school education mission mode project phase i...

Architecting e-Governance

Implementation of School Information System

in ICT Enabled Schools for

Enhanced visibility of student, teacher, and school metrics

to parents, community and administrators

16th June, 2014

School Education Mission Mode Project Phase I


Brief of the Detailed Project Report

Implementation – Phase I of MMP

2

Agenda


3

Brief of the SE-MMP DPR


Enable improvement in quality of learning

Improve efficiency of school administration and

governance of schools

Improve service delivery of school education

department to the key stakeholders including

students, parents, community, teachers, and

schools

Access to near real-time and better quality data

for decision support

4

Vehicle for implementation of National Policy on ICT in School Education

Objectives


Learning support

Management (School)

Governance (S.E. dept.)

Administrators

School management

Education research and

training agencies

External stakeholders (Health dept, Higher edu

etc.)

Teachers

Students

Parents

Community

Quality of learning Internal efficiency

& Service Delivery

Access to near real-

time and better

quality data

Core Focus Areas of the MMP

Implementation Components in the DPR

Client End Infrastructure including access devices and other peripherals (Schools, Training Institutes and School Education Administrative Offices)

Network Connectivity (Schools, Training Institutes and School Education Administrative Offices)

Change Management and Capacity Building (CIOs, Master Trainers at the Block Level, Department Officials, Teachers)

Institutional & Governance Mechanism for Project Implementation and Management

Process & Policy Interventions (e.g. Data Standards, Standards for DLRs, Open

Standards, )

Hosting Services, compute and storage Infrastructure, and Bandwidth

(Data Center and Disaster Recovery Centers)

Monitoring & Evaluation Framework - Outcomes

ICT Solutions Digital Learning Resources



Access Devices

Intranet Internet

Ass

ess

me

nts

& R

ep

ort

ing

Student & Teacher

Resource Portal

Digital Learning

Resources

School

Information

System

Decision

Support &

Reporting

Systems

Student, Teacher, School, Training Institute, District, State Education, Centre and Public Portals

Teacher Lifecycle Management System

Training Management System

School Affiliations & Regulation System

Examination &

Certificate

Management

System

Digital Learning

Resource Store

Content Delivery

System

Entitlement /

Scheme

Management

System

Th

ird

Pa

rty

In

teg

rati

on

ICT Solutions to deliver School Educational Services


Project Requirements

Project Requirements

• Implementation across the 35 States / UTs as per the priorities of

States

• Implementation in large number of schools

• Reduce the cycle time and simplify the procurement in the States / UTs

• Need for a Single Nodal Agency @ MHRD to take up the

responsibility of the MMP

• Co-ordination with all the States / UTs and with all Directorates within the State

• Manage multiple and distinct projects within the MMP

• Manage Multiple Service Providers – Solutions, Infrastructure, Connectivity,..

• Benefit from Industry (Foundations, Private Sector) Experience

Opportunities

• NIU – Recommendations from TAGUP for execution of complex projects

• Availability of Software-as-a-Service Options


State Cloud

(SDC) National Cloud

Cloud from Private

Service Provider

State Cloud

(SDC)

Cloud from Private

Service Provider

S1

S5 S6

S2 S3

S4

S34

S7

Delivery of School Educational Services as a Service to States and Center

Service Provider for School Educational Services

State #1 State #2 State #35 Center

S35


MHRD

(DoSE&L)

School Education NIU

(SE NIU)

CENTRE

STATES / UTs

State Education

Department

From

Government

49%

From Private

entities

51%

CPMC / CPMU

SPMC / SPMU State Implementation Agency(ies)

MoA / Contract

MoA /

Contract

Contract

MoA

Operating Model: Self – Sustainable SE – NIU

(with equity from both Government and Private Sector)


26

Implementation – Phase I of

MMP


Program Design

Engagement with States / UTs

Application Solution Providers

Rollout in ICT Enabled Schools

27

Project Tracks


28

Track #1: Program Design

1

• Scope of the Program

• Target Services and Program Duration

• Geographical Scope: Target schools that meet the necessary pre-requisites for roll-out

2

• Implementation Model

• Role of Center and States / UTs

• Scope of the ASP (Software Solution & Implementation Service Provider)

• Models for engagement of ASP(s) by the Center & States / UTs

3

• Financial & Funding Model

• Assessment & Approval for Overall Funding Requirements

• Central & State share in the Capex & Recurring Costs

• Business Model for sustaining the program beyond the 5 years


29

Track #2: Engagement with States / UTs

1

• Communication with the States / UTs

• Agreement on the Scope and Implementation Model

• Agreement on the financial implications for continued implementation of the program

2

• Preparatory Activities at the Center / States / Districts

• Identification of Central, State & District Nodal Officers

• Identify / Setup Central, State & District Project Mission Teams

• Project & Program Implementation Support @ Center & States

3

• Preparatory Activities in the Schools for adopting the School Management Services

• Infrastructure & other Pre-requisites for implementation

• Identification of IT-Savvy Teachers & Support Staff


30

Track #3: Application Solution Providers

1

• Detailed scope for the Application Solution (& Implementation) Provider

• Business & Pricing Models

• MSA & SLAs for the ASP with Center & States / UTs

2

• Preparation, Approval & Release of the RFP

• Technical & Commercial Evaluation of Selection of the Provider(s)

• MSA & SLA between the ASP & Center

3

• Localization & Basic Customization of the Solution

• Deployment of the Solution in the Data Center

• Solution Available for Adoption


31

Track #4: Roll-Out in ICT Enabled Schools

1

• Selection of Application Solution (& Implementation) Partner by the States / UTs

• MSA & SLA between the State & ASP with flexibility to add additional schools at a later date with the same contract

2

• Application Customization for State / District / School Requirements

• Configuration of the Schools / Districts in the Application

• Application Training for Teacher & District Level Administrators

• Data Digitization / Migration

3

• Pilot Implementation in Select Schools

• Roll-out of the School Management Services to the ICT Enabled Schools in the respective States / UTs


Program Design




32

Project Tracks


Access Devices

Intranet Internet

Ass

ess

me

nts

& R

ep

ort

ing

Student & Teacher

Resource Portal

Digital Learning

Resources

School

Information

System

Decision

Support &

Reporting

Systems

Student, Teacher, School, Training Institute, District, State Education, Centre and Public Portals

Teacher Lifecycle Management System

Training Management System

School Affiliations & Regulation System

Examination &

Certificate

Management

System

Digital Learning

Resource Store

Content Delivery

System

Entitlement /

Scheme

Management

System

Th

ird

Pa

rty

In

teg

rati

on

ICT Solutions to deliver School Educational Services


School Profile Management: Record the details of the school such as student strength, location of the school, staff strength and a brief description of the school

Student Profile Management: Maintain the student records for all student such as student profile, parent profile, sibling details, attendance, heath, mark sheets, scholarships etc.

Employee Information: Manage school staff details.

Student Attendance: Capture daily student attendance

Leave Management: Capture daily staff attendance

Report Cards: Provides interface to record grades for students and publish the same in a grade book.

Curriculum Tracking: Capture the curriculum & lesson plans and record the progress of the curriculum & lesson plans

Custom Reports: Provides reports for School Management & Administrators

34

Tentative Scope of Services


SMS Alerts for Parents:

Student Attendance Student missing the school

Quarterly attendance of the Student

Teacher Attendance Teacher absent in the school

Quarterly attendance of the Teacher

Assignments Assignment given to the student

Missed submission of the assignment by the student

Curriculum Planning Progress of the curriculum / lesson plan

Teacher falling behind on the curriculum / lesson plans

Assessments Assessment dates

Student missing the assessment

Assessment results

Availability of mark sheet

School calendar I porta t e e ts i s hool ale dar su h as start of a atio , u foresee e e t,…

35

Tentative Scope of Services


ID Management

School Profile

Management

Non-Teaching Staff

Profile Management

User & Access Management

Teacher & Non Teaching Staff Attendance

School

Calendar

Classes & Section

Management

Timetable

Management

Lesson Plans &

Curriculum Progress

Configure Schools, Blocks,

& Districts Jurisdiction

Student Admissions,

Promotions, & Transfers

Student

Attendance

Student Evaluation &

Results Student Health

Student Profile

Management

Basic School

Reports

School Development Committee

Activities

Nominal Roles

Generation

Capture inputs from Parents /

Community

Data Validation &

Corrections

SMS / Email

Alerts

School Information System

Arc

hite

ctin

g e

-Govern

ance

Sch

oo

ls

Sch

oo

ls

District

Sta

te

Sch

oo

ls S

cho

ol

District D

istrict

Sta

te

Integrated Data Collection, Aggregation, Reporting and Analysis at all levels S

cho

ol In

form

atio

n Syste

m

Sch

oo

ls C

RC

s /

No

da

lSch

oo

ls

Mo

bile

Inte

rface

B

ulk

Up

loa

d In

terfa

ce

Use

r Inte

rface

Online access (admissions,

examination results,..)

Teacher & Student

Atte da e, …

Offline Batch Upload of

Core Data

Core Data Collection

by CRCs / Feeder Schools

Teacher & Student

Atte da e, …

Infra

structu

re R

ea

din

ess @

Sch

oo

ls Lo

w

Hig

h

Sch

oo

ls S

cho

ols

Co

mm

on

Ed

uca

tion

Da

ta S

tan

da

rds


Students

Teachers Schools

School Information System provide the platform for

building a full-fledged School Education MMP

School Information

System

Teachers Training

Institutes

School

Administrators

Teacher Lifecycle Management

(Recruitment, Payroll, Transfers)

Longitudinal Tracking of

Student Performance

Customized Teacher Training

Teacher Training Need

Assessment

Feedback to Teacher

Training Institutes

Training Management

Teacher Rationalization

School Performance

Assessment

Scheme Design (data-backed),

Implementation & Monitoring

Board Examination & Certificate

Management

School Regulation & Affiliation

Management

Linkages with Higher Education

Students /

Parents

Application for

Scholarships

Advance notification on

approval &

disbursements of the

entitlements to targeted

beneficiaries of the

schemes


Learning support services is the other key component of the

MMP with an objective of improving quality of learning

Common Platform (Center & State-wise) for Tea hers’ Educational Resources

Common Platform (Center & State-wise) for Stude ts’ Educational Resources

Digital Learning Resources for ICT enabled Teacher Training and

Classroom Teaching Services (Multimedia Learning Objects, Text Books,

Reference Books, Video Lessons, …)

• Includes Open & Commercially Procured Educational Resources

Model Lesson Plans (integrated with DLRs) for delivery of lessons

Standard Assessment Services for teachers and students

Self-Learning Tools for teachers and students

One SIS Instance per State

Reports (Static & Dynamic)

Mobile Interface Bulk Upload Interface

State School Information System (Application Hosted in a Data Center)

SMS Engine (Define Triggers & Send

Alerts to Parents /

Administrators)

School Profile

Web Portal

Teacher Profile

Student Profile

Attendance

Curriculum Progress

Implementation

Agency

Data Digitization Application Training

Daily Handholding Support

Application

Service Provider

Cloud / Hosting

Service Provider

Application

Service Provider

Sta

te I

nst

an

ce

School

Basic Customization

State, District, School Configuration

National Portal Consolidates Data from all the States

Mobile Interface Bulk Upload Interface

State School Information System

Portals

School Profile

Web Portal

Teacher Profile

Student Profile

Attendance

Curriculum Progress

Sta

te I

nst

an

ces

School

Na

tio

na

l

Po

rta

l

National Portal

School / Teacher

/ Student Data

Collated & Individual School Report Cards with Governance Metrics

Reports & SMS Alert Services delivered from Individual State Portals

Envisaged Model

SIS ASP Vendor 1

SIS ASP Vendor 2

SIS ASP Vendor n

MHRD

1

Empanelment of Qualified SIS ASP Vendors - Technical Evaluation

- Price Discovery of the product

- Price Discovery for ImplementationServices

State 1

State 2

State n

2 State Guidelines

Funds

Central Schools 3 Identification of ASP (& Implementation Agency)

1 National

Portal

4 Selected ASP Customizes & Configures SIS for State

ASP partners with a CSP for hosting & Implementation

Agency for implementation at the School Level

Program Design




43

Project Tracks


Setting up Governance Structure & Identification of the

Nodal Officers

Identification of State & District Nodal Officers

Identify / Setup State & District Project Mission Teams

Project & Program Implementation Support @ States

Leverage State CIOs & SeMTs

Leverage the organization structure used for other

schemes (ICT @ School, RMSA, SSA)

44

Preparatory Activities @ States / UTs


Apex Committee

Chaired by Chief Secretary

State Project eMission Team

Director, Nodal Department / Agency

Department of Education

(Mission Leader & Convener)

State Project

Consultant

School Education NIU

49% Government &

51% Private

Expert Sub-Committee(s) /

Process Advisory Committee(s)

Representatives from States /

Domain Experts / Reputed Foundations

State Empowered Committee

Additional Chef Secretary/ Principal Secretary /

Secretary, Department of School Education (Chairperson)

State Implementation

Agency

Private Service Provider Expert Sub-Committee(s) /








District Project eMission Team

District Collector









Program Design & Implementation: State / UT


Collect details of the ICT enabled schools

Assessment of Infrastructure Readiness in the ICT Enabled Schools

Working Computers & Uninterrupted Connectivity

Po er, UPS, Desk, Chair, Roo ,….

Identify IT-savvy teachers, staff, principals

Capacity Building and Basic Training including ICT training, Email, & Internet

Leverage Center for Innovation in Public Systems (CIPS)?

Head start on Data Migration

Potential Role of CRPs in initial and on-going data entry even in Secondary Schools?

Identify the State Level Requirements

Integration with relevant IT Systems

Customizations; Reports; Configuration Requirements

Preparatory Activities @ Pilot States / UTs


Program Design




47

Project Tracks


Volume – I: Scope of Work & Requirement Specifications

Introduction to SE MMP, SE MMP Phase-I, Scope of Phase-I, Implementation

Model for Phase-I

Scope of Work for the empanelled ASPs

Functional, Technical and Non-functional specifications of the SIS

applications

Volume – II: Commercial and Bidding Terms

Bidding process; empanelment / evaluation process; price discovery, etc.

Volume – III: Contractual and Legal Specifications

Draft MSA between MHRD and empaneled ASPs

Model MSA between States / UTs and ASPs / State Implementing Agencies /

consortium lead partner

48

RFP Structure


1. Purpose and Structure of the RFP

1.1 Purpose of the RFP

1.2 Structure of the RFP

1.2.1 Volume-I: Scope of Work and Requirements of SIS

1.2.2 Volume-II: Commercial and Bidding Terms

1.2.3 Volume-III: Contractual and Legal Specifications

2. School Education Mission Mode Project (SE MMP)

3. Phase-I of SE MMP

1.1 Scope of SE MMP Phase-I

1.2 Stakeholders and expected benefits of SE MMP Phase-I

49

TOC for Volume – I: Scope of Work


4. Implementation Model for SE MMP Phase-I

1.1 Operating Model

1.2 Software as a Service (SaaS) and Cloud Model

1.3 Key stakeholders and their responsibilities

1.4 Governance Structure for the Implementation of SE MMP

5. Requirement Specifications of the SIS Product

5.1 Functional Specifications

5.2 Technical Specifications

5.3 Non-functional Specifications

6. Requirement Specifications of Cloud Services

50



7. Scope of Work for the Empanelled ASPs 7.1 Project Management

7.2 State Level Configuration & Customization

7.3 Data digitization / migration

7.4 Creation and provision of training materials

7.5 Capacity Building

7.6 Handholding Support & Helpdesk

7.7 User Acceptance Testing in States

7.8 Provision of SIS Services meeting requirements & service levels

7.9 Provision of Cloud Services

7.10 Providing MHRD with required SIS data

7.11 Continuous improvement of applications

7.12 Exit Management and Transition

7.13 List of deliverables to States / UTs

8. Implementation Timelines in States for Phase-I

9. Empanelment Obligations towards MHRD

51



Empanelment

Pre-qualification

Technical Evaluation

Compliance matrix for requirement specifications (functional, technical and non-functional)

Evaluation of Proof of Concept (PoC) presentations by qualified applicants

Technical Scoring

A separate empanelment process for empaneling Government Owned Applications (CGG,

Kerala Appli atio ,…

Price Discovery

For SIS service delivery (including Cloud Services) and State implementation pricing – one

time setup plus per-school recurring cost

Implementation pricing to be sought for

3 groups of States based on ease of implementation in the State

Basic and Advanced Modules

L-1 among empanelled ASPs binding on all empanelled ASPs – Upper Price Limit

Volume-II: Commercial & Bidding Terms

Critical Features


MSA (Master Services Agreement) between MHRD and

empanelled ASPs

Certification by STQC

Regular Audits

Binding of the Price Commitment

MSA between States / UTs and ASPs selected for implementation

To be signed by the leader of the consortium (ASPs / State Implementation

Agency / Cloud Service Provider)

Source code in escrow account

Exit Management (including transfer of data) in case of exit by the ASP

Service Level Agreement

53

Volume-III: Contractual & Legal Specifications

Critical Features


Program Design




54

Project Tracks


Templates for capturing State Level Requirements Customization Requirements

Report Requirements

Integration with relevant IT Systems

Configuration Requirements

Details of the ICT enabled schools

Scope of Data Migration / Digitization

Model RFP for States Simplified RFP that involves evaluating against the pre-qualification

Selection primarily based on the quoted price (L1)

Model MSA & SLA

Limited tender floated to the empaneled ASPs Can Implementation Agency be the prime bidder?

55

Selection of Application Solution Provider

(& Implementation Partner) by the States / UTs


Project Milestones – Centre

Milestone #1 – June 2014

Finalize the program scope and implementation model

Begin preliminary discussions with the States / UTs

Preparation of RFP for Selection of Application Solution (& Implementation)

Provider(s)

Milestone #2 – July 2014

Finalize the funding & business model

Preparatory Activities at Center

Release of the RFP for the Selection of ASP

Detailed engagement with States / UTs

Milestone #3 – Aug & Sep 2014

Technical & Commercial Evaluation of the Bid Responses

Milestone #4 – Oct 2014

MSA between MHRD and Application Solution (& Implementation) Provider(s)

Solutions Available for Adoption by the States / UTs


Project Milestones – Pilot States / UTs

Milestone #1 July – Oct 2014

Preparatory Activities in States / Districts

Milestone #2 December 2014

MSA & SLA between the State & Application Solution (& Implementation) Provider(s)

Preparatory Activities in the Pilot Schools for adopting the School Management Services

Milestone #3 December 2014

Application customized for the State / UT (in the States that have signed the MSA with ASP)

Milestone #4 December – January 2014

Configuration of the Schools / Districts in the Application

Roll-out of the application in the Pilot Schools in the State / UT (in the States that have signed the MSA with ASP)

Phased on-boarding of the target ICT Enabled Schools in the State / UT


1. Unique ID for students and teachers

2. Development of Data Standards

1. e-Gov Standards (India); Existing Applications in States (Kerala, Karnataka, AP..)

2. National Educational Data Model (NEDM)

3. Common Educational Data Standards (CEDS)

4. Data Ha d ook data defi itio s, odes,…

3. Data Quality Management

1. Agencies in the Center / State with the responsibility & accountability of Data

Collection?

2. Agencies responsible for conducting regular audits of the data?

4. Policies on Data Governance

Interventions from MHRD


Thank you

school education mission mode project phase i...

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