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Electronics

Document Management System

Xtranet Technologies Private Limited, India

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Agenda

1. About XtraNet2. Our value proposition3. eDMS - Why choose us?4. Document Management Landscape – AS IS vs TO BE5. Synergy eDMS Introduction6. eDMS Modules7. eDMS Features8. eDMS Benefits9. Document filing by status sample10. Document approval workflow sample11. Document lifecycle management12. Sample document categories13. eDMS Architecture14. eDMS Project Plan15. Appendix-1 [eDMS Screenshots with explanation]16. Appendix-2 [Synergy Platform Details]

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XtraNet Technologies UAE, India, USA, Canada

We have more than 18 years of experience in providing Integrated IT solutions and managed technology services to Public and Private sector companies.

Our Global PresenceOur Growth Journey

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1. Advanced Technology - A rich experience in automation technologies enables us to consistently deliver the project on time, and right in first pass.

2. Experienced resources – Support team that we are proposing are experienced and have expert level skills on the process and product knowledge. With deep understanding of product and we will be able to provide deep insight during support activities

3. Best practice based approach – Having supported such products for multiple customer, we come with best practices that has both process and system solution. We help customer in defining end to end process that can be leveraged for their system.

Our Value Proposition

After reviewing the project needs and analysing your current and future planning business and system requirements, we believe that we bring substantial value to the table.

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eDMS - Why Choose us?

1. We are high quality solution providers, empowering business users, developers and designers to create and deliver effective and compelling user experiences. Synergy EDMS provides a robust, end‐to‐end architecture for delivering Rich Internet Applications (RIAs), content and communications across multiple platforms and devices.

2. Synergy EDMS is designed for easy deployment and maintenance within standards based enterprise architecture.

3. Our solution is developed using open source framework and technologies which is huge cost saving against proprietary licensing and easy to deploy and maintain.

4. Synergy EDMS with workflow handles documents by electronically storing, organizing, indexing and filing. They can be retrieved as and when required at the click of a button.

a) User can accesses unstructured data in the form of documents present in your organization and store them in a structured form.

b) User can access any documents to his desktop and enables him to work with them, eliminating the need for paper‐based documents.

c) It is a powerful document archival system, which ensures safety of documents, faster access to them and huge cost savings.

5. Our solution will enable you to manage paper as well as electronic documents and files in a single system. Documents are electronic and can be retrieved easily for quick reference. Depending on your requirements we integrate a set of modules that provide a new level of information control and help you manage your data effectively.

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Document Management Landscape – AS IS vs TO BE

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Synergy eDMS Introduction

Today's world of information technology is all about accessing and managing information in a cost‐effective manner, saving valuable time and space.

Research shows that in any business 98 per cent of the documents are stored and archived for future reference after their current utility ends. Large spaces are required for storage of these documents, wasting valuable space. Stored documents are also exposed to the risk of damage, being misplaced or misfiled. Retrieving old documents is extremely time consuming as well as resource centric sometimes, additional manpower is required just to maintain them.

1. Synergy electronic Document Management System with Workflow is a solution used to track and store electronic documents and/or images of paper documents. Document management systems provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities.

2. eDMS provide effective knowledge and information sharing that is vital to any organization. It’s Content management solution help businesses manage and distribute information faster and more efficiently.

3. Following are some of the key uses for eDMS solution:a) Collaborate, Annonate and Revise Documents across the Enterpriseb) Enterprise wide Workflow of Documents and Drawingsc) Revision Control of Documentsd) Manage Document Approval Stages

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eDMS Modules - 1

The eDMS have two different modules of operation

Administration Module

a) User ManagementThis module useful in the functions of Create / Update / Delete users.

b) Folder ManagementThis module is useful in the folders and sub folders management here authorized user can Create / Update / Delete folders or sub folders.

c) Access ManagementThis module is useful in assigning different roles and access rights to different folders for the different users. With this feature the application is completely secured towards unauthorized access keeping documents in safe hands

d) Department / Work Area ManagementThis module is useful in case of defining work area of the users. Here authorized users can Create / Update / Delete department or division or work area.

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eDMS Modules - 2Client Module

a) Document ArchivalIt provides a central repository to archive high volume of documents that can be accessed and shared between multiple users, locations or the entire enterprise. Different document types and content are archived through rights based archival.

b) Document ManagementIt provides basic library services including check‐in/check‐out.

c) Document VersioningIt maintain different versions of the document

d) Retention PolicyAdministrator is able to set user wise / department wise retention policy.

e) Document Scanning and OCRIt scans the document, after scan dynamic OCR is done with built in powerful OCR engine.

f) Document Indexing & ProcessingCentralized indexing and post branch scanning along with Maker‐Checker scenario for document processing

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eDMS Modules - 3Client Module continued

g) WorkflowCentralized workflow where user can create new workflow and assign users to it and define set of rules to operate, also manage existing workflow system. Each user will have alert available on the dashboard. Also alerts available outside the eDMS through email

h) AnnotationsUser can mark annotations (remarks) on the existing files and it is viewable only to the concern users

i) Enterprise SearchThe exhaustive document and folder searches on date, indexes and general parameters as well as full text search on image and electronic documents.

j) Check‐in / Check‐outUsers can Check‐out required document process work on the same and Check‐in again once user completes his work. In case user is not available for check‐in the checked‐out document administrator can force check‐in the same documents

k) Dash BoardThere is separate dash board for each user. User can see his dash board once he logged in the eDMS system. There are certain handy information is available to act upon it for e.g. Checked‐out document list, recently modified and downloaded documents, User manual …etc. This helps out in fast decision making.

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eDMS Features - 1a) Comprehensive search capabilities with metadata to quickly locate the information

b) Security and privacy eDMS enterprise‐class architecture maintains the confidentiality of user and corporate data by encrypting data at motion and at rest.

c) Permissions - Users can modify sharing permission settings through an easy‐to‐understand graphical user interface, while enterprise administrators can implement permissions throughout an organization with the administration module

d) Ease of deployment and maintenance eDMS architecture is design facilitates easy deployment, management, and can be maintained without requiring additional resources. Built in self installation and Configuration module towards easy deployment.

e) Interoperability with existing systems eDMS seamlessly integrate with existing systems to enhance and extend their capabilities without negatively impacting their performance.

f) Long‐term viability So that organizations can be confident that their investments will support future requirements as well as current short‐term needs as well as provide long‐term stability and growth.

g) Our solution supports upfront display (preview) of most of file formats that can be converted into pdf. We can also provide facility to modify autocad file in web browser at additional cost of web driver.

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eDMS Features - 2

g) Alert Engine Send email alerts to the users and administrators

h) Workflow schedule wise with built in total security and alert management outside the eDMS system through email.

i) Physical Storage location of the Repository folder Now administrator can browse and select storage location anywhere within the network enabling storage in multiple servers

j) Scan a document within eDMS directly from the client system and store result into the database

k) Built in OCR engine for saving dynamic metadata of the of the scanned document into the database

l) Annotations engine where superior can remark on the scanned document and that will be viewable to the concern user only. Superior can mark annotations if he has permission to do it.

m) Database and Repository backup & restore eDMS Admin can take full as well as selective backup of Database and Repository to another media. Our database can work in distributed clustering mode and also has capability to self replicate on multiple machines in real time thus preventing any data loss

n) eDMS can be easily integrated with ERP systems such as Microsoft, SAP, Oracle or any other enterprise system.

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eDMS Benefits

a) Make quick and accurate business decisions

b) Comply with regulatory requirements

c) Allows setting comprehensive policies for storing and retaining content for compliance

d) Reduce duplicate document storage across the enterprise thus reduce storage, cost

e) Remove old documents from the eDMS using built‐in retention engine thus reduce storage, saves document search time

f) Improves customer responsiveness through agility for extended enterprise, powered by synchronizing content spread across information silos and disparate systems

g) Identify and leverage opportunities with collaborative framework

h) Business Continuity Management

i) Strong Roles & Rights management based on User types.

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Document filing by Status (Sample)

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Submit Scope of Work

Sub

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Rev

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Review SOW, prepare

documents

Submit document for

review

Receive documents

DraftV1

Review Document

Revise document

Approve

Review Document

Approve

Review Document

Approve

Receive Document

File Document

V2

Publish / Upload

Document

Yes

No

Yes

No

Yes

No

Document Approval Workflow (Sample)

Send document for

rework

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Document Life Cycle Management

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Sample Document Categories

SAFETY DOCUMENTS

Applicable safety permits

Safe work method statements (SWMS)

Induction and pre-qualifications

Applicable safety checklists

Applicable safety reports

Hazard identification forms

Pre-starts and toolbox talk forms

QUALITY DOCUMENTS

Defect management documents

Punch lists (or snag lists)

Lot management sheets

Hold points and witness points

Corrective action reports

Test requests

Quality checklists and reports

RFI's (Requests for information)

ITP's (Inspection and test plans)

ENVIRONMENTAL DOCUMENTS

Applicable environmental permits

Environmental monitoring forms (noise and vibration

monitoring)

Environmental checklists and reports

FINANCE DOCUMENTS

Timesheets

Dockets

Purchase requests

Project costing forms

Planned vs. actual costing sheets

COMMERCIAL DOCUMENTS

Site diaries

Delay and change management forms

Contractor pre-qualifications

Variation management documents

Meeting minutes sheets

Site instructions

Claims forms

Extension of time forms

OPERATIONS DOCUMENTS

Shift reports

Materials ordering and inspections

Quantity planned vs. actuals

Waste tracking

Budgeting and forecasting

Daily reporting

2020

20192018

Engineering

Project 1

Project 2

Project 3

Engineering

Feasibility StudyBusiness CaseFinancials

SafetyFacilitiesContracts

CivilMechanicalELV

Drawings

HVAC

Policy, templates, references, OCR,Archive, Legal, Reporting, Auditing,

Backup, Security, On Premise, Version control, Track changes, Audit, checkin/out, team sharing, signature

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Server

Server

Scanner

Users

EDMSFront End

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Web UI Application Administration

Document Alert

Management

Optical Character

Recognition

AnnotationsSecurity & Encryption

Indexing & Processing

Engine

Document & Repository

Backup

User Management Enterprise Search

Storage

Acc

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& A

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Self

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Document Management Server

Document Repository

Metadata Repository

Archival Repository

eDMS Architecture

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Project Delivery PlanDay 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 onwards

Requirement Sign off

Web application installation

Web & mobile application configuration

Mobile app deployment

Training / User Acceptance testing / Go Live

Post implementation Support

Payment PlanDay 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10

eDMS Solution 40% 40%20% (1 wk after

Go Live)

Hardware infrastructure (On-Premise) & necessary windows server 2016 licenses with antivirus/security will be provided by client.Our solution is cloud enabled and can be hosted on any cloud, if required.Our web and mobile solution is based on open-source technologies and hence does not incur expensive licensing cost.

eDMS Project Plan

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Appendix-1

eDMS Screenshots [Web & Mobile] with explanation

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eDMS Dashboard

1. This is Dashboard view of document management system

2. It shows number of documents of various types in the system by status

3. It also shows document approval workflow and pending tasks

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Folder & Documents Tiles View - Flip to Open

1. This is tiles view of the folders and documents

2. Each tile can be flipped to see description on the back

3. On clicking view button on back side of tile, document will open in a pop up window to show more details

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eDMS List View with Comments

1. This is list view of document

2. You can create sub-folders, rename folder, share or archive folder

3. Documents can be searched easily or browsed by selecting folder

4. Comments on documents can be seen upfron on the right hand side

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Document Preview

1. This is document preview mode

2. You can select a document to see it’s preview on the right hand side

3. You can also enlarge the preview to full screen

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eDMS Files view with details option

1. This is detailed view of document.

2. Grid on upper portion shows list of documents

3. Lower portion of screen show more details about the document such as document creator, version history, review comments, notes etc.

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Document Calendar View

1. You can view documents in calendar view sorted by their creation date and color coded to show their status

2. You can filter documents by document type, project or department or user.

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Create New Document

1. New document can be created with various document templates.

2. Each document template can be configured as per requirement to capture business data (meta data) along with document.

3. Document is verion controlled, so it keeps track of history of changes across different versions.

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Document Actions

Document has context menu to apply actions such as : -

1. Open document and create new version

2. Share document with others for easy collaboration

3. Download document4. Preview document5. Raise document approval request6. Move or copy the document from

one folder to another

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Document Sharing Permissions

1. Document can be shared with other individuals or teams

2. Document permissions – Full Access (Read, Write, Delete), Edit (Read, Write), View only

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Document Approval Workflow

1. You can raise document approval request as per your business process requirement

2. System can be configured to cater to separate approval workflow for each type of document

3. After raising approval flow request, all approval tasks are sent to respective approvers

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Approval Requests Status

1. You can view approval request categorized by Pending, Approved, Overdue & Cancelled

2. You can filter requests by document type, department or user

3. You can view more details about request in a overlay popup

Approval request

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Attachments

You can attach any kind of attachments to an approval task or document

1. File attachment2. Add screenshot3. Attach Image (from scanner /

camera)4. Attach audio note5. Attach screen recording6. Attach video

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Document Approval Dashboard

You can view all document approval requests categorized by document type and status in this dashboard based on date range

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Mobile App Screenshots - 1

Synergy mobile app is available on Android & IOS appstores

It has many viewing modes such as folders and tiles views

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Mobile App Screenshots - 2

You can search and view files in mobile app

Files can be shared, renamed, moved to other folder or deleted through mobile app

You can also view your tasks in mobile app and take action on them

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Appendix-2

Synergy Platform Details

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Synergy – AI enabled digital transformation tool

• Synergy is a digital transformation platform built on open source AI enabled graph database technology that can be used to simplify the user interaction with various systems

• Synergy can be implemented quickly because of template based approach

• Existing large sets of data from various functional systems can be brought in Synergy and analyzed quickly using it’s data discovery capabilities to enable execution of tasks effectively

• AI applications can be built on top of Synergy to enable easy real time interaction with users to show analysis & recommendations

• Synergy has companion mobile app developed on state of the art Google flutter technology and GraphQL engine making it robust, agile and responsive.

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Empower peopleProvide servicesDistribute rewards

Enable CollaborationFoster Innovation

Delight CustomersAnd make profit

Solution evaluation criteria

1. Meet 100% requirements2. Doesn’t cost an arm and a leg3. Improve efficiency [reduce cost]4. Retain knowledge [dampen turnover

effect]5. Can scale up without increasing cost6. Can be enhanced7. Mobile enabled8. Agile9. Talk to other systems seamlessly10. Can be made multi lingual11. Easy to maintain & support 12. Enable business intelligence

Integrated Solution to Manage business processes

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Technical details

of our solution

• TWO SERVERS [PRODUCTION & BACKUP] – 4 CORE, 2.5GHZ, 16GB RAM, 512 GB STORAGE, WINDOWS SERVER, PREFERABLY2016 VERSION [VM IS ALSO FINE]

• WEB APPLICATION WILL BE DEPLOYED ON IIS [INTERNET INFORMATION SERVER]

• DATABASE WILL BE INSTALLED ON THE SAMESERVER [BACKUP WILL BE AUTOMATICALLYTAKEN EVERY 1 HOUR]

• APIS FOR MOBILE APPLICATION WILL ALSO BEHOSTED ON SAME SERVER

• OUR SOLUTION IS ROBUST, ACCURATE, FLEXIBLE AND SCALABLE

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Synergy runs on top of other enterprise systems

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Best security and governance capabilities

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High Performance and High Availability

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Neo4j – Multi Data Center Capability

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Trusted by Fortune 500 companies

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Thank you !