mission of hope-exact proposal

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Electra Software LimitedMaendeleo House 7th FloorP.O.Box 50148 00200

Tel: 254 02 2044632 / 247617

Cell: 0722 940441Nairobi, [email protected]

THE DIRECTOR,

xxxxx,

NAIROBI.

November 8, 2008Dear Sir/Madam,

RE: EXACT-The Institutions Management & Accounting Software

Electra Software Ltd is a systems developing and integrating company dedicated to the design and

implementation of Desktop Applications, Web based systems and websites. This company has known a

steady growth since its inception in 2003, with several systems supplied and installed throughoutKenya. The company structure is designed for a flexible and personalized response to custom needs.

We hereby submit our proposal for the supply, installation, training and commissioning of a Institutions

Management & Accounting software called Exact to xxxx.

Why Use Exact Save time and be better organized.

Handles multiple institutions structures

No limit to the number of student you can manage

No hidden costs

No extra costs as you as the organization grow

Monitors Fees payments (including part payments, Prepayment)

Efficient data entry screen

Automatically generates the student outstanding invoices.

Receipts and payments handled on one screen

Customizable ledger accounts

Fast set-up procedure gets you up and running quickly

Quick and easy reporting


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Planning system ensures you don't miss important items to-do (invoicing,

grading, training, etc)

Exact General Features

Security System - Ability to set up multiple users who may have limited access to specific functions or

forms within the program. Each user will have their own password to gain access when they start the

program.

EXACT-The Institutions Management & AccountingSoftware

Module Features

Registration Student Details-Capture student details - (first name, other names, address, telephongender, nationality, family income, fathers name, mothers name, guaoccupation, family income, sponsor Details, student-photo, show studeuniform status).

Sponsors/Guardian-Sponsors details like (names, address, occupation, telephone, personDetails, Contribution Per given Period).

Nok-Captures Nok detail like (names, relationship, address, occupation, tepersonal Details).

Academic details-It also captures student academic Details i.e. previous institutions or

and the grades acquired.

-Invoicing - invoices student according to the agreed amount.

-Student registration for a new class/term

-Search Able to search a student record by: registration number, firsother names, department, and course.

-Easily update student record (names, address details, academic perfo

-Navigating through the student record using previous, next, last and command button

-Generating student numbers and the invoice numbers automatically.

-Adding prefix and suffix to the student number and invoice number

-Capture student passport/picture at registration


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Payroll -Capture employees details (names, Id No, nationality, marital status, pass no, date of birth)

-Employment data (date of employment, job title, pin no, nssf, nhif, statype)

-Assignment detail-(Branch, Department, Section, Subsection, grade,Category).

-Remuneration (basic salary, pay mode, Bank, bank branch, bank acco

-Staff loan-(loan type, principal amount, interest charged, first paymenperiod of repayment, outstanding balance)

-Search employee record using (emp no, names, category, employmenssf no, nhif no).

-Updating employees basic salary direct on the list view

-Removing employees detail from the list of payroll by making the emstatus to be inactive.

-Capturing banks and their branches

-Grade scale: capture the payee scale and nhif scale.

-Deduct employees salary advance, Insurance, Sacco deduction, Loandeductions.

-Process payroll by criteria- one can be able to process individual pay time.

Reports-Pay slips

-Bank Paying detail-view payments/bank transfer detail of each bank, branch and the account number of the employee.

-Nssf summary-generate Nssf summary of all employees and their Nss

number.

-Nhif summary-generate Nhif summary of all employees and their Nhifnumber.


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Library -Capture Library items details e.g. item no, detail, date received, and s-Update item detail (item cost, borrowed, booked etc).

-Easily issue/return item with the system

-Booking and reservation of Library items

-Update items details whenever a transaction occurs.

Reports

-Borrowed books list

-Issue not returned

-Item list

Receipting -Search student record using (reg no, first name, other names).

-List of all due invoices per student including course, date, invoice no, and the fee head.

-Distribute the student amount to the invoices using the fee heads.

-Generate a Quick invoice.

-Allocate student pre payment

-Search student receipt using (receipt number, reg no, date and stude)

Reports-Collection by Bank slip, cheque and cash for a specified period of timday, days, weeks or months.

-collection summary by class category, fee head

-Student transaction report showing the due invoices and the amount

-Student aging analysis- shows student transaction history for specifieof time.

-Receipting- on payment the receipt is printed showing the amount paamount distribution, course, receipt date and

-Posting all the payment to journal transactions


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Humanresource

Staff details-Capture employees details (names, idno, nationality, marital status, gpass no, date of birth, home address, department, section, sub section

-Capture employees Nok details(name, address, contacts)

-Academic qualification-(Primary attended and certificate awarded, secollege/university )

-Employment history- All the employers and reason for leaving

Staff Transactions-Staff training (Training type, course, certificate awarded, training datetraining, sponsor, responsible staff while on training).

-Staff promotion (promotion date, promotion base, designation and se

-Staff leave (leave date, contact person while on leave, no of days, )

-Staff appraisal (performance rating, grade description, performance ccomments and recommendation).

- Sick leave (staff no, medical card no, time in, time out, leave date)

-Disciplinary case( reason, action taken, officer, date, detail)

Reports-Staffs master listing.

-Basic salary and job group

-Staff leave balances

-Staff training reports

-Disciplinary reports

Inventory Stocks-Capture stock details(code, reorder level, category, location, unit pric

Settings-Settings (category, location, parking units,stock items, suppliers)Transactions-Transaction(requisition, quotations, local purchase order, good receivissues, transfer, adjustment)Requisition-Requisition (Requisition No, department, staff, date, item, descriptionLPO(local purchase order)


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-LPO (lpo No, supplier, procurement location, tender No, staff, date, itedescription, qty, unit price ).GRN(good received note)-GRN (Grn No,lpo No, supplier, procurement location, Delivery Note, stdate, item, description, unit , qty, unit price )Issue

-Issue (, procurementCenter, Issue date, Staff issued, item, descriptioqty, unit price).TransferTransfers (transfer No, Location from, Location to, staff, date, item, qty-Stock take (generate stock taking sheet, Post adjustment)

Reports-Stock level report-Stock reconciliation report.

-Good received note report

-Local purchases order report(lpo)

-Outstanding lpo

-Stock transfer report

Accounts -Create type of accounts(income, general ledger, expenses, revenue, petty cash, capital asset)Transactions

-Shows cash request, approved cash and the paid cash detail (payee, mode of pay, transaction, allocation and amount)Journal-Journal booking of vouchers, imp rest and payment journalsAccounts Payable- Accounts Payable (Supplier bills/Invoices ,Payments, Credits, studentAnalysis, Purchase orders)Account receivable-Accounts Receivable (Features beyond, standard student billing, studinvoices, Credit/refund ,Cash receipts, Bank receipts, talents salesAging Analysis

-Aging: Categorize accounts by days outstandingGeneral Ledger-General Ledger (Flexible chart of accounts,Cost centers, Journal entries, Petty cash entries ,Deposit slips ,Bankreconciliation, Cheque Register ,Cash request approval, Budgets)

Financial Reports-Financial Reports(Robust reporting for schools financial reporting nee


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-Includes dozens of ready-to-use reports

ELECTRA SOFTWARE SOLUTIONS

PROFILE

Electra Software LTD was founded in 2003 on a simple premise: We wanted to turn our passion

for computer technology into a successful business.

We have achieved this goal by providing small and medium sized businesses with logical and

effective solutions to the complex technology issues facing their business today. We developcustomized solutions and plans that address the needs and goals of each client, and always strive

to develop long-term relationships founded on commitment, superior service, professionalism andtechnology expertise.

Our Vision

Through the proper utilization, implementation, and maintenance of Information Technology, webelieve that we can reduce our customer's expenses and increase their profits while enhancing

their business and lives.

Our Mission

To be the Kenya's leading provider of customized and optimized Information TechnologySolutions, Services, and Consulting to small-to-medium sized businesses that add exceptional

customer value through its innovativeness and high quality.

Guiding Principles

v Are we still striving relentlessly to improve what we do and how we do it?

v Will it earn and be worthy of our client's honesty and trust?

v Does it leverage the Electra brand to build trust in our community?

v Will it improve our client's business and save them time or money?

v Can all company and individual actions be compared to a world-class serviceorganization?

SERVICES

1. Business Software Consulting

Our team of consultants can help you get the best out of your investment in popular accountingsoftware e.g. QuickBooks, Systematic and Pastel. We can train your staff, advise on the

implementation and usage, help in backing up, advise when transferring data and operations fromone software to another customize reports and generally be there for

you when you need help.

2. Website Design Development & Hosting


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Our team of web developers will come up with custom designed web-enabled applications can turn

envisioned profits into reality. From the basic shopping cart to the most complex e-commerceconfigurator; from the simplest database solution, to the most complex web application.

3. Desktop Applications Development

Electra's experienced developers are available to assist you in determining, targeting and solvingyour software application needs. We will develop for you high quality custom applications timelyand cost effectively.

4. Database Design

Electra Software Ltd is experienced at designing, developing, and supporting the majority oftoday's database systems including MySQL, Interbase, FireBird, MS Access, SQL Server, Oracle,

PostgreSQL, and SQL Server. In addition to designing databases, we can consult, install, anddeploy the required hardware necessary to house your database and enable it to be remotely

managed via a wireless device, which allows you and your clients greater access to criticalinformation in real-time.

5. IT Strategy Consulting

Leveraging Information Technology is high on the list of most business agendas. Electraunderstands that the key to leveraging IT is in not only understanding its capability but also

where it adds value to a business. You can rely on us to help you set priorities when undertaking

IT initiatives and to answer pressing questions which affect your bottom line.

6. Open Source Consulting

Electra can provide valuable consulting, implementation and support on how to integrate open

source software in your business. We can help you setup Linux, Sendmail, MySQL, PostgreSQL,Apache, PHP, Samba ,Linux Firewalls and other Open Source Projects hosted at SourceForge.

PRODUCTS

1. InsurancePro

A fully featured customizable financial system for insurance brokers and Agents.

2. Titan

A customizable system for managing cabs and car hiring operations. Integrates with Electra

Accounts to post Revenues and Expenses to the General Ledger, Accounts Receivables andCashbook

3. SmallTalk

A customizable system for managing the Front Office and Back Office operations of a Savings andCredit Societies (SACCOs)

4. TourSoft


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A customizable system for managing the tours and fleet operations of a tour firm.

5. Sphinx Real Estate Management System

Sphinx is a system for real estate agents who manage properties on behalf of their clients

(landlords).

6. Plato Stock System

A stocks management system

7. Atari Fleet Management System

A fixed assets management system

CLIENT PORTFOLIO

CLIENT WORK DONE CONTACT PERSON

Benningways Insurance BrokersLtd (Nairobi & Muranga

Branches)

Implemented InsuranceProManagement System.

Mr Simon NjoguAccountantTel : 060-30147

Fred Blank Insurance BrokersLtd

Implemented InsuranceProManagement System.

Ms Janiffer NgochoTel : 020 600757/9

ClientPride Insurance Agencies

LtdImplemented InsurancePro

Management System.Mr Tony Wachira

DirectorTel : 020-4442513

Swiftlife Insurance Agents Implemented InsuranceProManagement System.

Mr Harris MuiruriDirectorTel : 020 210247

Pekem Insurance Agents Implemented InsuranceProManagement System.

Mr Peter KiarieDirectorTel : 020-316618

Liferidge Insurance Agents Implemented InsurancePro

Management System.

Ms Joan Waweru

DirectorTel 020-218047

Appletree Insurance Agents Implemented InsuranceProManagement System.

Mr Richard WachiraDirectorTel : 7121205

Genemed Insurance Agencies

LtdImplemented InsurancePro

Management System.Mr Bernard OdugeDirectorTel : 020-249358


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JimCab Services Implemented Titan A cabManagement System.

Mr Richard WachiraDirectorTel : 7121205

Golden Harvest Mills Implemented a production andmanagement reporting solution

Mr AnezDirector

Tel : 020 558582National Water Conservationand Pipeline Corporation

Implemented A stockmanagement system and a Vote

book management system.

Mr Charles KaruruFinance Controller

Tel 556600LighthouseHospital Implemented Nightingale A

hospital Management System.

Virgin Tours Ltd Implemented Titan A cabManagement System.

Mr HusseinDirectorTel : 2734932

Game Trackers Ltd Implemented SafariMIS to

manage their client databaseand plan their safaris.

Mr Levis Kimotho

Systems AdministratorTel : 251771

Discount Cash and Carry

SupermarketsImplemented Sapphire Stock

Management System formanaging the receipting,

issuing, counting, intra-branch

transfers of stock items acrosstheir chain of supermarkers and

branch shops.

Mr Falid

Director

Obama Enterprises Implemented a Distribution

Management Software

Mr Sammy

Director

Kenya Association of HotelKeepers and Caterers

Conducted Training inQuickbooks Accounting System

Mr WambuaFinancial Accountant

Somali Redcross Developed their website atwww.bishacas.org

Mr AfeProject Manager

Pentapharm Pharmacies Ltd Developed their website atwww.pentapharm.co.ke

Mr Denis

IT Manager


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Implementation Time plan

It is envisaged that the project will take 3months.

Financial Proposal

Item Particulars Amount(Kshs)

1 System Delivery, Supply, Installation & Customizationo Accountingo Registrationo Libraryo Payroll & Human Resourceso Inventoryo Receipting

30,00010,000

20,00020,00020,00010,000

2 Training 10,000

3 1 year support free

Total Total120,000

Electra Software Ltd 020-247617 / 2044632 [email protected]

mission of hope-exact proposal

Documents