M++ Global Technology

Cooperative Solution Software

February, 20

2015 This compendium has been prepared to introduce to you one of our software products which is aimed at taking your cooperative societies to its zenith.

Brief introduction of M++ Global Technology

M++ is an IT firm situated in Nigeria.

We develop Personnel management software, Account managing software, Automated office software, Biometric Identification system, Point of Sales (POS) software, Business analytical tools, Income, Expenditure and Budgeting software, Result Computing/Tabulations software.

M++ Global Technology has an outstanding experience in system analysis and upgrade.

With our skilled programmers and professionals we have provided solutions to problems encountered by business owners and organizations. This cuts across capacity building, Staff training/Recruitments, Consultancy services etc.

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COOPERATIVE SOLUTION (Software for Cooperative societies)

A brief summary of cooperative solution software

Software Name: Cooperative Solution Software

Developer: M++ Global Technology

Operative System Platform: Windows OS

Latest Version released date: 18th – February – 2015

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FEATURES / CAPABILITIES OF THIS SYSTEM

Posting

Posting can now be done automatically with little or no human intervention unlike the first version of this software, which was not fully automated. The system does its computation to provide new savings balance and loan balances by making use of the uploaded deduction list from the salary and wages department of your organization.

When the deduction list from the Salary/Wages Department is uploaded the system is left alone to do the posting into various cooperators accounts automatically

Figure 2: Posting section/Interface

Entry Interfaces:

This software has been carefully developed to provide ease of data entry. The colorful and few interfaces of this software have made it look simple and very friendly to users.

The major parameter used for searching through a database of over 10,000 members while using this system is the Personal Ledger number.

The software has made provision for photo input. Photos are needed for easy identification where members don’t have authentic means of identification and also where the cooperative society renders daily sales of items (buttery) which allows members to purchase on credit.

The software is reviewed every time to suit the mode of operation of any intending cooperative society and to ensure optimum productivity of same cooperative society.

This mean that the software can be customized according to intending cooperative society’s specification and in accordance to the norms of cooperative society.

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There are embedded formulars and modules which do all the computations and processing, therefore the use of a calculator like a manual system becomes unnecessary. This lessens the burden of computing, saves time and guides against all forms of human error.

Figure 3: Entry Interface

Monthly Analysis Book

This software system has the ability to generate your Monthly analysis book at any time. All you need do is telling the system the month and the year, and then it generates it automatically.

The Monthly analysis book is based on the data earlier uploaded by the user. A well prepared monthly analysis book is generated with just a click of a button and presented in an organized / customized format for printing or viewing.

Figure 4: Sample of a generated MAB

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Cash book

The cashbook can also be generated at any point in time. The generated cashbook comprises of your debit and credit entry. The cashbook is generated with just a click of a command button. And it is dependent on the already entered and processed numeric data.

A well prepared Cashbook which provides the “total”, “carry down”, “grand total” and “Bal b/d” is generated with just a click of a button and presented in an organized format for printing or viewing.

Personal Ledger

The personal ledger is one of the most important financial statements of a cooperative society which is majorly treated with utmost care to ensure accuracy. At so many times the personal ledger of the cooperators are visited time after time to make an update of cooperator’s transaction.

Cooperative Solution software, considers the personal ledger very important, therefore it has provided a better and easy way of posting, which is done automatically.

This has brought a drastic reduction in the time utilized to do the posting manually, especial when you have to treat the ledgers of over 20,000 cooperators. Fatigue, wrong computations, wrong entries and other forms of abnormalities are eradicated. The use of Passbook is not necessary anymore because statements (Personal Ledger) can be generated automatically and printed at any point in time.

Apart from printing out personal ledgers, it can also be sent as an attachment to cooperators e-mails. Cooperative societies can have their online portal (e.g. www.onlinecooperators.com.ng), where internet connected members can login to view and print their individual statement through their mobile devices or computers.

Figure 5: Personal Ledger

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General Ledger

Another essential statement is the general ledger. The general Ledger is generated with just a click. All the computations are done by the system and presented in a simple and correct format

Trial balance

The trial balance is generated with just a click. All the computations are done by the system and presented in a simple and yet, correct format

Accounts Reports

Trading accounts

With the provision of cooperative solution software, all transaction made under trading account which may include buttery sales, eatery, supermarkets, sales/Purchase of commodity and equipments etc are tracked and grouped by the cooperative solution. The cooperative is expected to have trading reports for many analytical purposes. With just a click, this report can be generated. No extra-calculations are needed.

Appropriation

The appropriations of a cooperative society are computed based on the user’s entry. All that is needed to do is enter appropriately the numeric constants. Then leave the system to do its job by working with the percentages and in a very short while generates and presents the report.

Income and Expenditure

This special statement/report is very important to a cooperative society. All income and expenditure entries from the beginning of a financial year are collated electronically, computed and presented to you automatically.

Balance sheet

All the Assets and Liabilities are generated expressly by this software system. And it is dependent on the entry made by the user. But with just a click the balance sheet is computed and generated.

E-payment Scheduling

Cooperative solution has a very special tools used to prepare an e-payment schedule. Loans are paid electronically by the bank, but it does this with a well prepared e-payment schedule and a cover

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letter. You can have your e-payment schedule in Excel / CSV formats which are the specification from commercial banks

Sales Report

All sales report can be generated as the day goes by. Buttery, commodity, equipment, sales reports which states the current debtors, dates of purchase and payment, items purchases, profit made etc, can be generated. These reports are very essential to a cooperative society which wants to serve the members professionally. Therefore it should not be ignored

Automatic SMS alert feature

Many large and growing cooperative societies which believe in the power of information, accountability and transparency are in need of this service, to boost relationship with members.

Cooperative solution (the software) has provided a very important feature where members account balances (Liability balance and savings balances can be sent at regularly or when requested for to their phone numbers).

There is no need exporting balances to a third party software, system or website to get your messages sent to cooperators. After your monthly posting, just go to the SMS alert interface, and at the click of a button, all the balances for each cooperator, Ledger Numbers, Phone numbers are generated on a data grid. Another second button is then clicked which sends the alerts to the respective phone numbers.

This feature cannot be compared to an excel spread sheet, which is not fully automated, in which after a rigorous computation the user will have to compose a message and send manually one after the other.

This SMS feature has been flexibly designed so that a cooperative society can be able to send other messages apart from alerts to members (messages like : news about new products, appreciations, adverts, invitations etc.). Cooperators can at will select specific members it wishes to send messages to.

Easy back-up system

With the use of cooperative society solution software, Damages or total loss of cooperative data can be avoided. There Voluntarily and involuntarily, data are backed up automatically. With the adoption of this practice, data can be restored automatically should incase there is any abnormality on the database. Data can also be saved in an external back-up device.

Security features

From our experience in working with cooperative societies, sensitive documents or records are kept out of the reach of cooperators, to avoid tampering/infiltration. As a result of this, Cooperative solution software provides different level of security features which deny un-authorized users entry.

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Online Portal Features

Online portal is a website where members who cannot go through the stress of having their passbook, go to so as to know their balances.

A very easy to use portal is developed for any intending users of cooperative solution software. Processed data are uploaded to an online server.

Members login from their portable devices to view, print and save their account statement.

Cooperator Identification feature

With the recent trends in cooperative societies there is the need for identification. An ID card, PIN etc can be used. But the use of an electronic identification system cannot be over emphasized.

By entering the personal ledger number of a cooperator, records of over 20,000 cooperators can be searched through to give the corresponding seach result speedily,

This method is used to instantly load a personal ledger of a cooperator, unlike the flipping of pages of large ledger books to locate a cooperator.

Export and Import features

Cooperative solution provides a platform for import and export of data. Data can be exported to other packages by users who want additional properties to their data

Variety of reports

Amongst the mentioned reports are other reports such as:

1. List of those who have not completed their loan repayment

2. List of those who were given loan in a particular month of a particular year

3. list of active members

4. Expenses voucher etc

Note: The information provided here is a brief description of the software. And take into cognizance that it can be customized as desired by our clients.

Our solution provider team is very much available to attend to your IT needs.

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Thank you for going through this compendium, and we look forward to doing business with you as soon as possible.

Thank you,

M++ Global Technology.

www.mppgtech.com.ng

www.onlinecooperators.com.ng

07036341655

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Appendix

Figure 6: Partial view of the entry interface and displayed data

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COST ANALYSISFOR THE DEVELOPMENT AND INSTALLATION OF COOPERATIVE SOLUTION

SOFTWARE

By

M++ Global Technology, Nigeria.

www.mppgtech.com.com

FIRM: M++ GLOBAL TECHNOLOGY (www.mppgtech.com.ng)TEL: 07036341655

This document is prepared to shows a breakdown of the project cost and description of our terms and conditions.

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COST ANALYSIS FOR SYSTEM SETUP

1. CUSTOMIZED STAND ALONE COPPERATIVE SOFTWARE 0, 000

2. DATA ENTRY AND RECONCILATION 0, 000

3. DATABASE BACK-UP UTILITY 0.00

4. INTENSIVE TRAINING ON DATA PROCESSING-AND ON THE INSTALLED SYSTEM 0, 000

5. 6 MONTHS MAINTENANCE AND CLOSE SUPPORT

SERVICE 0.00

6. ACCEESS TO PORTAL FOR LEDGER CHECKING & OTHER INFORMATION (WEBSITE) 0,000

7. FULL INBUILT SMS ALERT SET UP 0, 000

8. SOFTWARE INSTALLATION / CONFIGURATIONS 0.00

TOTAL 0,000

VAT (5%) 0,000

GRAND TOTAL 0,000

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NOTE:

1. In situations where we manage your data for you and give you the end results as demanded by your cooperative society, the cost of setting-up this system is drastically reduced. In that wise there will be monthly subscription fees of not less than 0,000 (0)₦

2. The above cost breakdown is subject to changes

BRIEF EXPLANATION OF THE ABOVE ITEMS

STAND ALONE SYSTEM

A stand alone system is a simple system that needs just a computer, i.e. it does not require a network. This exist in situations where, the cooperative society does not embark on business transaction, remotely, e.g. have a buttery where goods are sold for cash or credit, an eatery where food are sold for cash or on credit or situations where the cooperative society decides to have more than one point for data entry/viewing.

NETWORK BASED SYSTEM

A network based system is a system that involves more than one computer system, which will be on a network. This exist in situations where, the cooperative embarks on business transactions remotely, e.g. have a buttery where goods are sold for cash and on credit, an eatery where food are sold for cash or on credit or situations where the cooperative society decides to have more than one point for data entry, service centers/members care sections etc.

CUSTOMIZED STAND ALONE COPPERATIVE SOFTWARE

This is the customized software which handles all activities of the cooperative society as we have described in the compendium given to you, during our visitations to study your existing system.

1. The same system will be developed to send SMS automatically to members at anytime

2. The same system is used to generate all financial statements

3. The same system will be used to process data for online portal upload

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DATA ENTRY AND RECONCILATION

This is a stage where the system is initialized by our trained personnel. Data of members, such as : Photographs(optional), Full names, Phone numbers, Bank details, Address, ledger number, E-mail address etc are entered accordingly.

Members current Loan balances and Savings balances are also entered in by our trained personnel. After these entry we do a critical reconciliation of the entries with your existing manual records to ensure proper entry have been done.

We are known to attach much importance to data integrity especially when we deal with financial records.

INTENSIVE TRAINING ON DATA PROCESSING

Due to the robustness of this software, and the low IT inclination of cooperative staff employed to work in various cooperative society today, there is a very strong need to expose your employee to the basics of data processing, ethics and most importantly give a comprehensive training on this software. This is because when users are not trained, this system can never be manned to give the expected result.

This system can be likened to that of a bank system because it operates on members financial records, so therefore if a bank would attach special importance to the training of their staff, then your staff should also undergo such training.

6 MONTHS CLOSE SUPPORT SERVICE

M++ GLOBAL TECHNOLOGY will provide a 6 months free support services after installation to ensure a smooth running of the system and also promote staff integration.

6 months free support service is one of our policies in the execution of our duties. Our closest service centre will make sure that the system is properly manned without errors. And in this process updates can be done on your purchased software to suit your needs and fix all bugs/malfunctioning of the software.

PORTAL FOR LEDGER CHECKING & OTHER INFORMATION (WEBSITE)

We as well have a working website (portal) where your cooperative society will be integrated. It is meant to convey information to members online. Most especially, is the special feature it provides, which is online personal ledger accessibility? Members that are far away can login onto the web portal from their devices (Phone, Tablets, and Computers) to keep themselves informed. This

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means they can have access to their individual Personal Ledger analysis, savings and loan balances, download loan form, download membership form, etc

For more information please visit: www.onlinecooperators.com.ng

We have already integrated cooperative societies which are using our online facilities now

INBUILT SMS ALERT SET UP

This is a feature which allows your cooperative society to be able to send messages to members. Messages which consist of account balances (Savings, Loan, Share), invitations, etc can be broadcasted to members. The web portal and our automated inbuilt SMS feature makes our software outstanding amongst other few working cooperative society software that have been developed by other IT firms

SOFTWARE INSTALLATION / CONFIGURATIONS

This is a very important stage of project deployment; a higly configured system should be the paramount of an organization embarking on robust and sophisticated software. Without a high profiled system, your purchased software will be seen as a dummy.

Kin interest will be given to the installation and configuration of this computerized system

HARDWARE REQUIREMENT

The information below is the basic configuration of equipments you would need for the installation of this system. After a proper feasibility studies there might be other required equipments.

The specification of hardware below is a guide to your procurement.

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• Complete Desktop system for membership strength less than 500

Dual Core, 4g RAM, 500g HDD, 18.5inches monitor

Complete Desktop system for membership strength above 500

Core I3, 4g RAM, 500g HHD above, 18.5inches monitor

• 650VA Uninterrupted power supply (UPS)

• USB internet Modem

• Back-up storage device (External Harddisk)

• Power surge circuits

• WAN/LAN/3g/Wireless Router (for a network system)

• Good and working installed wall sockets

• CAT 6 network cable (for a network system

• HP LaserJet 3 in 1 Printer /A very fast printer

PAYMENT CONDITION

A part payment of 40% should be paid before the commencement of this project, while the balance should be paid immediately after system installation and test.

PERIOD

The installations and the training of staff are expected to be executed in less than a period of 2 - 3 months.

NOTE

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Any form of abnormality, delay or inconsistencies that may arise due to failure by the cooperative society to meet our requirement or the requirements of this project during the process of installation, training and after installation, will be treated at the society’s detriment.

So, therefore we employ you to please consider our recommendations and conditions, to ensure a successful and befitting implementation.

Our dear esteemed client, we do await your positive resolution after your careful deliberation on this proposal.

Thank you so much for allowing us send to you this document.

M++ GLOBAL TECHNOLOGYwww.mppgtech.com.ngwww.onlinecooperator.com.ng

07036341655.

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