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

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Table of Contents
1.0 2.0 EXECUTIVE SUMMARY ............................................................................................................ 3 FUNCTIONAL & TECHNICAL PROPOSAL .................................................................................. 5 2.1 2.2 2.3 2.4 3.0 Evenesis Enterprise Features .......................................................................................... 5 Evenesis Enterprise Customized Features ..................................................................... 8 Evenesis Server and Hosting Requirements ................................................................... 9 Assumptions.................................................................................................................... 9

COMMERCIAL TERMS AND CONDITIONS ............................................................................. 10 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 Evenesis Enterprise Package ......................................................................................... 10 Deployment Timeframe ................................................................................................ 10 Evenesis Subscription Fee ............................................................................................. 11 Payment ........................................................................................................................ 11 Customizations and Enhancements ............................................................................. 11 Data Migration/Data Entry ........................................................................................... 12 Annual Maintenance .................................................................................................... 12 Validity .......................................................................................................................... 12

2012 Y Us Sdn. Bhd. All Rights Reserved.

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1.0 EXECUTIVE SUMMARY

Protemp Exhibitions Sdn. Bhd. or PROTEMP has highlighted the challenges faced when organizing exhibitions, conferences and corporate events, 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. For example, list of guest is currently kept and tracked using a spread sheet that is hard to monitor and coordinate. Event invitations are currently sent via standard email blasts, official letters and sometime cards. 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. The fact that the data are not centralized without a proper backup practice makes the risk of losing valuable information and organization knowledge higher. Therefore, 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 PROTEMPs corporate events. In short, Evenesis value proposition is to Reduce time spent on event processes (pre, process and post) Reduce man power, resources and overall event cost Manage events in real time Provide real time dashboard and reports for the management

2012 Y Us Sdn. Bhd. All Rights Reserved.

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

2012 Y Us Sdn. Bhd. All Rights Reserved.

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2.0 FUNCTIONAL & TECHNICAL PROPOSAL

Evenesis was developed in Microsoft.NET technologies. The entire system will run on a cloud/central server that is hosted and provided by Y Us. The site is also accessible via most commonly used web browsers such as Microsoft Internet Explorer, Mozilla Firefox and Google Chrome. With this cloud model, PROTEMP staff and users can basically access Evenesis anywhere and anytime as long as they are connected to the Internet. The accessibility is greatly enhanced with our recent introduction of our mobile application, Evenesis-on-the-Go.

2.1

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. The following are the features of Evenesis Enterprise: a. Login - Authentication and Authorization Prevent unauthorized user from using the system Differentiate users based on roles or job scopes (e.g. PROTEMP Director or Project Manager- full access while the other staff can use some features based on his or her access)

b.

Manage Event Create unlimited number of events with different event types such as exhibitions, conferences, opening ceremonies, product launches, press conferences etc. Create free, 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, members and non-members for paid events Allow event participant to register and pay online (for paid events) Manage events checklist using existing or provided templates Upload custom checklists

2012 Y Us Sdn. Bhd. All Rights Reserved.

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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 Microsofts 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. Manage Guests/Clients/Contacts Import guest from external email contacts (Outlook, 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 guests attendance and check in status View history of each guests invitations and responses

d. Invitation Create email, SMS and letter invitation templates Send invitations via Email, SMS and Facebook Allow recipients to respond directly from the Email, 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 40,000 (The balance will not be carried over to the following month) e. Design Floor Plan Define number of seats per floor plan object (e.g. 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. Bhd. All Rights Reserved.

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f.

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. Check In / Register Attendees Register or check in attendees using mobile application View events and guest names Locate seats, tables and booths easily Filter and search guests by attendance status h. Surveys or Questionnaires Upload users 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 venues availability Manage bookings Enterprise Dashboard View overall events details and statistics in a single view Produce visually attractive charts to track events performance Display the number of events by type and the number of confirmed and attending participants by event Retrieve real time reports

i.

j.

2012 Y Us Sdn. Bhd. All Rights Reserved.

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2.2

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 PROTEMPs processes: a. Configuration of Event Micro-Sites and Online Registration Form Each of PROTEMPs event micro-site can be created with Evenesis This micro-site can be a simple one-page design layout in which all the events 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.g. evenesis.com/eventABC) Should PROTEMP requires to have a specific domain name, 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. We will charge a standard 5% for every online transaction and will pay to PROTEMP within 14 days. Alternatively, PROTEMP can provide their own online payment gateway account that can be integrated directly with Evenesis b. 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. Customization of Invitations Module The status of invitations can be extended to (unlimited status) Follow Up Attending Not Attending Rejected Paid etc. All of these status can be tracked in Evenesis
2012 Y Us Sdn. Bhd. All Rights Reserved.

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d. Label Printing Depending on the type of printer chosen by PROTEMP, 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

2.3

Evenesis Server and Hosting Requirements

Evenesis system is provided and offered as a service on the cloud. It is a new model that is based on the Software-as-a-Service or SaaS concept. With this approach, PROTEMP does not have to worry about buying the system/application and the server hardware as everything will be covered by Y Us. Evenesis will be hosted on a cloud that will be managed by Y Us. This approach relieves PROTEMP from having to worry about server.

2.4

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, the required time, effort and investment could change as well.

2012 Y Us Sdn. Bhd. All Rights Reserved.

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3.0 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 40,000 emails per month (Balance will not be carried over to the following month)

Based on PROTEMPs requirements, 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 40,000 emails per month (Balance will not be carried over to the following month) Customization work as indicated in Section 2.2

3.2

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. Customization work will require an additional 14-21 working days depending on the full requirements from PROTEMP.

2012 Y Us Sdn. Bhd. All Rights Reserved.

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3.3

Evenesis Subscription Fee

The subscription fee of Evenesis Enterprise including Customization Work for PROTEMP would be RM 35,000.00 (Ringgit Malaysia Thirty Five Thousand) yearly or RM 3,500.00 (Ringgit Malaysia Three Thousand Five Hundred) per month. The subscription comes with twenty (20) user license. Additional user license is RM 100.00 per month or RM 1,000.00 per year.

Item Evenesis Enterprise with Customization - User Licenses (20) - 40,000 emails per month - 2-Day User Training

Price(RM) 35,000.00 (yearly) or 3,500.00 (per month)

Additional costs will include Enhancements, 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

3.4

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.

3.5

Customizations and Enhancements

The proposed system is considered as off-the-shelf system or solution. 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. This customization and enhancement work will be charged based on Y Us per man-day rate. Based on the requirements, Y Us will propose a timeline with a team of resources to execute the implementation of the customization and enhancement.

2012 Y Us Sdn. Bhd. All Rights Reserved.

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3.6

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. Should Y Us be required to undertake these activities, a separate quotation will be provided.

3.7

Annual Maintenance
An annual maintenance option is available to PROTEMP at the annual rate of 20% of the total cost of Y Us 'services, payable in full at the beginning of the maintenance period. Please note that Y Us annual maintenance option is solely limited to bug-fixes. Any other maintenance requirements would be subject to different terms and conditions.

3.8

Validity
This proposal is valid for a period of 30 days from this date.

2012 Y Us Sdn. Bhd. All Rights Reserved.