[SMECD MANAGEMENT INFORMATION SYSTEM] 1|P a g e

PROPOSAL FOR AUTOMATION OF BUSINESS PROCESSES AND

WORKFLOW OF SAVINGS AND CREDIT COOPERATIVE
SOCIETIES

Submitted and prepared by:

Attain Enterprise Solutions Ltd

P.O. Box 18286-00100
Nairobi, Kenya
Tel: 254 020 2715680
Sales Line:      0202622682
Support Line: 0202622678
0720857899; 0732868886
admin@attain-es.com
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Table of Contents
1 EXECUTIVE SUMMARY................................................................................................................................................ 4
2 BRIEF COMPANY PROFILE........................................................................................................................................ 6
2.1 Our Vision............................................................................................................................................................... 6
2.2 Our Mission............................................................................................................................................................ 6
2.3 Brief History........................................................................................................................................................... 6
2.4 Number of Employees........................................................................................................................................ 6
2.5 Core Values............................................................................................................................................................. 6
2.6 Our Commitment................................................................................................................................................. 6
2.7 Creative Sustainability....................................................................................................................................... 6
2.8 Our Promise to Employees............................................................................................................................... 7
2.9 Organizational Structure................................................................................................................................... 7
2.10 Our Solutions......................................................................................................................................................... 7
2.11 Our Customers...................................................................................................................................................... 8
3 PROPOSED SOLUTION.............................................................................................................................................. 10
3.1 Solution Scenario............................................................................................................................................... 10
3.2 Proposed Summary.......................................................................................................................................... 11
3.3 Detailed Description of each Solution Component..............................................................................12
3.3.1 SMECD Infrastructure............................................................................................................................ 12
3.3.2 SMECD System.......................................................................................................................................... 12
3.3.3 SMECD Shared SACCO System............................................................................................................ 21
3.3.4 SMECD Consolidated.............................................................................................................................. 21
3.3.5 SMECD Supervision System................................................................................................................. 21
3.4 Proposed Solution Features.......................................................................................................................... 22
3.5 Deployment Options........................................................................................................................................ 24
4 PROPOSED SOLUTION PLATFORMS................................................................................................................... 25
4.1 Attain SACCO Dynamics (MS Dynamics NAV 2013 R2).....................................................................25
4.1.1 Why Attain SACCO Dynamics NAV is right for SMECD.............................................................26
4.1.2 Benefits of Attain SACCO Dynamics................................................................................................. 26
4.2 System Centre..................................................................................................................................................... 29
4.3 Microsoft SQL Server....................................................................................................................................... 30
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5 PROPOSED IMPLEMENTATION FRAMEWORK.............................................................................................. 31

5.1 Project Implementation Methodology...................................................................................................... 31
5.2 Project Management & Governance.......................................................................................................... 32
5.2.1 Project Governance Approach............................................................................................................ 32
5.2.2 Change Management Process............................................................................................................. 35
5.2.3 Project Scope Management.................................................................................................................. 35
5.2.4 Project Procurement Management................................................................................................... 36
5.2.5 Project Time & Cost Management..................................................................................................... 36
5.2.6 Project Resource Management........................................................................................................... 37
5.3 Proposed Work Plan........................................................................................................................................ 38
5.4 Proposed Team Composition and Roles.................................................................................................. 39
5.4.1 Project Team Structure......................................................................................................................... 39
5.5 Team Composition and Tasks...................................................................................................................... 40
5.6 Brief Profiles of Proposed Staff.................................................................................................................... 41
5.6.1 Director: Dr. William N. Motende...................................................................................................... 41
5.6.2 Director: Brian K. Kili............................................................................................................................. 42
5.6.3 Project Manager: Fred Osoro.............................................................................................................. 43
5.6.4 Chief Technical Officer: Joseph N. Mwangi....................................................................................43
5.6.5 System Developer: Antony Komen................................................................................................... 44
5.6.6 System Support Engineer: Edmond Kiprotich.............................................................................44
5.6.7 Head of System Implementation: Deborah Masara...................................................................45
5.6.8 System Implementer: Mwendwa Makathimo..............................................................................46
5.6.9 Account Manager: Rose M. Weche.................................................................................................... 46
6 SERVICE LEVEL AGREEMENT (SLA)................................................................................................................... 47
6.1 Description of Support Services.................................................................................................................. 47
7 INDICATIVE PRICING FOR THE IT SOFTWARE.............................................................................................. 50
7.1 Software Costs.................................................................................................................................................... 50
7.2 Consultancy Costs............................................................................................................................................. 50
8 PROPOSED REVENUE SHARE PROGRAM......................................................................................................... 51
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1 EXECUTIVE SUMMARY
Small and Medium Enterprises, Cooperatives and Societies play a key role in the financial sector.
The cooperative movement is organized into service and producer entities that cut across various
sectors focusing on both private and public enterprises. Cooperatives and Societies have made
remarkable progress in sectors, such as agriculture, banking, agro-processing, marketing, fishing,
housing and transport, among others. Sectors such as Information, Communication and Technology
(ICT) are leveraging on the demands of cooperatives to infuse innovation and technology in their
operations.

It is with this in mind that Attain Enterprise Solutions Ltd (hereby known as Attain) is proposing an
effective IT solution for SMECD. The solution will cover three very critical components of ICT Service
delivery. These include:

Our solutions will help improve service delivery to members through

Service Delivery to
mobile devices thus improving mobility and access to services
Members& Member
provided by the cooperatives including: Application submission,
Societies
savings management, and loan application and processing.

Our Solutions improve employee efficiency levels to upto about 60%.

Workplace Through Workplace Modernization, employee efficiency is improved
Modernization by having centralized, accurate and consistent data input, processing
and output throughout the organization.

It is critical to have proper reporting mechanisms.

These reporting mechanisms will improve decision making for the
Accountability and
cooperatives and will curb any revenue leakages that may exist,
Insight
especially the periodic returns which have to be done to the
regulatory bodies.

Attain has been a software solutions provider for 11 years now. We are a
Microsoft Certified Partner focused on business solutions across different
industries including: Financial, Education, Agriculture, Non Governmental
Organizations, Non-Profit Organization & Public Sector. We have a client base of over 60 clients.
We are a team of 38 experienced and skilled developers and system implementers that have been
developing solutions over a period of years. Our team is composed of Project managers, Chief
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Techncial Officer, System Developers and System Implementers and Engineers and Support
Services Engineers.
We have implemented a wide range of solutions across different sectors. Most importantly we have
implemented in the SACCO sub-sector; SASRA, KUSASA, Biblia SACCO, Boliba Savings and Credit
Society Lesotho, and currently Nandi Hekima SACCO.
With this experience, we are loking to offer a software solution for SMECD that will cover:
 BOSA
 FOSA
 Member’s Portal
 Members Mobile application
 Complimentary Integrated ERP for Finance, HR and Payroll.
 Complete infrastructure management
 Supervisory System
We hereby present this proposal that covers the details of the solution that we are proposing to SMECD.

As your esteemed partner we are here to help you every step of the way.
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2 BRIEF COMPANY PROFILE

Our Vision
Our vision is to become the preferred Software solutions provider in Africa. We aim to achieve this
through excellence in training, implementation and support. We continually invest in high quality
staff and related service consultants. We manage this through controlled growth and strategic
partnerships and alliances.
Our Mission
Our corporate philosophy, “Bringing ICT to the corporate world” is a distillate of our corporate
mission, encompassing the multiple objectives of adding value to our clients operations, improving
productivity and revenue. Our approach is meant to build a long term and mutually beneficial
partnership in which we make decisions with the future in mind.
Brief History
Attain Enterprise Solutions Ltd was established as a partnership in the year 2003; the company
started its operations in mid-2004 and became a limited liability company in July 2009.
Number of Employees
41
Core Values
1. Customer Focus 3. Team work
2. Continuous improvement 4. Integrity
Our Commitment
We are committed to elevating and enriching the internal operations of our clients. We prefer to
approach our clients from a diagnostic point of view, where we get to know of their current
processes and hitches being faced. Knowing that one unhappy client can drive away more
prospective clients than they can bring in, we prefer to ensure our implementations are smooth and
the client benefits from engaging us all the way. This is evident from the fact that we are on support
contracts with our clients.
Creative Sustainability
Through the years, maintenance of growth and strength for the company has been assured through
continuous improvement of our products. Continuity of quality of service is assured through
training motivation and awarding our staff. This dynamic combination ensures that our clients get
the best from us.
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Our Promise to Employees

Conducive environment
Growth
Empowerment
Resources
Capacity building
Teamwork
Organizational Structure

Our Solutions
1. ERP Systems 9. County Revenue Collection System
2. SACCO/Micro Finance System 10. Farm Management System
3. Risk Based Supervision Systems 11. Property Management System
4. Pension Administrations System 12. Customer Relationship Management
5. Investment Management Solution System
6. Insurance Management System 13. Document Management System
7. School Administration System 14. Cloud Solutions
8. Health Management Information
System
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Our Customers
ROPOSED SOLUTION

Solution Scenario
Following a detailed discussion on the SMECD requirements of an automated solution, the solution
approach will cover the following areas:
Proposed Summary
Attain will provide SMECD with a host of solutions to meet all the requirements of the automated
solution. The table below summarizes the solution components to be implemented and the solution
platform to be used:

Detailed Description of each Solution Component

2.1.1 SMECD Infrastructure

2.1.2 SMECD System

Attain proposed the Attain SACCO Dynamics system to handle the SMECD System. Attain SACCO
Dynamics is an integrated SACCO Solution that is accessible on all platforms by both members and
the Sacco staff. The core solution is built on Microsoft Dynamics NAV which guarantees accelerated
business growth by making efficient all your processes and reducing overall costs of running your
business.

The diagram above summarizes the various components that encompasses our SACCO solution.
Attain SACCO Dynamics connects and integrates with all your existing business applications,
simplifying your business management, helping your people focus on what’s important and makes
work effective, efficient and fun

In addition, Sacco Dynamics also guarantees:

 Highly flexible solution to accommodate various payment services and branchless

banking services (ATM, agent banking, mobile banking and other e-banking services).
 Improved productivity for both Sacco members and both Sacco and the cooperative bank
staff
 Easy and faster access to information and reporting to SASRA
 Accessibility via web based and Mobile based platforms

The SACCO Solution will encompass the following modules:

The solution will have the following:

a) BOSA (Back Office System Administration) and ERP Functions which includes: financial
management, procurement, human resources and payroll, members’ accounts management,
loans and repayment management, dividend processing
b) FOSA (Front Office System Administration) which handle functions such as receiving of cash,
receipting, enquiries, complaints handling.
c) Members’ Portal.
d) Mobile platform
e) ATM Integration
2.1.2.1 FOSA, BOSA& Financial Management
Feature Function
 General Features  The system is online centralized, distributed and networked-
Of The System with both (LAN and Wan) capabilities / client-server based
networked system.
 It has both real-time and online batch capabilities.
 The system has the ability that data input once is accessible
globally (within the system and with Access rights levels)
 The system is user friendly, Menu driven, user definable,
extensive parameter driven and field level help features.
 The system has an extensive use of parameters and tables to
ensure that the system is flexible to enable the SACCO
accommodate changes in the market so as to take advantages in
the opportunities by introducing new loan services and products.
 The system has a front end workflow module with a signature
verification facility.
 The system has adequate data entry security controls- validation,
check digit, etc.
 The system has multi-currency abilities.
 The System has a Front Office Savings Account (FOSA) and a Back
Office Savings Account (BOSA) Modules
FRONT OFFICE This is the module that is the most active on the system. It provides
(FOSA) easy to use interface with all information available thus ensuring
that SACCO clients/members are served efficiently.
These are some of the features of the FOSA module:
 Accounts Views (The system avails information on all accounts
and presents all the relevant reports on each account
 The system allows Renewals of Fixed deposits and viewing of
existing Fixed deposit accounts
 The system facilitates recording of ATM card applications and
ATM Card collections
 The system provides the user with an interface to record ATM
card replacements and also keeps a track of ATM Replacement
collections
Account Opening  Account opening applications
 Recording of account opening transactions
 Definition of account opening rules
 Authorization/Approval of Account opening deposits
 Definition of account types and limits applicable
Transactions The system allows recording of the following transactions
 Withdrawals
 Receipts
 Expense Transactions
 Salary Processing
 Contributions capturing
 FOSA Journals
  Savings Loans recoveries
 Loan Clearance Approvals/Authorization Section
 Deposit Authorizations
 Withdrawal Authorizations
 Overdraft authorizations
Electronic Funds  ATM EFT transactions viewing and posting
Transfer (EFT)  EFT transfers
 Salary EFT Transfers
 EFT Bank Transfer List
Cheque  Cheque deposit recording
management  Recording of Bankers Cheque request
 Authorization of Cheque deposits
 Processes normal Cheque and Group Cheque banking
 Provides an interface for recording Cheque clearance
 Provides an interface for recording bankers Cheque
clearance
Standing Orders  Standing orders recording and approval
 Stopping of standing orders
 Keeps a record of standing order register
Tellers  Inter-teller transfer
 Inter-teller receiving
 Teller transaction recording
 Issue Request
 Teller limits setup (Teller maximum withholding,
Treasury maximum withholding etc.)
 Setup of Teller tills
 Setup of Tellers and association with Tills
 Supervisor approval amounts/Limits setup
 Coinage Balances card/Displaying available currency in
respective denominations
 Coinage and cashier adjustments

Treasury  Treasury transactions
 Issue from bank
Account Notices  Placement and cancellation of account notices
Back Office System  The back office module of SACCO Dynamics keeps records
(BOSA) of members and allows members to apply for any type of loan.
The system is highly parameterized allowing the users to define
their own loan types and various limits and approval procedures
for each type of loan.
Members  Member Applications
 Recording and maintaining of member database
Transactions  Loan Application
 Ability to view loan application as a batch
 Loans approval and Posting
 Creation of Loan repayment schedules
 Receipts
  Payments
 Cashier Receipts
Defaulter  Generation of defaulters list
management  Generation of loan arrears reports
 Generation of defaulters notices
Financial
management
General Ledger  Centralize company’s accounting information, posting
specifications, and other core data.
 General Ledger provides the basic facilities necessary for
setting up a company and posting to the general ledger: chart of
accounts, general journals, VAT facilities, recurring journals, and
source codes. It also includes facilities for internal and external
reporting.
 Set up accounts in the chart of accounts. For each account
established, there is a Balance/Budget window that shows budget
figures and/or actual figures for the entire chart of accounts, or for
individual accounts.
 View continually updated balances and net changes.
 Before a journal is posted, check how its entries will affect the
liquid accounts. Easily track posted G/L entries and reverse entries
that were posted with incorrect information.
 Enter figures in the general journal in any currency.
 Define fiscal year as beginning on any date and divide it into
accounting periods.
 Create budgets in a matrix window, for a day, week, month,
quarter, year, or any accounting period. Make budgets based on
department, project, or business unit.
Dimensions  Define an unlimited number of dimensions and dimension
values at any time.
 Name dimensions as required, so that dimensions setup
reflects the specific needs of company at all times.
 Set up dimension value hierarchies to reflect the reporting and
accounting needs.
 Use default dimensions effectively to avoid a lot of manual data
entry and ensure that the desired dimensions data is always posted.

 Use Analysis Views to investigate relationships between
dimensions and monitor performance.
 Attach an infinite number of dimensions to each budget entry.
 Export Analysis Views to Microsoft Excel to make full use of
Excel’s visual and presentation capabilities.
Cash manager  Bank account management:
 -Create unlimited number of bank accounts, modify and delete
bank accounts, transfer between bank accounts, and set up
customer/vendor bank account cards.
 -G/L account is automatically updated post bank transactions
are posted.
  Check writing:
 -Automate and control the entire check-writing process,
generate printed checks with a unique number series for each bank
account, track check numbers and void checks if required, and write
checks in more than one currency.
 -Specify whether the payment is to be made by a manually
created check or a computer-generated check.
 -Preview and print checks directly.
 Reconcile all bank accounts with the account statements issued
by the bank:
 -Apply transactions from bank statement to bank account
ledger entries.
 -Post additional transactions recorded only by the bank and
not yet by the program.
 -Deal with errors on bank statement.
Traceability  Transactions leave a complete audit trail, so even complex
business transactions become transparent.
 G/L registers record every entry made and where and when it
originated.

 View all G/L entries for all accounts or specific accounts from
the Chart of Accounts, account cards, and so on.
 The Find function on any field and in any window to locate
information, for example, specific document numbers.
 The Change Log records all direct user changes to master data.
Get a chronological list of all changes to any field in any table and see
who made the changes.
Receivables and  Define flexible payment terms, discount periods, and payment
payables methods.
 Define flexible payment application policies including payment
tolerance amounts, payment discount grace periods, and cross-
currency application rounding limits.
 Define an unlimited number of finance charge terms.
 Reverse incorrect applications.
 Reverse customer and vendor transactions posted manually in
journals, including all related ledger entries, VAT entries, and bank
account entries.
 Define a default currency for customers and vendors; and
invoice and accept payment in an unlimited number of currencies.
 View customer/vendor statistics per currency, detailed
transaction history, and aging/trial balance reports.
 Automatic suggestion of vendor payments based on due dates,
dimension values, vendor priority, and discount availability.
 Receive notices informing if a customer exceeds their credit
limit, has been blocked from further transactions, or has an overdue
balance.
 Send statements or reminders to customers with overdue
balances.
VAT and Sales tax  Use VAT posting groups to automatically calculate VAT for
customers and vendors.
 Specify whether unit prices on sales and purchase lines should
include or exclude VAT.
 Check that VAT registration numbers fit country standards and
aren’t incorrectly duplicated for another customer or vendor in the
database.
 Allow the manual entry of VAT to ensure consistency between
external documents and internal accounting. For example, where the
VAT on an external document is different from that calculated in the
program, it might be relevant to enter the VAT amount calculated by
the vendor.
 Use Microsoft Navision to report VAT details to the relevant
authorities.
Fixed assets  Define information for an asset and group assets.
 Define an unlimited number of depreciation books for each
fixed asset, and describe the required depreciation conditions.
 Choose from several standard depreciation methods: straight-
line, declining-balance and accelerated methods.
 Set up maintenance information and record maintenance
performed on fixed assets.
 View statistics in each depreciation book.
 Monitor insurance coverage and annual insurance premiums of
fixed assets.

2.1.2.2 Members Portal

The members’ portal is the web interface where the members will access services via the web. The
services that they will be able to access include:

 Viewing of member statements

 Correspondence with the SACCO through complaints and enquiries submissions
 Application of loans
 Allow the member to define how contributions will be distributed, whether to shares,
savings or short terms savings
Other key proposed features that can be incorporated (subject to discussion) include:
 Dividend Wallet: Dividends will be sent to the wallet. The member can withdraw it through
bank transfer, through M-PESA or convert to shares.
 Savings Wallet: it will allows members to save towards something (e.g. holiday, school fees
etc.). Contributions to the savings wallet can be done through bank transfer, M-pesa or
check off system.
 Support for money transfer: Bank to Bank, Mobile to Bank, Bank to Mobile, Wallet to Mobile,
Mobile to Wallet, Wallet to Bank, Bank to Wallet.

2.1.2.3 Mobile Platform

We have the following options under the mobile platform:
 a. Mobile App (SIMU SACCO app) available on various application stores
b. USSD – where the members can dial a USSD short code to access various SACCO services

The functions in the mobile app will include:

a. Registration process k. Account balance inquiry

b. Login process l. Cheque book request
c. View Documents m. ATM card request
d. Member’s contributions n. Block a cheque
e. Member’s Loans o. Standing order
f. Member’s shares p. Transfer of funds
g. Loan repayment q. Account opening
h. Loan application r. Notifications
i. Loan calculator s. Reallocation of shares
j. Mobile banking t. Chat room session

2.1.2.4 ATM Bridge

As part of the proposed Sacco system, an ATM bridge will be developed that will provide a secure
Encryption Encryption
Encryption Encryption
linkage between the ATMs and the SACCO System. Transactions done on the ATM will be able to
update on
Data Center Data Center the
- GPRS - GPRS
- 3G
SACCO
- 3G
- ADSL - ADSL Encryption Encryption system on
ATMBridge
Encryption
a real
Encryption
time
Network TANDEM CoreTANDEM
SACCO Branch
System Core Branch
Provider Provider basis.
ATM Machine ATM Machine
Encryption Encryption
Encryption Encryption
Encryption = 3DES or Encryption
AES-256bits= 3DES or AES-256bits
Disaster Recovery Site Disaster Recovery Site
Branch = AES-256bits Branch = AES-256bits

ATM Machine = 3DES ATM Machine = 3DES

2.1.3 SMECDShared SACCO System
SMECD will have a data center where the SACCO Solution will be hosted. Access will be given to
member SACCOs via a web portal. The SACCO members will be required to pay to access the system
and to use it. This will be on a subscription basis, per user.

The member SACCOs will be able to have the functions of the SACCO solution as agreed with
SMECD.

2.1.4 SMECD Consolidated

SMECD requires to have a centralized consolidated company that consolidates all the smaller
SACCOs. This will be added to the Attain SACCO Dynamics database as a consolidated company.
This will give a bird’s eye view on how the SACCOs are doing.

2.1.5 SMECD Supervision System

The supervision system developed by Attain incorporates the following functionality:

a) Registration/Application Process
b) Risk Profiling Tools
c) Inspection management
d) Financial Returns
e) Complaints handling/Enquiries management

The details obtained from the financial returns and the risk assessment tools will help to generate
the following reports:

a. Liquidity Position
b. Debt Position
c. Capital Adequacy position

The system will provide flags using the pre-defined parameters to alert SMECD on the status of the
member SACCOs on their liquidity position, debt position and capital adequacy.

Proposed Solution Features

2.1.5.1 General Solution Features
 Attain SACCO Dynamics features a RoleTailored interface that is designed to provide
easy access to the tasks performed by different business roles (Role Centre Approach)

 Ability to export reports to Excel, Word, CSV, PDF

 Multi-tenancy capability
 Multi company capability
 Multi-currency capability
  Scalable solution
 MS Dynamics Web Client that allows access of the system via a web interface
 Document approval mechanisms
 Integration with MS Outlook
 Drill down features on transactions
 Ability to attach documents and images

2.1.5.2 Software Licenses

 The licenses will be purchased at the inception of the project

2.1.5.3 System Security & Control

The solution has a comprehensive security module to take care of system
security threats that your organization can find itself in.
A summary of security features of the system are as follows;

Security - Has a definable password security permission with read, update, add,
and Control delete and post
- Separates system access and administration from the operating system
- Has user attached role-based access for system modules, functions, files
and reports
- Has at least four levels of access
- Has audit trail on users functions accessed and master file changes
- Has file and record lock out
- Has forced audit trail print per request
- Prevents deletion of an account with a balance
- Prevents record alteration after posting
- Has ability to scale in database size to store data for five years
- Maintains disk storage of audit trail(log password restricted)
- Has password security(system, modules, functions, files and reports)
- Has built-in backup function/file recovery utility/automatic recovery
utility
- Has transaction rollback after crash, system integrity check for corruption
- Prompts user to verify input/valid commands only/nature of errors
 - Audit trails are linked to all sub-systems
- Has backup control before period closure
2.1.5.4 Integrations
 The system has an Import export facility.
 The system has payment options setting: - Cash, Cheque and Electronic Funds Transfer
(EFT).
 The system fully supports multi-country, multi-currency and multi-language
 The system has workflow capability. These will be customized according to your
organization’s workflows
 The system allows for various customizations to be performed. These include workflows,
screens, functionalities, code etc.
 The system is fully extendible and supports third party modular add-ons which are
integrated with the system
2.1.5.5 User Interface
 Look and feel of a web page of MS products such as word or Excel
 View of reports through web interface
 Support several open windows for different components or menus
 Support drop-down menus for selections on restricted fields
 Provide online help on any windows
 Support graphical tools such as charts and graph reports
 Issue automatic alerts for reminders of pending actions
 Supports unlimited note fields
 User Defined Macro Commands/default Values/Screen Editing
 Supports Workflow Basked Menu Structure
 Daily Procedures List/Display of all functions accessed
2.1.5.6 Technologies Supported
 Runs on Relational Database Management System preferably MS SQL.
 Preferably runs Microsoft server platform later than 2000 Server
 Support XML and XHTML
 Import and export data with MS Excel
 Ability output report on MS word, Excel
 Ability to email reports directly using MS outlook
  Ability to integrate with light weight database and synchronize remotely VIA PDA
2.2 Deployment Options
 3 PROPOSED SOLUTION PLATFORMS

3.1 Attain SACCO Dynamics (MS Dynamics NAV 2013 R2)

We, as Attain ES Ltd propose Attain SACCO Dynamics: an integrated SACCO system including all the
modules required by the client.
Attain SACCO Dynamics is asolution that delivers loads of features designed to help
you drive success by gaining greater control over your business, improving
your margins, and driving growth. Right from the start, simplicity has guided—
and continues to guide—innovations in product design, development,
implementation, and usability.
With Attain SACCO Dynamicsthe clientcan implement proven industry-specific
functionality relevant to its needs. The result is a cost-effective complete software
solution tailored precisely to your unique requirements—one that helps you better
manage and improve your cash flow, increase efficiency, and impact the bottom line.
We propose a solution that will provide a strategic advantage to drive efficiency and
expand your organization. You are buying a tool that you can use to support the business
functions of your organizationand give you a competitive advantage. Attain Enterprise
Solutions brings experience, industry knowledge, best practices, and technical
capabilities to the table. We are sure your organizationregards its solution as a key
component of the institution that requires the right partner to deploy and have right skills for care,
maintenance, and upgrading.
Microsoft Dynamics NAV is set to helpyouachieve the main goals of implementing a management
information system. These include:
 Achieve true business process automation streamlining the important day to day tasks
 Enhancing organizational efficiency.
 Boost productivity and worker output
 Reduce operating and overhead costs
 Increase information consistency and accuracy
 Effective objective setting within the client
 Achieve process excellence
3.1.1 Why Attain SACCO Dynamics NAV is right for SMECD
a. Accessibility through a web browser: The SACCO Solution will be accessible online through a
browser. You will need proper internet connection and a web browser.
b. Achieve greater flexibility and scalability: With the SACCO Solution you can add features and
functionality, such as additional modules, as your business needs change. And by taking
advantage of native interoperability with other Microsoft products and technologies, you can
extend the solution further.
c. Simplicity of the business with a single solution.Integrate and centrally store, financial,
supply chain, human resources, payroll, procurement and fleet management information, aside
from the main SACCO modules.
d. ImprovedProductivity:Help the client employees accomplish more every day with a familiar,
intuitive user experience that works like Microsoft software they already use and provides Role
Tailored access to relevant information and tasks.
e. Make smart decisions:Simplified access to job-specific information and tasks helps employees
view work priorities and access the information they need to
make informed, confident decisions; a wide range of
analytical and reporting tools can help you gain insight into
business performance.
f. Implement rapidly:Quickly set up and customize your system to meet your current business
needs, knowing that you can easily adapt to changing demands by adding functionality, custom
applications, and online business capabilities.

3.1.2 Benefits of Attain SACCO Dynamics

Attain SACCO Dynamics is designed to simplify and streamline business processes across your
entire organization to help you gain better control, increase your margins, and drive profitable
growth.
3.1.2.1 Gain Greater Control
Greater control is about having visibility into how your business is performing—it’s about knowing
that your system will help drive decision-making processes and enable your people to be more
proactive and productive. Attain SACCO Dynamics gives you confidence that the right people in
your organization are making the right decisions. And it delivers the insight you need to monitor
business performance from every possible angle—from employee time and resources to inventory
and shipping.
 Streamline financial practices. The intuitive Role-Tailored interface delivers personalized
access to the information and tasks most relevant to your role—including key financial
processes. With immediate access to the data you need, you can respond quickly and effectively.
 Get a clear view of your financials. Increase financial transparency with integrated systems,
shared data, and drill-down capabilities that give you visibility into your transactions and audit
trails.
 Provide self-service reporting tools and real-time business intelligence. Help your people
make fast, informed decisions using powerful business intelligence data and significantly
reduce ad-hoc requests to the IT department for reports and other information.
3.1.2.2 Adapt Quickly—and Grow Your Business
Your organization and its employees share a common aspiration to grow your business. To reach
this goal, you need a solution that can support changing demands along the way. Attain SACCO
Dynamics delivers the flexibility you need to accommodate new business processes and scale as
your business grows without significant increases to your original investment.
 Conduct business internationally. Use international trade and multicurrency capabilities to
maintain your general ledger in different currencies; determine how amounts are rounded and
posted for an unlimited number of currencies; and manage customer and vendor accounts in
the appropriate currency.
 Connect your remote and roaming employees. Empower your mobile workers with direct
access to Attain SACCO Dynamics data and local resources over the Internet using a rich Role
Tailored interface—and get even more from your investment in desktop applications.
 Choose the right solution for you. With flexible deployment options, you can choose the
solution that works best for your business—and increase IT flexibility without increasing costs.
Attain SACCO Dynamics supports both on-premises and remote, cloud-based deployments
hosted by Microsoft or a Microsoft partner, in addition to hybrid, or partly-hosted, models.
3.1.2.3 Gain Simplicity, Agility, and Valuewith Microsoft Dynamics NAV
Microsoft Dynamics NAV is designed to empower your people to be more productive and your
systemsto last longer, with the ability to scale to accommodate growth, all while delivering the
insight you needto respond quickly in an ever-changing world of business.
 Simple to Learn and Use
Simplicity is at the core of Attain SACCO Dynamics. It is easy to learn and use because it works like
and with other familiar Microsoft technologies, such as Microsoft Office. And Simplicity is built into
every aspect of your experience—from initial purchase and deployment to ongoing maintenance
and upgrades.
 Delivers Agility in the Face of Rapid Change
Today’s business landscape is changing at an ever-increasing pace. To stay ahead, you need a
business management solution that is designed to help you meet evolving demands. Attain SACCO
Dynamics delivers the agility you need to adapt new business processes and extend functionality
quickly, making it easier to enter new markets, add capabilities, or re-allocate existing investments.
 Drives Value for Your Business
Attain SACCO Dynamics delivers value for your business in three important ways.
 You can increase your return on investment (ROI) as you boost productivity and create new
ways to control expenses, helping to drive profitability.
 Microsoft Dynamics NAV offers interoperability with the other technologies you already use
in your organization to help lower your total cost of ownership (TCO).
 You can achieve maximum benefit from your technology investment through improved time
to value, especially when you don’t want or need an extensive IT infrastructure.
Whether you choose an on-premises or hosted deployment model, our global network of Microsoft
partners can get you up and running quickly with tools to accelerate installation, set up and extend
core functionality, and migrate data from your legacy systems.
System Centre
Microsoft System Center 2012 R2 helps you
realize the benefits of the Microsoft

Cloud OS by delivering unified management

across your datacenters, service provider
datacenters, and Windows Azure. With System
Center 2012 R2 you can:

 Utilize enterprise-grade management

capabilities with best-in-class
performance for your Windows Server
environments and first-party Microsoft
workloads (SQL, Exchange, and SharePoint).
 Reduce datacenter complexity by simplifying how you provision,manage, and operate your
infrastructure.
 Enable delivery of predictable application SLAs through a relentless focus on optimizing
your applications and workloads

System Center includes the following components:

 App Controller
 Configuration manager
 Data protection manager
 Orchestrator
 Operations manager
 Service manager
 Virtual machine manager
Microsoft SQL Server
SQL Server enables customers to build mission-critical applications and Big Data solutions using
high-performance, in-memory technology across OLTP, data warehousing, business intelligence
and analytics workloads without having to buy expensive add-ons or high-end appliances. SQL
Server uses a common set of tools to deploy and manage databases both on-premises and in the
cloud, which makes it easier for customers to take advantage of the cloud with existing skills.

“SQL Server 2014 also provides new disaster recovery, backup, and hybrid architecture solutions with
Windows Azure, enabling customers to use their existing skills with on-premise features that leverage
Microsoft’s global datacenters. In addition, SQL Server 2014 takes advantage of new Windows Server
2012 and Windows Server 2012 R2 capabilities to give you unparalleled scalability for your database
application in a physical or virtual environment.”
 4 PROPOSED IMPLEMENTATION FRAMEWORK

Project Implementation Methodology

We will employ best practices in implementing the solution proposed to ensure SMECD’s
requirements are all met in the stipulated timeline. Best practice is the most efficient (least amount
of effort) and effective (best results) way of accomplishing a task, based on repeatable procedures
that have proven themselves over time for large organizations.

Our best practice is the utilization of Sure step Methodology for the implementation of this project.
Developed by Microsoft, Microsoft Sure Step will ensure a successful implementation of the system
for SMECD. Sure Step will help finish the implementation on time, on budget and according to
SMECD’s specifications. The Sure Step Methodology provides detailed guidance about the roles that
are required to perform activities and proven best practices. Flowchart diagrams within this
implementation methodology point to tools and templates that can be used at different phases of an
implementation project. It will cover the following key best practice areas:

a. Project Management information, advice and tools

b. Implementation Tools
c. Project Documentation templates
d. Risk Management
e. Quality Management
f. Change Management
As the initial activity in implementation of the System, we shall customize our methodology to suit
the project, this is an activity we shall carry out with the project implementation team that will be
set up by SMECD. For successful implementation of SMECD project, we shall follow the following
steps:
Phase Requirements Customizations Deployment Operation
Gathering

Activities  Project  Delivery and  Training Plan  Warranty

Organization Installation  Pre- Service
and Plan commissioning Plan
Management and Operational  Post-
Plan Acceptance Warranty
 Task, Time, and Testing Plan Service
Resource Plan (if
Schedules applicable)
 Quality
assurance and
risk
management
plan

Project Quality Assurance

Management Risk Management procedures;
Scope Management
Issue Management
Communication Management
Time & Cost Management
Resource Management
Quality Management

Project Management & Governance

4.1.1 Project Governance Approach
The project requires a very aggressive and proactive approach due to achieve the tentative
timelines. Various project issues will be handled by our methodology as indicated below.

4.1.1.1 Project Quality Management

Quality assurance (QA) is concerned with “how to perform” project execution. It covers project
management aspects versus deliverable oriented aspects, which are covered with quality control
activities.

Quality management will be catered for as a cross phase process in all the phases of the
implementation methodology. As stated earlier, we shall utilize a standard methodology by
Microsoft called sure step. Sure step ensures quality standards are met across the entire project. An
illustration is as follows;
The quality management discipline supports the project management team in following their goals
such as:

 Customer satisfaction
 Plan, design and build in quality instead of just focusing on inspecting the quality
 Prevent mistakes instead of correct mistakes as an outcome for later inspections
 Manage the project team for active participation and to provide the resources needed to be
successful
 Manage project team for active participation and to provide the resources needed to be
successful
 Avoid overworking the project team and the resulting negative consequences like increased
employee attrition, unfounded errors or rework
 Avoid meeting project schedule objectives by rushing project work and creating less
qualified results
 Using the plan-do-check-act-cycle for continuous quality improvement during the project
life cycle

4.1.1.2 Project Communication Plan

A formal process will be employed to facilitate communication during the project. There will be two
key vehicles for providing this communication: a weekly status report and 2 weekly status
meetings.
  The Attain ES Project Manager, working in conjunction with the SMECD Project Manager,
will compile status reports with the frequency defined above for distribution to both
SMECD and Attain ES management.
 Meetings will be held with the frequency defined above to review overall status, the
project schedule, and open issues noted in the status report.
 Additionally, a Steering Committee Status Report and Meeting will be conducted on a
monthly basis.

4.1.1.3 Issue/Risk Management Procedure

Risk management includes identifying, analyzing and responding to project risks when initiating a
project. During project execution, monitoring and controlling are ongoing activities to manage the
uncertainty of risks.  Besides risks with negative impact on the project success there are positive
risks that create opportunities for the project. A key to success is to use historical information and
experiences from prior projects. This creates a good reason to archive risk documentation and to
include the experiences in the lessons learned documentation for future use.

The following general procedure will be used to manage project issues and risks:

1. Identify and document

2. Assess impact and prioritize
 3. Assign responsibility
4. Monitor and report progress
5. Communicate issue resolution
A mutually agreed upon issue escalation process will be defined at the outset of the project.

4.1.2 Change Management Process

During the project either party may request in writing additions, deletions, or modifications to the
services described in this proposal (“change”). We shall have no obligation to commence work in
connection with any change until the estimated fee and schedule impact of the change is agreed
upon in a written Change Request Form signed by the designated Project Managers from both
parties.

Upon a request for a change, we shall submit the change on our standard Change Request Form
describing the change, including the estimated impact of the change on the project schedule, fees,
and expenses. The Change Management Process that will be employed is defined below. Both
parties agree to follow this process and to use the Change Request Form.

 Identify and document

 Assess impact and prioritize
 Estimate required effort
 Approve / Disapprove
 Assign responsibility
 Monitor and report progress
 Communicate change resolution

Within three (3) consecutive business days of receipt of the proposed Change Request Form, you
shall either indicate acceptance of the proposed change by signing the Change Request Form or
advise us not to perform the change. If you advise us not to perform the change, then we shall
proceed only with the original services. In the absence of your acceptance or rejection, we will not
perform the proposed change.

4.1.3 Project Scope Management

Project Scope Management is primarily concerned with defining and controlling what is in scope
and what is out of scope for the project. We shall plan and document how project scope will be
defined, verified, managed and controlled by the project management team.  Project Scope
Management is one of the most important tasks for the Project Manager. Clear and precise scoping
will ensure SMECD acceptance and satisfaction with the project

4.1.4 Project Procurement Management

Procurement Management includes planning, contracting, controlling, changing and closing of
contractual work and results. Such activities covers both, subcontracting of project work and
contracting for the implementation project with the customer. Descriptions for Procurement
Management are more related to subcontracting, whereas descriptions for Proposal Management
are mainly related to the contracting between the consulting organization and the customer.

Early defined purchasing specifications ensure sufficient time for necessary approval processes and
proper planning to handle possible lead times for purchases. Monitoring of the baseline for
scheduled purchases and acquisitions ensures to keep the overall project schedule.

4.1.5 Project Time & Cost Management

The purpose of this is planning of time and cost for the project, project phases or specific
requirements in accordance to the approved project scope. It will be divided into two phase:

4.1.5.1 Initial Time & Cost Planning

The initial time and cost planning can vary from just a few requirements, e.g. an Upgrade phase that
needs to be proposed, up to a multi-site and complex business solution with a multitude of
requirements and project activities. The descriptions, tools and templates provided in the Microsoft
Dynamics™ Sure Step Methodology support a consistent approach for how to estimate, schedule
and plan time and cost. A consistent approach implies having consistent information across the
following list of documents:

 Project Scope Statement (PSS) and related contractual Statement of Work (SOW)
 Work Breakdown Structure (WBS)
 Estimation Worksheet and supportive estimation tools
 Project Plan
 Activity List

4.1.5.2 Ongoing time & Cost Management

Control and update time and cost planning as a periodic process during the project execution.

Periodic tracking of the project performance supports keeping the project baseline for time and
budget. The results can be used to investigate the need for proactive actions and for reporting the
project status to the project stakeholders.

 Common reasons why changes to time and/or budget occur are:

 Approved requirements included in scope

 Additional work identified and approved
 Inaccurate estimates
 Unclear expectations
 Resource turnover or planned resources not available when needed
 % completions not clearly communicated or inaccurate
 Unplanned issues arose during project execution
4.1.6 Project Resource Management
The purpose of this is to organize and manage all involved in the project - human resources,
equipment and material resources.
The main types of Resources are human resources, people that do the work of the project, and
material resources, physical objects that are used and consumed as the project progresses.
Examples of material and equipment are infrastructure, server or resources needed to establish the
working environment for the project team. In most IT projects, human resources are the most
important type of resource to manage. Involving human resources, also called project team
members, early in the project lifecycle enhances the strength of their commitment to the project
and adds expert knowledge during the project planning process.Definition of project roles is a
mandatory step to prepare for human resource planning.
Proposed Work Plan
Time in man weeks
Activity 1 2 3 4 5 6 7 8 9 1 1 1 1 1 1 1 1 1 1 2 2 2 2 2
0 1 2 3 4 5 6 7 8 9 0 1 2 3 4
Project kick off and
contract signing
User Requirements
Specifications/Fit gap
analysis
Infrastructure set ups

System
Customization:
 SACCO System
 Mobile interface
 Web interface
 Supervision
System
System Set up and
configuration: SACCO
system set ups
End User Training

User Acceptance
Testing
Data Migration

Cut over to
production
System handover to
client
 Proposed Team Composition and Roles
4.1.7 Project Team Structure
Executive Steering
Committee
SMECD
Business Sponsor
Attain ES
Project Manager
Engagement
Manager

Program Office
SMECD
Project Manager
Business Leads
Attain ES
Chief Solution
Architect

Project Management
SMECDProject Manager
Attain ES Engagement Manager

Functional Leads - Technical Leads – Attain ES

SMECD

Functional Team Solution Training Account

Consultants Consultants Management

Development Deployment
Team Composition and Tasks
Area of Name Task Assigned
Expertise/Position Of Staff
Assigned
1. Project William Motende The Project Manager is responsible
Director/Support for ensuring that all aspects of the
project are planned and executed in a
manner that will lead to meeting the
implementation goals within the
established timeframe and budget to
a high degree of customer satisfaction
2. Project Manager a) Fred Osoro To focus on technical administration
b) Chris Ng’ang’a of the project and to serve as the non-
resident support consultant to the
team on site.
3. Chief Solution a) Joseph Mwangi The chief resident consultant to
Architect b) Brian Kili support the project directly and offer
direction

4. System Developer a) Jacob Kipkoech - ERP Solution deployment (Analysis,

b) Harrison Alwanga- design, customization, data
Web migration, training and deployment).
c) Joseph Mwangi
d) Joy Naitore – Mobile
e) Edmond Kiprotich -
infrastructure
5. Solution a) Deborah Masara Solution Implementation (data
Implementer b) Vincent Okoth migration, training and deployment)

6. Quality Assurance a) Mwendwa Makathimo Quality Assurance and Testing (Unit

and Testing b) Ralph Osoti and Functional Testing)
7. Account Manager a) Rose Mwende Liaising between SMECDand Attain
b) Martin Mwenda Solutions, Preparation of required
documents & business management.
Brief Profiles of Proposed Staff
4.1.8 Director: Dr. William N. Motende
Key Qualifications:

 Microsoft Certified Professional in applications development.

 Software Database Developer
 A Systems Administrator
 Systems analysis and development
 Software Support Specialist

Projects experience:

Involved in all the projects as the company director to oversee that everything runs smoothly.
Key projects include:

 Capital Markets Authority: Risk Based Supervision System

 Boliba SACCO: SACCO Management System - FOSA
 Retirement Benefits Authority: Risk Based Supervision System
 SACCO Societies Regulatory Authority: ERP and Document Management System
 CPF Financial Services Ltd: ERP, Pension Administration Solution, Investment Management
System
 Kenya Film Commission: ERP Solution
 Brand Kenya: ERP Solution
 Stanbic IBTC Pension Managers: Pension Administration Solution
 National AIDS Control Council
 Deloitte and Touche: Development of a web based System
 ACDI-VOCA: Lead Consultant responsible for implementation of this phased
implementation of a 5 nation monitoring and evaluation database,
 ADRA-Kenya: Participated in a diagnostic workshop for agricultural and HIV project based
on Attains monitoring and evaluation database system
4.1.9 Director: Brian K. Kili
Key Qualifications:

 10+ years’ experience in software development & Project management

 Expertise in Microsoft Business Solution- Navision Development customization and
Implementation.
 Microsoft Certified Professional (MCP) since 2001 (MCSD)
 Expert in web based applications development

Projects experience (Over 50 projects handled):

Involved in all the projects as the company director to oversee that everything runs
smoothly. Key projects include:

 KUSASA: Support services for NAV 3.7 System for 10 years

 Ministry of Housing: Development of system to manage the Civil Servants Housing
Scheme
 Stanbic IBTC Pension Managers Ltd: Development of Pension management system
 CPF Financial Services Ltd: Development of Pension management system
 ICEALION: Development of Integration interfaces
 Coffee Management Services Ltd: Development of Farm management system
 Farmer’s Choice: lead consultant for development of Navimeat system
 Community Water and Sanitation Agency (CWSA), Ghana:Ghanaian Payroll and a
contract management system
4.1.10 Project Manager: Fred Osoro
Key Qualifications:

 Master’s in Business Administration(Finance)

 Bachelor of Commerce Accounting
 Certified Public Accountant
 Project Management

Projects experience:

His role is to manage all the projects, together with the project management team. Key
projects managed include:

 Capital Markets Authority: Risk Based Supervision System

 Retirement Benefits Authority: Risk Based Supervision System
 SACCO Societies Regulatory Authority: ERP and Document Management System
 CPF Financial Services Ltd: ERP, Pension Administration Solution, Investment
Management System
 Chase Insurance Agencies Ltd – Insurance Brokerage System
 Brand Kenya Board – ERP System
 MIC Global: Medical Underwriting System
 Reach Logistics: Warehousing System
 Stoic Car Center: ERP System
 Biblia SACCO: SACCO management system
 Boliba SACCO - SACCO management System - FOSA

4.1.11 Chief Technical Officer: Joseph N. Mwangi

Key Qualifications:

 Programming - Delphi, Pascal, Visual Basic, 4 Voice

 Databases - MS SQL Server, MySQL, MS Access, DB2, Oracle, PostgreSQL
 Web Tools - PHP, Dream weaver, Apache, Delphi CGI, JavaScript, Ajax
 Operating Systems - Linux, Windows 2000/2003/2008/NT/XP/Vista
 Applications - MS Office, Quick Books, Sage Pastel, MS SharePoint
 GSM/SMS - SMPP, IVR, E1/T1, ISDN
 Networking - Cisco

Projects Experience:

The Chief Technical Officer is the overall technical consultant to guide the development
team on how each solution should be designed and developed. Key projects include:

 Biblia SACCO: SACCO management system

  SACCO Societies Regulatory Authority: ERP and Document Management System
 Capital Markets Authority: Risk Based Supervision System
 Boliba SACCO: SACCO Management System - FOSA
 Retirement Benefits Authority: Risk Based Supervision System
 Energy Regulatory Commission: Regulatory Management Information System
 Kenya Institute of Supplies Management: ERP
 Stanbic IBTC Pension Managers: Pension Administration Solution
 National AIDS Control Council

4.1.12 System Developer: Antony Komen

Key Qualifications:

 Microsoft NAV 2009 Installation and Configuration

 Microsoft NAV 2009 Core Setup and Finance
 Certified Public Accountant(CPA)

Projects Experience:

Key Systems developer active in code development of the different solutions. Key projects
include:

 SACCO Societies Regulatory Authority: ERP and Document Management System

 Capital Markets Authority: Risk Based Supervision System

 CPF Financial Services Ltd: Development of Pension management system

 Boliba SACCO: SACCO Management System - FOSA
 Retirement Benefits Authority: Risk Based Supervision System
 Energy Regulatory Commission: Regulatory Management Information System
 Stanbic IBTC Pension Managers: Pension Administration Solution
 ARM Pension Managers Ltd: Pension Administration Solution
 Brand Kenya: ERP Solution

4.1.13 System Support Engineer: Edmond Kiprotich

Key Qualifications:

 Microsoft Certified Solution Expert in:

o Server Virtualization
o System Center 2012 R2
o Windows Server 2008
o Enterprise Administrator in Windows Server 2008
o Applications Infrastructure
o Active Directory
 Microsoft Certified Solutions Associate
 Cisco Certified Network Associate
  Microsoft Certified Information Technology Professional (MCITP)
 N+ A+

Projects experience:

Key resource in infrastructure reviews and set ups and expert in the cloud solutions. Key
projects include:

 Capital Markets Authority: Installation activities, Private Cloud, System center

 Retirement Benefits Authority: Installation activities, Private Cloud, System center
 Mt. Kenya University
 Kenya Institute of Supplies Management
 Biblia SACCO

4.1.14 Head of System Implementation: Deborah Masara

Key Qualifications:

 Microsoft Certified Technology Specialist

 Master’s in Business Administration – Management Information Systems
 Bachelor of Science in Software Engineering (First Class Honors)
 C# and ASP.NET certifications

Projects experience:

Key role is to ensure that the implementation team carries out the specified implementation
tasks such as data migration, training and user acceptance testing. Projects involved
include:

 Capital Markets Authority

 Ministry of Housing
 Stanbic IBTC Pension Managers and Asset managers (Nigeria)
 Local Authorities Pension Trust
 ARM Pension Managers (PFA) Limited
 Kenya Film Commission
 Chase Insurance Agencies Ltd
4.1.15 System Implementer: Mwendwa Makathimo
Key Qualifications:

 Microsoft Sure Step Certified

 Microsoft Certified Professional
 Masters in Business Administration( ongoing)

Projects experience:

 Retirement Benefits Authority

 Energy Regulatory Commission
 Capital Markets Authority
 Mbaya & Associates: ERP and Cloud

4.1.16 Account Manager: Rose M. Weche

Key Qualifications:

 Microsoft Certified Professional – NAV 2009

 Overall responsibility for ensuring quality and timeliness in the delivery of services and
maintaining a healthy relationship with the customer

Projects experience:

 Oversees activities in the sales and customer relations department. Key projects involved
include:
o KUSASA – Account Manager
o ARM Pension Managers – Account Manager
o Stanbic IBTC Nigeria – Account Manager
o Capital Markets Authority
o Energy Regulatory Commission
 5 SERVICE LEVEL AGREEMENT (SLA)

Description of Support Services

Attain ES Ltd proposes meetings with both the Attain ES and SMECD staff to be held to deliberate
on the methodology of providing the services. Support for the modules of SMECD will be offered in
the following ways:

i. Onsite,
ii. On-call or
iii. Online.

Attain ES Ltd utilizes an online portal called Incident Tracker where our clients log in and post
their current issues with the system. Attain ES Ltd is able to view this immediately and the
appropriate personnel allocated the tasks. The link for the Support Incident Tracker is:
www.support.attain-es.com.

This incident tracker works well for our clients and they are able to have all their system support
issues catered for.

I. The Incident Tracker

Support Incident Tracker (or SiT!) is a web based application for tracking technical support
calls/emails. Manage contacts, sites, technical support contracts and support incidents in one
place. Send and receive emails directly from SiT! attach files and record every communication in
the incident log. SiT! Is aware of Service Level Agreements and incidents are flagged if they stray
outside of them.

II. Incidents

'Incident' is the name we use for what may also be referred to as a 'support call'. 'Service request'
or 'helpdesk ticket'.

Incidents are usually referred to by their reference number, what we call the 'Incident Number'.
Incidents have a title, an associated product, contract and contact and possibly other information
as well.

After an incident is added it is always 'owned' by a SiT! Users although the user can reassign this
ownership while the incident is open.

Each incident has a current status which may be one of the following:

 Active
 Closed
 Research Needed
 Called And Left Message
  Awaiting Colleague Response
 Awaiting Support Response
 Awaiting Closure
 Awaiting Customer Action
 Unsupported

Closed incidents have an additional closing status:

 Sent Information
 Solved Problem
 Reported Bug
 Action Taken
 Duplicate
 No Longer Relevant
 Unsupported
 Support Expired
 Unsolved
 Escalated
Each incident has an 'updates log' which shows everything that has happened during the
lifetime of the incident, a complete record of all contact with the customer, with colleagues and with
external engineers. Incidents can also have files attached.

5.1.1.1.1 Methodology of Carrying Out Service

1. Before reporting apparent faults to Attain Enterprise Solutions, SMECD should:-
(a) Carry out appropriate checks to ensure that the fault does not lie outside the software.
(b) Ensure that a member of staff trained in the System has analyzed the fault and is satisfied that a
fault report should be submitted.
2. An error log should accompany all fault reports submitted via www.support.attain-es.com .
3. On receipt of a fault report the parties will seek to agree the priority to be accorded to its
rectification.
The following table defines critical components of the system. By default, any other component not
included in this table will be considered as non-critical.

Component Description
Software The problem causes a total system outage or it severely
impairs key functional aspects system. Work cannot
reasonably continue the operation is mission critical to
the operation of the other departments.

Table 1 - Cri tical Components

4. Reported faults will be prioritized into three categories:-

Priority 1 Critical faults requiring an immediate response

 Priority 2 Faults requiring an urgent, though not necessarily an immediate
response
Priority 3 Other faults
Table 2 – fault categorization
5. In dealing with faults falling within Priority 1, the first objective will be to restore a full
working system. This may not involve the immediate correction of the fault itself.
6. The targets for resolving faults reported are as follows: -

Priority Response Resolution Target for Correction

(Temporary of fault
solution)
1 Immediate 6 hours 2 working days
2 Within 1-3 working days 12 hours 3 working days
3 Within 15 working days Not applicable By agreement
Table 3 – Response and correction per category

7. It is necessary for the purposes of Attain Enterprise Solutions’ analysis and correction of
faults reported that SMECD provides Attain Enterprise Solutions with all necessary
information and sufficient resources and support.
 6 INDICATIVE PRICING FOR THE IT SOFTWARE

Software Costs
Item Qty Unit Cost ($) Total Cost ($)
MS Dynamics NAV Starter Pack 1 3,500.00 3,500.00
MS Extended Pack 1 7,000.00 7,000.00
Additional Users (multi tenancy) 60 2,100.00 126,000.00
SACCO Solution 1 100,000.00 100,000.00
     
Enhancement 16%   37,840.00
     
SQL Server Enterprise 1 16,000.00 16,000.00
MS SharePoint Server 1 1,000.00 1,000.00
    291,340.00
  VAT 46,614.40
  Total Software 337,954.40

Consultancy Costs
Cost per
Total Cost ($)
Activity Resources Man days day($)
Project management 1 50 450.00 22,500.00
User Requirements 2 10 350.00 7,000.00
System Customization 3 20 400.00 24,000.00
Infrastructure set up 2 20 400.00 16,000.00
Training 2 10 400.00 8,000.00
Set up of 30 sites 2 15 400.00 12,000.00
      Total 89,500.00
 7 PROPOSED REVENUE SHARE PROGRAM
Attain proposes to implement the mobile banking solution, web portal and ATM integration as part
of the solution for SMECD. Attain seeks to enter into a revenue share program with SMECD. The
revenue share is projected to work as follows:

 As part of the solution implementation, Attain will develop:

o Mobile App for mobile banking
o USSD platform by use of short codes to access SACCO services
o Web Portal for Members to carry out various transactions
o Mobile Wallet
o ATM Integration
 The revenue will arise from:
o Mobile App for mobile banking – a fee will be charged per transaction
o USSD platform by use of short codes to access SACCO services – a fee will be charged
per transaction
o Web Portal for Members to carry out various transactions - a fee will be charged for
the online service
o Mobile Wallet - a fee will be charged per transaction
o ATM Integration - a fee will be charged per transaction
o MPESA Integration – a fee is charged per transaction
 For the revenue streams mentioned, Attain proposes a revenue share model where the
revenue from the transactions above will be shared between SMECD and Attain.