Event Management Proposal | Cloud Computing | Software As A Service

Y US SDN BHD

EVENESIS PROPOSAL TO PROTEMP

Submitted by: Y US SDN BHD (888985-V) Office 30, Level 1, Resource Centre Technology Park Malaysia Lebuhraya Puchong-Sg.Besi Bukit Jalil 57000 Kuala Lumpur 09/03/2012

........................................ 11 Customizations and Enhancements ...................... 10 3.EVENESIS PROPOSAL TO PROTEMP – Page 2 Table of Contents 1................................................................0 EXECUTIVE SUMMARY ....................... 9 COMMERCIAL TERMS AND CONDITIONS ...............................2 3.......................................................... All Rights Reserved................................................................ ...............................1 3..4 3.................. 11 Data Migration/Data Entry ................................. 10 Evenesis Subscription Fee .............. 12 © 2012 Y Us Sdn............8 Evenesis Enterprise Package ............6 3................................................................................0 Evenesis Enterprise Features .....................4 3............................................................................................................................................................................................. 11 Payment ......1 2....... 3 FUNCTIONAL & TECHNICAL PROPOSAL .......... 8 Evenesis Server and Hosting Requirements ....................... 9 Assumptions........................................................................................................................................... 10 Deployment Timeframe ..............5 3.........................................................................................................................2 2.......... 12 Annual Maintenance ......3 3..............0 2............................................................... 12 Validity ......................................................................................7 3..................................3 2.................................................................................... 5 Evenesis Enterprise Customized Features ............................. Bhd........... 5 2............................................

. The fact that the data are not centralized without a proper backup practice makes the risk of losing valuable information and organization knowledge higher. Bhd. conferences and corporate events. official letters and sometime cards. Therefore.EVENESIS PROPOSAL TO PROTEMP – Page 3 1. or PROTEMP has highlighted the challenges faced when organizing exhibitions. The time taken to produce the invitation letters and cards is lengthy due to manual intervention and the use of mail merge. Floor plans are mainly drawn and designed on papers while surveys are conducted manually with hundreds of papers that require the staff to analyse and prepare variety of reports after the event. process and post) Reduce man power. Bhd. and managing the following processes:       Event Planning and Overall Management Guests/Clients/Contacts Management Event Invitations & Pre-Registration Floor Plan Design & Seating/Booth Arrangement On-the-Day of Event Management including Event Check-In/Registration & Coordination Post-Event Evaluation and Reports The majority of the processes are conducted manually on paper or using an excel file. list of guest is currently kept and tracked using a spread sheet that is hard to monitor and coordinate. resources and overall event cost Manage events in real time Provide real time dashboard and reports for the management © 2012 Y Us Sdn. For example. Evenesis value proposition is to     Reduce time spent on event processes (pre. Y Us Sdn Bhd or Y US would like to propose an end-to-end Event Management Software called Evenesis to solve these challenges and increase the value of PROTEMP’s corporate events.0 EXECUTIVE SUMMARY Protemp Exhibitions Sdn. Event invitations are currently sent via standard email blasts. In short. All Rights Reserved.

maintainable and extensible solution that protects PROTEMP investment over time. Our iterative prototyping approach and flexible methodology ensure appropriate involvement of business people and pave the way for rapid systems acceptance. distributed database. All Rights Reserved. © 2012 Y Us Sdn. .EVENESIS PROPOSAL TO PROTEMP – Page 4 Y Us proven architecture and design capability ensures the optimal match between available technologies and business needs. remote communications and workflow applications results in a quality. Bhd. Our real world experience with internet/intranet.

The site is also accessible via most commonly used web browsers such as Microsoft Internet Explorer. press conferences etc. Create free. Login .g. Evenesis-on-the-Go. Manage Event        Create unlimited number of events with different event types such as exhibitions. Bhd.Authentication and Authorization   Prevent unauthorized user from using the system Differentiate users based on roles or job scopes (e. opening ceremonies. product launches. All Rights Reserved.NET technologies. The following are the features of Evenesis Enterprise: a.EVENESIS PROPOSAL TO PROTEMP – Page 5 2. conferences. PROTEMP Director or Project Manager. The entire system will run on a cloud/central server that is hosted and provided by Y Us. . The accessibility is greatly enhanced with our recent introduction of our mobile application.0 FUNCTIONAL & TECHNICAL PROPOSAL Evenesis was developed in Microsoft. With this cloud model. 2. PROTEMP staff and users can basically access Evenesis anywhere and anytime as long as they are connected to the Internet.full access while the other staff can use some features based on his or her access) b. public or paid events Option to publish and create event on social media platform like Facebook Manage the ticket prices or event pricing tiers such as early birds. Mozilla Firefox and Google Chrome. members and non-members for paid events Allow event participant to register and pay online (for paid events) Manage event’s checklist using existing or provided templates Upload custom checklists © 2012 Y Us Sdn.1 Evenesis Enterprise Features Y Us would like to propose the use of Evenesis Enterprise software for PROTEMP staff and personnel to manage their events such as exhibitions and conferences.

EVENESIS PROPOSAL TO PROTEMP – Page 6      Plan task list using the planner/calendar tool that is similar to Google Calendar Able to import external calendar that is using iCal format such as Google Calendar and Microsoft’s Outlook Calendar Manage Host or the Organizer details Manage the Meals (F&B) for the Event Able to view and access our suppliers’ directory c. Gmail and Yahoo Mail) Bulk upload guests from a custom CSV or Excel file Add and edit guest details Search guests by keywords and filters Set guest’s attendance and check in status View history of each guest’s invitations and responses d. Invitation  Create email. 10 seats for a round table)  Design and customize floor plan layout for exhibitions  Preload floor plan with existing floor plan templates  Able to drag and drop floor plan objects easily (other features include the ability to zoom and rotate objects) © 2012 Y Us Sdn. . All Rights Reserved. Design Floor Plan  Define number of seats per floor plan object (e. SMS and Facebook  Blast info via Email and SMS (one way)  Generate letters for each guest based on the templates  Total number of emails provided per month is 40. SMS and letter invitation templates  Send invitations via Email.000 (The balance will not be carried over to the following month) e. Manage Guests/Clients/Contacts       Import guest from external email contacts (Outlook. SMS and Facebook  Allow recipients to respond directly from the Email. Bhd.g.

Seating Arrangement  Seat or place confirmed guests or companies to the objects such as tables or booths on the floor plan  Transfer multiple guests and companies from one object to another easily  Display the number of remaining booths or seats on each object visually in real time  List the guests and companies placed by objects  Print seating arrangement with floor plan g. All Rights Reserved. Surveys or Questionnaires  Upload user’s own survey template  Create survey from scratch or existing templates  Send survey to participants via email  Retrieve and track survey responses in real time  Reports are generated on the fly Venue booking  Find and book a venue  Search venue’s availability  Manage bookings Enterprise Dashboard  View overall events’ details and statistics in a single view  Produce visually attractive charts to track event’s performance  Display the number of events by type and the number of confirmed and attending participants by event  Retrieve real time reports i.EVENESIS PROPOSAL TO PROTEMP – Page 7 f. tables and booths easily  Filter and search guests by attendance status h. © 2012 Y Us Sdn. j. Bhd. . Check In / Register Attendees  Register or check in attendees using mobile application  View events and guest names  Locate seats.

Bhd.  All of these status can be tracked in Evenesis © 2012 Y Us Sdn. evenesis. .2 Evenesis Enterprise Customized Features The following are some of the features that will be developed and customized for PROTEMP based on the requirements provided and understanding of PROTEMP’s processes: a. We will charge a standard 5% for every online transaction and will pay to PROTEMP within 14 days.EVENESIS PROPOSAL TO PROTEMP – Page 8 2. Customization of Manage Guests/Clients/Contacts Module  More fields can be added on top of the existing ones in Evenesis  This could be customized to suit your CRM model c. PROTEMP can provide their own online payment gateway account that can be integrated directly with Evenesis b.g. All Rights Reserved.  Alternatively. PROTEMP is responsible to buy the domain and point it to our server  The complexity of the micro-site would determine the actual costing of the total micro-site development  Y Us has an online payment gateway that could be used to accept online payment. Customization of Invitations Module  The status of invitations can be extended to (unlimited status)  Follow Up  Attending  Not Attending  Rejected  Paid  etc.com/eventABC)  Should PROTEMP requires to have a specific domain name. Configuration of Event Micro-Sites and Online Registration Form  Each of PROTEMP’s event micro-site can be created with Evenesis  This micro-site can be a simple one-page design layout in which all the event’s details can be displayed  The micro-site will also have a section for people to register online (with online payment if it is a paid event)  The registration form will be customized based on the existing manual form format  Evenesis will host the micro-site in the form of subfolder (e.

3 Evenesis Server and Hosting Requirements Evenesis system is provided and offered as a service on the cloud. Label Printing  Depending on the type of printer chosen by PROTEMP. Evenesis will be hosted on a cloud that will be managed by Y Us. PROTEMP does not have to worry about buying the system/application and the server hardware as everything will be covered by Y Us. the required time. This approach relieves PROTEMP from having to worry about server. With this approach. . Evenesis can be customized to allow the clients’ info and details to be printed in a certain format such as for labels on envelopes and tags for land yards 2. It is a new model that is based on the Software-as-a-Service or SaaS concept. 2. Bhd.4 Assumptions It is also important to note that if any of the above assumptions change or any other material information is discovered either before or upon the award of the contract. © 2012 Y Us Sdn. effort and investment could change as well. All Rights Reserved.EVENESIS PROPOSAL TO PROTEMP – Page 9 d.

© 2012 Y Us Sdn. .2 3. All Rights Reserved.EVENESIS PROPOSAL TO PROTEMP – Page 10 3. Bhd. we would like to propose the following customized Enterprise Package:      Twenty (20) User Licenses Free System and Application Maintenance for one (1) year Free 2-day user training session 40.2 Deployment Timeframe Y Us will require a minimum of two working days to create all the accounts and configure the access levels for PROTEMP. Another two days are required to conduct the user training.000 emails per month (Balance will not be carried over to the following month) Customization work as indicated in Section 2. Customization work will require an additional 14-21 working days depending on the full requirements from PROTEMP.000 emails per month (Balance will not be carried over to the following month) Based on PROTEMP’s requirements.0 COMMERCIAL TERMS AND CONDITIONS 3.1 Evenesis Enterprise Package The Standard Enterprise Package comes with the following items:     Five (5) User Licenses (additional users license can be purchased separately) Free System and Application Maintenance for one (1) year Free 4-hour user training 40.

EVENESIS PROPOSAL TO PROTEMP – Page 11 3.5 Customizations and Enhancements The proposed system is considered as off-the-shelf system or solution. This customization and enhancement work will be charged based on Y Us per man-day rate. Additional user license is RM 100.40. The subscription comes with twenty (20) user license.000. New requirements from PROTEMP will be considered as enhancement and customization work which will be quoted separately once the detail of the requirements are fully gathered.00 per month or RM 1.000.000 emails per month .00 (yearly) or 3. Item Evenesis Enterprise with Customization .User Licenses (20) .00 per year.4 Payment Y Us will invoice PROTEMP on a yearly basis at the beginning of subscription for yearly subscription OR on a quarterly basis at the beginning of each quarter for monthly subscription.3 Evenesis Subscription Fee The subscription fee of Evenesis Enterprise including Customization Work for PROTEMP would be RM 35. © 2012 Y Us Sdn. Y Us will propose a timeline with a team of resources to execute the implementation of the customization and enhancement.00 (Ringgit Malaysia Thirty Five Thousand) yearly or RM 3.000. 3.00 (Ringgit Malaysia Three Thousand Five Hundred) per month.2-Day User Training Price(RM) 35. Bhd.500.500. . Based on the requirements.00 (per month) Additional costs will include  Enhancements. All Rights Reserved. Integration and Customizations based on requirements  User Training (RM 500 per day for a maximum of 10 users per session)  Application & Maintenance Fee beginning year two onwards 3.

Please note that Y Us’ annual maintenance option is solely limited to bug-fixes.6 Data Migration/Data Entry The scope of works of this proposal does not include Y Us undertaking any data migration or manual data entry from present electronic or physical records.7 Annual Maintenance An annual maintenance option is available to PROTEMP at the annual rate of 20% of the total cost of Y Us 'services. 3. Should Y Us be required to undertake these activities. a separate quotation will be provided.8 Validity This proposal is valid for a period of 30 days from this date. © 2012 Y Us Sdn. 3.EVENESIS PROPOSAL TO PROTEMP – Page 12 3. payable in full at the beginning of the maintenance period. . Any other maintenance requirements would be subject to different terms and conditions. All Rights Reserved. Bhd.

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