terms of reference pnp general services management (gsm...

Terms of Reference

PNP General Services Management (GSM) - PNP Support to Operations

Management Information System (SOMIS)

November 20, 2019

This document is confidential. Written permission from the PNP Information Technology Management Service (ITMS) shall be secured to produce copies only for the purpose it is intended.

Republic of the Philippines National Police Commission

PHILIPPINE NATIONAL POLICE INFORMATION TECHNOLOGY MANAGEMENT SERVICE

Camp BGen Rafael T Crame, Quezon City

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This document is confidential. Written permission from the PNP Information Technology This document is confidential. Written permission from the PNP Information Technology Management Service (ITMS) shall be secured to produce copies only for the purpose it is intended.

TERMS OF REFERENCE PNP Support to Operations Management Information System (SOMIS)

TABLE OF CONTENTS

1. INTRODUCTION 3 1.1 Executive Summary 3

2. PROJECT OBJECTIVES 4 2.1 General Objectives 4 2.2 Specific Objectives 4

3. GENERAL PERSPECTIVE 5

4. SCOPE OF WORK 5 4.1 General Works 5

4.2 Specific Works 6

5. PROJECT DURATION 9

6. APPROVED BUDGET 10

7. WARRANTIES/GUARANTEES 10

8. TRAININGS 10

9. TECHNICAL SPECIFICATIONS 11

10. PROJECT EXECUTION 16

11. PROJECT TIMELINE 17

12. PAYMENT SCHEME 18

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1 INTRODUCTION

1.1 EXECUTIVE SUMMARY The PNP ICT direction on information systems, database and networks put focus on the establishment of an Enterprise Resource Planning System (ERPS). There will only be one enterprise system for the PNP that will carry the linkages between human resource, operational and other frontline services system (support to operations) into one single platform. In order to meet its vision of evolving into a highly capable, effective and credible police service in the next coming years, the PNP recognizes the need to put focus on its frontline services because this is where the PNP directly connects to the public. To date, the PNP maintains several disparate information systems, some of which are systems used to support the operational functions of units and offices nationwide while the PNP still maintains disparate network infrastructure. To address this, the Directorate for Information and Communications Technology Management (DICTM) through the Information Technology Management Service (ITMS) initiated the conceptualization of the PNP Support to Operations Management Information System (SOMIS) under the General Services Management (GSM) module of PNP ERPS that will initially integrate the mission critical systems of the PNP offices namely:

• Civil Security Group; • Firearms and Explosive Office; • Supervisory Office on Security and Investigation Agencies; • Highway Patrol Group; • Maritime Group; • Permit to Carry Firearms Outside Residence Secretariat; • Health Service; • Crime Laboratory; and • Directorate for Investigation and Detective Management.

The SOMIS should be customized according to the integration of workflow and processes of the organization, adoptable to the existing user interfaces and data requirements. Documentations will be available for study and analysis. The project is expected to be completed and implemented in 360 days including the user and technical trainings.

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2 PROJECT OBJECTIVE

2.1 General Objective

The main objective of the SOMIS project is to develop an integrated system that aims to provide accurate, standard procedures and reports on frontline services of the PNP which shall be used as a tool to come up with a sound strategy to support operational functions of the organization.

2.2 Specific Objectives The project aims to provide the following:

1. Provide a system highly secured and accessible 24/7 that can electronically monitor all SOMIS transaction services.

2. Provide a systematic means of accounting and monitoring of all permits, licenses and clearances issued.

3. Provide a customized tool to support the manual process of recording, storing, accounting, monitoring, reporting and quick retrieval of real-time information on SOMIS frontline services.

4. Provide a control scheme for data integrity and security. 5. Eliminate redundancy of information by providing a unique reference

key identifier that shall establish link and integration among SOMIS frontline services.

6. Standardize generated documents and reports embedded with security control features.

7. Generate accurate, reliable, consistent and real-time reports necessary for planning, investigation, financial management, policy formulation and decision making.

8. Provision of backup strategy for software and application systems and its database.

Hardware and Network Infrastructure 1. Use latest technology that conforms with the NAPOLCOM

specifications; 2. Enhance the existing network connection of SOMIS frontline service

internal stakeholders within Camp Crame; 3. Secured infrastructure using an enterprise grade firewall; 4. Provide static IP address for secured and dedicated connection; 5. Provide reliable and resilient virtual private network connection for

Information Systems of Civil Security Group attached units such as Firearms Information Management System (FIMS) of the Firearms and Explosives Office (FEO), SOSIA Information and ID System (SIIDS) /

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License to Exercise Security Profession (LESP) and the One-Stop-Shop; the Vehicle Information Management System (VIMS) of the Highway Patrol Group (HPG); Permit-To-Carry Firearms Outside Residence (PTCFOR) Information System of PTCFOR, Fishing Vessel Clearance Information System of Maritime Group, Explosives Management Information System of FEO, Crime Laboratory Information System, Health Service Neuro Psychiatric Information System and National Police Clearance System of DIDM.

Services 1. Integration of SOMIS 2. Development of Health Service Neuro Psychiatric Information System 3. Development of Crime Laboratory Drug Test and Macro-Etching

Information System 4. Development of Statistics and Reports Dashboard with Analytics for

Executive Level 5. Migration of current database 6. Database enhancement 7. Provision of single-sign-on authentication policy 8. Access to centralized databases 9. Network Sharing of all existing Application and Resources and 10. Streamlining of processes of frontline services.

3 GENERAL PERSPECTIVE

This project will be procured through public bidding under the category of goods and services. It comprises of several phases of development and implementation of the PNP SOMIS. It involves the provision of the software integration services, hardware and network with accessories and ancillary services, and incidental expenses that are necessary to achieve the project’s objective.

4 SCOPE OF WORK

4.1 General Works

The project shall cover integration of SOMIS processes from selected frontline Units/Offices of the PNP National Headquarters.

This project engagement will be implemented and operational based on

System Integration, Implementation, Establishment of ICT Infrastructure, Delivery of Hardware and Software, training, Go live implementation and monitoring and evaluation. The proponent will perform and deliver the following:

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1. Close coordination with the PNP Project Management Team and with all PNP stakeholders to gather specific end user requirements. Coordination will continue for the entire integration process, design, testing, deployment / rollout final project acceptance, and onto the warranty period;

2. Design, develop, integrate and implement the SOMIS integration software.

3. Supply, delivery and installation of the necessary hardware, software and network resources that would enable the end-user to operate and manage during the actual system rollout / implementation.

4. Establishment of network solutions interoperable with the existing information system and network infrastructure of the PNP inclusive of one (1) year information system maintenance support;

5. Secured, robust and reliable information system that shall pass the stress test.

6. Data conversion/migration of database current data and initial parameter set-up into the new database as appropriate;

7. Provision of all source codes, system rights and controls, to include developer access privileges;

8. Conduct of technical and user training to ensure the transfer of technology to designated PNP personnel;

9. Documentation of technical (system administration, maintenance and operation) and user manual of procedures, operation and maintenance. Provision of at least 2 sets of manuals and softcopies per system and of updates and add-ons made thereafter;

10. Warranty provisions for software and application system for at least one (1) year Post-Implementation Support Services after Project Completion and Acceptance and at least three (3) years warranty for hardware and network equipment provided;

11. Provision of an after-warranty plan indicating future system functional enhancements, hardware / software upgrades, licenses renewals, timelines and budgetary requirements;

4.2 Specific Works

With respect to the above, the following specific works are expected:

4.2.1 Upon close coordination with PNP stakeholders, the proponent shall provide the following Project Management Documentation templates to include but not limited to:

Project Management Documents

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! Project Management Plan • Scope Management Plan • Requirements Management Plan • Schedule Management Plan • Quality Management Plan • Communications Management Plan • Risk Management Plan • Change Management Plan • Migration Strategy Plan • Testing and Acceptance Plan • Training Management Plan • Project Turn-over Plan

! Business Requirements Documents ! Requirements Traceability Matrix ! Project Progress Report ! Business Continuity and Data Recovery Plan ! Milestone end Report

4.2.2 Study and analysis of PNPs existing systems, current business processes and its processes, policies and guidelines. Existing PNP information system documentations are available for referential purposes. Deliverables of this include but not limited to: 4.2.2.1 An Assessment Report of the existing information systems on

firearms and explosives, security agencies and guard licenses, permit to carry firearm outside residence, motor vehicle clearance and application of alarms, maritime vessel clearance, Crime Laboratory services, Neuro Psychiatric exam services, national police clearance;

4.2.2.2 Review of current business and user requirements to produce output such as Business Requirements Document; Business Blueprint of to-be and as-built processes; Issue Management Plan; Systems Design Specifications, Requirement Specifications and the like;

4.2.2.3 Functional / Technical Documents to include but not limited to:

! System Requirements Specifications ! Software Requirements Specifications ! Design Document ! Source Codes ! Test Plan, Test Scripts, Test Results, Defect Form and

Summary Log

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! Testing and User Acceptance Plan documents (test case, Test Scripts, Test Results, Error Logs, Defect Form, Summary Log)

! User Guides / Run Guide / Operations Guide ! Training Manuals ! Post-Production Review ! After-warranty plan

4.2.3 Formulation of a detailed architectural framework for the development of

SOMIS including but not limited to their detailed application/database design, processes involved, program functions and specifications, test & quality assurance procedures, and so forth.

4.2.4 Development of Crime Laboratory Drug Test and Macro-etching

Information System.

4.2.5 Development of Health Service Neuro Psychiatric Information System.

4.2.6 Development of Dashboard with analytics to view real-time data graphs and charts for the Executive Level.

4.2.7 Migration and integration of SOMIS and its associated systems to hardware production systems provided by the proponent. Should hardware and its corresponding systems software stipulated in the contract needs higher specification as required by the project, the proponent will be responsible for their upgrades and should not entail additional cost to PNP. Deliverables of this include but not limited to: 4.2.7.1 The proof of the successful completion of the activity; and 4.2.7.2 The IT equipment that will host the completed system

4.2.8 Acceptance of the Milestone results shall become the basis to proceed

to the next milestone.

4.2.9 Conduct of integration tests for all functionalities such as the civil security management, motor vehicle management, crime laboratory management, vessel clearance management and associated systems, files/databases, linkages, including existing IT systems, if necessary. Deliverables of this include but not limited to:

4.2.9.1 Successful demonstration result evaluated by the Project Management Team for SOMIS and stakeholders of the end-to-end functions of SOMIS; and

4.2.9.2 The successful operation of all systems simultaneously becomes the output of this phase with an evaluation report issued by the Project Management Team for SOMIS and stakeholders as to its

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reliability, integrity, availability, efficiency, optimum performance and security according to the metrics to be set by PNP.

4.2.10 Capacity building of PNP personnel, users and stakeholders in the concepts / usage / administration / maintenance of the SOMIS, which includes database administration, security administration, network and systems administration, basic hardware installation and troubleshooting, manual processes/procedures/policies. Deliverables of this include but not limited to: 4.2.10.1 Training manual and materials. 4.2.10.2 Certifications issued to participants. 4.2.10.3 Course & Instructor evaluations made by the participants. 4.2.10.4 Technical training leading towards certification of at least one (1)

for each technical expertise (Database, Security, Network, Hardware, Software development)

4.2.11 Handholding of SOMIS (in terms of manpower & services) with regard

to its deployment for a period of at least ninety (90) days after SOMIS final system acceptance and deployment. This is to assure PNP that the system operates as expected. Deliverables of this phase are: 4.2.11.1 A certification issued by PNP confirming its satisfactory

acceptance of the SOMIS; and 4.2.11.2 A legal document guaranteeing handhold support to PNP for

at least ninety (90) days the day after acceptance & deployment.

4.2.12 Business Data Recovery plans and procedure for redundancy of

business processes. Deliverables of this include but not limited to: 4.2.12.1 Business Data Recovery Policy 4.2.12.2 Business Data Recovery Guidelines; and 4.2.12.3 Business Data Recovery Procedure

5 PROJECT DURATION

The project’s duration should not be more than three hundred sixty (360) days. Extending the project will subject the proponent to penalties and surcharges (as stipulated in RA 9184) unless the fault is attributable to the PNP. The proponent is expected to follow the scheduled delivery strictly.

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6 APPROVED BUDGET

The approved budget for the project is Fifty Million Seven Hundred Thousand Pesos (Php 50,700,000.00) inclusive of supply, delivery, installation of materials and services, incidental expenses, VAT and other government taxes. 7 WARRANTIES/GUARANTEES

1. Software – at least 1 year license coverage, starts upon project closure and

acceptance 2. Network and Hardware Support – at least 3 years warranty in parts and

labor upon acceptance, onsite 24x7x365 3. Integration Services – at least 1 year license coverage, starts upon project

closure and acceptance

4. Technical Support – local 24x7x365 online/onsite support for at least 3 years

5. Onsite Support – within 2 hours from receipt of notice, spare parts ready if

necessary 6. Supply of spare parts – availability of parts shall be within 24 hours 7. Provision of service units if repair will exceed 1 day within the warranty

period 8. Proponent shall provide a testing facility for functionality demonstration or

staging purposes 9. Certification by the Proponent that all equipment to be supplied are brand

new. 10. Certifications from Original Equipment Manufacturer (OEM) that all

equipment to be supplied are brand new. Certifications required from OEM/s maybe issued by their local office.

8 TRAINING

8.1 Stakeholder’s Training The project supports the capacity building for top-level managers, trainers,

developers, network/systems/database/security administrators, hardware

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maintenance and troubleshooting. Training for a minimum of 5 persons per category of the following:

1. Top-Level Management – designed for the PNP Executives (Command

Group and D, NSUs of SOMIS offices). Expected output is the SOMIS Executive Manual.

2. Trainers – specifically for the trainers of the SOMIS to ensure the continuous training to end-users. Expected output is the Trainers Manual.

3. Developers (front-end/back-end) - trainings designed for the programmers and system analysts aims to ensure continuity and smooth implementation of the operation. A development team will be created that will respond to the system related concerns of SOMIS especially the development of additional processes that were not covered by the initial customization. Expected outputs are Systems Manual or the Developers Training Manual and System Code.

4. Network/Systems/Database/Security Administrators - training designed for administrators of the SOMIS to ensure 24x7x365 monitoring of the services as well as prompt response as needed. Expected output is network/systems/database/ security administration manual.

5. End-users - trainings designed for the users of the system or the encoders. Expected output is end-users manual.

8.2 Special Technical Training for ITMS Personnel for technology transfer

To ensure technology transfer, ITMS personnel shall be provided with special

technical training by the proponent and issuance of Certificate of completion of technical training leading towards certification of at least one (1) for each technical expertise for Integration, Database, Security, Hardware and Software Development, shall also be provided. 9 TECHNICAL SPECIFICATIONS

Required equipment must conform to the prescribed NAPOLCOM minimum specifications or better or higher as deemed necessary for the implementation of the project.

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No. Of UNITS ITEM

1 lot Integration and Development Software

Infrastructure Support

Fully compliant with Service-Oriented Architecture, reducing the complexity of IT infrastructure

B2B & EDI (Business to Business & Electronic Data Interchange); should support many legacy technologies, and able to leverage existing infrastructure and investments

Platform Support

Built-in Connectors; pre-built connectors to popular ecosystems, to make data integration faster and easy. Pre-built connectors able to easily connect apps, databases, APIs, platforms and more in the cloud and on-premise One Centralized Platform; enable to connect and control all data flows from a single platform for maximized productivity, business continuity and organizational efficiency.

Business Automation

Should be able to automate business processes to eliminate repetitive and manual tasks Integration platform should be able to keep connections up to date throughout application’s lifecycle with no interruption on business processes.

Development Approach No-code with built-in low-code capabilities or Low code platform

Other features

Visual GUI: enables to create integration flows easily, instantly connecting multiple endpoints and nodes Manage & Monitor: able to view real-time data graphs, charts and alerts for insights and be able to improve performance. Enterprise Grade Performance: provides automatic back-ups of processes and distributes them, ensuring optimal performance all the time.

Dashboard User defined report generation with Analytics

Security Security: Encryption, HTTPS, WS-Security, SMTPS, IMAPS, SSL/TLS

Licenses Perpetual Enterprise Licenses

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No. Of UNITS ITEM

2 SOMIS Integration Server

Processor 2 x Processor, 14 Cores, 2.2 GHz or better

Form Factor Rack

Memory 4 x 32GB DDR4

Hard Disk 2x800GB SSD (server type) 2x1.2TB SAS

RAID Controller RAID 0, 1 or better

Internal Network Card At least two 10Gb Ethernet

Power Supply Dual, Hot-plug, Redundant Power Supply (1+1)

Software Licensed Enterprise Grade Network Operating System

No. Of UNITS ITEM

2 SOMIS Analytics/Data Server

Processor 2 x Processor, 10 Cores, 2.2 GHz or better

Form Factor Rack

Memory 4 x 32GB DDR4

Hard Disk 4x1.2TB SAS

RAID Controller RAID 0, 1 or better

Internal Network Card At least two 10Gb Ethernet

Power Supply Dual, Hot-plug, Redundant Power Supply (1+1)

Software Licensed Enterprise Grade Network Operating System

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No. Of UNITS ITEM

3 Network Switch

Category Branded and Brand New Form Type Rack Standard Latest standard protocol and features Protocol Support IPv4 and IPv6 support or better

Number of Ports Maximum 10/100/1000 Base-T 24 Ports

SFP Ports: 4 x 10 GE SFP plus uplink ports

Management Features Management Software Web-based and/or Client-based

Transceiver Can support 1G and 10G Transceiver Module Other Features High Performance Stacking

No. Of UNITS ITEM

2 Firewall (NGFW) Category Next Generation Firewall Form Factor Rack-mountable

Firewall throughput IPv4 Firewall Throughput of 20 Gbps

IPsec VPN Throughput 15 Gbps Concurrent connections 8,000,000 minimum

Interface ports

1 x USB Port; 1 x Console Port; 8x GE combo Ports; 2x GE WAN Ports; 8x GE RJ45 Ports;

Software Management Software

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Security Features

Malware protection features - Antivirus, Mobile Malware, Botnet, Virus Outbreak Protection and Sandbox Cloud Stateful Packet Inspection Firewall Web Content Filtering Block TCP/UDP packet floods DDoS attack protection Port/Service blocking Hardware DMZ port Intrusion Prevention System Application Control other latest firewall security features

VPN Features Supports multiple highly reliable VPN features, such as IPsec VPN, SSL VPN.

Encryption AES-128 + SHA1, 1420-byte or better Authentication Latest Standard Input Power 100–240V AC, 60–50 Hz

Transceiver 1G Transceiver Module

Accessories Power Cord; Drivers and manuals

No. Of UNITS ITEM

1 10kVA Uninterruptable Power Supply

Category Branded and brand new Output Power Capacity 10KVA Input Voltage 110~260v AC Output Voltage 220/230/240V AC Typical Recharge Time 10 hours or lower for 98%

Typical Backup at Full Load 15 minutes or better UPS output power factor should be at least 0.9 UPS efficiency should be at least 94.5%

Interface Ports SNMP, RS-485, USB or better Form Factor Rack-mount

No. Of UNITS ITEM

1 RACK CABINET

Category Branded and brand new

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Rack Size/Height 19” Standard Cabinet; 42u

Color Black

Integrated Features

Converged cabinet with Power Distribution Unit (PDU) Roof can be removed with simple pull-pin hinges for access during equipment installation or even with cabling already in place and routed through the cable openings Rack accessories/tools Supports both top and bottom cable routing.

No. Of UNITS ITEM

1 Lot LAN Cabling

Protocol a. 1000 Mbps -10/100/1000 Base-T/TX Gigabit Ethernet (IEEE802.3z); or

b. 10-Gigabit -10GBase-R Ethernet (IEEE802.3ae); or c. latest Network Cabling

Standard Cable Type a. Cat 6 for Gigabit Ethernet (802.3z); and/or b. Fiber Optics for 10-Gigabit -10GBase-R (802.3ae);

and/or c. Cat 6e or latest for 10 Gigabit -10Base-R (802.3ae);

and/or d. latest technology cabling for compatible protocol

Cabling Service Requirements

Cabling layout design Cabling labeling Includes electrical provisions

10 PROJECT EXECUTION

10.1 Implementation

Supply, delivery and installation of the necessary hardware, software and network resources should enable SOMIS Project Team to operate and manage during the actual system roll-out/implementation and for the stakeholders.

The Proponent should establish network solutions interoperable with the existing SOMIS stakeholders’ Information Systems and network infrastructure of the PNP inclusive of one (1) year maintenance support.

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Software implementation should include data conversion/migration of database current data and initial parameter set-up into the new database as appropriate.

10.2 Documentation

Documentation of technical (system administration, maintenance and operation) and user manual of procedures, operation and maintenance. Provision of at least 2 sets of manuals and softcopies per system and of updates and add-ons made thereafter.

10.3 Other Requirements

The proponent should provide all source codes, system rights and controls, to include developer access privileges.

Certification from the Manufacturer of the hardware equipment, software

development tool and software integration tool that the proponent is authorized to resell, use and support the solution proposed. 11 PROJECT TIMELINE MILESTONES # OF CALENDAR DAYS Project Preparation and Documentation

60 calendar days upon receipt of notice to proceed

Delivery of Hardware 60 calendar days upon receipt of notice to proceed

Establishment of ICT Infrastructure

90 calendar days from the completion of Delivery of Hardware

Development of CL Drug Test and Macro-etching Information System, stress test and implementation


Development of HS Neuro Psychiatric Information System, stress test and implementation


Development of SOMIS Integration System Process, and stress test and implementation


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Technical training leading towards Certification*


Training (users) within 60 calendar days from the completion of development of SOMIS and establishment of ICT infrastructure

Project Closure and Handholding

within 30 calendar days from the completion of Training (users) and Change Management

Project Support 330 calendar days upon receipt of notice to proceed + 30 calendar days of Project Closure and Handholding

* Participants for the technical training leading towards Certification will be provided upon issuance of the notice to proceed 12 PAYMENT SCHEME

Payment is based on milestone completion. Payments are subject to 5% retention referred to as the “retention money” and shall be due for release upon final acceptance of the project.

The advance payment equivalent to 15% of the contract price in Philippine

peso shall be made within 60 days after the effective date of the contract. The advance payment shall be made only upon the submission to and acceptance with the procuring entity of an irrevocable stand by letter of credit issued by an entity acceptable to the agency and of an amount equivalent to the advance payment.

MILESTONE ACCEPTANCE CRITERIA PERCENTAGE of Billing

Project Preparation and Documentation

1. Project Management Plan • Scope Management Plan • Requirements Management

Plan • Schedule Management Plan • Quality Management Plan • Communications

Management Plan • Risk Management Plan • Change Management Plan • Migration Strategy Plan • Testing and Acceptance

Plan • Training Management Plan • Project Turn-over Plan

5%

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2. Business Requirements Documents

3. Requirements Traceability Matrix

4. Project Progress Report 5. Business Continuity and Data 6. Recovery Plan 7. Data Migration Plan 8. Milestone end Report

Delivery, setup, installation and configuration of ICT Infrastructure

1. Hardware Equipment and other peripherals based on specifications

2. Hardware specifications conformity form

3. Delivery Receipts 4. Installation and configuration 5. Milestone end Report

30%

Development of CL and HS Neuro Psychiatric Information System

1. Running System 2. System Requirements

Specifications 3. Software Requirements

Specifications 4. Design Document 5. Test Plan, Test Scripts, Test

Results, Defect Form and Summary Log

6. Testing and User Acceptance Plan documents (test case, Test Scripts, Test Results, Error Logs, Defect Form, Summary Log)

7. User Guides / Run Guide / Operations Guide

8. Training Manuals 9. Source Codes 10. Milestone end Report

15%

Integration and Migration of SOMIS Systems and Processes

1. Integrated Information Systems 2. Systems Design Specification 3. Cleansed Data Report 4. Program Documentation 5. Stress Test Result 6. End-user Acceptance Form 7. Back-up Strategy 8. Business Continuity and Data

35%

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Recovery Plan 9. Source Code 10. Milestone end Report

Training (technical and users)

1. Certificate of completion of technical training leading towards certification

2. Training manuals, syllabi, and materials

3. Course and instructor evaluations made by the participants

4. Job shadowing 5. Versioning of

documents/manuals 6. Milestone end Report

5%

Project Closure and Acceptance

1. Committee on Inspection and Acceptance Report

2. User Acceptance 3. Milestone end Report 4. Project Closure Report 5. Post-Implementation Review

Report 6. Full Documentation

10%

TOTAL 100% (inclusive of 5% retention

money)

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ANNEX A Functional System Requirements

I. Systems for Integration

1. CSG One Stop Shop 2. FEO Firearms Information System 3. FEO Explosives Management Information System 4. SOSIA Information and ID System / License to Exercise Security

Profession Information System 5. HPG Vehicle Information System 6. PTCFOR Information System 7. MG Fishing Vessel Clearance Information System 8. Crime Laboratory Information System 9. Health Service Neuro Psychiatric Information System 10. DIDM National Police Clearance System.

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ANNEX B

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ANNEX C

Scope of Work

Development of Crime Laboratory Drug Test and Macro-etching Information System

General Description

This Crime Laboratory Drug Test and Macro-etching Information System is an application system that manages activities of the Crime Laboratory Group for its drug test and macro-etching requirements such as acceptance of application for drug testing, application for macro-etching of vehicles, recording of results and generation of reports for different stakeholders. It comprises of two modules: Drug Test Information System and Macro-etching Information System. Drug Test Information System

1. Drug Test Application 1.1. The system shall be able to collate requests pertaining to drug test

examinations (Criminal and Non- Criminal)

1.2. The system should have a real-time access and could save entries online and even in the absence of an internet connection, it could be accessed and saved through LAN Computers but will eventually sync to the main server whenever a net becomes available

1.3. The system should have a personal individual account (username and password) that is categorized according to position and area of assignment for log-in and tracing of activities, and the said account should subsequently adjust whenever needed

2. Report Generation

2.1. The system should keep scanned copies of final reports, certificates,

letter requests and other documents for future reference 2.2. The system should be able to generate statistical reports and other

necessary documents or data needed by CL depending on the requirement and specifications of the reports or documents to be generated from the database

2.3. The system could set a document and/or report based on the standard forms used by CL that needs to be submitted or required by the NHQ

3. Operations

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3.1. The system should be able to capture pictures during the processing of request in the area

3.2. The system should be able to verify data for previous records and double entries for a particular person or reference

3.3. The system should be able to verify data for previous records and double entries for a particular person or reference.

4. Integration with other Crime Laboratory Information System

4.1. The system should be synchronized with other databases in CL and

also with other PNP units/offices for future query of information and generation of reports and documents

4.2. The system could only be edited by authorized personnel (policy driven, user rights) (Users, Supervisor and/or Administrator)

4.3. The system should have a user-friendly interface and easy to use 4.4. The system could be accessed with the requesting party (with regard

to the FADT) to be able for them to encode their personal details required for the printing of reports and payment to Landbank. A unique code is generated for each entry and it will be the basis for payment in Landbank and for processing of their drug test

Macro-etching Information System

1. Macro-etching Registration

1.1 The system should have a basic fields/buttons of a basic database system such as: 1.1.1 Crime Lab Office 1.1.2 Physical Identification Report Number 1.1.3 Case 1.1.4 Time and date examined 1.1.5 Requesting Party 1.1.6 Specimen submitted 1.1.7 Findings 1.1.8 Conclusion 1.1.9 Approving/Noted 1.1.10 Examiner 1.1.11 Except for Macro-etching which have an additional fields

of Plate number, Engine Number, and Chassis Number

1.2 The system should have different windows for every Physical Identification services

1.3 The system should have a personal individual account

(username and password) for log-in and tracing of activities. Only authorized PID personnel can access the system

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1.4 The system should keep/save uploaded data and generate

captured images via webcam or browsing through external/internal drives for future references.

1.5 The system should only allow the authorized personnel to

encode/download/print final reports following the existing policies and procedures

1.6 The system should have a real-time access and could save

entries online/offline. It could be accessed and saved through LAN Computers and will sync to the main server whenever net is available automatically

1.7 The system should be user friendly

1.8 The system could only be edited by the authorized personnel

following the existing policies and procedures

2. Macro-etching Operations

2.2 The system should be able to verify/search previously encoded data through “SEARCH” by PI report number, CL Offices, Plate Number, Engine Number, Chassis Number, and Examiner

2.3 The system should be able to trace double entries, print reports based on a set of standard forms of document/report used by the crime laboratory

2.4 The system should be able to generate statistical data reports and graphical presentation for study, evaluation and decision making

3. Integration

3.1 The system could sync with other databases within Crime Laboratory Offices and also with other PNP Units/Offices for future query of Information and generation of reports and documents

4. Report Generation 4.1 The system could sync with other databases within Crime Laboratory

Offices and also with other PNP Units/Offices for future query of Information and generation of reports and documents

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Development of Health Service Neuro Psychiatric Information System General Description

This Neuro psychiatric Information System is an application system that manages activities of the Neuro psychiatric Division of the PNP Health Service such as acceptance of application for neuro psychiatric exam, recording of results and generation of reports for different stakeholders.

Registration When an applicant approaches, the Neuro-psychiatric personnel shall determine the purpose of the examination.

1. System shall be able to process application such as but not limited to: 1.1 Firearms licensing 1.2 PNP recruitment 1.3 UN mission 1.4 Schooling 1.5 PNP pension 1.6 Referrals/patient 1.7 Police attaché 1.8 Counselling 1.9 Psychotherapy 1.10 Secondment

2. System shall be able to retrieve the application through NP control number 3. System shall be able to generate NP control number of applicant

Report Generation The system shall generate reports on the following information:

1. System shall be able to scan NP exam result 2. System shall be able to generate NP clearance 3. System shall be able to approve electronically of NP exam result

(endorser, approver interface) 4. System shall be able to generate reports and dashboards on NP

Examiners (daily, weekly, monthly, quarterly, yearly) 5. System shall be able to generate reports and statistics