TEXCHEM INTRANET REQUIREMENT SPECIFICATION

Background 1) Information is scattered 2) Communication breakdown due to multiple channel and group to be conveyed. Example: Memo from group to related country or companies or department, from Head to related HOD the process goes on and on.. 3) Obsolete document is used as the updated hardcopy version is not being replaced. 4) Little understanding of other companies under Texchem except own division. 5) High printing and distribution fees. For example: Texview, Employee handbook etc 6) Texchem currently has the intranet which was developed by Group IT but hasn’t been used as it is not so user-friendly and is doesn’t have specific PIC(s) for maintenance. Objective: To develop a platform that could centralized all information and Texchemers, which all employee could benefit from the following categories: 1. Communication 2. Information 3. Collaboration 4. Business Process 5. Digitalize Employee handbook and Texview Goal Description Solution Rank Communication Group management communication about • Announcement column organization, team, or • Memo column perhaps particular • Group department page to projects update on project/milestone Information company policies and • Content module to upload Collaboration procedures required to policies and SOP fulfil their roles • Quick search engine Directory and Organization chart to • Be able to hyperlink all find colleague that website under Texchem could support on task group or materialize group synergy opportunity • Individual division menu page • Organization chart up till manager position in group and division • Employee directory page consist of employee name, position, direct office line, email • Social or directory platform [depends on vendor]

Business Process “go to” location to find • Quick link function that workflow and forms to could link to all link submit a leave example: ehrms application, claim expenses, apply for • Able to download business trip, etc. document/form Function Digitalize Employee Eliminate hardcopy Handbook & Texview printing of employee • Bookflip solution for HB and Texview to Employee handbook staffs. • Create corporate communication and individual club page for activities and knowledge sharing • Simple data content module for admin to upload article/ photos Requirement and functions of the Intranet User rights Three standard user right groups for this intranet: Employee Can read the contents of the intranet, but cannot produce intranet Admin content. Super Admin Can produce selected contents [Department/club/division] as authorized by Super Admin. Full rights to Intranet Functional requirements (Define what the system do) Functional requirements – critical and non-critical. All critical features must be implemented during this project. Others will be implemented if they have no significant impact on the project budget or schedule. Note: i. The technical proposals included in this document are not binding on the supplier. Therefore, supplier can propose an alternative tool if they believe that the alternative serves our needs. ii. Suppliers must describe in their scope the technical implementation of the below requirement and components that will be used in the implementation. Critical features Description Requirement News and announcement must automatically Dashboard reflect on dashboard. Dashboard design must be attractive with News & Announcement mixture of graphic, text [refer to sample content structure]. The latest news and announcement must stay on the dashboard specific column for a minimum of 7days. Afterwhich, the column will be empty if no news is updated.

Department & Division Individual landing No limit to the number of news and page announcement and the latest update must be reflected first. Individual landing page must be created for each department and division. It serves as a simplified dashboard/menu board for user to see available menu. User must be directed to the specific web- page once click on the sub-menu title on landing page [refer to sample content structure] Processing of documents in a web browser Banner for user to include photo must be Processing of document in local office made available on Top of each landing product page. Simultaneous processing of documents Users must be able to update and read documents directly through a web browser. Easy Content module management User must be able to process documents in local office products and upload them on web. The user must be able to process several documents simultaneously using a web browser or local office tool. Vendor to provide at least 5 content templates including 1 blank template for intranet administrator to choose. Documents This module must allow text, graphic, link, Bookflip function upload file, CVS, and photo … The intranet administrator must be able to enable and or disable download function of specific contents [example: Employee handbook, user could only view but not download] Quick search by key words to the entire bookflip contents, Quick list of topics, Page preview pane, page navigator [previous, next], the administrator must be able to enable or disable download function [some material is allowed to read only]

Folder sequence management Folder that has date [Year or month or date] User rights must arrange the latest on the top of the list. User must be able to create and delete Basic screen usernames. User must be allowed to Search Engine manage access control layer, authorize user functions [some user to read only and some user read and edit]. User to easily manage forgot password situation. To create basic screen for user login (ID and Password). The search engine must be able to search the entire intranet contents by key words. [not by search by title only]. Comment The latest post/update with related key General Links words to reflect on top. Icon & Icon label The intranet must include a comment tool that users can comment on selected article / photo. Administrator of the intranet must be able to specify the shared links. Other users must be able to use these links. Standardize icon must be used to manage intranet consistency. Example, icon use for SOP and forms must be same for the entire intranet. A standard icon template must be made available on content tool. Menu bar Icon labels to be visible when mouse cursor is placed near the icon. The site template must easily tell the user his or her current locations. Signing into the system through a web Speed of the scroll must not be too fast. browser Signing in into intranet must not require installation of a VPN. Users must be able to Profile Setting sign into the intranet anywhere and anytime Back to top using the browser. User must be able to add photo to personalize individual profile The template must have back to top function to easily assist user to go to top content. Non-functional requirements (How the system works) Requirement Description Dashboard The backend module must enable administrator to select if content need to be Must read & Good to read reflected on dashboard. The backend module must enable user to select which location the content must be reflected.

Signing into the system through a web Signing in into intranet must not require browser installation of a VPN. Users must be able to sign into the intranet anywhere and anytime Video using the browser. Photo/ image User must be able to upload and view video directly from web browser without lag. View User must be able to click and view directly Easy user right management on browser with option to download [not Easy content management module click and automatically download]. The intranet enable user to view from User guide multiple platform – mobile, desktop, Hosting and domain The intranet administrators must be able to easily manage user rights. The intranet administrator must be able to easily create contents as not all user administrator is IT savvy. Vendor must create a manual to guide user (frontend and backend) to operate intranet. To subscribe separate web hosting and domain name for Texchem Intranet should new vendor [other than existing agency hired to maintain various Texchem web is being engaged] to mitigate risk of unintentionally modified/deleted another website. [IT to specify existing service provider to match current] Non-critical features Language the comment bar could auto-translate foreign language (according to Texchem available country base) Content of Intranet Project will be divided into 2 phrases; Group contents and Division contents. Group contents Division contents GHRD About us/ Overview GITD Intro about division, OC, Div focus, VMC Product Finance & Internal Audit Links, Co’ brochure, Co’ profile, Menu, GLSSD Product photo List of Co’ links to webpage, address of Co’ Corporate Communication & Clubs Announcement *Digitalized Employee HB & Texview [Web- Message from Div COO/CEO, Memo, staff based] sales/promo, Upcoming event, New product launch, New product intro, future development Activities/Gallery of events Contact Employee office contact & email ext [no hp] Policies /Manual

Design Elements Color Color plays an important role in Texchem’s corporate identity and brand guidelines. The colours are recommendations for various media. A palette of primary colors has been developed, which comprise the “one voice” colour scheme. Consistent use of these colours will contribute to the cohesive and harmonious look of the Texchem brand identity across all relevant media. Corporate colours in this manual follow accordingly to the International Pantone Matching System (PMS) with Process Equivalents illustrate below. Note that process colours do not always present accurate colour expression, hence it is advisable to use PMS inks for reproduction work whenever possible. 1. Our official and primary colors are RED (PANTONE 185) and BLACK 2. Based on these 2 primary colors, supplier can use shadings of these colors as shown in page 2 of this attached CI. 3. Next are the Secondary colors which are to be used sparingly. These secondary colors complement the primary colors.

Fonts In this section, you will find the font type for all official communications. For all other brand communications, you will find suggested secondary fonts which can help create and impact on the collaterals. With this guide, supplier should be able to create a typographic hierarchy which displays contrast between elements, where users can scan a large amount of text for key information. Where local character language sets prohibit use, the local market group should set and communicate a standard that is as close a representation to the typefaces used here. Texchem does not have global rights to any of the fonts. 1. Arial shall be the official font. 2. For subtitles/sub-headers, the following fonts may be used as secondary fonts; Hind, Varela Round and Montserrat.

3. However, we suggest that all fonts are restricted to Arial but the size can be adjusted to differentiate that it’s a main header or sub-header.

Maintenance of Intranet CAC Act as advisor once Intranet is up & Go-live Corporate Communication To form an Editorial team to manage Department & Division PIC contents, routine article/post to engage with employee, Create and upload department and division update as approved by Department HOD/Division HOD. Update Management & Workflow Major Update Routine Update E-Texview Publication Workflow All major update to be will be proposed by approved by President & respective Dept Heads / CEO / EXCO. Divisional PICs to Corp Upon approval, Corp Communications. Communication will liaise with Group IT to upload All contents must be those changes on approved by Divisional Intranet accordingly. President / COO prior to submission Corp Communications will make necessary coordination among all Divisions to avoid duplicating, then liaise with Group IT to upload onto Intranet Update Interval/schedule of Interval/schedule of frequency updates is subject to updates is on monthly necessities basis (cut-off date is by Contents Routine/Regular updates 1st week of every month) (to be approved by respective Div President / Routine updates such as COO) HR Notices, Divisional Matters related to marketing promotions, company’s policies, major New products, New announcements, financial recruits, etc reports, VMC (Vision / Mission / Core Value), etc. ------------------------------------------------------------------------------------------------------------------------- Sample of Content & Structure