System Deployment & Handover

Enterprise Resource Planning & Automation Architecture

Prepared For

Kim Hong Thai Co., Ltd

Date: Jun 2026

1. Executive Summary

This document outlines the final delivery, handover process, and continued service level agreements for the custom-built ERP and Workflow Automation suite. Built on robust cloud-native architecture, the system consolidates production routing, financial management, workforce onboarding, inventory thresholds, and enterprise-grade security into a single unified platform.

2. Day 1: Delivery & Core Expectations

What Will Happen on Day 1

  • • Owner Onboarding: Complete setup of business profile, tax parameters, and automated VietQR integration configurations.
  • • Account Provisioning: Initial mapping of active employee accounts mapped tightly to Role-Based Access Controls (Owner, Manager, Staff, Accountant).
  • • Data Migration Check: Verification that legacy lists (customers, core SKUs) are visible in the new command center.
  • • Live Health Audit: A joint review of the system's live Security Center and Audit Logger interfaces.

Operational Expectations

  • • Data Cleanliness: Initial outputs heavily rely on data entered. Staff must practice live-entry formatting correctly from day one.
  • • Feature Throttling: Advanced AI automation generation might have initial warm-up periods. We advise running manual approvals first before trusting the fully automated approval flows.
  • • Teething Period: Minor workflow bottlenecks are standard as staff train on the new interface vs. legacy spreadsheets.

3. Commercials & Responsibilities

Investment Schedule

Deployment & Setup Fee

12,000,000 VND

One-time capital expenditure. Covers architecture, cloud container deployment, CI/CD pipeline, and owner handover.

Monthly Operating License (10 Users)

4,000,000 VND

Includes infrastructure hosting, foundational SLA, security patches, and localized data compliance tracking.

Pass-Through API & Cloud Costs

You maintain ownership of your data tier. Depending on volume, the following variable costs may be billed directly by providers or passed through at cost:

  • Google Cloud (Firestore/Run) ~0 - 200k VND/mo
  • LLM APIs (AI Helpdesk/Automation) Variables by token usage
  • SMS / ZNS Notifications Carrier rates

Scope of Capped Maintenance

The monthly operational fee ensures platform stability but has capped labor limitations to remain economical:

  • Included: Bug fixes matching original specs, 99.9% uptime monitoring, DB scaling, regular security dependency patching.
  • Excluded (Requires SOW): New application modules, custom integrations to 3rd party legacy systems, structural UI overhaul post-acceptance.
  • Support SLA: 24-48 hours response time during business days for non-critical bugs.

4. Product Feature Catalog

Operations & Logistics
  • Workload Board & Routing
  • Machine Capacity Tracking
  • Live Inventory Engine
  • Delivery Orders Tracking
Finance & Sales
  • Automated VietQR Invoices
  • Quotation Engine & Approvals
  • Expense & Receivables Ledger
  • PnL & Accounting Dashboard
Enterprise Security
  • Roles Matrix (Owner/Admin)
  • DLP & System Health Center
  • Granular Audit Logging
  • Localized VN Data Compliance
AI & Modern Workforce
  • AI Operations Helpdesk
  • Generative Training Builder
  • Automated Live Feed
  • Worker Onboarding Checklists

5. Market Position & ROI

Metric / Feature Our Custom Architecture 1CRM / BaseVN (Standard) Odoo / SAP B1 (Enterprise)
Upfront Deployment Fee 12,000,000 VND 5 - 15M VND 150M - 500M+ VND
Monthly License (10 Users) 4,000,000 VND ~2M - 6M VND 10M - 20M+ VND
VietQR & Local Invoice Automations Included Core Native Via Plugins / Limited Heavy Customization Req.
Tailored Manufacturing Capacity Built exactly to your floor Generic only Yes (High Complexity)
AI Workflow & Training Generation Native Integrated Not Available Premium Add-on only
UI / Learning Curve Hyper-focused, Minimalist Cluttered Generic Modules Requires Dedicated IT Admin
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