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Project Name

Cloud Based Enterprise Resource Planning


Using Open ERP
Document Title

Response to Request for Proposal


Document No

Document Date

Document Version

Document Status

102192014

September 24, 2014

Version 1.0

Initial Proposal

Prepared for:

PT. Knet Indonesia


Menara Jamsostek South Tower 7th Floor
JL. Jend. Gatot Subroto No.38
Jakarta - 12710, Indonesia.
http://knet.co.id
Prepared by :

PT. Zenith Adicipta Nusantara


Jl. Sekelimus Tengah No.12
Bandung - 40262, Indonesia.
http://zenith-nusantara.com
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Contents
Contents

Executive Summary

I.

Initial Requirements

II.

Project Scope

III.

Solution Overview

IV.

Approach Method

V.

Development Scope

VI.

Development and Delivery Methodology

VII.

Performance Tuning

VIII.

Documentations

IX.

Training and Knowledge Transfer

10

X.

Project Management

10

XI.

Estimated Milestones and timelines

11

XII.

Proposed Budget

12

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.
4

Receive payment from customer


Conduct payment for engineering division

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)

Get Purchase Order


from customer

Design
Planning and Design

Create BoM and BoQ

Specify unit price for


each particular product
and service

Receive approved BoQ

Engineering

Finance

Receive BoQ proposal Receive BoQ proposal


from design division
from design division

Create plan of work


Conduct Profit / Loss
(PoW)
Analysis

Approve or Reject BoQ


Proposal

Create S Curve

Create planning and


project budget
according to PoW

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.

Speed up survey process


Rapid approval process
Tracking changes and status of proposal
Chief or staff of department can live monitoring workflow process
Get notified instantly via email when a task need to be done
Reduce paper usage & print cost

II. Project scope


ERP implementation must include following
1.
2.
3.
4.
5.

User Design Study


ERP Implementation
Content Management System for Corporate Website
Application Performance Tuning
Documentation, Training and Knowledge Transfer

III. Solution Overview


In response to KNET ERP requirements, Zenith proposes cloud-based (off-premise) ERP Application using
Open ERP. Backend services and administration web app (or Content Management System CMS) will be
hosted on preferred cloud services provider like Indonesian Cloud, Google cloud, Microsoft Windows
Azure, or Rackspace. A cloud platform that provides a wide range of internet services such as compute,
database and storage.
Cloud platform enable us to develop highly scalable and reliable service without infrastructure cost
overheads and capital expense. All platform services are charged by the usage and billed monthly, hence
the cost is translated to operational expense (opex). With cloud platform we can start with small
deployment scale for development and testing and increase servers scale as the usage growth. Cloud
provider offers several cloud service development options from fully Infrastructure as a service (IaaS)
through Virtual Machines, to Platform as a service (PaaS).
In IaaS, we can choose to use Windows or Linux OS and have to manage deployments, redundancy and
scaling manually by ourselves. IaaS is recommended if we already have servers running on premise and
want to move infrastructure to cloud environment without lots of code changes. PaaS provide standard
ways of development and deployments, but come with easy to setup redundancy and scaling. At this stage
Zenith proposes IaaS approach to deploy ERP Application with Virtual Networks to connect to existing
KNET system.

IV. Approach Method


Customizable form
Application forms are stored as JSON formatted string in metadata servers. Forms can be easily modified
by Branch or HQ using Web application. This provides flexibility to handle form update.

Customizable workflow, allow per-department assignment and modification


Workflow is sequence of process defined by KNET to process document or task from submission to
approval. Workflow is customizable using Web application with each branch can have different
workflows.

Easy, centralized mass deployment


Provisioning and distribution of application to client devices (PC) are managed within cloud server using
internet connection (must online).

Integration/communication with existing system (if any)


Integration will follow current practice in KNET. Communication between ERP hosted on cloud and KNET
system is managed using Virtual Private Networks (VPN).

Provide task list web app


Task list data are stored in metadata servers. Client can be notified using push notification when new
task available.

Access Control List


Provide different views for different credentials group (sales, engineer, analyst, branch managers,
finance, risk management, operation). Access Control is managed within core ERP application.

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.

Location and activity logging


Application can log device location and user activity and push it periodically or stored in as history in
cloud server. This information is used to monitor surveyor activities and its history.

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.

VI. Development and Delivery Methodology


Zenith will use agile development to complete ERP Implementation Project. Development will be
performed in short cycle features implementation and iterations. Each iteration will run from seven to
fourteen working days. This process ensures high quality deliveries as every feedback and changes are
accounted in short period of time rather waiting for the end of term of the project. Zenith recognize that
software development is highly volatile and changes might be occurs along the way.
Process started with gathering user requirements and collecting user stories to understand how ERP
should work for all identified users. Based on requirements and stories, backlogs of features are
inventoried. Then project entering system design phase where architecture and data are outlined. Each
feature is implemented depending on their priority. API, web applications and mobile application
development shall run in parallel fashion.

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.

User interface design


User interface design is based on user stories which depict how user should interact with the
application. User interface design will run in parallel with system design.

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).

VII. Performance tuning


Based on requirements from KNET, Zenith will create server to monitor ERP application performance
indicator. This might be numbers of request it processes, number of query per seconds, resource usage
per survey process and so on. Should one indicator required tunings, Zenith will optimize the system
subject to constraints such as server capacity and network latency.

VIII. Documentations
At each developed ERP subsystem (sales, engineer, finance, accounting, etc), Zenith will produce both
technical and user documentations.
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IX. Training and knowledge transfer


Zenith will conduct training for KNET staff that include for both technical and user training. Training will
be held in KNET office or other places. Training will not held for all of KNET employees from surveyor
and officers but limited to selections of users that will in turn train other KNET employees.

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.

Change Request (CR)


New features that added after project started will be counted as CR. CR will be billed separately in the
following month and timeline will be adjusted accordingly. This is to ensure high quality delivery to be
maintained by Zenith.

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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XI. Estimated Milestones and Timelines


No
1
2
3
4
5
6
7
8
9
10
11
12
13

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

Application development is estimated to finish in 16 weeks / 4 months period.

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XII. Proposed Budget


Development
I.

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

Per visit / week

Rp.500.000

Training and Knowledge Transfer


No

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

Cost per month

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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