UBA EDMS Proposal v1.3

8/18/2019 UBA EDMS Proposal v1.3

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UBA/EDMS/1/0(c)

ORIGINAL: English

DATE: March 30, 2016.

Technical Proposal

For

Document Digitization (Scanning)

Procurement, Design, Implementation, Training and Support Services)

Client:

UNITED BANK FOR AFRICA PLC

Consultant:

Cube Systems Ltd1, Jacob Banjoko Str.,Seriki Aro, Ikeja, Lagos.

ocument Ref. UBA/EDMS/1/0(c)

ssue V1.0 ate 30/03/2016

ocument Title Document Digitization (Scanning) Proposal ssued by Alade Jeleel, BalogunTunde

uthor Balogun Tunde ontact: +234 818 950 6005-mail: [email protected], +234 806 425 9338 -mail: [email protected]


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PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.

(Procurement, Design, Implementation, Training and Support Services)

Copyright 2016 Cube Systems Limited. All rights reserved.

Confidentiality

The information contained in this document represents proprietary, confidential information pertainingto Cube Systems Limited products and services and therefore agrees not to disclose to anyoneexcept the purpose to evaluate this proposal.

Copyright @ 2016 Cube Systems Limited. All rights reserved. This material is protected by the copyright

laws of Nigeria. It shall not be reproduced or distributed in any means by anybody except in respect

with agreement with license from Cube Systems Limited.

Whilst efforts were made to verify the completeness and accuracy of the information contained in this

document, it is provided “as is” without warranty of any kind, express or implied until contract papers

are signed by parties. In addition, this information is based on Cube Systems Limited current product

and service format which are subject to change without notice by Cube Systems Limited.


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Introducing Cube Systems Limited.

Cube Systems Limited is a Business Solution Developer with clear focus on high quality, time beating

and cost-effective business solutions. With our experience in providing high quality business solutions

and services, capabilities and standards, we develop solutions that give businesses cutting edge

operation and best return on investment. Our global solution model delivers quality and maximum

aimed output. We design, develop and implement Electronic Document Management Systems Solution,

Enterprise Resource Planning Solution, Document Digitization (Batched Scanning), Process Automation

and Business Application development.

Our skilled professionals provide long-range planning and consultancy services to corporate

establishment of various sizes and capabilities. They have the knowledge and real-time experience to

handle today’s complex business and IT environments.

Therefore with our knowledge virtually in IT Business Solution Development, we are better placed to

carry out Business Solution Development (EDMS, ERP, Document Digitization/Scanning and Process

Automation) projects with every competency required of such project across the globe.

Our Goal:

Our goal is to provide businesses with quality information technology solution whilst ensuring that

these businesses get the maximum Return on Investment on services rendered to them.

Our Services:

We deliver a full balance of business strategies and technology, solutions and services for organizations

looking to improve their operation’s effectiveness. We help our clients thrive in the new economy,

serving as the medium to move them from a traditional business design to a customer focused, shared

information strategy with latest ICT tools. We identify their needs and then recommend appropriate

solutions of today’s new way of doing business with every competency required of such service.

We provide the leadership resources and technologies required to help our clients achieve their goals.

Our Premium Solution Covers:

Customized Software Development

Electronic Document Management System (EDMS) Implementation

Document Scanning and Digitization

Document Re-organization E-Business & I.T. Consultancy


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- EXECUTIVE SUMMARY

Cube Systems Limited welcome and appreciate the opportunity to submit our proposal for the

Document Digitization (Scanning) for United Bank for Africa in order to meet its current and future

business/administrative process improvement needs.

This proposal document presents Document Digitization Project Solution with components consisting

of the Fujitsu/Kodak/Canon industrial scanners, Kodak Capture Pro (Intelligent Batch Scanning

Software), with advanced implementation as the solution stack to carry out the implementation of

Document Digitization that would facilitate the conversion of physical documents into digital format

(compressed searchable PDF) and migrate to your Electronic Document Management System Server.

The successful implementation of the Document Digitization will help United Bank for Africa to

increase their business/administrative productivity and enjoy automated process controls as all the

documents will be scanned in a compressed text-searchable PDF in order to safe storage space and

facilitate faster document retrieval when searched.

Our team will be available to provide experienced and professional advice on the operations and

strategy matters related to document distribution, physical document sorting, intelligent document

scanning, document indexing and uploading to your Electronic Document Management System Server.


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- DELIVERABLES

Our document digitization (scanning) solution transform your papers into text-searchable PDFs and

digital images. Instead of dealing with file cabinets or off-site storage, your documents are migrated

into Electronic Document Management System Server. Save time by finding documents faster. Save

money by reclaiming valuable office space and reducing paper stationaries costs.

Document digitization deliverables include the following:

Liaise with Head Archivist to retrieve document when requested while the project lasts.

Proper sorting of United Bank for Africa documents collected for batch scanning.

Scanning of all types and sizes of Documents

Accurate Indexing of the scanned documents by picking the meta-data properties from

document contents. Integrated Uploading of scanned and indexed document into your Electronic Document

Management System Server

Submission of copy of scanned documents stored on an external storage unit in case of

unrecoverable disaster.

Weekly/Monthly report (in a format UBA will advise) on status of activities done in each

work area. The work done, as contained in the report would have been quality checked by

the supervisor and the focal point

Electronic Document

Management System Server


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- APPROACH AND METHODOLOGY

APPROACH

Cube Systems will offer the required project management support, expertise and the overall

administration for the implementation. Professionally, Cube Systems will use International-standard

implementation methodology administration as a guide and bring our competencies in implementing

document digitization project for UBA.

These methodologies have been developed by our Consultants based on experience gained through

the implementation of other projects. The methodologies that will be used for this project will be the

Cube Systems Project Implementation Method for the Implementation and Project Management

Method for the Project detailed in this document.

Benefits of document digitization to United Bank for Africa?

No more file cabinets or off-site storage.

Find documents instantly.

Share & distribute documents easily and securely.

Back-up plan for critical data.

Cut Costs.

Eliminate paper pushing.

A Green and paperless Office. More Secure Documents.


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- METHODOLOGY

All documents will be scanned with high quality resolution and checks made at every stage of the

scanning process to ensure quality document digitization. We offer a totally secure and confidential

service and your documents are safe in our hands. Digitization solution are setup with collection of

computer systems networked with industrial/production scanners and a centralized storage device and

backup drives.

PROCESS LAYOUT FOR DOCUMENT DIGITIZATION METHODOLOGY

Step-1:

Cube Systems collect the hard copy documents with proper checkout procedure.

Step-2:

Cube Systems review documents and sort them into batches in their respective folder

Step-3:

Creation of folder for documents scanning on the scanning station

Scanning of Documents into compressed text-searchable PDF Format through the Intelligent

Scanning Software (Kodak Capture Pro).

First stage backup into a 4 Terra Bytes external storage device


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Step-4:

Document indexing by picking meta-data from document /folder’s contents

Quality Control/Check

Optical Character Recognition configuration

Second stage of scanned and indexed documents backup into another 4 Terra Bytes external

storage device

Step-5:

Migration of scanned and indexed document to Electronic Document Management System

Server.

All documents received will be returned exactly as they are delivered for scanning.

We also provide if you require, on-site assistance to re-arrange, sort or collate documents after

scanning project

DIGITIZATION SOLUTION TOOL:

Networked Computers

with 2 Stages data backup

Kodak i4250 Scanner:

110 pages per minute

40,000 pages per day

600 dpi resolution

Fujitsu fi 6800 Scanner:

130 pages per minute

60,000 pages per day

600 dpi resolution

KODAK Capture Pro:

Industrial-Intelligent

Scanning Software

Sharegate SharePoint

Migration App:

Complete SharePoint Site,

List, Contents, Libraries,

Folders and Files Migration

Solution.


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- PROJECT ORGANIZATION

The general indicative project organization for the implementation of the document digitization project

is set out on the Chart below. Basically, the project will be run by both Cube Systems’ team and UBA

Document Digitization Project Team. This is in consonance with our project policy of involving our

client intensively in every projects. The project shall consist of the following individual or team

responsibility areas.

Cube Systems

Project Manager

Document Sorting Unit Document Scanning Unit Document Indexing Unit

Quality Control Unit

Document Uploading Unit

Technical Support

Personnel

UBA

Project Manager

UBA Project Committee

UBA

Document Archivist


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- PROJECT MANAGEMENT APPROACH

Our expert team serves as Digitization Solution Provider to United Bank for Africa who have critical

document digitization project. Our Management Team has experience successfully designing and

implementing document scanning and digitization solutions, and managing document conversions for

companies in a variety of industries and market verticals. Successful document management requires

a clear understanding of an organization's Document Strategy, its People, Process, and Technology

Requirements, and the optimal implementation approach. We will closely work with your Document

Digitization Project Team to conduct an extensive Project Plan.

Project Management Approach would involve the processes below which collectively form a complete

set of all tasks required to manage a project;

Control and Reporting

This process would cover tasks that would help in confirming the scope and approach of the project,

manage change, and control risks. Also, it would guide for management of the project plans and

report project status.

Work Management

The Work Management process would cover tasks that would help define, monitor and direct all

work performed on the project. The financial view of the project would be maintained through this

process.

Resource Management

This process would offer guidance on achieving the right level of staffing and skills on the project

and on implementation of infrastructure to support the project.

Quality Management

The Quality Management process would direct implementation of quality measures to ensure that

the project meets United Bank for Africa’s purpose and expectations throughout the project life-

cycle.

Configuration Management

This process contains tasks that would help to store, organize, track, and control all items produced

by and delivered to the project.


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PAST & ONGOING PROJECTS:

CLIENT PROJECT DESCRIPTION STATUS

Nexim Bank, Abuja. Implementation of SharePoint 2013 as an

Electronic Document Management Systems and

Content Management Systems

Design and development of Business Process

Automation across the departments

Completed

Euroglobal Distiller Ltd,

Lagos.


Quantity: 2.1 million documents

Completed

Sona Group of

Companies, Lagos.



Completed

Lagos Business School,

Lagos.

Design and development of Business Process

Automation across the departments

Ongoing

Credit Risk Unit, Access

Bank Plc, Lagos.



Ongoing


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PROPOSED SCOPE OF SERVICE:

Cube Systems Ltd’ s proposed scope of service includes:

Document Digitization (Scanning) Service

Document Scanning, indexing and migration to EDMS Server or store on a Storage Units.

SOLUTION IMPLEMENTATION ARCHITECTURE

We therefore looking forward to your kind response while we wait to furnish you with more

information as required.