request for proposal for appointment of system integrator...

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Request for Proposal for

“Appointment of System Integrator to Implement MIS in Education Department of Himachal Pradesh

Government”

VOLUME I – Technical & Functional Requirements

Prepared By:

Education Department, Himachal Pradesh

RFP FOR EDUCATION DEPARTMENT - VOL II

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ACRONYMS USED IN THIS DOCUMENT ..................................................................... 4

INTRODUCTION ............................................................................................................. 5

ABOUT EDUCATION DEPARTMENT ............................................................................ 6

OBJECTIVES OF THE PROJECT................................................................................ 11

REQUIREMENTS TO BE MET BY THE SYSTEM ........................................................... 13

PROJECT SCOPE ................................................................................................... 15

TECHNICAL SPECIFICATIONS ................................................................................... 27

TECHNICAL REQUIREMENTS ................................................................................... 27

1.1 User and usage administration .......................................................................... 27

1.2 Training and Training Materials......................................................................... 28

1.3 Technical Support ............................................................................................ 30

1.4 Integration with Existing Systems ...................................................................... 32

1.5 SLA Monitoring Tool ......................................................................................... 36

1.6 System Requirement ........................................................................................ 36

1.7 Offline Service Capability .................................................................................. 37

1.8 Single Sign-on .................................................................................................. 37

1.9 Support for PKI Based Authentication & Authorization ......................................... 37

1.10 Interoperability Standards ............................................................................. 37

1.11 Scalability .................................................................................................... 38

1.12 Security ....................................................................................................... 38

1.13 Application Architecture ................................................................................ 38

1.14 High Level Design (HLD) ................................................................................. 39

1.15 Detailed (Low Level) Design (LLD) ................................................................... 39

1.16 Test Plan ..................................................................................................... 39

1.17 Compliance with Industry Standards ............................................................... 39

1.18 Audit of Application ...................................................................................... 40

1.19 Payment & SMS Gateway .............................................................................. 41

1.20 Supply/Procurement of IT Infrastructure at SDC ............................................... 41

1.21 Installation & Commissioning of IT Infrastructure ............................................. 41

1.22 Licenses ....................................................................................................... 42

1.23 Business Continuity Planning .......................................................................... 42

1.24 Information Security Management ................................................................. 43

1.25 Post Implementation Service: System Administration and Trouble Shooting ........ 47

1.26 Post Implementation Service :Database Administration & Trouble Shooting ........ 47

1.27 Post Implementation Service :Overall .............................................................. 48

TABLE OF CONTENTS


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1.28 Annual Technical Support .............................................................................. 48

DOCUMENTATION REQUIREMENTS .......................................................................... 49

2.1 END-User documents: ...................................................................................... 49

2.2 Technical Documents: ...................................................................................... 49

MANPOWER REQUIREMENTS FOR OPERATIONS ...................................................... 50

TESTING & QA REQUIREMENTS ............................................................................... 52

1. PRE-COMMISSIONING TESTS ............................................................................... 52

2. OPERATIONAL ACCEPTANCE TESTS .................................................................... 53

IMPLEMENTATION SCHEDULE .................................................................................. 56

ANNEXURE A - FUNCTIONAL REQUIREMENT SPECIFICATIONS:.......................... 57


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A C R O N Y M S U S E D I N T H I S D O C U M E N T

Term Explanation

bps Bits per second

CMM Capability Maturity Model

Cps characters per second

DBMS Database management system

DD Demand Draft

GUI Graphical User Interface

HTML Hyper Text Mark-up Language

IEEE Institute of Electrical and Electronics Engineers

ISO International Organization for Standards

IT Information Technology

KB Kilobyte

Kbps Kilo bits per second

LAN Local Area Network

MB Megabyte

Mbps Mega Bits Per Second

MIS Management Information System

MTBF Mean time between failures

OLE Object Linking and Embedding

OS Operating system

RDBMS Relational Database Management System

RFP Request For Proposal

SLA Service Level Agreement


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I N T R O D U C T I O N

Education Department, Himachal Pradesh is releasing this RFP to appoint an Implementation Vendor to automate various activities of educational institutions/ offices of Education Department, Himachal Pradesh Government and perform following activities-

ANALYSIS, DESIGN DEVELOPMENT, TESTING, INTEGRATION, DEPLOYMENT AND MAINTENANCE OF SOFTWARE APPLICATION

SUPPLY, INSTALLATION AND INTEGRATION OF INFRASTRUCTURE INCLUDING HARDWARE

COMPREHENSIVE MAINTENANCE OF SUPPORT FOR COMPLETE SETUP (INCLUDING SOFTWARE ) FOR THREE YEARS

The content of this RFP has been broadly divided in three parts, described as follows

Volume I: Technical and Functional Requirements

Part I of RFP intends to bring out all the details with respect to solution and other

requirements that Education Department deems necessary to share with the potential

bidders. The information set out in this volume has been broadly categorized as

Technical and Functional covering multiple aspects of the requirements.

Volume II: General and Commercial Specifications

Part II of RFP details out all that may be needed by the bidders to understand the RFP

process, Proposal Instructions and Conditions, Evaluation criteria and other terms and

conditions including Payment Schedule. It also covers Legal Specifications that Education

Department wishes to specify at this stage.

Volume III: Master Service Agreement (MSA), Service Level Agreement (SLA) and Non-

Disclosure Agreement (NDA). (provided separately in Annexure I)

The bidders are expected to examine all instructions, forms, terms, Project

requirements, Corrigendum/Addendum and any other information issued in relation to

this RFP documents. Failure to furnish all information required as mentioned in the RFP

documents or submission of a proposal not substantially responsive to the RFP


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documents in every respect will be at the Bidder's risk and may result in rejection of the

proposal.

ABOUT EDUCATION DEPARTMENT

2.1 Elementary Education Department of Himachal Pradesh

Directorate of Elementary Education came into existence w.e.f. 01.11.2005 with aims to

provide universalization of Elementary Education. In order to achieve the target of 100%

enrolment of children in the age group of 6-14 years, the Department of Elementary

Education has made tremendous progress in expanding the schooling facilities, which

has brought down the drop-out rate significantly. Access to schooling has substantially

been achieved by opening Primary Schools within a walkable distance of 1.5 from

neighbourhood. At present, there are 10719 notified Primary Schools in the State,

whereas the number of primary schools in the year 1948 was only 261. In addition to

these, 127 NRST (Non Residential Special Training centers) under SSA Elementary

Education have also been opened in which 2752 out of school children have been

enrolled and are getting education. The enrolment in Government Primary Schools has

also increased manifold from a meager 8697 in 1948 to 599070 (Govt and others) as per

DISE data 2013-14. Accordingly, the number of posts of teachers i.e.JBT/ HT/ CHT, TGT

and C&V has also increased from a meager 278 in the year 1948 to 58587 in year 2013-

14 (as on 20.01.2014). There are 2350 Notified Middle Schools out of these 2347 Govt.

Middle Schools are functional and remaining 03 Schools are Non-functional. There is

enrolment of 361046 in classes 1st to Vth and 253241 in classes VI-VIII, in Govt

institutions under Elementary Education Department. In addition to this 2524 Primary

Schools Units with enrolment of 238024 and 1917 Middle schools/Units with enrolment

of 116783 being maintained by the other private agencies are also functioning in the

state. 10650 are functional schools at Primary level in Govt. Education Deptt. The

Department of Elementary Education has 4512 Elementary Schools (2321 Middle + 831

High Schools + 1360 Sr. Sec. Schools) providing Education to the classes vi-viii. In order


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to promote Elementary Education following Central and State schemes are also run by

this Department.

CENTRAL SPONSORED SCHEMES

1. Mid Day Meal 2. Pre-Matric (Unclean Occupation): 3. Minority Community 4. Saakshar Bharat Programme

STATE SPONSORED SCHEMES

1. Girls Attendance 2. BPL/IRDP 3. Army/Border Area 4. Medhavi Chhatrvariti 5. Middle Merit Scholarship Scheme 6. Pre-Matric SC Students 7. Lahaul Spiti Pattern 8. SC/ST/OBC/IRDP

(a) Sanction/filled & Vacant position in respect of JBTs/HTs/ CHTs as on 15.01.2014 Particulars Sanctioned posts Filled in Vacancy

JBTs 21778 21108 670

HTs 3289 2987 302

CHTs 2097 2002 95

(b) Sanctioned/vacancy position of TGT’s AS ON 20.01.2014.

Sanctioned Post Filled Post Vacant

Arts NM M Total Arts NM M Total Arts NM M Total

TGTs 7371 4765 2377 14513 7022 4301 2278 13601 349 464 99 912

(c) Information regarding Sanctioned/Filled/Vacant posts of C&V category in the

Pradesh, as on 20-01-2014, Distt. wise details are as under:-

Particulars OT LT DM PET CT H.Sc. MT YT PT UT Total

Sanctioned 4663 2568 4478 4416 359 173 31 22 100 100 16910

Filled 3817 1550 3395 2766 359 56 17 17 70 32 12079

Vacant 846 1018 1083 1650 0 117 14 5 30 68 4831


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(d) Ministerial Staff status - Summary of Sanctioned/ Filled/ Vacant Posts of

Elementary Education Directorate/ Dy.DEEs /BEEOs including DIETs in H.P. as on

20.01.2014

Name of the Office

Supdt G-I Supdt G-II Sr. Asstt. Clerk

S F V S F V S F V S F V

Dte of Ele Edu.

08 01 07 57 57 00 77 31 46 160 37 123

Dy.DEEs 12 01 11 45 41 04 118 48 70 168 70 98

All BEEOs including DIET (12 Distt.)

00 00 00 363 189 174 609 119 490 1179 197 982

TOTAL 20 2 18 465 287 178 804 198 606 1507 304 1203

(e) Sanctioned/ Filled post and Vacancy Position District wise of BEEOs

Sanctioned Filled Vacant

BEEOs 140 94 46

(f) Summary of Sanctioned/ Filled/ Vacant Posts of Part time water carriers in

Department of Elementary Education as on 20.01.2014

Sanctioned Filled Vacant

Dailly Waises Part time water carriers

Water carrier 10379 4875 5121 383

2.2 Higher Education Department of Himachal Pradesh

The Education Department is under the charge of Education Minister who is Political

Head of the Department. All policy matters and major administrative decisions are

generally taken by Education Minister who is assisted by an Education Secretary who

enjoys full administrative and financial powers regarding department such as

sanctioning of various schemes projects and budgeting. All schemes of expansion of

education, Plan and Non Plan are first approved by Education Secretary, and then

submitted to Planning and Finance Department for approval. Education Secretary in

addition is over all administrative head of the Education Department for all purposes.


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ORGANISATIONAL CHART OF EDUCATION DEPARTMENT

2.3 Sarva Shiksha Abhiyaan (SSA)

Sarva Shiksha Abhiyan (SSA) is Government of India's flagship programme for

achievement of Universalization of Elementary Education (UEE) in a time bound

manner, as mandated by 86th amendment to the Constitution of India making free and

compulsory Education to the Children of 6-14 years age group, a Fundamental Right.

SSA is being implemented in partnership with State Governments to cover the entire

country and address the needs of 192 million children in 1.1 million habitations.

The programme seeks to open new schools in those habitations which do not have

schooling facilities and strengthen existing school infrastructure through provision of

additional class rooms, toilets, drinking water, maintenance grant and school

improvement grants.

Existing schools with inadequate teacher strength are provided with additional teachers,

while the capacity of existing teachers is being strengthened by extensive training,

grants for developing teaching-learning materials and strengthening of the academic

support structure at a cluster, block and district level.

SSA seeks to provide quality elementary education including life skills. SSA has a special

focus on girl's education and children with special needs. SSA also seeks to provide

computer education to bridge the digital divide.


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2.4 Rashtriya Madhyamic Shiksha Abhiyan (RMSA)

This scheme was launched in March, 2009 with the objective to enhance access to

secondary education and to improve its quality. The implementation of the scheme

started from 2009-10. It is envisaged to achieve an enrolment rate of 75% from 52.26%

in 2005-06 at secondary stage within 5 years of implementation of the scheme by

providing a secondary school within a reasonable distance of any habitation. The other

objectives include improving quality of education imparted at secondary level through

making all secondary schools conform to prescribed norms, removing gender, socio-

economic and disability barriers, providing universal access to secondary level education

by 2017, i.e., by the end of 12th Five Year Plan and achieving universal retention by

2020.

Important physical facilities provided under the scheme are:

(i) Additional class rooms, (ii) Laboratories, (iii) Libraries, (iv) Art and crafts room, (v)

Toilet blocks, (vi) Drinking water provisions and (vii) Residential Hostels for Teachers in

remote areas.

Important quality interventions provided under the scheme are:

(i) appointment of additional teachers to reduce PTR to 30:1, (ii) focus on Science, Math

and English education, (iii) In-service training of teachers, (iv) science laboratories, (v)

ICT enabled education, (vi) curriculum reforms; and (vii) teaching learning reforms.

Important equity interventions provided in the scheme are:

(i) special focus in micro planning (ii) preference to Ashram schools for upgradation (iii)

preference to areas with concentration of SC/ST/Minority for opening of schools (iv)

special enrolment drive for the weaker section (v) more female teachers in schools; and

(vi) separate toilet blocks for girls.

Implementation mechanism of the Scheme

The scheme is being implemented by the State government societies established for

implementation of the scheme. The central share is released to the implementing

agency directly. The applicable State share is also released to the implementing agency

by the respective State Governments.

Financial and Physical Progress Under the Scheme


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During the 11th Five Year Plan, the Central Government bore 75% of the project

expenditure during the 11th Plan, with the remaining 25% being borne by State

Governments. However, funding pattern was 90:10 for North Eastern States.

From the year 2013-14, following major schemes are integrated to RMSA:

(a) Information and Communication Technology Project (ICT@School)

(b) Inclusive Education for the Disabled At Secondary Stage (IEDSS)

(c) Vocational Education

(d) Model School

Organizational Chart OF SSA and RMSA in the State

Education Minister

Principal Secretary Education

State Project Director (SSA and RMSA)

Principal-cum-District Project Officer at District Level

Block Resource Coordinator at Block Level

Cluster Resource Coordinator at Cluster Level

Schools

OBJECTIVES OF THE PROJECT

The objectives of the automation process are to computerize the various activities being carried out in the educational institutions/ offices of Education Department, Himachal Pradesh Government with a view to improve the service delivery model, internal office efficiencies as well as management facilitation to better control the working of the Education Department, Himachal Pradesh. Besides, a better student, teacher and employee interface by making various services of the Education Department, Himachal Pradesh online is also intended. The following objectives have been defined for the automation of various processes:


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Process Optimization: Increasing overall effectiveness and efficiency by removing various redundancies, bottle-necks and deterrents related to the process under consideration by effective implementation of the various Information and Communication Technology tools. Student Facilitation: Facilitating the existing and prospective students for availing various data and services through viable and optimized interfaces. Cost Minimization: Reducing the operating and maintenance costs involved with various activities of educational institutions/ offices of Education Department and procedures by incorporating efficiency-oriented mechanisms.

Stakeholders for the project: The various stakeholders of the project who would be affected by the automation exercise for preparation of Integrated Online Application Software System are the employees of educational institutions/ offices of Education Department, the affiliated Schools and Students. Various modules as explained in this document need to be developed to help the Education Department to perform its activities. These have been suggested for automation of critical activities of different educational institutions/ offices of Education Department, Himachal Pradesh Government. The vendor should suggest the latest automation techniques in computerization of educational institutions/ offices and management of educational institutions/ offices, student’s data which should improve the overall efficiency and accuracy of data. This should also enable to visualize trends region wise, district wise, school wise etc. Education Department has envisioned that the successful implementation of the system will provide the following benefits: Overall Benefits

Increase the efficiency and productivity of the educational institutions/ offices of Education Department with better monitoring and transparency.

Develop interfaces of the department with other departments to facilitate seamless sharing of information for better administration and governance and prevent duplication of work.

Provide timely & reliable management information relating to departmental administration for effective decision making.

Better planning and control and data analysis for simulation.

Provide interface with other key stakeholders of Centre and State Government. Effective Planning and Analysis Based on the Factual Data and Trends : Data maintenance, a salient feature of the proposed software solution, will ensure that data corresponding to various functional areas (Educational Institutions/ offices details, Student details, Examination Details, Details of various schemes offered by Sate and


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Centre Government etc) are constantly updated, thereby providing timely, accurate, reliable and updated information on various functions for effective management, planning and control. Increased Productivity: Automation of routine tasks will lead to increase in productivity of personnel; hence the personnel would be able to handle larger volume of work. Reduced Documentation: The data-sharing feature in the proposed software solution will enable a significant reduction in manual documentation and time involved in sharing of bulky case files. Enhanced Transparency: Total computerization will result in better transparency for the department, as majority of the tasks will be computerized hence retrieval and verification of the data will be faster. Enhanced Communication: Establishment of network across the department will enhance communication and decision making in Education Department. The solution will lead to improved workflow. The other benefits of software solution will be lesser process time, lesser establishment costs, saving etc. Reduction in time during manual data retrieval and transfer would result in greater employee satisfaction and higher manpower productivity. All these benefits would also enable Education Department to perform its major role of serving the Students and Schools in the state of Himachal Pradesh.

REQUIREMENTS TO BE MET BY THE SYSTEM

The generalized requirements for the new systems to be implemented, but not limited

to, can be summarized as follows:

The application system should primarily work in centralized architecture. However,

essential data should be replicated at the central server.

The system should allow interactive modes depending on the type of modules. The

application design and construction should take into account the network

infrastructure availability, as per the proposed solution by the bidder.

Development and Integration of portal & new system integration with existing and

upcoming applications running in various Educational Institutions/ offices.


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During the design of database for new system bidder has to take care of existing

databases of existing applications and the same have to be migrated / incorporated

in the new one.

Ensuring quality in all the activities carried out during the development/

customization, documentation, testing, implementation, maintenance etc. of the

system. The bidder would also be required to provide Education Department with

approach for quality related activities. The bidder MUST provide the quality records

related to deliverables of the project e.g. review reports, defect density, effort and

schedule slippage etc.

Taking care of the configuration management i.e. version control of all the

deliverables, where applicable.

Considering that most of the department’s documents are Hindi based the

application system MUST cater to the Hindi language requirements of department

and as per existing policies and procedures. The fields of application system can be

bilingual (both English and Hindi) depending upon the design of the application

system. System should have provision for data entry and capture in bilingual (i.e.

Hindi and English).

Portal should have the flexibility to provide interfaces for other stakeholders of State

and Centre Government.

If required system can provide readable information of data of other departments

for official use only.

The solution architecture of the project envisages a centralised application and

database and will leverage the core e-infrastructure of State Wide Area Network,

and State Data Centre.

The applications should be accessible through mobile phones as well. As most of the

stakeholders of the project stays in field to carry out their day to day work, so it is

very essential to have the applications on mobile so that it can be accessible by the

user while on the go.

The MIS solution should switch interface automatically when accessed through

mobile browser, without the need to install or upgrade any app.


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PROJECT SCOPE

S. No

Scope of Work Area

Description of Scope of Work/ Deliverables for

the Activity

1 General 1. Design, Develop and implementation of web

based integrated software solution.

2. Web Portal for complete information for all

activities carried out by educational

institutions/ offices of Education

Department.

3. Deliver, install, configure and provide

necessary support for software on servers

and/or desktops

4. Providing the staff for maintenance

operations.

5. Customizable report system as required by

Education Department.

6. Provide training to staff

2 Requirement Gathering &

Analysis

The bidder MUST clearly understand Education Department requirements and propose solution to meet the specific software requirements of all educational institutions/ offices. The bidder MUST study the needs of Education Department & visit the respective educational institutions/ offices and gather the detailed requirement, understand the setup and perform the gap analysis (if applicable) with the proposed solution as given in RFP. Bidder can propose the updated solution to fill the gaps.

3 Solution Design & Solution

Architecture

The selected bidder shall develop solution on the

basis of Functional Requirement Specifications

(indicative but not exclusive) provided in this RFP

as Annexure A and prepare System Requirement

Specifications. The Bidder shall perform the

following tasks:

1. System Requirement Specifications

2. Design of Application.


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3. Design of Workflow with well defined

business rule for the application.

4. Design of Document management System.

5. Support in design of LAN, WAN and Internet

connectivity as per requirement with

proper documentation.

6. Design of Application Architecture.

7. Migration of current applications and

databases from existing vendors systems to

data center and systems.

8. Design of overall IT Infrastructure.

9. Design of Logical and Deployment

Architecture

10. Design of Integrations methodology.

11. Design of Quality Assurance Plan &

Methodology.

12. Design of Security Policy.

13. Design of Transition policy and Plan, during

and at the end of the tenure of the

agreement or termination of the

agreement.

14. Design reports as required by Education

Department, etc.

The bidder will also be responsible for creating unique identifications/codes that will be required in the application system in consultation with Education Department. The bidder is expected to use existing Identifications/Codes available with Education Department, as far as possible.

Deliverables:

1. System Requirement Specifications

2. All the Design Document etc.

3. Other relevant Documents

4. All Policy, Plan & Methodology Documents

4 Solution Development Development of web based centralized software

solution based on the specifications finalized

through the System Requirement Specifications

and Solution design.


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Deliverables: Solution Software including Source

Code, Operational/ Technical manual, library files,

setup programs etc., Sign-off from Education

Department and individual Educational

Institutions/ offices of Education Department.

5 Supply and Installation of

Hardware

Bidder has to supply the requisite hardware

defined in Annexure-IX in volume II

6 Solution Implementation Following activities (but not limited to) to be

performed by bidder:

1. Deployment of Portal & Applications

2. Integration with Existing Application &

Infrastructure.

3. Implementation of Workflow with well

defined business rule for the application.

4. Implementation of Document

Management System.

5. Support in Installations of required Servers

and Software etc. as per the requirements

of project.

6. Support in creation of logical and physical

Security Plans for Application and Data

Center.

7. Migration of existing applications and

databases from the current vendor to

State data center

8. Integration with digital signatures

provided by NIC or any identified agency.

9. Generate reports

10. Provide role specific dashboard for all

users- from higher management in

Education Department, to district level

officials, school administrators and even

students

Deliverables:

1. All the relevant documents related to

Implementation.

2. Sign-off from Education Department and

individual Educational Institutions/ offices


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of Education Department.

3. Source Code of application

7 Testing and Acceptance The bidder must build up an overall plan for

testing and acceptance of system, in which

specific methods and steps should be clearly

indicated and approved by Education

Department. The acceptance test plan will be

defined by the Bidder, agreed and approved by

Education Department and shall include all the

necessary steps to ensure complete functionality,

operation and performance of the system.

1. All levels of testing will be conducted at the installation sites.

2. Testing must demonstrate that the new systems satisfy the operational and technical performance criteria.

3. It is Bidder’s responsibility during the tests to evaluate and recommend any further changes to the infrastructure & application, at no extra cost to Education Department. Any recommendations for change will be discussed with Education Department.

4. The Bidder must outline the methodology that will be used for testing.

5. The Bidder must define the various levels or types of testing that will be performed.

6. The Bidder must provide necessary checklist/documentation that will be required for testing.

7. The Bidder must describe how the testing methodologies will conform to requirements.

8. The Bidder must indicate how one will demonstrate to Education Department that all functions in the new system installed have been tested.

9. The SI should meet the objective of delivering Quality Assessed eGovernance Solution


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8 External Tie Ups &

Certification Support,

Security etc.

1. Bidder shall facilitate the Agreements between Education Department and the External Service providers as and when required to meet the needs of the project (e.g. Payment gateway, Digital certificates etc.)

2. Bidder shall ensure in getting certification (security audit etc.) through the entire process of certification and arranging re-audit (if required) on its own cost. Security Audit shall cover Web Server Audit (including the web applications which are hosted in the Web Server). This shall also be carried out for any future customization of the application.

3. Meta data Standards as per the recommendation from Government of India are to be followed. Vendor can visit the site http://egovstandards.gov.in for the same

9 Operational Support and

Maintenance (O and

M)

The Bidder shall provide comprehensive

operational support and maintenance services for

a period of 36 months from the ‘Go-Live’ date for

overall system stabilization and support, solution

maintenance, database administration and end-

user problem resolution (including support for

Servers and related equipment and, RDBMS on

servers) if required.

The Education Department will have the option to

ask the Bidder to provide such operational

support and maintenance services for a further

period of up to 24 months, for which, the work

contract will be issued on the annual basis on the

rates quoted by the Bidder in the Price Schedule.

The operational support shall ensure that the

solution is functioning as intended and attending

to all the problems associated in operation of the

deployed system.

For the duration of the project, any updates to

the base MIS product would also be made

http://egovstandards.gov.in/


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available to the Education Department at no

additional cost.

10 Comprehensive Training

and Change Management

The Bidder is required to train/retrain if required

the designated technical and end-user staff /

vendors to enable them to effectively operate the

system and shall undertake Change Management

interventions as necessary to achieve project

objectives.

The Bidder shall also be responsible for re-training

the operators whenever changes are made in the

solution.

Deliverables:

1. Change Management interventions

2. Advance Administration training for Data

Center Administrators to perform required

tasks.

3. User Training for officers/employees /

vendors in Education Department, in batch

sizes not exceeding 30 for the deployed

system.

4. Syllabus and Manual for Training plan for

the departmental users to be approved by


5. Issue supporting documentation such as

Training material, User Manuals,

Maintenance Manuals, etc. on 1:1 basis.

6. Sign-off from Education Department and

individual Educational Institutions/ offices

of Education Department.

7. Respective Educational Institutions/ offices

of Education Department will provide space

and computers for the training.

11 Solution

Documentation

Preparation of documents including Technical and

User Manuals, Operational Manual, Maintenance

Manuals, etc. Bidder shall obtain the sign-off from

Education Department for all the documents


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submitted for the solution.

Deliverables:

1. Technical, Operational and User Manuals

for operation of the deployed solution.

2. All policy documents (e.g. Security policy

etc.)

3. Source Code and solution design

documents.

12 Centralized Monitoring Formulation of PMU- the Education Department

will form a Project Monitoring Unit to track the

day to day activity and progress of the project.

The PMU will consist of representative from:

1. Education Department

2. Department of Information Technology

3. System Integrator

13 Participating

School/Colleges

This is a pilot project, so for the same Hamirpur &

Kangra District is selected. The Schools/Colleges

considered under this pilot project are as follows:

1. Total number of Govt. Sr. Sec. Schools in

District Hamirpur – 80

2. Total number of Govt. High Schools in

District Hamirpur - 54

3. Total number of Govt. Degree Colleges in

District Hamirpur – 5

4. Total number of Govt. Sr. Sec. Schools in

District Kangra - 236

5. Total number of Govt. High Schools in


6. Total number of Govt. Degree Colleges in


7. No. of BRCC (Primary + Upper

Primary)(Kangra & Hamirpur) - 48

8. No. of CRCC in (Hamirpur & Kangra Distt.)

– 463

As this is a pilot project comprising of only 2

Districts, however the application should have

capability to scale-up for roll out throughout state

from day 1.


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Note: For details of scope please refer to subsequent sections of this document. Please refer Annexure A for detailed Functional Requirement Specification (FRS) for proposed integrated software solution.

2.1 Functional Performance Requirements of the System

The system MUST be able to meet satisfactory performance standards as defined in the

Annexure A. The minimum numbers of users envisaged for system are approximately

10,000.

Performances of the application system will be one of the important factors in the

success of the project. Education Department expects that bidders MUST provide details

as to how it plans to deal with the performance issues that usually occur with the

centralized system. The bidder MUST propose at the minimum:

Response time of the ‘to be’ developed/customized application for Education Department.

Tools and techniques to meet the response time.

Etc.

The application should have proper data archiving facility depending on the requirements of various modules. The Applications to be developed shall integrate a number of sub-systems and functional modules as described in Annexure A 3.1 Overview of proposed solution

Proposed Solution

The proposed solution architecture and Logical Architecture for integrated software solution for all Educational Institutions/ offices of Education Department is shown below.


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Figure: Solution Architecture

The solution architecture comprises of mainly four parts as described below,

Presentation Layer: - Presentation Layer should comprise user interfaces of all the

applications which would be deployed over a portal infrastructure to realize the benefits

of the single sign on to all the applications and provide security in a single instance. All

the systems are proposed to be web based applications; portal would be centralized and

deployed only at the Central data center.

It should also take care of services like Logging, Caching, Session control and User

Interface Formatting and Presentation.

Client Layer: - Client layer would contain web browser for external as well as

Educational Institutions/ offices of Education Department internal users. External user

use internet to send request to access Department services and internal users would

connect via WAN or internet.

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Application Layer

Student Admission Examination Email System

Teaching

Management

Child Tracking

System System Monitoring

Institute

Management Fees & Accounts SMS Gateway

Inventory and

Procurement Mid-Day Meal Payment Gateway

Web Portal Document

Management Help Desk

Catching Reporting Object Relation Mapping

Database

External Interfaces like State Portal, SSDG, Banks etc.


24

It should also represent the client components installed on the end user machines.

Some of the thick clients are: Scanning applications, Digital Certificate and Office plug-

ins for DMS software.

Application Layer: - Web portal shall be hosted at the application layer. Apart from web

portal Payment gateway, Content management, Digital certification, Indexing and

searching services shall be hosted on the application layer.

Database Layer: - All the data shall reside on the Database layer. Apart from data User

profile, content repository, Metadata and mail messaging data shall also reside on the

Database Layer.

The various components to be used in the proposed solution architecture are described

below; the details of which can be found in subsequent sections of this RFP.

S. No. Component / Service Description

1. Web Server Web server would serve raw content or forward

requests to the Portal Server

2. Application Server Application server would carry out the page

aggregation, searching, indexing, integration to the

various knowledge based managed backend

system. This will provide an access to different

stakeholders for day-to-day information.

3. User Authentication

Services

These services will be used to register, authenticate

and manage users and their security privileges.

These services will authenticate the Educational

Institutions/ offices users and find out user specific

privileges

4. Department User

Profiles

This will be the storage of the Department user’s

authentication information and access capabilities.


25

5. Web Application

Services

The Web Application Services would be a container

to manage the presentation and application logic. It

will provide transactional integrity, scalability and

availability services. In addition it manages the

session, the requests and responses to and from its

clients and resources.

6. Application Logic This logic would encapsulate the business-level

functions that can be used to satisfy a user’s

requests.

7. Application Database

Services

Services including Database Analysis and Design,

Data Warehousing and Business Intelligence,

Conversion.

8. Application Data Business specific data that the application would

track or manage

9. Indexing and

Searching

This tool would be used for indexing and searching

all the repositories of knowledge repository

maintained across the portal infrastructure.

10. Mail & Messaging

(Software)

This would provide the mail messaging and

calendaring services.

11. System Management Monitoring the applications across the architecture

comprise the system management capabilities.

12. Gateway Services The role of the Gateway would be to provide a focal

point for processing outgoing and incoming

requests for web application services to and from

external entities. For outgoing requests, the

gateway would be responsible for receiving

requests from the application, forwarding them to

third parties systems and receiving and disposing of

the response. For incoming requests, the gateway

would be responsible for receiving requests from

external systems, invoking the necessary Adaptors

to perform the business logic, and finally for

composing a response and sending it back to the

requesting system. The gateway would also


26

4.1 Standards to be followed by Bidder

The proposed solution needs to be designed based on the standards adopted by

National as well as international agencies, to the extent feasible and in line with overall

system requirement set out in this RFP, in order to provide good interoperability with

multiple platforms and avoid any technology or technology provider lock-in for the

integrated software solution.

Vendor should ensure to provide clearance certificate for security audit on its own cost.

provide access to the registry of services to

determine the processing rules. Provision has been

made in the proposed solution to meet the future

requirements of Gateway Services

13.

Digital Signature

Certificate

The system should automatically enable/disable the

Digital Signature Certificates (DSCs) of employees

depending on the current status of each employee

namely: fresh appointment / transfer / suspension /

leave/ training / retirement etc. The system should

accordingly enable DSC only for an ‘active’

employee.


27

T E C H N I C A L S P E C I F I C A T I O N S

TECHNICAL REQUIREMENTS

Language Support: The system should provide support both in English and Hindi

language. The application system MUST be Unicode Compliant. System should provide

interface in Hindi as well as in English. Data entry will be done in both Hindi & English for

entering basic details of the customer. Remaining Data Entry will be done in English

only. Final set of fields to be entered in Hindi will be decided at the time of detailed

System Study.

DATES: All information technologies MUST properly display, calculate, and transmit

date data, including, but not restricted to 21st-Century date data.

1.1 User and usage administration:

The bidder MUST clearly state the access controls, for on-line PC’s applications

connected to the centralized server, which ensures that:

Only authorized personnel are allowed to access the system; access being restricted

via the use of user names/identifications and associated password.

Access to each application is restricted to specified authorized users

The user in the application system is logged off automatically if the user is idle for

more than a specified and variable period, to prevent access to the system,

applications etc. by unauthorized third parties when a terminal is left unattended.

Solution & Technology Architecture

A centralized architecture (servers and processing at single and central location) has

been proposed for the project. All requests from internal and external users will be

sent to this system, located in a central place for processing. All users will access the

application through local or remote terminals using a browser (through internet for

external users and through intranet or VPN for internal Departmental users).

The overall technology solution shall be based upon most relevant and suitable

architecture standards including standards for Service Oriented Architecture (SOA),


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XML services & necessary protocols for internet applications, Data Centre standards

etc.

The design should include integration with existing IT infrastructure created by the

department as per their requirement from time to time. Requirement for these

should be included in the SRS and Design.

The infrastructure of State Data Centre is to be used for the purpose of hosting.

The co-location (1% of Hardware Cost per Quarter) charges are to be borne by


Application Architecture

In Education Department many of the applications are functional, so it is required to

integrate the new solution with the existing applications mentioned in the RFP.

Bidders should clearly understand that the desire of the department is not to create

a mere IT Solution but an information infrastructure that will expand, integrate and

enhance the functional needs of the Education Department concerned.

1.2 Training and Training Materials:

User Training:

The indicative training needs, but not limited to, depending on the role of user of the

systems, is as follows:

End users:

o Application usage

o Intranet

o Basic Computer Training.

o Defect logging system

o etc.

o

Technical:

Technical training will ensure that the Education Department staff is well trained to

manage the system in longer run. The indicative training need, depending on the role of

personnel or technical groups:


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Application System support group:

o Installation of application system

o Parameter tuning

o Application design, logic and usage

o Configuration Management

o Performance tuning of applications

o Client server architecture

o Structured system development methodology

o Language used for coding

o Etc.

Database Administration Group:

o Database installation

o Security maintenance

o Parameter tuning

o Creating and maintaining the database objects

o Performance tuning

o Database design

o Backup/recovery/restart procedures

o System start-up/shutdown procedures

o Client/Server architecture

o Database administration

o Data Conversion, Migration and Validation and their tools, if any

Operations and Facilities Management group:

o Server management

o System administration

o System operations and maintenance

o Backup and recovery management

o Security maintenance

o Installation of hardware and software

o Etc.


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Management

The management training will include project management, operation of the new

system and functions of the new system. The indicative training needs are as follows:

o Application usage

o MIS Report analysis

o Query Generation

o Defect Prevention

o Quality Management System

o etc.

The Final training plan will be prepared by the selected vendor in consultation with

Education Department. Education Department will assess the quality, relevance and

comprehensiveness of the training materials/tools.

1.3 Technical Support:

Warranty Service:

The bidder MUST ensure that all the deliverables provided under this bid will be free

from defects in design, materials and workmanship. If any issues remain outstanding at

the end of the support and maintenance period, the warranty period will be extended

until Education Department is satisfied with the resolution of the issues.

The bidder MUST identify a “Single Point of Contact (SPOC)” who will be the primary

point of contact for Education Department during the support and maintenance period

and who will have the authority to take any action necessary to resolve any warranty

related issues.

Throughout the acceptance, support and maintenance period the bidder MUST provide,

but not limited to, the following:


31

o Provide resources at strategic location at various sites of Education Department

o Provide resources that are on call to support the developed application for 24 X 7.

o Provide onsite or on call resources as required by Education Department for other

special situations.

o The bidder MUST provide reporting strategy plan in the bid. This plan should include

the actions that the bidder will take, on daily basis (if needed), to resolve all the

identified problems.

User support / hot line:

The bidder MUST nominate staff at Shimla, Himachal Pradesh for their permanent

support centre for Education Department. The support centre will be responsible for,

but not limited to the following:

Performing effective maintenance during and after the warranty period.

Acting as a help desk to provide operational support.

Coordinating with other vendors, if required, for the resolution of the reported

problems.

Maintenance services:

The bidder will provide comprehensive maintenance service for proposed systems after

the warranty period has ended. The support and maintenance period will be 3 years

from the date of “Go-Live” date. This section should be read in conjunction with the

relevant clauses mentioned in RFP volume I and II.

The maintenance service will include, but not limited to:

Application system maintenance such as changes, modifications, bug fixing etc

All Software maintenance such as updates, upgrades, reinstallations

Provide resources at strategic location at various sites of Education Department as

and when required

Provide resources that are on call to support the developed application for 24 X 7.

Provide onsite or on call resources as required by Education Department for other

special situations.


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The bidder MUST provide reporting strategy plan in the bid. This plan should

include the actions that the bidder will take, on daily basis (if needed), to resolve

all the identified problems.

1.4 Integration with Existing Systems

Bidder has to design the new system which should be get integrated with existing and

upcoming state wide software / systems. Some of the systems are described as follows:

E-Samadhan (Online Grievance Monitoring System)

As one of the important priorities, the Government of Himachal Pradesh stressed upon

to develop grievances redressal mechanism so that the genuine public grievances may

be redressed in a time bound manner. To achieve this objective, web-based software for

speedy redressal of grievances has been developed by NIC, Himachal Pradesh using

ASP.NET and SQL Server as database. The system has been named as e-Samadhan by

the Hon’ble Chief Minister and implemented by the department of RPG and NIC for

more than 50 departments. Following are the main features of e-Samadhan :-

In e-Samadhan, as a grievance detail is entered into the system, instantly it

becomes visible not only to the concerned office but also to the public and the

line of higher authorities including concerned MLA/Minister and the Chief-

Minister.

The higher authorities may send direction/orders.

In this system an advice against the grievance may be taken online from the

higher authority.

On a click of button, the department-wise pendancy summary may be viewed

and may be drilled down to the lower offices.

The entry of a grievance into the e-Samadhan system may be done by the public

directly using the internet or at any office of the concerned department, at the

Deputy Commissioner office, at the Chief Minister office or by the concerned

MLA.

The citizen may submit his application as grievance or demand. Later on the

concerned office of the department may change the application type to

grievance or demand if required. There is separate summary available in the

system for grievances or demands.


33

Advantages of the e-Samadhan includes Transparency, Instant availability of

information regarding the grievance & action taken, Effective monitoring, Timely

disposal of grievance, accountability of officials and concerned officers,

Reduction in the paper work.

SMS Gateway

IT Department, HP has established SMS Gateway for sending messages to citizens and

government employees regarding services and meeting notices etc. A web-based

application has been implemented which can be used for sending messages regarding

status of the services to the individual applicant or sending bulk messages like meeting

notices, information etc. to group of people and communicate with sub-ordinate offices.

The facility would help in saving Government resources and facilitating the citizens by

efficient service delivery. SMS Gateway has been inaugurated on 1st October, 09 by

Hon’ble CM.

There are three types of facilities available for sending the SMSs. These facilities will be

as under:

Facility to send bulk messages to group of users (citizens or Government

Employees) in one step. This facility may be utilized for sending notices for the

meeting and information to general public.

Facility to send SMSs regarding the specific service to individual users (citizens

or Government Employees) as per requirement. The Departments can use this

for sending SMSs regarding status of the service when the same is ready for

delivery or there is some deficiency in the documents submitted by the citizen.

Facility for the citizen where they can get some information out of the database

of the department (if available) by sending SMS using a pre-determined code on

56300. For example result of examinations, information about Government

services (procedures and requisite documents) etc. If the database is not

available information may be provided to the service provider by creating the

same.

The application provides for storing of the Mobile numbers and message templates in

the application which is available on the internet. It has also been decided that in order


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to facilitate the maximum utilization of this facility, the charges for an initial period of 1

year will borne by IT Department, HP.

The SMS Gateway services are running successfully in order to send notices for the

meetings to officers in the districts. The officers can send notices/reminders to their

subordinate offices on click of a mouse. This type of communication will help in reducing

paper work in sending routine notices and reminders. Messages can also be sent to the

citizens regarding status of service for which they have applied. For example, SMS is

being sent to the applicant when his Driving License is ready for delivery, requesting him

to collect the same.

“e-Shastr” application (Online Arms Licensing System) is integrated with SMS Gateway

in which following types of SMS would be sent to the citizen:

SMS when the Arms Licence is generated by Authority and sent for Printing.

SMS when the Arms Licence is READY for delivery

“e-Samadhan” application (Grievance Monitoring System) is integrated with SMS

Gateway and citizens would get the SMS when:

Application is entered into “e-Samadhan”

Whenever any action is taken on the application

Payment Gateway

The Government Payment Gateway Engine will be a Pan-Government facility that enables

Departments, Local Authorities and Agencies to connect to the Merchant Acquirer of their

choice for the collection of on-line payments by using internet banking, debit or credit card. The

Payment Engine will use a 3rd Party Payment Service Provider to validate, authorize and collect

payments.

Card payments may be made using most debit and credit (VISA, MasterCard, Amex etc) cards,

configurable for each Departmental Service. The Payment Engine will support transaction in

Indian National Rupee (INR) only.

The Payment Engine will also support paperless Direct Debit set-up and draw down.

Connection to the Gateway provides State Departments with improved back-end business

integration and functionality including immediate departmental notification of payments


35

received and the ability to generate a payment or refund directly from the Departments back

end systems.

State Government is planning to make connection to the Gateway mandatory and the Payment

Engine service can be used, with 128-bit SSL connections to portals.

As a result reconciliation of payments made will be supported by the Departmental Notification

process, as well as standard MIS reporting.

PMIS (Personnel Management Information System) developed by NIC, Himachal

Pradesh

Computerization of employee service book (e-Service Book)

Online Transfer/Promotion of employees

Online Joining/Relieving

Online access of service book record to each employee

Various reports for manpower planning for top management

Implemented since 01-Apr-2008

Implemented for all departments

Data Entry/Verification In progress

Education Department using Online Transfer module

More details about the application can be seen at http://admis.hp.nic.in/genpmis

UDISE (Unified District Information System for Education) developed by MHRD, GoI

Comprehensive information is collected from all types of schools in paper form on an

annual basis and entered into the system and maintained by GoI. UDISE data consists of

infrastructure facilities, teachers and students particulars etc.

Developed in Oracle Platform (Power Builder)

ePASS (electronic Payment and Application System of Scholarships) developed by

Centre for Good Governance, Andhra Pradesh State

Web-based software application to manage different scholarships schemes/programs

offered by Himachal Pradesh Government.

E-Pass provides all the functionalities required to manage the student’s Scholarships

such as Student Registration, Student Attendance Record Management, Apply for

Scholarship, Status check, Scholarship Distribution etc.

E-Pass is developed in Java (Struts, Postgresql).


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Web based software application developed by Aryabhatta Geo-informatics & Space

Application Centre

Application is developed using Microsoft Technologies (.Net and SQL Server)

Captures all critical information from institution level such as details about the students,

Details about the Civil Infrastructure available in the schools etc.

1.5 SLA Monitoring Tool

The Education Department should be able to measure and monitor the performance of

the deployed infrastructure at SDC and at Department offices and all SLAs set out in this

RFP. More importantly, the Education Department should be able to monitor in

REALTIME, the number of users use this application each day, month and year, through

appropriate tools and MIS reports.

The Dash Board should provide Real Time Pendency Reports for all activities.

Real time view of the status of the activities under consideration at every stage and

alerts should be generated

Online configurable dashboards, reports, data analysis for decision support system

Inclusion of content based analytics with the scale of enterprise search. It should

help to derive trends, patterns and relationships from unstructured data and related

structured data

The System Integrator shall facilitate monitoring of infrastructure hosted at the SDC. The

Enterprise Management System (EMS) being procured under SDC Scheme at HP SDC

may be used by SI for monitoring of infrastructure hosted at SDC, however the

necessary CAL has to be provisioned by SI for the same.

1.6 System Requirement

Should Support common protocol adapters for connection to back office systems (i.e.

HTTP, HTTPS, SOAP, XML for format)

Should support encrypted messaging between server and client components

Application platform should support smart mobile phone operating system such as

Android 2.2 & above, iOS 4 & above, Windows 7.5 & above, blackberry 6.0 & above,

Mobile web app

Should support integration with native device API.

In addition to having its own reports and analytical features, the MIS solution should

have APIs that allow integration with 3rd party reporting/analytics tool.


37

Implement / add any additional forms of Education Departments as and when required.

Detailed User and Operational Manual to be provided to the department

The application should have a web interface and should publish online transaction

volume data for each application

1.7 Offline Service Capability

The Offline capability should be developed and the System shall allow to import and

submit the saved e-form that has been filled offline. Hence, the offline capability should

be additional feature of application which can be utilized in specific conditions

When the services at SDC get resumed, the work done at offline server machine

should be synchronized with central servers immediately and the offline server

machines start functioning under the control of central server.

As long as the applications are running from state data centre, the offline server

machine will not function independently; these will run under control of state

servers like any other browser based client.

Any changes in the Online application shall automatically get updated in the offline

module, once the two are synchronized.

1.8 Single Sign-on

The application should enable single-sign-on so that any user once authenticated and

authorized by system is not required to be re-authorized for completing any of the

services in the same session. LDAP will be provided by Department of Information

Technology

1.9 Support for PKI Based Authentication & Authorization

The solution shall support PKI based Authentication and Authorization, in accordance with

IT Act 2000, using the Digital Certificates issued by the Certifying Authorities (CA) such as

MTNL or NIC. In particular, 3 factor authentications (login id & password, biometric and

digital signature) shall be implemented by the selected Bidder for

officials/teachers/students.

1.10 Interoperability Standards

Keeping in view the evolving needs of interoperability, the solution should be built on

Open Standards. The SI shall ensure that the application developed is easily integrated

with the existing applications. Every care shall be taken to ensure that the code does not

build a dependency on any proprietary software, particularly, through the use of

proprietary ‘stored procedures’ belonging to a specific database product. For detail please

refer the Interoperability Standards issued by GoI.


38

1.11 Scalability

One of the fundamental requirements of the proposed application is its scalability. The

architecture should be proven to be scalable (cater to increasing load of internal and

external users and their transactions) and capable of delivering high performance for at-

least four years from the date of deployment. In this context, it is required that the

application and deployment architecture should provide for Scale-Up and Scale out on the

Application and Web Servers, Database Servers and all other solution components.

1.12 Security

The systems implemented for project should be highly secure, considering that it is

intended to handle sensitive data relating to the Department of Education, Himachal

Pradesh. The overarching security considerations are described below.

The security services used to protect the solution shall include: Identification,

Authentication, Access Control, Administration and Audit and support for

industry standard protocols

The solution shall support advanced user authentication mechanisms

including digital certificates and biometric authentication

Security design should provide for a well-designed identity management

system, security of physical and digital assets, data and network security,

backup and recovery and disaster recovery system.

The overarching requirement is the need to comply with ISO 27001 standards

of security.

The application design and development should comply with OWASP top 10

principles

1.13 Application Architecture

It has been proposed that the applications designed and developed for the departments

must follow some best practice and industry standards. In order to achieve the high

level of stability and robustness of the application, the system development life cycle

must be carried out using the industry standard best practices and adopting the security

constraints for access and control rights. The various modules / application should have

a common Exception Manager to handle any kind of exception arising due to

internal/external factors.

Similarly the modules of the application are to be supported by the Session and

Transaction Manager for the completeness of the request and response of the client

request. The system should have a module exclusively to record the activities/ create


39

the log of activities happening within the system / application to avoid any kind of

irregularities within the system by any User / Application.

1.14 High Level Design (HLD)

Once the SRS are approved, the SI shall complete the High Level Designing and all HLD

documents of all the functionalities and integration with existing. The SI shall prepare

the HLD and have it reviewed and approved by the Education Department.

1.15 Detailed (Low Level) Design (LLD)

The LLD shall interpret the approved HLD to help application development and shall

include detailed service descriptions and specifications, application logic (including

“pseudo code”) and UI design (screen design and navigation). The preparation of test

cases will also be completed during this stage. The SI shall have the design documents

reviewed and approved by the Education Department.

1.16 Test Plan

Once the SRS is approved and design is started, the SI shall prepare all necessary Test

Plans (including test cases), i.e., plans for Acceptance Testing. Test cases for Initial and

Final User Acceptance Testing shall be developed in collaboration with domain experts

identified at the Education Department. Initial and Final User Acceptance Testing shall

involve Test Case development, Unit Testing, Integration and System Testing, Functional

testing of Application, Performance testing of the Application including measurement of

all Service Levels as mentioned in this RFP and finally SI shall also carryout Load/ Stress

testing. The SI will submit the test plans and test result reports to the Education

Department for comprehensive verification and approval.

1.17 Compliance with Industry Standards

In addition to above, the proposed solution has to be based on and compliant with

industry standards (their latest versions as on date) wherever applicable. This will apply to

all the aspects of solution including but not limited to design, development, security,

installation, and testing. There are many standards that are summarised below. However

the list below is just for reference and is not to be treated as exhaustive.

Portal development W3C specifications

Information access/transfer protocols SOAP, HTTP/HTTPS

Photograph JPEG (minimum resolution of 640 x 480 pixels)

Scanned documents TIFF (Resolution of 600 X 600 dpi)

Biometric framework BioAPI 2.0 (ISO/IEC 19784-1:2005)

Latest HTML standards

Compliance to W3C (WCAG for accessibility, etc.) standards and GIGW

guidelines


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1.18 Audit of Application

The SI will be responsible for engaging third party audit by SITEG/NIC/NICSI/STQC

empaneled agency to review the system before “Go Live”. It should meet the objective of

delivering Quality Assessed eGovernance Solution. The Education Department shall have

the right to audit and inspect all the procedures and systems relating to the provisioning

of the services. If there is any change / addition in the application’s functionality then the

SI will have to get the changed application audited.

SI shall ensure the following points are duly addressed for successful completion of audit:

I. Successful completion of Application Audit. Application audit will include:

Functionality audit that will map the functionality delivered to the FRS agreed

upon during development phase.

Identify the nature and type of transactions being processed by the

application systems.

Determine systematic measures implemented to control and secure access to

the application programs and data including password controls, user

authentications, roles and responsibilities, audit trails and reporting,

configuration and interface controls, etc.

Review of database structure including:

i. Classification of data in terms of sensitivity & levels of access

ii. Security measures over database installation, password policies and user

roles and privileges

iii. Access control on database objects – tables, views, triggers, synonyms,

etc.

iv. Database restoration and recoverability

v. Audit trails configuration and monitoring process

vi. Network connections to database

II. Definition and Implementation of Security Policies and Controls will include:

Define and implement backup process, including schedule, storage, archival

and decommissioning of media

Define physical access controls review (over DC and other critical area)

Define IT Change Management process, Incident Management process –

covering identification, response, escalation mechanisms

Define and implement Anti-virus (malware) controls –patching, virus

definition file update


41

1.19 Payment & SMS Gateway

Provisioning of a payment gateway, SMS gateway and any other components required

to meet the functional and Quality-of-Service requirements of the RFP is also within the

scope of work of the SI. As payment Gateway may be incorporated in to the system in

future, so the system should be capable of integrating this service.

Any one-time charges such as those for tie-ups, development of interfaces, registration,

commissioning etc. of the gateway and any fixed recurring charges such as monthly

rentals, etc will have to be borne by the SI for the Contract period and may be budgeted

for in the Total Contract Value of this Project.

1.20 Supply/Procurement of IT Infrastructure at SDC

The Bidders are required to carefully assess the requirements of this RFP and size the

infrastructure accordingly. Bidders are free to propose any higher / additional infrastructure

that may be required as per their proposed solution to meet the project requirements, its scope

of work and SLAs as listed in this RFP.

Bids / proposals which do not meet the minimum IT infrastructure specifications given

in this RFP will be summarily rejected.

None of the IT Infrastructure proposed is declared “End-of-Sale” by the respective OEM

in next 2 years as on date of submission of Bid.

The IT Infrastructure proposed should be purchased within last 2 months from the date

of deployment and documentary proof for warranty and proof of purchase should be

produced at the time of deployment of infrastructure.

The IT Infrastructure proposed should be compatible with infrastructure at SDC.

The Bidder should provide requisite licenses for all the system software required for

servers including, but not limited to industry standard operating system, enterprise class

database software, application server software, web server software and all other

required software with sufficient number of licenses.

1.21 Installation & Commissioning of IT Infrastructure

The selected Bidder is responsible for installation and configuration of the entire infrastructure

set-up, including but not limited to the following:


42

All IT Infrastructure including operating systems and any other system software required

for making the infrastructure operational and tuned for satisfactory performance.

The IT Infrastructure will be installed and configured in accordance with the IT Policies

of the State.

The selected Bidder will ensure that the reports for monitoring of SLAs such as system

uptime, performance, etc. are generated automatically from the system and the

applicable penalties are calculated as indicated in the RFP

1.22 Licenses

Application license should be one time perpetual license.

The system software licenses mentioned in the Bill of Materials shall be genuine,

perpetual, full use and should provide upgrades, patches, fixes, security patches and

updates directly from the OEM. All the licenses and support (updates, patches, bug

fixes, etc.) should be in the name of Education Department, Himachal Pradesh.

The SI shall provide with a full use database license. All the licenses and support

(updates, patches, bug fixes, etc.) should be in the name of Education Department,

Himachal Pradesh. SI shall provide a comprehensive warranty that covers all

components after the issuance of the final acceptance by Education Department,

Himachal Pradesh. The warranty should cover all materials, licenses, services, and

support for both hardware and software. SI shall administer warranties with serial

number and warranty period. SI shall transfer all the warranties to the Education

Department, Himachal Pradesh at no additional charge at the time of termination of the

project.

SI shall review the licenses requirements with the Education Department, Himachal

Pradesh. The Education Department, Himachal Pradesh shall clarify on the licenses

requirements to be brought by the SI and availability at SDC.

1.23 Business Continuity Planning

The selected Bidder is expected to develop a Business Continuity Plan (BCP) and Disaster

Recovery Plan (DRP) for the operations carried out by the selected Bidder. An indicative list of

activities to be performed by the selected Bidder is mentioned below:

Designing and implementing adequate data backup, business continuity and restoration

procedures for the application data (including but not limited to the database,

attachments and all other data elements created in and generated by the system and

users)


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Ensuring that there is no single point of failure and adequate level of redundancy is built

in to meet the uptime and other requirements of this RFP. Preferably, all the

redundancy will be in auto fail over mode so that if primary component fails, secondary

component automatically takes over.

Ensuring data backup till the last transaction occurring in the system to ensure

enhanced service levels and following RPO and RTO objectives:

A. Peak hours: Zero RPO and Zero RTO

B. Non-Peak Hours: Zero RPO and RTO <= 60 minutes

Any storage space / media required to maintain backups and other requirements of the

RFP should be provisioned for by the selected Bidder in his Bid.

Designing and implementing data synchronization procedures for the DR Site. Periodic

testing may be done to ensure that all replication and data synchronization procedures

are in place all the time. Replication between Data Centre and DR Site as well as change-

over during disaster should be automatic and real-time for minimal impact on user

experience.

1.24 Information Security Management

Security of Application and the data contained therein is paramount for the success of

this Project. Hence, the selected Bidder should take adequate security measures to

ensure confidentiality, integrity and availability of the information

Security Requirements

Overall Solution

1. The proposed solution should include design and implementation of a comprehensive IS

security policy in line with ISO 27001 standards to comply with the security

requirements mentioned in this section. All the necessary procedures / infrastructure /

technology required to ensure compliance with IS security policy should be established

by the selected Bidder and should be approved by the Education Department before

they are implemented. The IS Policy shall include all aspects such as physical and

environmental security, human resources security, backup and recovery, access control,

incident management, business continuity management etc.

2. The designed IS policy is not in conflict with the security policy of the State Data Centre

where the infrastructure would be hosted.

3. The proposed solution should ensure proper logical access security of all the information

Assets


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4. The proposed solution should be able to classify information assets according to

criticality of the information asset.

5. The proposed solution should provide security including identification, authentication,

authorization, access control, administration and audit and support for industry

standard protocols

6. The proposed solution should have a security architecture which adheres to the security

standards and guidelines such as

ISO 27001

Information security standards framework and guidelines standards under e-

Governance standards (http://egovstandards.gov.in)

Information security guidelines as published by Data Security Council of India

(DSCI)

Guidelines for Web Server Security, Security IIS 6.00 Web-Server, Auditing and

Logging as recommended by CERT-In (www.cert-in.org.in)

System shall comply with IT (Amendment) Act 2008.

7. The proposed solution should support the below Integration security standards:

Authentication

Authorization

Encryption

Secure Conversation

Non-repudiation

XML Firewalls

Security standards support

WS-Security 1.0

WS-Trust 1.2

WS-Secure Conversations 1.2

WS-Basic Security Profile

8. The proposed solution should a multi-layered detailed security system covering the

overall solution needs having the following features:

i. Layers of firewall

ii. Network IPS

iii. Enterprise-wide Antivirus solution

iv. Information and incident management solution

v. Two factor authentication for all administrators i.e. system administrators,

network administrators, database administrators.

http://egovstandards.gov.in/


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vi. Audit Log Analysis

Selected Bidder must ensure that the security solution provided must integrate with

the overall system architecture proposed

9. The proposed solution should be monitored by periodic information security audits /

assessments performed by or on behalf of Education Department. The scope of these

audits / assessments may include, but are not limited to, a review of: access and

authorization procedures, physical security controls, backup and recovery procedures,

and program change controls.

To the extent that the Education Department deems it necessary to carry out a program

of inspection and audit / assessment to safeguard against threats and hazards to the

confidentiality, integrity, and availability of data, the Selected Bidder shall provide the

Education Department representatives access to its facilities, installations, technical

resources, operations, documentation, records, databases and personnel. The Selected

Bidder must provide Education Department access to various monitoring and

performance measurement systems (both manual and automated). Education

Department has the right to get the monitoring and performance measurement systems

(both manual and automated) audited / assessed without prior approval / notice to the

Selected Bidder.

10. The proposed solution should facilitate system audit for all the information assets to

establish detective controls. The selected Bidder is required to facilitate this by

producing and maintaining system audit logs for a period agreed to with Education

Department.

11. The proposed solution should provide database security mechanism at core level of the

database, so that the options and additions to the database confirm the security policy

of the Education Department without changing the application code.

12. The proposed solution should support native optional database level encryption on the

table columns, table spaces or backups.

13. The database of the proposed solution should provide option for secured data storage

for historic data changes for compliance and tracking the changes.

14. The proposed solution should be able to ensure the integrity of the system from

accidental or malicious damage to data

15. The proposed solution should be able to check the authenticity of the data entering the

system

16. The proposed solution should be able to generate a report on all “Authorization Failure”

messages per user ID


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17. Retention periods, archival policies and read-only restrictions must be strictly

enforceable on all logs maintained in the system

18. The proposed solution should provide ability to monitor, proactively identify and

shutdown the following types of incidents through different modes of communication

(email, SMS, phone call, dashboard etc):

a. Pharming

b. Trojan

c. Domains (old/new) similar to Education Department

19. The proposed solution should be able to monitor security and intrusions into the system

and take necessary preventive and corrective actions.

20. The proposed solution should have the option to be configured to generate audit-trails

in and detailed auditing reports

21. The proposed solution must provide ACL objects and a security model that can be

configured for enforcement of user rights

22. The proposed solution should be designed to provide for a well-designed security of

physical and digital assets, data and network security, backup and recovery and disaster

recovery system.

23. The proposed solution should have tamper proof data storage to prevent unauthorised

data tampering

24. The proposed solution should have a Business Continuity Plan and a Disaster Recovery

Plan prepared and implemented by the selected Bidder before commencement of the

operations. Robust backup procedures to be established for the same.

Password Requirement

1. The proposed solution should allow the Education Department to define password

policies. The minimum password policies to be defined are:

i. Minimum/ Maximum password length

ii. Alpha numeric combination of password

iii. Compulsory use of special characters

iv. Minimum password age

v. Password expiry period

vi. Repeat passwords etc.

2. The proposed solution should be able to automatically check the passwords with the

password policy, which can be customized by the Education Department

3. The proposed solution should enforce changing of the default password set by the

system (at the time of creation of user ID) when the user first logs on to the system. The


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proposed solution should enforce all password policies as defined at the time of first

change and thereafter.

4. The proposed solution should store User ID's and passwords in an encrypted format.

Passwords must be encrypted using MD5 hash algorithm or equivalent(selected Bidder

must provide details)

5. The proposed solution should be capable of encrypting the password / other sensitive

data during data transmission

6. The proposed solution should ensure that the user web access shall be through SSL

(https) only for all level of communication for providing higher level of security.

1.25 Post Implementation Service: System Administration and Trouble Shooting

Overall monitoring and management of all IT and Non-IT infrastructure deployed by the

selected Bidder for the Project including Server Infrastructure at SDC, Departmental

locations, system software, application, database, and all other services associated with

these facilities to ensure service levels, performance and availability requirements as

prescribed in the RFP are met.

Repair or replace infrastructure deployed for this Project, either directly or through a

third party warranty provider depending on the case. In case a component needs to be

repaired offsite, a similar component should be provided in its place of the faulty

equipment immediately and be kept there till the faulty equipment is repaired and is

placed back for use.

Replace component due to technical, functional, manufacturing or any other problem

with a component of the same make and configuration. In case the component of same

make and configuration is not available, the replacement shall conform to open

standards and shall be of a higher configuration and shall be approved by the

Department

Perform system administration tasks such as managing the user access, creating and

managing users, taking backups etc.

Performance tuning of the system to ensure adherence to SLAs and performance

requirements as indicated in the RFP.

1.26 Post Implementation Service :Database Administration & Trouble Shooting

Undertake end-to-end management of database on an on-going basis to facilitate

smooth functioning and optimum utilization including regular database backup and

periodical testing of backup data, conducting configuration review to tune database,


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maintaining the necessary documentation and managing schemes to database schema,

disk space, user roles, and storage.

1.27 Post Implementation Service :Overall

Undertake preventive maintenance (any maintenance activity that is required before

the occurrence of an incident with an attempt to prevent any incidents) and carry out

the necessary repairs and replacement of parts wherever needed to keep the

performance levels of the hardware and equipment in tune with the requirements of

the SLA. Such preventive maintenance shall not be attended during working hours of

the Education Department, unless inevitable and approved by the Education

Department.

Undertake reactive maintenance (any corrective action, maintenance activity that is

required post the occurrence of an incident) that is intended to troubleshoot the system

with sufficient teams

Escalate and co-ordinate with its OEMs for problem resolution wherever required

The selected Bidder will be required to comply with various policies relating to

monitoring and management of infrastructure such as IS Policy, backup and archival

policy, system software update policy etc. of the Himachal State.

1.28 Annual Technical Support

As part of the ATS services SI shall provide:

SI shall maintain data regarding entitlement for software upgrades, enhancements,

refreshes, replacements and maintenance.

If the Operating System or additional copies of Operating System are required to be

installed / reinstalled / de-installed, the same should be done as part of ATS.

SI should carry out any requisite adjustments / changes in the configuration for

implementing different versions of Application Software.

Updates / Patches / Bug fixes: The SI shall provide from time to time the Updates /

Patches / Bug fixes of the software, operating systems, etc. as required. The SI should

provide free Updates / Patches / Bug fixes of the software and tools to Education

Department as and when released by OEM.


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Software License Management. The SI shall provide software license management and

control. SI shall maintain data regarding entitlement for software enhancements,

refreshes, replacements, and maintenance.

SI shall have complete manufacturer’s technical support for all the licensed software

problems and/or questions, technical guidance, defect and non-defect related issues. SI

shall provide a single-point-of-contact for software support and provide licensed

software support including but not limited to problem tracking, problem source

identification, problem impact (severity) determination, bypass and recovery support,

problem resolution, and management reporting.

DOCUMENTATION REQUIREMENTS

2.1 END-User documents:

Documentation will be supplied and maintained by the bidder during different stages of

the project. The ownership of all documents, supplied by the bidder, will be with

Education Department. The electronic copies will be supplied with all the documents

and manuals, required for operating and configuring the hardware and software at the

user specific environment. The documents have to be provided in English and/or Hindi

and MUST include at least:

User Documentation including user guide and procedures manuals for hardware

and software

Software installation guide including the configuration of the database

etc

User will have the rights to duplicate the hardcopy and soft copy for the documents

created by the bidder without any financial and legal implications.

Note: At least 2 soft copies (in CD) and three hard copies of all the documents to be

provided by the bidder.

2.2 Technical Documents:


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The bidder shall supply operation and maintenance manuals together with the drawings

of goods and equipments. These shall be in such details as to enable Education

Department to operate, maintain, adjust and repair the parts of the works as stated in

the specifications. The manuals and drawings, for all supplied equipments, shall be in

English and/or Hindi and in soft and/or hard copy and equal to the number of supplied

equipments.

Indicative list of documents, not limited to, that will be supplied and maintained by the

bidder during different stages of the project are:

Application System Requirement Specification (SRS)/Application Customization

Requirements Specification (CRS)

Application Integration Requirements

Application Software Design Document (SDD)

Coding standard guidelines

Trouble Shooting document

Installation Manual

Operational Procedures Manual

Acceptance Test Plan

Acceptance Test Specifications

Other relevant technical documentation etc.

Any updates to the documents MUST be made available to Education Department to

support any changes to requirements, design, etc. All deliverables prepared by the

bidder for this assignment and submitted to Education Department will be final after the

approval provided by Education Department.

MANPOWER REQUIREMENTS FOR OPERATIONS

The indicative manpower requirement for operation & Maintenance phase is described

in following table; however the number may vary as per requirement of Education

Department. The resources should be adequately qualified to handle the assigned task.


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S. No. Role Quantity

1 Project Manager 1

2 Support Staff to solve

Incidents/Issues/Problems

2

3 System Administrator( Having

basic Knowledge of Database

Administration)

1

All persons provided for the project (during implementation and support phase) should

be bidder’s employee (on company payroll)


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T E S T I N G & Q A R E Q U I R E M E N T S

1. PRE-COMMISSIONING TESTS

In addition to the Supplier’s standard check-out and set-up tests, the Supplier (with the

assistance of Education Department) must perform the following tests on the System

and its Subsystems before Installation will be deemed to have occurred and the

Education Department will issue the Installation Certificate(s).

Testing is an important part of the delivery process at Education Department. Education

Department requires thorough and well-managed tests to be conducted. The bidder

MUST build up an overall plan for testing and acceptance of system, in which specific

methods and steps should be clearly indicated and approved by Education

Department. The acceptance test of hardware and software will be defined by the

bidder, agreed and approved by Education Department and include all the necessary

steps to ensure complete functionality, operation and performance of the system.

Testing will be conducted at the installation sites.

Testing of hardware and software MUST demonstrate that the new systems:

Perform according to detail functional requirements.

Meet the basic system concepts.

Satisfy the operational and technical performance criteria.

Fit with Education Department operations i.e. provide right information to each

user group or provide the efficient system navigation to process various queries or

process transactions.

Convert data from the existing system .

Interfaces with the existing systems and new systems, as and when they are

installed.

Upload data from various source.


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It is bidder’s responsibility during the tests to evaluate and recommend any further

changes to the infrastructure. Any recommendations for change will be discussed with


Testing Methodology/Techniques

The bidder MUST outline the methodology that will be used for testing the

software.

The bidder MUST define the various levels or types of testing that will be

performed for software.

The bidder MUST provide necessary checklist/documentation that will be required

for testing the software.

The bidder MUST describe any technique that will be used for testing for software.

The bidder MUST describe how the testing methodology will confirm to

requirements of each functional area.

The bidder MUST indicate how one will demonstrate to Education Department

that all applications installed in the system have been tested.

2. OPERATIONAL ACCEPTANCE TESTS

Education Department (with the assistance of the bidder) will perform the following

tests on the System and its Subsystems following Installation to determine whether the

System and the Subsystems meet all the requirements mandated for Operational

Acceptance.

Documentation

Test procedures, test data, and test results should be documented in a manner

permitting objective pass/fail decisions to be reached. They should also be suitable for

review and objective decision making subsequent to running the test, and they should

be suitable for use in any subsequent regression testing. Errors detected during testing

should be logged, classified, reviewed, and resolved prior to release of the software.

Software error data that is collected and analyzed during a development life cycle may


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be used to determine the suitability of the software product for release for installation.

Test reports should comply with the requirements of the corresponding test plans.

The acceptance tests shall demonstrate that the bidder has met each and every

requirement specified within the contract and has delivered an effective operational

system.

Complete System Acceptance (UAT)

At the end of the System Acceptance period, Education Department will acknowledge

complete system acceptance in writing to the bidder upon completion of the following:

All required activities as defined in the bid document including all changes agreed

by Education Department and delivered by the bidder and accepted by Education

Department.

All required system functionality as defined in the bid document including all

changes agreed by Education Department and delivered by the bidder and

accepted by Education Department.

All required documentation as defined in this bid document including all changes

agreed by Education Department and delivered by the bidder and accepted by


All required training as defined in this bid document including all changes agreed

by Education Department and delivered by the bidder and accepted by Education

Department.

All identified shortcomings/defects in the systems have been addressed to

Education Department complete satisfaction.

The bidder MUST agree to above criteria for complete system acceptance and further

agree that:

In order to accept the system, Education Department MUST be satisfied that all of the

work has been completed and delivered to Education Department with complete

satisfaction and that all aspects of the system perform acceptably. The functional/logical

acceptance of the system will only be certified when the proposed system is installed

and configured at the sites according to the design and that all the detailed procedures


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of operating them have been carried out by the bidder in the presence of Education

Department staff.

NOTE: The acceptance test of the application system will be conducted with the

live/actual data.


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I M P L E M E N T A T I O N S C H E D U L E

S. No. Activity Time of Completion

(Elapsed Weeks)

1. Date of Signing of Agreement with the successful

bidder

T1

2. SRS Preparation and sign-off T1 + 6

3. Design, Development and Customization and

Integration of software/applications

T1 + 16

4. Supply, Installation, Testing and User Acceptance

of H/W & WAN

T1 + 14

5. Stakeholder Training & Change Management T1 + 20

6. Testing, Modification and User Acceptance of

Software

T1 + 22

7. Overall Load Testing and Modification T1 + 22

8. System “Go-Live (G)” T1 + 24 (G)

9. Operational Support and Maintenance (Managed

IT services)

G + 3 years

“Go-live” is the junction at which the solution is completely operational as per the

requirements provided in this RFP and any addition/change thereto in the scope of work

(mutually agreed between the vendor and Education Department) and all the

acceptance tests have been successfully completed as per the satisfaction of Education

Department. “Go-Live” stage will be declared by Education Department on

recommendation from Program Management agency only after it has been established

that all the applicable requirements of this RFP and any addition/change thereto have

been fulfilled.

“G” is the date on which the System is declared “Go-Live” across all Educational

Institutions/ offices of Education Department, Himachal Pradesh Government as per

scope of work.


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A N N E X U R E A - F U N C T I O N A L R E Q U I R E M E N T S P E C I F I C A T I O N S :

The tentative modules and corresponding high level requirements of all the identified Educational Institutions/ offices of Education Department, Himachal Pradesh Government, has been listed below. Application should have functionality but not limited to,

Generate requisite reports as defined in this document and may be discovered during the details requirement study.

User based access control for maintaining authenticity and integrity of information.

Provision for providing of interface with external stakeholders of State and Centre Government.

Functional requirements shall be finalized during the detail requirement study.

S.No. Requirement

A. Web Portals

1. All users (All Stakeholders such as Students, Teachers, BRC, CRC etc.) should be able to

register with unique user name and password to access intended application as per

access rights.

2. Portal should have the functionality to define users of the portal.

3. Portal should offer single entry point for stakeholders and applications relevant to

them.

4. Portal should have a capability upload different notifications such as official orders,

important notifications to all the users and facility to keep record of meeting notes,

MoMs etc, viewable to respective attendees and notified over email and SMS.

5. Portal users should be mapped to the applications relevant to them. The portal will

provide single sign on feature so that the end user need not individually logon to

separate applications. Users can be categorized to categories the major ones are

Students, Employees, Management, Vendors, Citizens, Government Agencies etc.

6. Portal should have search facility , both metadata search as well as full text search.

7. Portal should be bilingual i.e. both Hindi and English.

8. Portal should allow user tracking.

9. Portal should allow personalization of content and interface of the portal for users.

System shall enable user to reorder, pages, remove content, and modify page layout to

organize content in their personal workspaces.

10. Portal should display the statistical reports in the form of dashboard according to the

user logged into the system.


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11. Portal should have a dashboard based on scheme management tool to give a snapshot

of various ongoing projects/ Schemes (financial and physical status) w.r.t schedule,

resources, milestones, cost and facility to drill down to transaction level.

12. Portal should have the facility to download different application forms, manuals/

codes/ guidelines etc.

13. System should allow portal users to modify sections of website (content only), based

on the authorization of the user.

14. Student Corner to help the students to solve their queries by experts etc.

15. Management of all scholarship Schemes.

16. Should have an inbuilt messaging system to enable effective communication between

department, administration, teachers, student and parents.

17. Should have a feature to enable creation and publishing of news, events and polls to

the dashboard of all relevant people

18. Should have integration with Google Apps or Microsoft Office 360 for easy access to

email and office productivity suite

B. Student Admission Module:

1. Different courses details along with syllabus and subjects Information.

2. Different admission application forms as per the requirements of various classes to

capture required information such as name, UID, address, phone no., email,

nationality, mobile number, father name, Category, Date of Birth, Stream/Subject,

previous academic information, details of last institute/school/college attended etc.

and with appropriate arrangement / interface for mode of payment (Online payment,

recharge coupon, tie-up with Nationalized Bank, Treasury, post office, or any other

mode or combination of modes as decided by Education Department) for the

application fee payment.

3. Student registration for online form submission.

4. Entrance test result

5. Auto populate the merit list

6. Assign Roll No.

7. Generate Id Card (upload photo)

C. Student Module

1. Online student profile management

2. View courses/Subject contents

3. View attendance details


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4. View assignments and Corresponding Marks/Grades

5. View status of Applications Online and alerts through SMS, e-Mail etc.

6. Parents can view student tracking (student academic progress, retention and other

progress indicator).

7. Provide Application Tracking to Applicants.

8. View records for various assets assigned to student by school such as Library Books

issued, laboratory equipment, sports item etc.

9. Process Online Payments for various types of payments such as tuition fee/ Fund

deposit (Online and offline) .

10. View examination schedule.

11. Hall (Admission) Ticket printing.

12. Raise queries about droughts to specific faculty.

D. Child Tracking System/Comprehensive Continuous Evaluation

1. Manage Student Tracking (student academic progress, retention and other progress

indicator).

2. Capture learning progress of students at regular time intervals on small portions of

content.

3. Capture variety of remedial measures of teaching based on learning needs and

potential of different students.

4. Should be capable of capturing learning through employment of a variety of teaching

aids and techniques

5. Capture the details of recognizing and encouraging specific abilities of students, who do

not excel in academics but perform well in other co-curricular areas

E. Examination Module:

1. Examination form processing for Board Examination

2. Processing of various examination fees.

3. Procurement of examination material for internal examination.

4. Capture details of various tests and examination conducted by Institute/School/College

5. Result processing such as online availability of student result i.e. grading of the marks

and results.

6. Generation and management of examination schedules.

7. Preparation of exam duty chart as well as booking of rooms for hosting examinations.

8. Examination venue allotment


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9. List of eligible and rejected candidates

10. Hall (Admission) Ticket

11. Capturing exam attendance

12. Implementation of Comprehensive Continuous Evaluation as per guidelines of GoI.

D. Teachers Diary/Content usage/Time Table Module:

1. Maintaining Teachers diary

2. Defining/Managing (Controlling and Tracking) syllabus and scheduling for complete

academic year.

3. Manage Courses and Course Content

4. Record Student Attendance

5. Manage Assignments and Marks/Grades

6. Capturing the teaching tools used in class room such as Multimedia Educational

Content and Related hardware etc.

7. Manage Library Books

8. Create different time table for summer and winter session teacher and subject wise

9. Manage arrangement and replacement of teacher

E. Institutional MIS Module:

1. Manage details of civil infrastructure available with school such as Number of Class

rooms with sitting capacity, details of laboratories with category, details of library,

Smart class rooms, Examination Hall, Multipurpose hall, Auditorium, Canteen etc.

2. Manage building status i.e. rented/ Owned, Kuchha/Pakka, No of toilets for staff,

students (boys and girls), physically handicapped, Playground (indoor and outdoor),

details of Unsafe structure (if any), Details of risk reduction measures (fire fighting

equipments etc), details of Water harvesting tank,

3. Manage details of drinking water facilities, electricity connection, telephone

connection, broad band facility etc.

4. Manage Hostel information such as category of hostels, intake capacity, Number of

beneficiary year wise, facilities available in hostel etc.

5. Managing management of hostels and different facility available with school.

6. Maintain and manage student, teacher, and school data

7. Maintain and manage data of deployment of Staff in academic and non-academic

Services


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F. Training/Teaching Management Module:

1. Capture teacher Rationalization to ensure the availability of subject teachers in the

schools

2. Monitor the all kinds of trainings being undertaken by teachers

3. Capture performance analysis- school-wise, subject-wise, Teacher-wise etc.

G. Fees Module:

1. Have the facility to estimate the fee & funds collection

2. Have the facility to allow fee concession on different heads

3. Have the facility to maintain due balance and fee defaulters

4. Have the facility to send fee reminder for students.

5. Allow to update all taxes, fees, fines etc. collected category wise.

6. Have the facility to capture the different mode of receipts like DD/Cheque/Cash etc.

7. The system should be able to interface with the messaging system for sending notification or any communication to the employee and departments via email/SMS/letter.

8. System should capture financial transaction code and process the same

9. System should generate various finance reports as per need of Education Department.

H. Inventory and Procurement Management Module:

1. Manage school/Office wise items / equipments maintained in stores.

2. Manage Office wise items/equipments/seating space etc. maintained/owned by school/Office.

3. Manage Indent details of school/Office like indent no., department name, quantity issued etc.

4. Manage Items / equipments issued against the indent.

5. Manage stores with respect to owners, address, quantity stocked, item etc.

6. Auto updation of quantity of stock ( against issuance and replenishment).

7. Linking with purchase order (PO) against which receipt is made. It should also have a provision to view PO.

8. The system should have interface with the Finance System and Procurement module Maintenance of Stock Register.

The system should maintain the details/report about Procurement Management.

9. Manage requisition received from departments like name of department, item ordered, quantity etc.

10. Manage pending requisition and its status.

11. Manage purchase order.

12. Allow online requisition and approval.

13. Assign unique reference id for each requisition placed.

14. Consolidate all requisitions, item wise and office wise.

15. Have the provision to enter PO against requisition.

16. Capture and create cost estimation for requisition received.

17. Have the facility to refer the stock details like available quantity, shop location etc. It should alert the user about the stock in hand at time of procurement of the item.

18. The system should interface with the Finance System and Inventory module.

19. The system should interface with workflow management system.


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I. House & Activity Management

1. Capturing various extra curriculum activities.

2. Capturing student’s achievements/selection in various activities.

3. Allotment of house to students

4. House creation

5. Capture House Assignment Class-wise & Student-wise

6. Different activities creation and scheduling.

J. SMS

1. Two way communications with field functionaries to update database.

2. Two way communications with students/ parents/ citizens for any information/notice/result sharing

J. Mid-Day Meal:

1. Manage details of Mid Day Meal scheme such as preparation of diet chart, beneficiary details etc.

K. ICT Monitoring:

1. Monitor the usage of various hardware components installed in various educational institutes and field offices of Education Department across the State.

L Student Corner

1. Capture the queries of Students

2. Queries should be visible to various experts

3. Solution to the queries of Student should be visible to him/her

4. Experts can post the solution to the query of students

M. Employee Information Management System

1. Should have provision to carry out recruitment for different types of employees separately viz.,Officers, Special Officers, Clerks, subordinates, Sanitation Staff, etc.

2. Should have provision for mainstream, specialist and part time employee recruitment

3. Should have provision to analyse the department – wise staff strength sanctioned/working strength and the gap for which recruitment is required

4. Should have provision for Facility to capture the data relating to resignations / retirements / VRS / suspend etc.

5. Should have provision to be able to record and store Master Data Information for an Employee for following areas and should be able to provide a snapshot of employee’s history at any point in time on a click

6. Name Address Education Qualification Phone Numbers / Contact Information / E-Mail ID Date of birth Work Experience Languages known Family Information Employee photo, Signature PAN No./ Passport / PF number/GPF No/ TAN No. for dept. Bank account information Employee blood group Property Tax No. Any other information that institution may require should be easy to enter and report


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Employee Type– (Permanent / Temporary / contract workers / Project Based) Employee category (SC/ST/OBC/Others) Ex-service man / Handicap / Sports man etc. Location Name of Institute Department Job code/designation/ Class with scale efficiency bar Grade/cadre Job history covering details of appointments, Promotions, transfers, Deputation, temporary transfers, Increments Date of pay rate change, etc – Increment Date of joining Date of probation/confirmation Date of termination/retirement Previous employment details Union Information (if applicable) Compensation data including components of pay Compensation of pay for calculation of gratuity and pension Family photo in case of pension, nominee photograph

7. Should have provision to define Roles and Designations as per institutional requirements and assigning employee to the same.

8. Should have provision for ability to define flexible periods such as day, week, month for pay calculation

9. Should have provision for ability to enable multiple payrolls that are generated based on employee’s assignment

10. Should have provision for ability to define payroll for pensioners

11. Should have provision for ability to define the employee bank to credit the salary

12. Should have provision for ability to provide automatic calculation of deductions / earnings based on leave, bonus declaration, Loan, tax deductions, etc.

13. Should have provision for rule based pay calculation in case of pay hikes / Pay Commission with retrospective effect

14. Should have provision to define unlimited pay elements/types. These pay elements should be classified as Earnings, Reimbursements, deductions, tax deductions, PF, etc. Pay elements should be also classified as Recurring & non-recurring

15. Should have provision to apply for the payment rules at personal / department / designation /Institution level

16. Should have provision to allow exception definitions at employee / designation / department level

17. Should have provision to define all India specific taxation rules.

18. Should have provision to automate increments (based on pre-defined rules – employee / designation /department / institution specific)

19. Should have provision to run payroll processing any number of times before authorization to ensure accurate pay calculation

20. Should have provision to allow deductions for specific purposes (like earthquake relief fund, CM relief fund, etc.)

21. General Provident Fund Management

22. Should have provision for Issuing GPF no. to employees


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23. Should have provision for Application acceptance for advances / Loan against GPF

24. Should have provision for Scrutiny of the applications

25. Should have provision for Payment of Advance / Loan to Employees

26. Should have provision for Interest Rate of GPF calculation

27. Should have provision for Repayment Installment adjustment against salary

28. Should have provision for Generation of various MIS (Monthly / Yearly)

29. Should have provision for Transfers

30. Should have provision for Time bound Promotions

31. Should have provision for Grade and Pay changes

32. Should have provision for ability to create standard career paths in the institution in terms of various possible moves from the current level / grade in the institution

33. Should have provision to define grade advancements within a level on the basis of time based as well as merit based criteria

34. Should have provision to define the rules for promotion eligibility in terms of tenure, consistent achievement of high performance grades, etc.

35. Should have provision to define additional rules specific to service in terms of suspensions, disciplinary actions

36. Should have provision to intimate employees of promotion / rejection through mail / workflow /letters

37. Should have provision to create offer letter on promotion

38. Should have provision to define short / long term goals for employees and provide a framework to assess and update completion of the same

39. Should have provision for maintenance of complete history of employee transfers since his recruitment

40. Should have provision for generation of seniority list

41. Should have provision for Posting / transfer of officers upon their promotions

42. Should have provision to maintain lateral transfer details and transfers on promotion

43. Should have provision for Generation of list of eligible staff members for transfer based on the user defined criteria (like those who inning 3 years service at one place, those who working more than 10 years in one region, those who have not worked outside the state in a particular scale or overall position

44. Should have provision to record the transfer orders cancelled/deferred/modified and follow up with the respective regional for implementation

45. Should have provision to capture the details of officers on deputation to outside agencies, etc.

46. Should have provision to support attendance entry from various sources such as direct entry, rule-based and automatic (through biometric device / swipe card / smart card)

47. Should have provision for definition and maintenance of leave calendars for different types of leave depending upon the scales of the employee

48. Should have provision to maintain all types of leave like CL, PL, ML SL extra-ordinary leave, special leave etc.

49. Should have provision to maintain leave eligibilities for each type of leave depending on the rules specified

50. Should have provision to identify Collisions when Employee goes for Leave and take appropriate action

51. Should have provision to maintain rules for leave taken in terms of rules for availing


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leave, enchasing leave, accrual of leaves, lapsing of leaves, ceilings for accumulation of leaves, rules for combination of leave types, etc.

52. Should have provision to record actual leaves taken

53. Should have provision to accounting of leave including automatic credit of leave and also provision with manual credit / debit / modification / cancellation etc.

54. Should have provision to calculate actual leave balance at any point in time

55. Should have provision to link Leave management to payroll and employee history

56. Should have provision for Leave cancellation and leave extension / amendments advancement, postponement of leave

57. Should have provision to supports extra-ordinary leave on loss of pay

58. Should have provision for leave availment / carry-over processes administration as per the statutes laid down by the government

59. Should have provision to create Performance documents for employees depending on the cadre / grade in the institution

60. Should have provision to define competency wise / parameter wise desired levels of performance for each cadre / grade in the organization

61. Should have provision to define proficiency descriptions for each parameter for each cadre / grade so as to ensure that the same measures of performance are communicated to the appraiser as well as the appraise

62. Should have provision to attach different rating model (5 point scale, 7 point scale) depending upon the cadre / grade in the institution

63. Should have provision to define the period for which appraisal is being carried out

64. Should have provision to capture appraisal details as given by the appraising authority, reviewing authority

65. Should have provision to support parameter wise ratings, final ratings, strengths / weakness and suggestions /recommendations for improvements by the appraising/reviewing authority

66. Should have provision to give weightage to each parameter and points against each rating attained

67. Should have provision to consolidate the overall points and calculate an overall grade for the appraise

68. Should have provision to import Short / Long term goals in the Performance appraisal document

69. Should have provision to support maintenance of history of performance appraisals and promotions

70. Should have provision to support maintenance of automatic release of time based increments

71. Should have provision for Release of increments for qualifications acquired

72. Should have provision for Increments released should automatically be integrated with the payroll module and other relevant modules

73. Should have provision to support generation of increments due for each month or for user defined period for employees – cadre wise/scale wise/other user defined combination

74. Should have provision to generate reminder letters / mails / workflows to the employees / appraising authorities in case of non-submission of self-appraisals, etc.

75. Should have provision to support memo letters / mails / workflows to be issued to the employee in case of unsatisfactory performance


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76. Should have provision to record the details of sanction given by higher authority for departmental enquiry.

77. Should have provision to note charges against the employees

78. Should have provision to record the clarification given by the employee under charge

79. Should have provision to record the appointment of Enquiry Officer & Presentation Officer

80. Should have provision to record the enquiry scrutiny details like history, evidence, papers submitted, relevant documents , photographs etc.

81. Should have provision to record the ‘Finding Report’ of Enquiry Officer & Presentation Officer

82. Should have provision to record the ‘Explanation details’ given by the employee

83. Should have provision to record the details of ‘ Proposal for action’ submitted to decision making authority

84. Should have provision to record the order given by the decision making authority

85. Should have provision to generate the ‘Show Cause Notice/Enquiry Notice’

86. Should have provision to record the clarification given by the employee under charge sheet

87. Should have provision to record the punishment order or penalty

88. Should have provision to record details of suspension & suspension order.

89. Should have provision to capture details of resetting of service

90. Should have provision to record the ‘enquiry start date’ & ‘enquiry finish date’

91. Should have provision to record the inward/outward details like inward/outward number & date

92. Should have provision for Reporting capabilities for AdHoc Reporting

93. Should have provision for Reports on Demographic

94. Should have provision for Reports on Vacancies

95. Should have provision for Report on Employees Salary Details Accounts

96. Should have provision for Report on Leave Availed

97. Should have provision for Report on Leave Entitlements

98. Should have provision for Employee Attendance List for a Business Event

99. Should have provision for list of the Departmental Enquiries being conducted at a point of time or for a specific time with drill down option to get further details on the enquiries

100. Should have provision for Headcount Report

101. Should have provision for Report on time spent in a grade / employee tenure

102. Should have provision for Transfer List

103. Should have provision for Form 16

104. Should have provision for Income Tax related reports

105. Should have provision for Summarized Pay Register

106. Should have provision for Provident Fund Returns: Monthly returns to the Regional Provident Fund

107. Should have provision for Commission of joining or leaving employees and the contributions paid as well as monthly returns for Pension contributions for exempted trusts for joining or leaving employees and the contributions paid

108. Should have provision for Professional Tax returns

109. Should have provision for Facility to configure and use the system to develop


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additional reports on a need basis with tools like Crystal Reports

110. Additional Features

111. Should have provision to define organizational events like training, Training records. Record of Examinations, Certificates after passing exams, seminars, workshops and capture the attendance for the same

112. Should have provision to maintain comprehensive record of employee grievance

113. Should have provision to track disciplinary action taken against employees, capturing the costs incurred along with the activities undertaken as part of the disciplinary action. Automate salary deductions, if proposed.

114. Other Requirements

115. Should have provision for E-Mail / SMS to be sent to all / selected categories / selected employees based upon the requirement of other modules functionality

116. Pay-Slips / Regular Communications

117. Should have provision for Urgent Communications

118. Should have provision for Notices