
2
Billing Rate*
Rp
Rp
Rp
Rp
Rp
17,550,000
18,150,000
9,100,000
9,100,000
16,650,000
Total
Cost
Rp
Rp
Rp
Rp
Rp
Rp
70,200,000
72,600,000
27,300,000
27,300,000
33,300,000
230,700,000
*billing rate is based on Bappenas Billing Rate Guide for year 2013.
II. Operational Cost
No
1
Description
Reports, Technical
Documentation and user
guide
Transportation and
accommodation for weekly
meeting (PP Bandung
Jakarta)
Unit Price
Duration /
Frequency
Rp.1.500.000
4 months
Rp.500.000
Qty
Rp.6.000.000
Rp.500.000
Role Description
Instructor (Including
accommodation in Jakarta
during training)
Qualification
Qty
Duration
(months)
S1 - 3 years exp
Billing Rate
Rp
Total
10,000,000
Cost
Rp
12,000,000
Rp
12,000,000
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Managed services
No
Description
Cloud Server
4 core processor, 8 GB
RAM, 40 GB SSD System
Disk, 80 GB SSD Database
Disk, 5 TB / month
bandwidth, 99.9% SLA
Availability
Including Managed Services
for implementation and
support for cloud server,
ERP application and
websites
Qty
Unit Price
US$ 800
US$ 800
Total
US$ 800
Notes :
1. Exclude Value Added Taxes (if any)
2. Term of Payment
10% installment at the end of 1st month
10% installment at the end of 2nd month
10% installment at the end of 3rd month
50% installment upon application deployment on cloud server (after user acceptance test,
estimated at the end of 4th month)
20% installment within 1 month after application go live.
3. Minimum 2 year contract for managed services
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