Proposal

For
Jake Riley LTD
From

Date: 05/07/2023
Dynamite App Technologies Limited.
5th Floor, God’s Grace Plaza, 65 Allen Ave,
Ikeja, Lagos,
Nigeria.

Confidentiality

Dynamite App Technologies Limited has prepared and issued this proposal to Jake Riley LTD for the
purposes of assessing the solution(s) which it intends to provide.

No part of this document may be disclosed verbally or in writing, including by reproduction, to any third
party without the prior written consent of Dynamite App Technologies Limited. 

This document, its associated appendices and any attachments remain the property of Dynamite App
Technologies Limited and shall be returned upon request. 
 CLIENT:

Jake Riley LTD.

July 05, 2023

Table of Contents
Contents
Table of Contents...................................................................................................................................................
1.0 Executive Summary................................................................................................................................
1.1.1 Business Need and Value Proposition.................................................................................................
2.0 Proposed Solution.......................................................................................................................................
2.1 Functionalities of Microsoft SharePoint..................................................................................................
2.2 Intranet Portal.........................................................................................................................................
2.2.1 Solution Benefits................................................................................................................................
 2.2.2 Centralizing information............................................................................................................................
2.2.3 Improved Communication.........................................................................................................................
2.2.4 Improved Collaboration...........................................................................................................................
2.2.6 Document Management...........................................................................................................................
2.2.7 Regulatory Compliance...........................................................................................................................
2.2.8 Document Security..................................................................................................................................
2.3 Workflows and Business Process Automation (BPA).......................................................................

2.3.1 Benefits of Workflows and Business Process Automation (BPA)................................................

3.0 Scope of Work..........................................................................................................................................

4.0 General Engagement Approach................................................................................................................
4.1 Key Dynamiteapptech Activities..........................................................................................................
4.2 Key Jake Riley LTD Activities:............................................................................................................
5.0 Out of Scope.............................................................................................................................................
6.0 Requirements..................................................................................................................................................
7.0 Engagement Timeline...............................................................................................................................
8.0 Commercials.............................................................................................................................................
Validity Period.....................................................................................................................................................

1.0 Executive Summary

Dynamite App Technologies Limited is pleased to provide Jake Riley LTD with a proposal for the

implementation of Intranet Portal Service for internal collaboration, User Sign-up, Registration &

Activation, User authentication & access Control, Online data submission & upload with synchronous

delivery triggers, Physical data media submission booking & scheduling SecKey exchange & QR code

Tracking, User Profile & Role Management, Data & Content definition & Management, Enterprise BPM

& Workflow Engine with Escalation & Audit Trail, Online Validation, Extraction & Staging Engine,

Physical media receipt & acceptance portal, Physical media loading and staging module, QC Validation

Trigger &
 Integration Module, Post QC Production Storage migration handler, Payment Gateway(s) Integration

and Business Process Automation leveraging Microsoft SharePoint Online component of Microsoft 365.

This request will help the company properly manage contents for different departments across the sites

deployed on the intranet portal and also enhance processes through automation to create a Modern

Workplace that enable employees to be more productive, enabling them to deliver quicker service and

value to the customers.

Our understanding of Jake Riley’s requirement is to provide an intranet portal for internal collaboration

and automation of processes for her employees in alignment with SharePoint Governance.

wide. This is to enable Jake Riley’s in reorganizing her contents, processes and internal collaboration in

order to increase service delivery efficiency of its resources via a more efficient system.

We believe we understand the business requirements and scope associated with this effort while this

proposal reflects that understanding.

1.1.1 Business Need and Value Proposition

As a Microsoft Partner we understand Jake Riley’s’s need for the delivery of 12 intranet portal services

and automation of two processes (employees onboarding and offboarding) to drive efficiency amongst

employees through a collaboration platform – SharePoint Online with appropriate governance.

This proposal articulates the solution that will address the following business needs:

• Educed storage space capacity for documents.

• Enhanced content/document security.

• Improved regulatory compliance.

• Easier retrieval of content/document, wherever and whenever.

• Better collaboration.

• Enhanced process management

• Better backup and disaster recovery.

Highligh Description Priority Input Output Response to Requirement
User Sign-up, Registration This is critical to captur High User sign up Access to Sy Microsoft Azure Active Directory with addition of G
User authentication & acceThis validates users' aut High Administrati Access RestriSystem Admin Roles can be assigned and access ro
Online data submission & uIt will be used by the Da High Document uplData Sync witUse of SharePoint Version Control, User Access His
Physical data media submi For maximum protection,High (Assumption)Protection o Microsoft Active Directory Multi Factor Autheticatio
User Profile & Role Manag Defines and control user High User Access Access to Sy Based on Administrative role assignments, Users o
Data & Content definition The process for collectio High
Enterprise BPM & WorkflowComprehensive business High
pr
Online Validation, Extracti Extract, transform, and loHigh
Physical media receipt & acceptance portal
Physical media loading and staging module High

Enable quality control

process
• Trigger a process and
create quality orders
• Document results and
validate orders
• Report non-
conformances
• Correlate non-
conformances
• Document corrections
• Perform correction
handling
• Integration module
provides a mechanism
for process
management to invoke
an external operational
QC Validation Trigger & In management
Post QC Production StorageThis is the process of moHigh
Payment Gateway(s) IntegrIntegrating a payment solution with another existing application, such as connecting a business' checkout function
2.0 Proposed Solution
Dynamiteapptech is proposing to deliver this business requirement for Jake Riley’s Company on

SharePoint Online.

SharePoint Online—A Brief Overview

Figure 1. SharePoint as a Component of Microsoft Office 365 Suite

SharePoint Online is an enterprise-grade solution that enhances communications and collaboration

capabilities by empowering people and groups to easily create sites to share documents and information.

It requires minimal extra cost and overhead because there is no need to physically deploy any software

on site, and because Microsoft assumes much of the operational burden of managing the IT

infrastructure. Because it is a cloud-based service, organizations simply subscribe to SharePoint Online,

which can help simplify the implementation process and accelerate time to value.

SharePoint Online is hosted by Microsoft in redundant, geographically dispersed data centres and it

benefits from mission-critical availability and reliability. It is also governed by the same security policies

and protocols that are used for vital enterprise applications.

SharePoint Online can serve a wide range of enterprise use cases. For example, organizations could

extend an existing intranet to remote locations, such as branch or retail outlets. This use case can be

particularly valuable for Jake Riley LTD with workers who don’t have fixed workstations and spread
 across the 39 Area Offices in the 9 regions of the 4 States under its jurisdiction. With SharePoint Online,

Jake Riley LTD can create the most common and useful kinds of sites. These include:

 My Sites are sites individuals use to manage, protect, and share personal

documents and information, and to follow their colleagues’ activities.

 Team Sites are used to keep teams synchronized, and to manage important

projects. Teams can use these sites for tasks such as storing common documents and meeting

notes, tracking key milestones and schedules, stablishing project delivery schedules, and

enabling real-time communications between colleagues.

 Intranet Sites are used to deliver JAKE RILEY LTD news and information, and to keep

staff up to date with the latest company news and information. Jake Riley LTD can use them to

share information with mobile or remote employees, find people and important documents, share

ideas and seek input in discussion forums, and provide access to information about important

company processes, policies, training, and reporting.

These varieties of possible use cases and sites demonstrates how SharePoint Online is ideal for

organizations to selectively create, distribute, and provide access to information and workloads.

SharePoint Online also works with familiar Microsoft Office applications. Users can easily create Office

documents and save them directly to SharePoint Online, or co-author documents with Microsoft Office

Web Apps such as PowerPoint Web App and Excel Web App. Users can access Office documents

offline or from mobile devices, and they can set document-level permissions to protect sensitive content.

2.1 Functionalities of Microsoft SharePoint

SharePoint powers content collaboration, intranets, and employee engagement across Microsoft 365—

including Office, Microsoft Teams, OneDrive, and more—and is deeply integrated with the security and

compliance of Microsoft 365, the world’s productivity cloud.

 Figure 2. Magic Quadrant for Content Services Platforms.
Over 400,000 organizations, including Company and Public Sector institutions, use SharePoint Online in

Microsoft 365. With over 100 million monthly commercial active users, customers are turning to

SharePoint Online for their mission critical content and processes, from financial contracts and global

infrastructure projects, to building plans and employee benefits. SharePoint Online is a platform that

natively provide functionalities to develop Electronic Document Management System and, Intranet

Portal and Business Process Automation for improved worker productivity. These will enable Jake Riley

LTD to achieve the imperatives for modernizing it workplace.

The Gartner Magic Quadrant 2019 report depicted in Figure 2 above shows Microsoft SharePoint’s

dominant position within the leader’s quadrant of the Content Services Platforms Magic Quadrant for

2019. Magic Quadrant (MQ) is a series of market research reports published by IT consulting firm

Gartner that rely on proprietary qualitative data analysis methods to demonstrate market trends, such as
 direction, maturity and participants. Their analyses are conducted for several specific technology

industries and are updated every 1–2 years: once an updated report has been published its predecessor is

"retired".

2.2 Intranet Portal

Microsoft SharePoint is a cloud-based service that helps organizations share and manage content,

knowledge, and applications to:

 Empower teamwork.

 Quickly find information.

 Seamlessly collaborate across the organization

Microsoft SharePoint supports intelligent workplaces — those that leverage the collective knowledge of

current users, share, and collaborate easily, and engage audiences with targeted content and news.

Intranet Portal is the entry point that unifies access to enterprise information and applications on an

intranet. This tool helps companies manage their data, applications, and information more easily

through personalized views. SharePoint Online as a portal solution is able to integrate legacy

applications, objects from other portals, and handle thousands of user requests. In a corporate enterprise

environment, it is also known as an enterprise portal.

The intranet portal will include the main landing page (Communication Site) as shared by JAKE

RILEY LTD which serves as the hub for other intranet sites and individual sites for departments or

divisions.
2.2.1 Solution Benefits
The following are some of the benefits of using SharePoint Intranet Portal.

2.2.2 Centralizing information

Intranet portals bring together multiple applications and information into one portal, helping to improve

efficiency and subsequently increase staff productivity. Employees will have access to more information

all in one place using SharePoint Online as an effective intranet portal, helping them to do their jobs

more effectively.  

2.2.3 Improved Communication 

Communication is very important for the success of an organization. It is vital to keep employees

engaged and involved in corporate conversations. SharePoint Intranet portal can streamline and

centralize JAKE RILEY LTD’s communications, allowing you to send the right message to the right

people in the right language. This will encourage employee participation and engagement, setting JAKE

RILEY LTD on the right path to business success.

2.2.4 Improved Collaboration
Encouraging collaboration within a global enterprise is pivotal. However, seamless collaboration can be

difficult in large organizations due to the international scale of business operation. Employees will speak

different languages and be based in different locations around the world. Bringing everyone together can

be a challenge that an intranet portal can help overcome.

An intranet portal breaks down barriers and provides an accessible platform to encourage collaboration. 

2.2.6 Document Management 

An intranet portal improves access to company information. When you consider that on average

employees spend over 7 hours a week looking for information, the importance and benefit of

centralizing documents becomes obvious. Advanced search functions allow employees to quickly find

what they are looking for, increasing productivity, and giving them the tools to do their job.

2.2.7 Regulatory Compliance

The benefit here is one of avoiding trouble, which can be serious enough to shut down the business.

Government regulations require maintenance of different kinds of data and documents, and the

requirements are often very complex. A good intranet portal will help ensure compliance with the rules,

using such means as checklists, standard forms, and automated organization.

2.2.8 Document Security

Maintaining documents becomes necessary to meet many different requirements. Documents can

contain business secrets and other confidential data, such as product formulas or employees’ personal

details. If unauthorized persons gain access to these documents, it can lead to business damage or legal

damages. An intranet portal ensures that only authorized persons can access documents within the

various sites on the intranet portal.

2.3 Workflows and Business Process Automation (BPA)

Workflows and Business Process Automation (BPA) is the use of "technology components to

substitute and/or supplement manual processes to manage information flow within an organization to
 lower costs, reduce risk, and increase consistency." In order to achieve these goals, companies must

identify any unnecessary amount of work and eliminate inefficient labor. Workflows and Business

Process Automation will further reduce the amount of physical forms / paper that is utilized in handling

internal processes by replacing those paper forms with electronic forms that is stored in SharePoint

Online.

Figure 4. Workflow

2.3.1 Benefits of Workflows and Business Process Automation (BPA)

Virtually eliminate time spent handling, retrieving, filing, distributing, faxing, copying, organizing and

searching for paperwork. You may save thousands of naira on papers alone.

Save hundreds or even thousands of work hours in a year by automating routine tasks with macros

and programming.
Implementing a fixed method of workflow ensures that your procedures and methods of doing

business are maintained, that project status can be easily tracked (through reporting, etc.) and simplifies

the task of training new employees.

A centralized location for documentation: in addition to a systematized approach for retrieving needed

reports, documents and specifications ensures that everyone has access to the correct, up-to-date

information. Information that is created, captured, stored and maintained in a predetermined, organized

format is more complete, easier to work with and allows for greater consistency.

Elimination or minimization of double entry: In other words, data should only need to be entered in

the computer one time. In addition to double entry equating to unnecessary double work, there is the

problem of updating important information in one file and not another. For example, a clerk at a branch

may update a person’s contact information in their customer database and fail to notify the Customer

Service team, which may be responsible for updating the client’s address in the client’s document and

contract files.

Elimination or minimization of duplicate files: If more than one person is responsible for working on

or reviewing the same files, a common problem is that duplicate copies of the subject files exist on the

network. When there are duplicate files in use, assuming the error is caught, additional time must be

spent combining those files.

A higher level of constancy can be had by automating the creation of documents based on information

already included in the database.

Microsoft Power Automate helps to Streamline repetitive tasks and paperless processes so that you can

focus your attention where it’s needed most. With this, Jake Riley LTD can build time-saving workflows

into everything from individual tasks to large-scale systems with seamless integration using hundreds of

prebuilt connectors.

As the adoption grows and with appropriate knowledge transfer and capacity building, the company

employees can build secure workflows with a no-code guided experience and cloud-based data loss

prevention, identity, and access management services.

Additionally, Power Automate will help Jake Riley LTD automate time-consuming manual tasks with

built-in AI capabilities, giving back more time to company’s workforce to focus on strategic, high-value

opportunities.
3.0 Scope of Work
Dynamiteapptech will deliver an engagement plan that establishes a prescriptive path that leads to

successfully implementation of this project. This effort will include the following:

Successful configuration and deploying of SharePoint Online Intranet Portal for 12 teams’ sites.

Within the scope, automation of identified Business Processes during requirement gathering to meet

Jake Riley LTD business needs.

The scope of this delivery includes the following:

The Intranet Portal Solution activities in scope are detailed below:

1. Intranet Portal Service

a. Plan, Build and Develop Intranet Portal for 12 sites

b. Intranet Portal Customization and Branding to reflect corporate identity.

c. Implementation of identified web parts for communication and collaboration.

d. Sites Design with Microsoft Look Book templates

e. Create Library Lists

f. Training for the employees on the use of the platform

g. Conduct User Acceptance Testing for Pilot Users

2. Business Process Automation (Workflows)

a. Build 2 Workflows for Employees Onboarding and Offboarding

Below are some of the standard key activities we envisage for the engagement.

 Envisioning

o Hold Project Kickoff/Conduct Envisioning Sessions

o Conduct environmental Readiness Assessment.

o Conduct Solution Definition Workshops

o Develop Vision/Scope Documentation

 Planning
 o Identify SharePoint Sites management roles.

o Design Site management Architecture.

o Analyze Sites layout and associated components.

o Plan how content moves between locations.

o Plan content types

o Plan content governance

o Plan Policies

 Build and Stabilize

o Configure SharePoint Online Tenant

o Building SharePoint Site

 Define the site architecture.

 Architecture for the 12 Sites

 Navigation

 Users Options

 Folder Structure

 Define the site components.

 Libraries

 Tasks

 Announcements

 Calendar

 Notes

 Contacts

 Create SharePoint Sites

 Create Site Types and Options

 Add Sites titles and descriptions.

  Set Site Privacy Option

o Document Library Creation and Configuration

 Create Document Library based on Architectural design.

 Implement Metadata and content type management on library.

 Implement Download, co-authoring feature.

 Implement search index functionality for easy location of documents.

 Implement retention policy on Library based on Architectural requirements.

o Permissions and Security Management

 Implement a proper access control system to manage Access, Permission, and Sharing

rights to team sites and documents Libraries.

o Content migration from the old environment to the new platform

o Validation of contents on SharePoint Online

o Conduct Unit and System Tests

o Conduct User Acceptance Tests

o Remediate Issues and Fix Bugs

 Deploy

o Conduct End User Awareness, and Readiness Training

o Deploy to Pilot Users Batch 1 – IT Department

o Deploy to Pilot User Batch 2 – Internal Audit

4.0 General Engagement Approach
4.1 Key Dynamiteapptech Activities
Dynamiteapptech will leverage the Microsoft Solutions Framework (MSF) to execute this

deployment engagement. The Microsoft Solutions Framework (MSF) is an adaptable approach

for successfully delivering technology solutions faster, with fewer people and less risk, while

enabling higher quality results. MSF helps teams directly address the most common causes of

technology project failure — improving success rates, solution quality, and business impact.

Figure 5. Microsoft Solutions Framework

Microsoft Solutions Framework (MSF) focuses on:

• Aligning business and technology goals

• Establishing clear project goals, roles, and responsibilities

• Implementing an iterative, milestone/checkpoint-driven process

• Managing risk proactively

 • Responding to change effectively

MSF Phase Description

Envisioning During the Envisioning Phase, one of the most fundamental requirements for

project success is addressed unification of the project team behind a common

vision. The team must have a clear vision of what it wants to accomplish for the

customer and must be able to state it in terms that will motivate the entire team

and the customer. Envisioning, by creating a high-level view of the project’s

goals and constraints, can serve as an early form of planning; it sets the stage for

the more formal planning process that will take place during the project’s

Planning phase

Planning During the Planning Phase, the bulk of project planning is completed. The team

prepares the functional specification, works through the design process, and

prepares work plans, cost estimates, and schedules for the various deliverables.

Build During the Developing (or the building) Phase, the team accomplishes most of

the building of SharePoint components including build documentation and test

plans. However, some configuration work might continue into the Stabilizing

Phase in response to testing.

Stabilize During the Stabilizing Phase, the team conducts testing on features that are

completed. Testing during this phase emphasizes usage and operation under

realistic environmental conditions. The team focuses on resolving and triaging

(prioritizing) bugs and preparing the solution for release.

Deploy During the Deploying Phase, the team deploys the core technology and site

components, stabilizes the deployment, transitions the project to operations and

support, and obtains final customer approval of the project. After the

deployment, the team conducts a project review and a customer satisfaction

 survey.

4.2 Key Jake Riley LTD Activities:

• Creation of global administrator/SharePoint administrator account in Office 365 Tenant for

Dynamiteapptech

• Full Access to the existing environment

• Share Site mock-ups or Template

• Identify the contents and processes to be migrated to the new environment.

• Provide information on key business, operational, and technical requirements.

• Defining the SLA criteria and metrics that will be used to determine the success of the

engagement.

• Provide the details of contact for Business and Technical Escalations.

• Provide Access to all relevant systems within the scope of the engagement.

• Provisioning and Preparation of Test Environments.

5.0 Out of Scope
Any area that is not explicitly listed as “within scope” is out of scope for this engagement. The

following areas are out of scope for this engagement:

• Migration of emails and troubleshooting of issues on mail flow or related to

mails.

• Modifications of the Microsoft 365 Services beyond the configurable option

• Management of end-user and organizational communications

documentation, training and change management processes

• Architectural and technical documentation that is specific to the customer,

except as explicitly defined as in scope.

• Design, procurement, installation, and configuration of hardware and

networking

• Decommissioning and removal of on-premises environments

• Procurement and Provisioning of additional Microsoft Licenses.

• Electronic Document Management System (EDMS) implementation

• Digitization of Physical Records

• Modifying and stabilizing the current server environment.

• Anything not stated within the areas of Scope.

6.0 Requirements
For this project, hardware is not required because the solution will be built on SharePoint Online

which is a component of Microsoft 365. Microsoft 365 is an online subscription base solution that

integrates Microsoft Productivity, Communication Collaboration, Security and Operating System

tools in a single solution to deliver end to end value to customers. A major requirement is the

Microsoft Office 365 Licenses for the users that will consume this service.
7.0 Engagement Timeline
The table below detailed the high- level timeline for the delivery of this project.

S/N Activities Duration

1 Envisioning Phase 1 weeks

2 Planning Phase 2 weeks

3 Building Phase 5 weeks

4 Stabilizing Phase 2 weeks

5 Deployment/Roll Out Phase 1 week

Total 11 weeks
8.0 Commercials

Description Cost (NGN)

Implementation Cost  

Design and implementation of SharePoint Intranet Portal

a. Plan, Build and Develop Intranet Portal for 12 sites
b. Intranet Portal Customization and Branding to reflect corporate identity.
c. Implementation of identified web parts for communication and
collaboration.
d. Sites Design with Microsoft Look Book templates
e. Create Library Lists
f. Training for the employees on the use of the platform
g. Conduct User Acceptance Testing for Pilot Users

Business Process Automation ₦

a. Build 2 Workflows for Employees Onboarding and Offboarding 4,639,967.01

   
₦
Sub-Total 4,639,967.01

₦
VAT (7.5%) 347,997.53

₦
Grand Total 4,987,964.54
9.0 Document Acceptance
This page represents the attestation of representatives of both Jake Riley LTD and Dynamite

App Technologies Limited having shared and agreed on a common understanding of the

solution, the scope of work and the requirements for the delivery of the proposed engagement as

contained within this statement of work document.

Request for Changes to the agreed scope of this engagement will require the initiation of the

Dynamite App Technologies Limited’s engagement ‘Change Management’ process and may

impact on the overall project cost and schedule.

Jake Riley LTD

Name: ___________________________

Designation: ___________________________

Signature: ___________________________

Date: ___________________________

Dynamite App Technologies Limited

Name: ___________________________

Designation: ___________________________

Signature: ___________________________

Date: ___________________________