PROPOSAL

For

DOCUMENT MANAGMENT SYSTEMS

SUBMITTED TO

Gurkha Welfare Trust

SUBMITTED BY

XL Soft Tech Pvt. Ltd.

April 2016
 Content

Contents
1. Executive Summary ......................................................................................................................... 3

2. Background ..................................................................................................................................... 3

3. Requirements .................................................................................................................................. 4

4. Solution ........................................................................................................................................... 5

5. Project Scope .................................................................................................................................. 5

6. Budgetary Price ............................................................................................................................... 6

7. Payment Terms ............................................................................................................................... 7

7.1 Software Part (if required) ...................................................................................................... 7

7.2 Hardware (if required) ............................................................................................................ 7

7.3 Services ................................................................................................................................... 7

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1. Executive Summary

XL Soft Tech will help Gurkha Welfare Trust to digitize all old existing documents and store
them on database through a tested and customized digitization process and link it to the
existing DMS or via other DMS solution by which new documents produced daily and stored
on existing database will be integrated seamlessly with DMS solution. It will be one system
allowing getting all the documents on fingertips.

To enhancing the security further, alerts to concerned personnel, specified sharing of data,
easy search and retrieval, web based access are all parts of the solution.

After implementation of the solution, efficiency of Gurkha Welfare Trust will increase
tremendously resulting in substantial cost and time savings. Gurkha Welfare Trust will also
benefit from our unique competence and experience in such types of service.

2. Background

Gurkha Welfare Trust is one of the biggest Welfare Trust which is directly or indirectly
interlink with numbers of Gurkhas. Due to large number of interrelated Gurkha veterans,
their families and communities huge task has to perform daily to provide financial, medical
and development service to them, it needs highly skilled professionals and state of the art
technology to cope with challenges. One of the areas it can improve its efficiency drastically
is to manage all its documents. Today huge amount of time and resources are spent just to
find a single document.

Sending a document from one depart to another depart is another huge cost it has to bear
not alone the time cost. Using electronic DMS within different department can save huge
money and increase efficiency many folds.

The problems with the current setup of Gurkha Welfare Trust are multiple standalone
systems, security and technical support issues. Operation and maintenance of all those
systems is very tedious and costly to any organization. Therefore a single system will save
extra resources and make easy to maintain the system.

Our DMS proposal will integrate the digitized documents into the current system forms that
Gurkha Welfare Trust currently uses along with security and technical support.

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3. Requirements

Major requirement is to make a paperless office with easy access of documents from any
part of country. At the same time to have all the old documents digitized and available in
data base. Using its Qualified IT personnel Gurkha Welfare Trust wants to achieve:

 Increase efficiency
 Secure access to all documents.
 Optimized use of resources
 Provide better services to public

Features Requirements:

Gurkha Welfare Trust requires the following features in the DMS system for now:

 Gurkha veterans hardcopy data are scanned and converted into digital form (preferably
pdf format)
 Digital Data thus obtained are incorporated into the system by data-entry form provided
in the software
 Software analyses and send data simultaneously to the concerned department and
related section
 Concerned Section further process the data according to the direction delivered by their
authorities
 The Drafted letters and documents can be easily shared between the officers and
sections
 Digitization of all incoming data
 Easy and secure availability and sharing of data
 Comments can be put online through system
 Urgent and important documents are alerted to the concerned authority through
system
 Common direction and briefing to all
 Internal Messaging system (file transfer and sharing)
 Software documentation of all incoming and outgoing data
 Data search; easy retrieval
 Web based system
 Document Storage, Read, Preview, Print
 Powerful Security features
 Archiving of current documents
 Archiving of old documents
 Store on any DBMS
 Workflow creation for document forwarding between departments

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 Besides these features, optional features Gurkha Welfare Trust may require in near future:

 SMS Integration
 Integration of other existing software (such as Email, Intranet, File Server, Forum etc.)
 Integrated Chat, Voice/Video Data
 Easy administration and Backup System

In the software side, XLST may provide support for change management to make the end
user willing to accept the technological changes in their present working environment
through trainings and lectures as well as providing the state of the art solution.

4. Solution

XLST will utilize its own technology to digitize all old documents. All digitized document will
be stored in a server. The digitized documents will then be verified and then uploaded into a
DMS. The DMS will either be the current used by the Gurkha Welfare Trust or the DMS
system that we can offer.

5. Project Scope

The high level Project Scope includes installation and implementation of DMS system at
Gurkha Welfare Trust premises and other related works. Some of the aspects of the Project
Scope (but not limited to) are:

 Digitization of all old documents

 Integration with existing system or installation and implementation of DMS system
provide by XLST.
 Integration of DMS with existing IT infrastructure
 Testing of the system
 Acceptance of system
 Training and Education
 Coordination of Gurkha Welfare Trust and XLST IT Departments

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6. Budgetary Price

Based on our analysis of your needs and the nature of our proposed solution, the tentative
budgetary price to implement the Document Management System is below.

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7. Payment Terms

Gurkha Welfare Trust is required to make the payment within 15 days of the invoicing date.

7.1 Software Part (if required)

25% Advance payment.

60% On SW installation.
15% On Acceptance.

7.2 Hardware (if required)

25% Advance payment

75% On delivery of HW

7.3 Services

25% Advance payment

60% After completion of Installation and commissioning
15% After acceptance test

All the software and hardware costs, equipment and other general costs (e.g. Travel
Expenses), and man-hours used to accomplish this project will be billed. This proposal
provides an estimate of total costs excluding the government applicable taxes. All amounts
exceeding this quotation are subject to the approval of Gorkha Welfare Trust.

We agree to hold our proposal open for your acceptance or counter- offer for a period of
30 days.

Mr. Sunil Pandey

CEO
Email: spandey@xlsofttech.com
Cell: +977-9856034518
Off. Tel: +977-61-520214

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