Tender for Agrobank Knowledge Management Intranet Portal

Appendix 8

BUSINESS REQUIREMENTS
This appendix consists of information required for Section Three. There are 2
parts in this appendix: General Solution Requirements and Specific Solution. For
each question, vendor is required to respond with a single check mark () in
ONE of the columns.
Guide:
For Enhancement (C/NC):

C means capability is not available and enhancement is chargeable. For

chargeable enhancements, provide estimated mandays required
(example below there is a chargeable enhancement of 5 mandays).
Man-days information is an estimate only and will be accepted with a

plus/minus 10% degree of accuracy.

NC means capability is not available but vendor i) is willing to provide
enhancements on a non-chargeable basis, ii) has an acceptable
workaround on a non-chargeable basis, iii) able to provide capability in
future releases at no cost to the bank.

Please note that items without a in any of the columns will be assumed to
be Not Available.
Example:

No
1.1
1.2
1.3

Available

Requirement
Corporate website must
Solution must
Solution must

Not
Available

Enhanceme
nt (C/NC)*

Ref.

NC

Due to the space constraint, vendor must structure response on the tender
document and make reference to the items below. Vendors are strongly advised
to use Appendix Ref column within the requirement checklist to cross-check
with the proposal. This would enable the Bank to accurately evaluate the
proposal.
Items within this following table may require elaboration and possibly graphical
representations.

Vendors

are

requested

to

produce

knowledge

management intranet portal concept designs along with the tender

submission. The concept designs are for the purpose of visualization only, as

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Tender for Agrobank Knowledge Management Intranet Portal

such actual functionality is secondary. Vendor may refer to the following intranet
and internet sites for guidance:

No
1

University of Cambridge Judge Business School intranet

Bennett Jones intranet
https://www.sovereign.co.nz/

Requirement

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

GENERAL SOLUTION
REQUIREMENTS

1.1

Solution must comply with existing

standards,
policies,
guidelines
and
procedures of Bank Negara Malaysia. This
includes PDPA, etc
1.2 The solution is in English, however
content can be put in as dual language,
English or Bahasa Melayu.
1.3 The solution must either support multiple
windows (screen) or tab based for easy
viewing.
1.4 The solution must have the ability to
include polls and surveys on the site in
general or on individual sub-site.
1.5 The solution must support a printerfriendly version of pages.
1.6 The solution must include and support
the development of RSS feeds for various
applications, (e.g., a newsfeed
component with RSS feed)
1.7 The solution must be able to cater for
multi-user environment over the
Internet accessible to a centralized data
repository to cater to more than 80,000
hits per month, and at a 5% concurrent
hit of 4,000 at any one time.
1.8 With exception of media heavy pages,
the solutions content must be able to
load and display in 6 seconds under
normal circumstances.
SPECIFIC SOLUTION REQUIREMENTS
2. Knowledge Management
2.1 Solution shall implement a simple,
flexible but powerful knowledge
management solution to serve as a
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Tender for Agrobank Knowledge Management Intranet Portal

No

2.2

2.3

2.4

2.5

2.6
2.7

2.8

2.9

2.1
0
2.1
1

2.1

Requirement

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

centralized repository of documents and

media. The repository shall utilize
metadata to provide easy searching and
filtering
Provide centralized repository that allow
administrator to easily create, update,
move or delete the category of
documents
The repository shall allow administrator
to easily apply and manage permission
levels
The repository shall allow administrator
to easily create custom metadata that
can be further categorized by content
types.
Users are able to tag documents with
predefined metadata
Users can upload documents to
repository either by single file, multiple
files or drag and drop
Users can download or view document
based on permission levels assigned
Editing on documents shall be controlled
with auditing policy like check in/check
out/versioning or any appropriate control
mechanism
Repository shall provide approval
workflow where necessary and allow
administrator to easily create and
manage workflow
E-mail subscription alerts can be
configured to send alerts for all changes,
when new items are added, existing
items are modified, or when items are
deleted.
E-mail subscription alerts frequency can
be configured to be sent immediately, on
a daily basis, or as a weekly summary
Permissions can be specified at list/library
level or down to individual document
level to govern who can view, edit or
delete a particular file
Provide a library of shared articles with
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Tender for Agrobank Knowledge Management Intranet Portal

No

Requirement

preview on top rated articles, top

contributor, top downloads, latest articles
and etc
Provide wiki style knowledge base
of determined area eg; agriculture
that can be easily add, edit and
managed

2.1
3

2.1
4
2.1
5
2.1
6

2.1
7

The knowledge base can provide

internal and external resource links

Intended to be a quick self-service

entry point to user in a convenient
and intuitive manner

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

Able to preview extracted documents and

summary in a glance. Support all popular
documents (.doc, pdf, .xlsx, pptx and etc)
Ability to view multimedia file format
Ability to provide user with drop down
document category to choose from when
uploading the documents into the
repository
Ability to provide compulsory and noncompulsory metadata including
customized metadata where required
Ability to provide custom content types

2.1
8
2.1 Able to scope search within the
9
repository
3. Record Management Repository
3.1 The solution shall provide automatic
archiving function for documents based
on a period of time or a sequence of
versions.
3.2 The solution shall be set up to automate
the archival of documents that have been
superseded by amendments to reduce
redundancy.
4. Search
4.1 Search must ensure usable search results
with option for simple and advanced
search
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Tender for Agrobank Knowledge Management Intranet Portal

No

Requirement

4.2

The solution shall provide search

capabilities to all contents in the portal,
including meta-data search and content
search (content within common file types
- such as Word, Excel and PowerPoint).
Search can be configured to include
external contents including but not
limited to:
a) Other HTTP resources such as
external web pages.
b) Network shared file folders
c) Structured information from ODBCcompliant databases
d) Structured information via XML
Web Services
e) People
search
via
Directory
services, including user's profile
attribute information from
their personal sites.
Search scopes can be easily created
based on search rules, for example users
can search within "People" to find results
only from People search.
Search results are security-trimmed users who do not have permission to a
particular content will not see the search
result of the content.
Users can subscribe to search results via
RSS or E-mail notifications.
E-mail notification subscriptions for
search results can be configured for:
a) New items in the search result
b) Existing items in the search result
has been changed
c) All changes in the search result
E-mail notifications can be configured to
trigger in a daily or weekly basis
Search capability includes Advanced
Search form to enable users to filter
search queries with parameters
Search result can be made available in
XML format with options to customize
results page using XSL
Search must include capability to
federate search results from external

4.3

4.4

4.5

4.6
4.7

4.8
4.9

4.1
0
4.1
1

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

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Tender for Agrobank Knowledge Management Intranet Portal

No

Requirement

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

sources. Search federation must comply

with Open Search Standards
4.1 Search indexing can be controlled by
2
specifying a scheduler to govern when its
index crawling is performed. Each type of
content sources can have its own
scheduling
5. Intranet Portal and Pages
5.1 The main home page shall contain
general content published to the wider
bank staff and shall provide a read-only
access.
5.2 Content on the main page might be
pulled from other sub -pages (eg; content
on New Hiring shall come from HR sub
site page).
5.3 Specific section shall have its own
content owner
5.4 All divisions shall have its own site with
same template.
5.5 Selected departments shall have its own
site with same template
5.6 A template for Community of Practice
page and Project page shall be made
available
For item 6,7 & 8 Please, refer to Activity flowchart for Main Page as
attached in Appendix 12;
6. Employee to Organization
The area will provide news, information and updates about organization,
divisions, departments, units and linkage to existing system:
6.1
6.2

6.3

The main page shall provide links to

divisions, departments or units.
The main page shall provide links to
existing online systems ESS, webmail, E
Learning, Knowledge Base (in progress),
Knowledge Caf, CoP, Library and
relevant links such as Mardi, DOA, Fishery
etc
The main page shall display updates on
news happening to organization in the
news section; In the News (HQ,
Branches, Events)
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No

Requirement

6.4

The main page shall provide access to

organizationwide documents Policy &
Procedures and Templates.
The main page shall provide access to
Law Policy and Guidelines section

6.5
6.7

6.8

6.9
6.1
0
6.1
1

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

The main page shall provide information

on the events happening around locally
and globally in Whats in Town?
section.
The main page shall provide the latest
information on the current financial rates,
agriculture
rates
and
relevant
performance and statistics data in the
Rates, Statistics & Performance
section.
The main page shall provide access to
relevant market news in the Market
News section.
The solution shall implement rss feed for
related news in agriculture and banking
industries
The solution shall include Experts
Directory (people search) to allow
collaboration takes place

7. Employee to Knowledge Caf

The area will provide employees with access to knowledge (central
repository/document management) including knowledge library of articles and
document, presentation slides, publications & research papers, electronic
subscriptions and link to Knowledge Centre (library). Documents come in various
formats (in pdf, doc, ppt or any other format) and categorizations.
7.1 Display a list of top reviewed and top
rated articles from the Knowledge
Library.
7.2 Display a list of top contributor for the
Knowledge Library.
7.3 Able to allow user to submit articles
(documents) to the Knowledge Library
into selected category/categories.
7.4 The site shall be linked to Knowledge
Centre (library).
7.5 Able
to
display
video/podcast
of
storytelling section.
7. The solution shall able to display the
6
latest policies and guidelines that have
been updated and, if appropriate, a
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Tender for Agrobank Knowledge Management Intranet Portal

No

7.7
7.8

Requirement

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

summary of the changes that have been

made to the documents
Policy and Procedures shall be tagged
appropriately for searching purposes
The solution shall include a workflow
template (eg; minutes of meeting) that
can be applied throughout other sites

8. Employee to Community
The area will provide search link for people, community news and community of
practice (CoP) page to accommodate collaborations among employees.
8.1 The solution shall provide search for
people/expert search with their summary
details name, department/division,
photo,
contacts
and
their
academic/professional background and
interest.
8.2 The solution shall provide updates on
New Hire and Retirement section from
HR divisions to welcome new hire and
showing appreciation to those who have
contributed to the bank.
8.3 The solution shall provide Photo of the
Day section of random photo highlights
around the banks and branches.
8.4 The solution shall provide information,
engagement and activities related to
organizational values-PATRIOT and CSR
activities.
8.5 The solution shall provide a link to each
Community
of
Practice
e.g.;
Knowledge
Champions, Industry Specialists
8.6 The solution shall provide a platform to
post Q & A on any topics related to
work. Employees can post questions,
while
the
other
employees
will
participate voluntarily and answer like a
forum.
9. Site Maps
9.1
Vendor to produce the detail site map of
the intranet sites
10. Business Intelligence Chart and Graphs
10. Provide solution to display business
1
intelligence data in presentable visual
chart and graph format for various types
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No

Requirement

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

of information (eg; monthly branch

performance)
11. Community of Practice (CoP) site
11. Provide a site template of CoP. Site shall
1
support people with similar interest to
collaborate by having discussion and
sharing of knowledge
11. The site shall require some level of
2
management
of
the
groups
and
coordination. Each interest group to have
designated leader to manage the content
and interaction.
12. Usage analytics
12. Solution must incorporate a visual
1
analytics tool eg Popular sites, top Search
phrases, most downloaded, highest
visitors and etc
12.
2

Solution shall allow easy management

and configuration for various analytics
creation and options viewing in graphical
format
13. Governance Plan
13. The solution shall include overall
1
governance plan for Agrobank including
policies and standard, ownership,
technology, site management, security,
training and etc.
14. Training and Adoption Plan
14. Vendor shall provide comprehensive
1
training and adoption plan for different
levels of users
14. Vendor shall develop plan to train internal
2
capabilities of administrator and
technical supports for the solution
15. Documentation and UAT Testing
15. Vendor shall lists and deliver a complete
1
documentations for solution
implementation including UAT
16. General
16. Vendor shall include assumptions and
1
risks, project roles and responsibility,
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No

Requirement

Available

Not
Available

Enhanceme
nt (C/NC)*

Ref.

change management process and project

management approach in the
implementation plan.

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