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Islamic Republic of Afghanistan | Ministry of Labor, Social Affairs, Martyrs & Disabled

ASAN Wazifa

Document I

Inception Report for MoLSAMD job portal

Non-Technical Document

Document | Version 1.1.5

August 2016 | Kabul, Afghanistan | ASAN Khedmat Advisory team

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Contents

1.1 Definitions and Acronyms ............................................................................................................. 3

2 Introduction .......................................................................................................................................... 4

2.1 Problem statement ....................................................................................................................... 4

3 ASAN Wazifa (Solution) ......................................................................................................................... 5

3.1 Solution Description ...................................................................................................................... 5

3.2 ASAN Wazifa modules ................................................................................................................... 6

3.3 ASAN Wazifa functions ................................................................................................................. 7

4 ASAN Wazifa System Structure design ................................................................................................. 8

5 System implementation plan ................................................................................................................ 9

6.1. Phase I ........................................................................................................................................... 9

6.2. Phase II .......................................................................................................................................... 9

6.3. Phase III ......................................................................................................................................... 9

6 Requirements gathering mechanism .................................................................................................. 10

7 Methodology and Technology ............................................................................................................ 11

7.1. Interface (presentation layer and business layer) ...................................................................... 11

7.2. Backend (data layer) ................................................................................................................... 11

8 Software Documentation .................................................................................................................... 12

8.1. Server machine: .......................................................................................................................... 12

8.2. Client machine: ........................................................................................................................... 12

8.3. Minimum Server requirements: ................................................................................................. 12

9 Data conversion and migration ............................................................................................................. 0

10 Maintenance & Support Plans .......................................................................................................... 1

9.1. Support and maintenance Team ................................................................................................... 1

11 Project timeframe ............................................................................................................................ 0

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Documents Revision History

Date Description Author Comments

08/17/2016 Version 1.1.2 Reza Khawar First draft

08/18/2017 Version 1.1.4 Mushifqullah

Akhundzada

Frist revision in one day

08/22/2016 Version 1.1.5 Reza Khawar Final revision

Document Approval

This document was accepted and approved by the following:

Signature Printed Name Title Date

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1.1 Definitions and Acronyms

MoLSAMD Ministry of Labor, Social Affairs, Martyrs & Disabled

MOE: Ministry of Education

MOHE: Ministry of Higher Education

CMS: Common Management System

User: any one that using this system

HRM: Human Resource Management

IARCSC: Independent Administration Reform Civil Services Commission

DB: Database

ERD: Entity Relationship Diagram

LAN: Local Area Network

AI: Artificial Intelligence

GUI: Graphical User Interface

API: Application programming interface

Http: Hypertext Transfer Protocol

UML: Unified Modeling Language

IEEE: Institute of Electrical and Electronics Engineering

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2 Introduction

Establishing and monitoring controls over workforce and human resources information across the country

is a significant function of the government that can greatly help in decision making on provision of job

opportunity and leveraging public capacity and skills. This can only be achieved if the government has real

time accurate information on the job market – i.e. companies, businesses and organizations providing job

opportunity for public both at public and private sector – and the workforce, human resources and skilled

professionals across the country. Presently, this information can be attained, in parts, from different

ministries and governmental institutions.

The Ministry of Labor, Social Affairs, Martyrs and Disabled (MoLSAMD) is responsible for the issuance of

work permits for Afghan citizens as well as foreign nationals interested in working in Afghanistan. Private

sector is required to only hire individuals having work permit. The ministry has information on which

individuals are employed in the public and private sectors. However, these information is stored in non-

digital formats which makes it difficult and time consuming to extract statistical and analytical reports.

Ministry of Higher Education (MOHE) holds information on all graduates from public and private

universities in semi-digital formats. Ministry of Education (MOE) has data and information on citizens

holding up to associate degrees and post-secondary non-tertiary level education. It also has information

on vocational trainings being conducted in Afghanistan and citizens having these certifications. As for the

human resources in public organizations, Independent Administrative Reform and Civil Service

Commission (IARCSC) has this information and data on their service period, retirements and any other

related information.

However, these data are in-bound and is not directly shared with other relevant ministries. The process

of retrieving data and information from ministries is time consuming and includes paper works. This report

is intended to identify the key challenges and problems for the government in the context of monitoring

and controlling job markets, workforce and skilled professionals in the country and how ASAN Wazifa can

help minimize these challenges.

2.1 Problem statement

At present data and information relating to workforce and skilled professionals in the country is in non-

digital format which makes it impossible, or at least difficult and time consuming, to retrieve real-time

statistical and analytical reports. Retrieving information from piles of papers and documents requires

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tiresome human efforts and is prone to human-error. Keeping track of national (in private sector) and

foreign nationals’ tax information and payments is difficult in that the information on national and

international workforce is scattered and real-time retrieval of information is impossible. MoLSAMD, being

responsible for the provision of job opportunities, does not have quick access to data and information

about skilled workers and professionals willing to work abroad.

Job seekers and individuals who are interested in training courses can at present register personally at the

ministry. MoLSAMD does not have any online system where individuals can apply for job seeking or

training courses from remote areas. Jobs are announced in different websites and locations which makes

it confusing for individuals seeking for job. There is no one centralized portal or a unified approach to

gather and pool together information from all organization and job websites.

Data and information are scattered in different ministries and is in-bound in that there is no inter-ministry

data sharing gateways so that one ministry could obtain its relevant information from the other ministry’s

portal without human intervention.

These problems and challenges highly contribute in the dissatisfaction of citizens from the government

and distance of the public from the government. It is imperative for the government to provide a unified

and centralized system for the monitoring and control of job market and workforce across the country.

3 ASAN Wazifa (Solution)

Job is the primary goal for people in all age, assigning right job according to the people skill, qualification

and experience is the most challenges work for public and private sector.

3.1 Solution Description

ASAN Wazifa is a solution that provides direct access to job market and workforce data and information

across the country in support of operational activities of MoLSAMD concerning workforce monitoring and

analysis. It is designed not only as a portal for jobs and skilled professionals’ profile, but it also allows the

coordination among different ministries with regards to data and information concerning skilled

professionals and workforce across the country. The profile registration portal of ASAN Wazifa not only

enables citizens to register their profile and their company’s profile and be informed from the relevant

job opportunities, it also connects companies and organization with the people and skilled professionals

in the country. In general, the benefits of this approach is two-fold; first, it allows citizens to build their

professional identity and discover career opportunities, be it a job or training; secondly, it allows

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businesses and organizations find their potential workforce across the country. The ubiquitous nature of

the system allows individuals to find career opportunities from any remote area with the availability of

internet connection.

The overall concept of ASAN Wazifa is to provide citizens a one-window access for all career opportunities

– i.e. jobs and trainings – and power their career in the country and abroad. However, it also facilitates

the operational activities of MoLSAMD with regard to workforce monitoring and analysis in that real-time

statistical and analytical data of the workforce at different levels across the country can be easily retrieved

through the system. Registration and printing of work permit for Afghan nationals and foreign nationals

is another of the features of the system that supports operational activities of MoLSAMD. Provision and

coordination of trainings as part of the MoLSAMD Skills Development Directorate activities is also

facilitated by ASAN Wazifa for it provides the directorate with accurate information on the institutions

and organization providing trainings – e.g. Omaid Afghan-Korea Institute – and the potential candidates

in regards to their skills and qualifications.

3.2 ASAN Wazifa modules

The ASAN Wazifa is conceptualized and designed based on the current requirements of MoLSAMD and a

study of the best practices in international job portals. The system is mainly designed in three modules

each of which plays its individual role within the context of the ASAN Wazifa. However, all of these

modules are inter-connected to provide integrated information for all line ministries:

Company Registration module

Job announcement

Training announcement

Shortlisting (candidates)

Profile registration module

Job and training search

Apply for job and training

Administration module

User and data management

System maintenance

Timely Reports

System Configuration Management

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3.3 ASAN Wazifa functions

In general, ASAN Wazifa provides mainly the following functions which can respond to the short term and

long term needs of MoLSAMD:

1. Profile registration, companies and individuals can register their profile to use the ASAN Wazifa

services.

2. Connect businesses with skilled professional: system connects people with businesses/

organization as their potential career target based on their skills and qualifications.

3. Search engine, companies and/or individuals can search employee, jobs and trainings

4. Shortlisting, companies can shortlist applicants profile from the system and also training

companies can shortlist their training participant through the system.

5. Administration, for system maintenance and generating different type of report by MoLSAMD

Profile database

Search Engine Shortlisting AdministrationProfile registration

Application database

Registration (company/individual)

Admin userJob/training seekerSearch EngineCompanies/individual can search for job/training and employees

ShortlistingCompanies can shortlist candidates for job or trainings

Application DBThis database holding information about the applicant

Profile DBThis database hold profile information about companies and individuals

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4 ASAN Wazifa System Structure design

The system will be structure based on the MoLSAMD existing manual process in context of the standard

job portal best practices. During preliminary requirements for ASAN Wazifa job portal, many systems have

been identified in the architectural landscape to be developed and integrated with this system. These

systems communicate and share information with each other based on defined protocols. Taking into

account the wide range of requirements the following architecture has been designed for ASAN Wazifa:

ASAN Khedmat DATA Center

End-user

ASAN Wazifa DB server

MOHE Student Affair

DB server

IARCSCDB server

MOEDB server

Other DB server

Figure 1 ASAN Wazifa System Structure

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5 System implementation plan

The ASAN Wazifa system will be implemented and delivered in three different phases; each phase has

specific requirement and timeframe. These phases help the MoLSAMD and the technical teams to have

better time management and resource allocation. Having divided the project’s work into separate tasks,

their execution can be controlled to ensure that involved teams have carried out their task at a time and

in a manner that will achieve the task objectives.

6.1. Phase I

In this phase the technical team will conduct requirement on the MoLSAMD internal processes to design

and develop the first version of the ASAN Wazifa job portal. Also this phase includes end-user training and

implementation in the ASAN Khedmat data center for public access. This phase will take around eight

weeks depending on the details of the requirements.

6.2. Phase II

In phase II the ASAN Wazifa job portal will be live connected with MoHE student affair system for live data

sharing between these two systems. Also in this phase based on the requirements some analytical and

statistical reports will be developed to help the decision makers plan job market accordingly. Phase II

requires around six weeks to complete the assigned tasks.

6.3. Phase III

In phase III, the ASAN Wazifa job portal will start live data sharing with internal and external line ministry

systems and all stakeholders can use different services of the system. Phase III of implementation depends

on the range of the system which need to be connected. In addition, in this phase most of the reports will

be developed to help internal and external stakeholders to have maximum benefit from the system.

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6 Requirements gathering mechanism

The requirement gathering is the most challenging work for requirement gathering team and end-users.

Most of the time the end-user cannot provide all the requirement or possibly the technical team may miss

some of the requirements. To mitigate this risk the following flow help both side to provide their

requirement in different stage of work

Start

satisfactory No

Yes

Gathering project requirements

Compare progress with target and standards

Task(s) correction

Finished taskNo

Next iteration

YesEND New task(s)

Next iteration

Processing the task(s)

Project Plan (expected) Standards of performance Tasks are allocated to the teams. Controlling and Monitoring tasks

Controlling and monitoring the assigned tasks.

Figure 2 Requirement gathering flow

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7 Methodology and Technology

A successful development method is a key point for the project deliverable, which help all stakeholders

to do their work accordingly for project success. In 2015 a new methodology, named as DevOps agile

methodology, is introduced by agile methodology team in which the team enhance the response time and

change management between development and operation team. This development methodology allows

both technical and operation team work parallel to successfully deliver the product on specific timeframe

with good change management.

Selecting right technology is another key point for project success deliverable, it is also required to

consider different aspect while selecting the technology. Some of the main point which has direct effect

for the technology selection are:

Tool availabilities and price

Experienced technical team availability with competitive price in the market

System security

Scalability

Performance

Maintainability

Taking into account the following facts, the technical team proposed the following development

technologies:

7.1. Interface (presentation layer and business layer)

Microsoft VB.NET v2013

Microsoft C#.NET v2013

Microsoft ASP.NET with framework 4.5

JSON

JavaScript

CSS 3 – Cascading Style Sheet

Photo Shop CS

7.2. Backend (data layer)

Microsoft SQL Server 2012 can work with 2014

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8 Software Documentation

For successful running and accessing the ASAN Wazifa job portal the following software is required to be

available in the server and client machines:

8.1. Server machine:

Windows Server 2008 or latest version

Microsoft SQL Server 2008 or 2012

.NET framework 4.5 or latest version

IIS – Internet Information Services

8.2. Client machine:

Windows or other operation systems

Firefox version 31 or latest version

For reporting excel sheet 2008 or latest version

Essentially, ASAN Wazifa is a client-server system that requires a high performance server; the client

machine can be in any configuration but for server we have the following minimum requirements.

8.3. Minimum Server requirements:

25 GHz (32 CPU)

5TB HDD

OS Server 2012 EE

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9 Data conversion and migration

From last few year ministries are working to digitize their information, which is a good achievement during

these period but these digital data are stored in independent systems and some of them are store in

spreadsheets. With launching the ASAN Wazifa we can migrate all existing data into the new system to

help the ministries with good reports. The data migration process will be conducted gradually by the

technical teams. Below is the data migration plan.

Start

Manual Documents and

spreadsheet

Template

Analyzing data for migration

End of process

Existing database

Data

Validation and verification of data

Decision No

Destroying processed data

Data Migration process

Existing database

Yes

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10 Maintenance & Support Plans

After successful project implementation the maintenance and support is a mandatory step to keep system

successfully running. During project design a specific timeframe and technical team is assigned to give

support and keep maintain the system. This team increases the system maturity with high response time

when any problem or issue occurs or is raised by end-user.

During maintenance period, end-user feedbacks and change requests will help the system be smarter.

Change implementation is controlled by system versioning. End-user feedback will help the system to be

up to date and this regular update increases the system maturity.

9.1. Support and maintenance Team The support and maintenance teams are committed to providing exceptional service and support to each

and every end-user within the different module of ASAN Wazifa. The technical support teams work

directly with the development teams to ensure that every modules receive the best possible support and

maintenance.

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11 Project timeframe