request for proposal for appointment of system integrator...
TRANSCRIPT
1
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
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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
Education Department.
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
District Kangra - 175
6. Total number of Govt. Degree Colleges in
District Kangra - 15
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.
Dep
t. U
sers
W
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Po
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SC
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Po
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tud
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tc.
Secu
rity
La
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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.
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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.
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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
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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.
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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
Education Department.
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:
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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.
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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
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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.
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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.
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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
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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
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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:
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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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Security Requirements
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.
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Security Requirements
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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Security Requirements
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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Security Requirements
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
Education Department.
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
Education Department.
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