EXECUTIVE
SUMMARY

PROJECT
OVERVIEW

This proposal outlines the development of a comprehensive Company Database & Document Management System for Triveni Byapar Pvt. Ltd. The system will centralize company records, shareholdings, documents, approvals, and reporting, bringing transparency, security, and operational efficiency to the organization.

The platform will feature a modern, secure, and intuitive web-based interface with robust backend capabilities, ensuring easy access for authorized users.

The objective is to replace fragmented systems with a single, reliable digital solution that streamlines document workflows, manages shareholdings accurately, provides real-time insights to management, and significantly reduces administrative overhead.

The total cost of the project is: NPR 2,85,000 with a project timeline of 3 weeks.

PROJECT
OVERVIEW

The system is designed for seamless use by:

• Company Administrators and Management
• HR / Company Secretarial Team
• Finance & Accounts Team
• Authorized Users across relevant departments

The interface will be clean, professional, and intuitive, requiring minimal training. Role-based access control will ensure users see only the information relevant to their responsibilities. The design and features will be optimized to appeal to this audience through intuitive navigation, professional and trustworthy visuals, mobile responsiveness, and accessible content delivery. Accessibility standards (e.g., WCAG compliance) will ensure inclusivity, while personalized content strategies will address professional needs like compliance details and product efficacy to maximize engagement.

PROJECT
OVERVIEW

The new Company Database & Document Management System will deliver:

• Centralized, secure storage and easy retrieval of all company documents and records
• Accurate and transparent management of shareholdings and ownership history
• Streamlined approval workflows and automated notifications
• Real-time dashboards and insightful reports for better decision-making
• Significant reduction in manual work, errors, and compliance risks
• Full audit trail and data security

The system will become the single source of truth for all company records and documentation.

SCOPE OF
WORK

The scope covers the complete end-to-end development of a production-ready mobile app:

• Requirement analysis and detailed design
• Full-stack development (Frontend + Backend + Database)
• Role-based access control and security implementation
• Testing, deployment, and training
• 60 days free post-launch support
• Full source code ownership and handover to Triveni Byapar Pvt. Ltd

KEY FEATURES AND
FUNCTIONALITIES

All features will be built using modern, scalable technologies to ensure high performance, security, and maintainability.

• Advanced User & Role Management:
  • Granular Role-Based Access Control (RBAC), department-wise hierarchies, multi-company support, user activity monitoring, login history, and password policy enforcement.
  • Justification: Foundational module that ensures secure access and proper permissions across the entire system. Includes comprehensive user management and activity tracking.
  • Cost: NPR 35,000

KEY FEATURES AND
FUNCTIONALITIES

• Enterprise Document Management (Core DMS)
  • Secure drag & drop upload with bulk processing, advanced version control with comparison, full-text search (with OCR support for scanned PDFs), intelligent metadata tagging & auto-categorization, folder & sub-folder structure with custom indexing, document lifecycle management (Draft / Review / Approved / Archived), expiry & retention policy automation, and recycle bin with restore functionality.
  • Justification: Core module of the system. Handles secure document lifecycle with version history, advanced search, and structured approval processes. Delivers a complete enterprise document lifecycle solution with powerful search capabilities, version governance, intelligent automation, and user-friendly document handling.
  • Cost: NPR 65,000

KEY FEATURES AND
FUNCTIONALITIES

• Shareholding and Corporate Database Management
  • Complete share ledger and cap table, shareholder database with KYC details, share transfer/allotment/transmission workflows, automated share certificate generation (PDF), dividend register and distribution tracking, ownership history & audit trail.
  • Justification: Critical and complex module requiring precise tracking of shares, transfers, and historical records with proper validation and reporting.
  • Cost: NPR 55,000

KEY FEATURES AND
FUNCTIONALITIES

• Reports, Analytics and Dashboard
  • Executive KPI dashboard, custom report builder, document usage analytics, activity heatmaps, share movement reports, compliance reports, export to PDF/Excel/CSV, and advanced filters with data visualization.
  • Justification: Provides management with actionable insights through interactive dashboards and exportable reports.
  • Cost: NPR 40,000
• Notifications & Alerts
  • Email, SMS, and in-app notifications for approvals, thresholds, and expirations
  • Justification: Ensures timely communication and action through automated alerts and notification center.
  • Cost: NPR 10,000

KEY FEATURES AND
FUNCTIONALITIES

• Security, Compliance & Infrastructure
  • End-to-end encryption (data at rest & in transit), comprehensive audit logging & access logs, automated daily + on-demand backups, IP restriction & device management, document watermarking option, GDPR / Nepal compliance ready features, system settings, and audit dashboard.
  • Justification: Cross-cutting module that includes system settings, security hardening, automated backups, and polished user experience.
  • Cost: NPR 40,000

The module provides central control for the entire platform, ensures professionalism, handles security and performance optimizations. These features will be prioritized based on your feedback to deliver maximum value.

TECHNICAL
APPROACH

Our technical strategy emphasizes reliability, performance, and user-centric design to create a future-proof application.

We will apply principles of intuitive design, focusing on minimalism, fast load times, and seamless interactions. User journeys will be mapped to reduce friction, incorporating responsive design for optimal viewing on desktops, tablets, and mobiles. Tools like heatmaps and A/B testing may be used during iterations to refine the experience.

A smooth user interface is essential to keep visitors engaged. We will prioritize intuitive design that evokes trust and inspiration. The platform will be fully responsive, adapting to any device for a consistent experience. Navigation will be simple with clear menus, search bars, and breadcrumbs. The below mentioned elements will foster higher engagement, and promote long-term loyalty.

TECHNICAL
APPROACH

We will adhere to user interface (UI) design principles such as simplicity, consistency, and accessibility:

• Navigation and Flow: Clean, hierarchical menus with minimal clicks to access key areas; search functionality and personalized recommendations based on user history.
• Design Principles: Intuitive layouts inspired by existing news platforms; use of whitespace, high-contrast colors for readability, and accessible features like screen reader compatibility.
• Engagement Enhancements: Interactive elements like progress bars, and feedback prompts to boost satisfaction.
• Inclusivity: Support for varying literacy levels and devices, ensuring the platform is welcoming for all Nepali users, from urban professionals to rural students.

TECHNICAL
APPROACH

• System Architecture
  • Frontend: Vue 3 + Vite (Modern, responsive, fast single-page application)
  • Backend: Python (Django) with Django REST Framework
  • Database: PostgreSQL
  • File Storage: Secure server storage with encryption
  • Authentication: JWT with secure session management
  • Notifications: Email + SMS integration capability

TECHNICAL
APPROACH

A custom built application edges out any existing open source DMS. In addition to this, a custom built application avoids off-the-shelf limitations with emphasis on security and intuitive user experience.

A fully custom built application has been proposed because of following reasons:

• Flexibility: Tailored exactly to your unique requirements, allowing for bespoke features without unnecessary bloat.
• Scalability: Designed to grow with your business, supporting future expansions like additional modules or increased traffic.
• Tailored Functionality: Optimized performance and security, avoiding the limitations and vulnerabilities of generic solutions.

This approach ensures a distinctive online presence that truly reflects your brand identity.

TECHNICAL
APPROACH

Our approach shall follow OWASP guidelines and layered defenses. The features shall be as:

• Application Security
  • OWASP Top 10 compliance
  • SQL injection prevention (ORM usage)
  • XSS protection (input sanitization)
  • CSRF protection (tokens)
  • Secure password hashing
  • Rate limiting on APIs
  • Input validation on all forms
• Data Security
  • Secured database connections via ORM
  • Secure file upload validation
  • User data privacy protection
  • Role-based access control
  • Audit logs for admin actions

TECHNICAL
APPROACH

Getintoto Software shall provide 24/7 monitoring and bug fix for critical bugs within 24 hours, non critical bugs (platform breaking) within 48 hours, and non-platform breaking bugs within a week, for the first SIXTY days for free.

Additional support or feature enhancements can be discussed as per need.

• Maintenance Plans: Monthly packages including updates, performance optimizations, and security patches.
• Update Schedules: Regular software and plugin updates to maintain compatibility.
• Client Training: Hands-on sessions or documentation to empower you to manage content independently.
• Support Services: 24/7 helpdesk access, with response times under 12 hours for critical issues.

TIMELINE AND
COST BREAKDOWN

The estimated project duration is 3 weeks with the following checkpoints:

TIMELINE AND
COST BREAKDOWN

The total cost of NPR 2,85,000 includes:

• Training & Documentation:
  • Complete user documentation
  • Technical documentation
• Post-Launch Support:
  • 60 days FREE technical support
  • Bug fixes for our code
  • Performance monitoring
  • Weekly check-ins (first 4 weeks)
  • Email/phone support

TIMELINE AND
COST BREAKDOWN

• Maintenance Cost

After the 60 days Free Support Period, the ongoing maintenance and support is available through an annual maintenance plan for 20% of the development fee, charged on an annual basis

**Please note: These charges are not included in the overall development fee. These costs are recurring in nature and shall be billed separately on an annual basis, in accordance with the selected service plans and prevailing rates. The responsibility for payment of these recurring expenses will lie with the client.**

PAYMENT
STRUCTURE

The total cost for the development of the complete portal is NPR 2,85,000/- This cost is one time.

The payment terms are structured as 50% upfront and the remaining 50%, will be paid upon project launch.

The above mentioned cost is exclusive of third party payment integration, hosting choices and additional features.

**Please note: Any changes to the provided requirements or scope may affect the overall cost and timeline.**