**Project Overview**:Kinship Ventures seeks a vendor to provide IT security, SaaS tool management, and operational automation.The primary objective is to create a secure, efficient, and organized IT environment that minimizes security risks, streamlines SaaS tool usage, and improves team productivity.
**Key Goals**:- Implement security guardrails to prevent accidental data loss and unauthorized sharing while ensuring a smooth and efficient process.The workflow should be clear and well-structured to avoid any delays, particularly when sharing files with clients.
- Optimize SaaS tools by eliminating redundancies and ensuring appropriate subscription levels.Specifically, for tools like **Descript, CapCut, and CastMagic**, highlight that multiple user accounts are unnecessary.Instead, a **single-user subscription** can be utilized efficiently by sharing vaults with the production team.
- Establish structured permissions and user roles across IT platforms.
- Automate key processes once security and SaaS optimizations are completed.
- Ensure that all SaaS services are consolidated under a single credit card, with access and billing fully optimized.Maintaining transparency in SaaS expenditures is crucial for non-profit tax purposes, and our non-profit executive must be kept informed of all new charges and their specific use cases.
- Secure **Google Suite** against unauthorized external access and bulk remove past shared users.
- Establish tiered user access permissions for **DocuSign**, assigning appropriate levels to **the Executive Team, Operations, and Production Teams**.
- ** For process optimization**, explore subscription options that enable the creation of a single, reusable agreement link for guest bookings,



rather than generating individual agreements each time.This would simplify workflows by allowing the team to share a standard agreement link with guests, reducing administrative effort.While this may not be essential with only two podcasts, its worth evaluating for future scalability to enhance efficiency and save time.
- Implement **Slack automation tools** to streamline onboarding and training processes within SOPs.Additionally, integrate **Google Drive** with Slack to enhance accessibility, ensuring seamless file sharing and collaboration for improved efficiency.
- ** Clearly define timelines, required access, and success criteria for project completion.
**:- ** Ensure weekly reporting on progress, blockers, and support needs, managed by Operations Manager.
**:- ** Implement KPIs and performance benchmarks to measure vendor effectiveness.
**:- ** Categorize SaaS tools into five distinct suites**:- ** Operations**:- ** Finance**:- ** Content & Marketing**:- ** Temporary/Freelance Access**:- ** Executive Access**- ** Audit and cancel unnecessary SaaS accounts.
****Scope of Work**The vendor will be responsible for the following tasks:**A.IT Security Enhancements**:- ** Google Workspace Security**:- Restrict file-sharing to approved domains.
- Set up admin-level control for document access and editing rights.
- Implement permissions for shared drives with restrictions on external sharing.
- Establish alerts for unauthorized sharing.
- Ensure external collaborators are identified and removed.




- Implement an automated bulk removal process for unauthorized external access.
- Provide a **security checklist for ongoing monitoring** post-project completion.
- ** KPI**: No unauthorized data access incidents post-implementation.
- ** ClickUp Security & Optimization**:- Restrict workspace deletion rights.
- Define clear permissions for different user roles.
- Secure project workflows to prevent accidental data loss.
- Optimize folder structure and accessibility levels.
- ** Automation**: Ensure that tagged tasks in ClickUp notify users via Slack.
- Provide a **training document** for future ClickUp users on best security practices.
- ** KPI**: Ensure proper role-based access with a 100% audit-compliant structure.
- ** Slack, HubSpot, and Other Major Platforms**:- Ensure only authorized users can export data.
- Remove external accounts from admin panels and access points.
- Set up security logs and alerts for unauthorized access attempts.
- ** Automation**: Integrate Google Drive with Slack and ClickUp for seamless file sharing and notifications.
- Provide a **detailed permissions matrix** for Slack, including admin vs. user capabilities.
- ** KPI**: Reduce unauthorized file-sharing incidents by 90%.
- ** Comprehensive IT Security Audit**:- Identify vulnerabilities and unauthorized users.
- Ensure all platforms follow best security practices and regulatory compliance.
- Develop role-based security clearance levels.
- ** Create a security roadmap** for ongoing maintenance beyond the projects scope.
- ** KPI**: 100% completion of security audit with remediation plans for all risks.
**B.SaaS Optimization & Management**:- ** SaaS Subscription Audit & Optimization**:- Ide

📌 It Specialist (Xico)
🏢 Trolley
📍 Xico