the university of burdwan - buruniv.ac.inemail: [email protected] website: pre-bid query query, if...

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THE UNIVERSITY OF BURDWAN Established by virtue of West Bengal Act XXIX of 1959

Phone No.: 0342 - 2634975 , Telefax :0342 - 2634071 Email: [email protected] Website: www.buruniv.ac.in

Ref. No.:B.U./Fin/Secretariat/e-Tender/2020/12 Date: 09.01.2020 Tenders through e-Tender platform of Government of W.B.( http://wbtenders.gov.in)

are invited for End-to-end process solution on cloud infrastructure on a "Software as

a Service (SaaS)" model

Objective

Technical and Financial bids are invited from the eligible bidders for providing solution

that meets the end-to-end process starting from Application process, Counselling

process, Academic processes, Examination process, Administrative Services and the

University Support Services hosted on firm’s owned/rented cloud infrastructure on a

“Software as a Service (SaaS) model that provides easy-to-use, secured, integrated, and

hosted solutions in a build-as-you-grow and pay-as-you-use business model. Burdwan

University will not invest in any hardware but consume the automation services from

the cloud platform. The solution must be scalable and provides complete traceability of

the entire test process through real-time sophisticated analytics.

Please visit website http://wbtenders.gov.in for further details.

CHAPTER – I

1. B.U. aims at improving efficiency and effectiveness of the University by using

Information and Communication Technologies (ICT) effectively. This is to be achieved

through automation and the objectives of the computerization and automation are to

facilitate student related services such as admissions, fee payment, examination

registration, viewing exam result, college related services such as affiliation and

related services, conduct end semester examination for the students of various

colleges, in a more secure and error free manner. It should improve transparency and

accountability in various processes followed at colleges and the University level and

assist universities to comply UGC mandate on online admissions. It will support the

University to monitor record and improve on many of the NAAC and other

accreditation parameters. The system is planned to be implemented at this University

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level and at affiliated colleges as well. In this context, the University intends to select a

firm by floating of Request for Implementation of Campus/University Management

Software that is hosted on a Cloud, under “Software as a Service (SaaS)” model. The

Respondent shall be invited to submit a Technical Proposal, along with

Commercial/Financial Proposal. These Proposals will be the basis for hiring of firm for

implementation of Campus Management System. The contract will be valid for a

period of 5 years and can be extended on mutual consent of both organizations. For

the duration of five years (tenure of the contract), the University intends to run the

application in a ‘Managed Services’ model implying that the vendor will deploy

manpower to Implement and Manage the ERP system across all the operational

processes at the University off & on Campus. Scope of responsibility of vendor will be

periodic configuration of the system to make it ready for use, while the University staff

will be responsible for capturing data and making transactions in the system.

The Details of the RFP and key calendar events is as follows:

Tender Document Cost Nil

Tender Inviting Authority Registrar, the University of Burdwan, West Bengal

Name of the Work Selection of Application Service Provider for Total University Automation in cloud computing model

The objectives, and description of the assignment

As per ToR in Chapter III

The Method Selection Quality and Cost Based Selection (QCBS)

Last date & Time for submission of bids

03.02.2020. at 14:00 Hrs

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Pre-Bid query Query, if any, can be sent by email till 14.01.2020 14:00 hr. in the email id : [email protected]

Address for submission of proposal

online

Date for Opening of Technical Proposal

Within one day of pre bid meeting

Presentation by the bidders

qualified Only qualified bidders shall be requested to make presentation, if required. The date and time of presentation shall be informed separately through email.

Opening of Financial Proposal

Financial bids of only firms qualifying the technical bid shall be opened. Date for opening of Financial Proposal shall be communicated separately.

Earnest Money Deposit none

Contact Person and Designation [email protected], System Manger

CHAPTER II – INFORMATION TO BIDDERS

(This section provides all the necessary information required for responding to the

ETENDER)

2. About the University:

The University of Burdwan (B.U.) is a sate aided Ivy League research University in India,

West Bengal, with more than 1,50,000 undergraduate students and about 5,000

postgraduate/Ph.D./M.Phil. students. Established in 1959 by virtue of West Bengal Act

XXIX of 1959, B.U. is one of the oldest universities of higher learning. Its history,

influence, wealth, and academic reputation have made it one of the prestigious

universities in the country B.U. has a handsome university endowment in the world,

valued at about ₹10 million as of 2019. B.U. is a large, residential research university.

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The university has been accredited ‘A’ by the National Assessment and Accreditation

Council (NAAC). Every year, the B.U. affiliated Colleges field teams come together to

participate inter Collegiate amateur Sports competition. While B.U.'s football team is

no longer one of the country's best as it often was a decade ago but still has influenced

the way the game is played.

Name of Offices/Section: P.G. Office, Development Section, Establishment (Registrar)

Section, Leave Section, Election & Conts. Unit, Research Section, Press, Offset Section,

Record Section(Press),Sales & Information Unit, General Stores, Regr’s Statistics Section, Caretaker’s Office, Despatch Section, CE’s Dept. Cash Section, Account Section, P.F./Pension

Section, Sports Board, Engineering(s),University Cooperative, Museum & Art Gallery

Student strength at Ph.D level at present: 500(approx.)

Student strength at M.Phil level at present: 500(approx.)

Student admission strength at UG level: around 60000(conservative estimate) per year

- Admissions Management

Online form fillup & payment , Back Office Application Management, Admission Workflow, Batch Allocation, List preparation, Registration

Academic Management

PG Departments around 34 Other Academic Departments Affiliated Colleges around 238 and 2 franchise Directorate of Distance Education University Institute of Technology Examination Management

Student Administrative Services

Student Fees Management, Hostel Management, Library Management, Transport Management

University Support Services Module

Human Resource Management, Payroll, Pay Fixation, Pension, Provident Fund, Superannuation Benefit Superannuation Benefit, Finance and Accounting, Procurement and Inventory, Messaging engine for Notifications, Estate & Engineering, SMS and Email, Reports and Returns, Recruitment, IQAC, Library,

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University Institute of Technology, Planetarium, Distance Learning, Life Long Learning, Agriculture Farming, Dissertation, CAS for Teachers/Non-Teaching, IQAC, Research Publications & Projects

Dashboards and Self Service Portals

Institute Dashboard, Student Self Service, Faculty Self Service, Mobile Application

Facilities Central Library & Departmental Library

Computer Centre Health Centre USIC National Academic Depository (NAD) Meghnad Saha Planetarium Placement & Students' Welfare SWAYAM Museum & Art Gallery Krishnasayar Eco Park Crop Research and Seed Multiplication Farm

Sanctioned Faculty strength :309(approx.)

Sanctioned Officer strength : 65(approx.)

Sanctioned Staff strength : 1305(approx.)

Present employee Strength : 933(approx.)

3. Bidding Process:

• The Interested Bidders shall submit Technical and financial proposal/bid online

http://wbtenders.gov.in

• The E-TENDER document can be downloaded from http://wbtenders.gov.in

• The university reserves the right to choose modules as per its convenience and

preference.

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• The performance of the Vendor shall be monitored at each stage if the

assignment stretches to multiple phases and a satisfactory performance at each

stage is essential to proceed with the work in the next phase.

• The University reserves the right to accept or reject any bid, to annul the

bidding process and to reject all bids at any point of time prior to the award of

the contract and in doing so, would neither incur any liability to the affected

Bidder or Bidders nor any obligation to inform the affected Bidder or Bidders.

• The University expects that the interested Bidders shall provide professional,

objective and impartial advice/service and, at all times, hold the University

interests paramount, without any consideration for future work, and strictly

avoid conflicts with other assignments or their own corporate interests.

• All legal matters too be addressed by and between the university and the

awardee bidder shall be under the jurisdiction of the Court of West Bengal.

4. Pre-qualifications: (Form TECH-1)

4.1The Bidder should be financially sound and capable of executing the project and

must have an average annual turnover of not less than Rs.10 crores during the last

three financial years and this should be evident in the Audited Annual Financial

Statements. Copy of Audited Balance Sheet and Income Tax Returns of the last three

years shall have to be furnished. Consortium shall not be allowed.

4.2 The bidder shall be a Registered Company in India with valid GST and PAN number

allotted by the respective authorities. Supporting documents should be submitted.

4.3 The bidder should be a certified enterprise with rating of ISO 9001:2008 or above.

Supporting documents should be submitted.

4.4 The bidder should have ISO 27001 security certificate of the hosting environment.

4.5 The bidder should have either own or leased Cloud Computing Data Center with

in Indian territory to host the application and store the data.

4.6 The bidder should be a national level I.T. Organization with experience in the field

of ERP software conceptualization, design, development, deployment, customization

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and maintenance for at least last three years as on 31st March, 2019. Company

Registration document should be submitted.

4.7 The bidder must have successfully implemented similar ERP projects and the

details of such job carried out by the bidder shall have to be furnished with copy of

work order. Certificate from the clients indicating successful implementation of the

package IS REQUIRED TO BE ATTACHED. Self-declaration of the work done shall not

be considered.

4.8 The bidder if black listed by any State or Central Government in India or abroad

shall not be considered. An undertaking in this regard shall have to be furnished by

the bidder.

4.9 The bidder shall have software work force of minimum 100 persons in India &at least

50in the state of West Bengal.A declaration from the competent authority of the

company in this regard has to be submitted.

4.10 The bidder should have support centre in Kolkata (Address and Contact No. must

be mentioned). Firms not having the support centre at the time of submitting bids

may submit an undertaking in the prescribed format.

4.11 Preferably the software must be certified by credible authorised agencies like

CERT-IN for security features.

4.12 Only firms qualifying in Pre-Qualification evaluation would be considered for the

technical evaluation as per below criteria.

5. Clarification to E-TENDER Document/ Pre-bid query:

Clarification to be obtained, if any, may be requested by email latest upto 14.01.2020 till 16:00 Hrs. Reply to pre-bid query shall be furnished by 15.01.2020 till 11:00 by the University, if it is found to be of interest to the University and for the implementation of the ERP solution only, through email. Pre-bid query can be sent in the following format.

Sl. No.

Query [Please write your query here]

Query Category [Technical/ Financial/General ] **

Query in reference to NIQ clause no.

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6. Amendment/Cancellation of E-TENDER:

The University reserves the right to cancel this E-TENDER at any time without assigning

any reason thereof and without any obligation to the Bidders. The University may, if

required, amend the E-TENDER by issuing corrigendum/ addendum in writing using

standard electronic means at any time prior to expiry of the deadline for submission of

proposals. The corrigendum/addendum so issued shall be binding on all the Bidders.

7. Validity of offer:

A bidder should spell out in the e-Tender that it shall remain valid for a minimum

period of nine months from the date of opening of the e-Tender and during this

period, the bidder shall not be entitled to revoke or cancel its offer. Bids with shorter

validity period would be treated as nonresponsive.

8.Quantity Changeability:

Quantity as stated in the-Tender document may subject to change at the time of

issuing purchase order due to the fund crunch or for other valid reasons.

9.Language of the E-TENDER: Proposals shall be submitted in English only.

10.Earnest Money Deposit (EMD) & Performance Security

There is no need of submission, as part of the Technical Proposal, any earnest money

deposit.

10.1 Performance Security: • The successful Bidder shall have to execute an agreement on Non-Judicial

Stamp Paper of appropriate value and provide Performance Security amounting

to 100% of the One Time Implementation Fees - Lump sum (Total Price for 5

years).

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• Performance Security shall be furnished in the form of a Bank Guarantee.

• The Bank Guarantee shall have to remain valid for a period of three months

post agreement period.

• No interest will be paid by the University on the performance security.

• Performance Security may be forfeited in full or part in the following cases:

1. If the terms and conditions of contract are breached.

2. If the Bidder fails to provide service satisfactorily.

3. If contract is being terminated due to non-performance of the Bidder. • Notice of a reasonable time will be given in case of forfeiture of security

deposit. The decision of the University shall be final in this regard.

• Failure of the successful Bidder to comply with the requirement of furnishing

the required Performance Security in time shall constitute sufficient grounds for

the annulment of the award, in which case, the University reserves the right to

award the work to the next best ranked Bidder or may call for fresh

bids/Proposals.

• The Performance Security will be released within 3 months from the date

expiry of agreement period.

11. Proposal Preparation and submission:

• The Proposal to be submitted shall have to be signed by the authorized signatories.

• Bidders shall submit only one proposal and would stand disqualified if it takes

part in more than one proposal.

• Bidders should familiarize themselves with local conditions and take into

account these conditions while preparing their Proposal.

• Bidders shall bear all costs associated with the preparation and submission of

their Proposal including cost of site visits if necessary.

12. Technical Proposal:

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While preparing the Technical Proposal, Bidders are expected to examine the

documents constituting this E-TENDER in detail. Providing inaccurate and incomplete

information shall lead to rejection of a proposal.

The Technical Proposal shall include all the information sought in format TECH-1 to

TECH-5 along with the necessary documents.

13. Financial Proposal:

While preparing the financial bid, Bidders should strictly follow instructions provided

for the same. Bidders must also take into account the requirements and conditions

outlined in this E-Tender document. Only one financial bid submitted by the bidder

shall be accepted. Financial bid should provide cost inclusive of all modules covering all

taxes, duties, fees, levies, and any other charges. The rates given by the bidder must

remain valid for the specified number of days mentioned in this E-TENDER. In case the

University wishes to extend the validity period of the proposal, so shall be done

through mutual consultation.

14. Submission, Receipt and Opening of Proposals:

The tenderers are not required to submit hard copies of Technical File. Submission of

hard copy of Financial Bid is strictly prohibited and only be submitted through on line

through NIC portal.The Technical Proposal shall be super scribed in the folder marked

as “TECHNICAL BID” and the Financial Proposal in a folder marked “FINANCIAL

BID/BoQ”.

The submission of the Technical and Financial Proposal must be on or before the time

and date stated in Chapter I.

15. Opening of Technical and Financial Proposals:

On expiry of the deadline for submission of proposals, the Technical Proposal shall be

opened online as per schedule mentioned in Chapter I.

From the time the bids are opened to the time the contract is awarded, if any Bidder

wishes to contact the University on any matter related to its Proposal, it should only

be done in writing in the manner indicated in the Chapter I. Any effort by a firm to

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influence the University in the process of evaluation and/or, comparison of its

proposal or contract award decisions would result in rejection of the concerned

Bidder’s proposal.

16. Payment:

In consideration of the Services hereunder, UNIVERSITY shall pay SERVICE PROVIDER

the fees and expenses (“Charges”) as specified in Commercial. All amounts payable to

SERVICE PROVIDER are exclusive of any Taxes. UNIVERSITY shall be entitled to deduct

from applicable payments to SERVICE PROVIDER, any tax on SERVICE PROVIDER’

income deductible at source at the rates applicable as per the provisions of Income

Tax Act 1961 and provide SERVICE PROVIDER with evidence or certificate of payment

of such tax to the taxing authorities. SERVICE PROVIDER shall submit invoices to

University in accordance with the payment schedule in Commercial of this document.

University shall remit payment to SERVICE PROVIDER within thirty (30) days from the

date of invoice.

17. SERVICE PROVIDER warrants that the Services will be provided in a skillful and

workman like manner and in conformity with the scope described in Scope of Work

Proposed Functional Scope of this document.

18. Force Majeure:

Neither Party shall be liable for any failure or delay in the performance of its

obligations under this Agreement to the extent such failure or delay is caused by any

reason beyond its reasonable control, such as fire, flood, earthquake, elements of

nature or acts of God, acts of state, strikes, acts of war, terrorism, riots, civil disorders,

rebellions or revolutions; quarantines, embargoes and other similar governmental

action (a "Force Majeure Event"). The affected Party will immediately notify the other

by reasonable detail of the Force Majeure Event. If a Force Majeure Event continues

for more than 30 days, either Party may, by a written notice to the other Party,

terminate this Agreement, without liability.

19. Evaluation of Proposal:

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A two-stage procedure will be adopted for evaluating the Proposals received. viz. a

technical evaluation and a financial evaluation. The technical evaluation will have a

weightage of 80% and the financial evaluation will have a weightage of 20%.

The Bidder(s) will be evaluated on a scale of 100. The technical offer TEO will have a

maximum weightage of 80 {80% of above stated QCBS (Quality cum Cost Basis

Selection) System} and financial offer will have a maximum weightage of 20.

Firms will be ranked using a combined technical cum financial score. Under Technical

Evaluation, Maximum 50 marks shall be for technical proposal/parameters uploaded.

Financial bid of only those firms securing the minimum qualifying marks of 25(50%) in

the technical bid evaluation shall be opened.

The Scoring methodology is as follows:

19.1Each responsive proposal will be given a technical score (TS). A proposal shall be

rejected at this stage if it does not respond to important aspects of the Terms of

Reference or if it fails to achieve the minimum technical score indicated in this E-

TENDER.

19.2The organization may called for presentation, if required.

19.3Total marks of TS and PS will be calculated.

The lowest financial Proposal (LF) will be given a financial score (FS) of 100 points i.e.

40 marks.

The Bidder(s) will be evaluated on a scale of 100. The technical offer TS will have a

maximum weightage of 80 {80% of above stated QCBS (Quality cum Cost Basis

Selection) System} and financial offer will have a maximum weightage of 20.

The financial score (FS) of proposals will be determined using the formula: FS = 20 x

LB/PB, where LB is the lowest financial bid & PB is the financial bid of the particular

bidder. Financial score (FS) obtained will be added to the scores on technical offer

(TEO) to arrive at a consolidated score (CS). The bidder with the highest Consolidated

Score (CS) will be selected. If there is a tie in the CS, the vendor having a higher score

on the technical offer (TS) will be selected.

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19.4 Example: If a firm ‘B’ scores 45 marks in technical bid and after opening the

financial bid, if the firm has not quoted the lowest rates, say it has quoted Rs. 25 Lacs

(as mentioned in above example where Rs. 20 Lacs were quoted lowest by one firm A

whose technical score is 40) then that firm will get 20X20/25 i.e. 16 marks towards FS.

Then, consolidated score (CS) of the firm B shall be 72+16=88 as per above formula of

FS = 50 x LB/PB and the CS of A will be 64+20=84.

Name of the participant

Technical Point (Highest point 50)

Technical offer weightage

Technical Score obtained (TS)

Financial Bid in INR

financial offer weightage

Financial Score(FS) - Highest 20

Consolidated Score(CS)

Firm B 45 80 72 250000 20 16 88 0

Firm A 40 80 64 200000 0 20 20 84

The firm securing the highest CS in this way will be selected.

20. EVALUATION OF TECHNICAL PROPOSAL:

The-Tendering Authority will first undertake a preliminary evaluation of the technical

Proposals to check compliance with the stipulated eligibility criteria as laid out in this

document. In doing so, it would examine the completeness of the Proposals and verify,

if it is duly signed or not and also whether or not the Proposal is generally in order.

Proposals found to be non-responsive or falling short of meeting the minimum

eligibility criteria shall be summarily rejected. Technical scoring would be undertaken

for participants meeting the Pre-Qualification Criteria only. Criteria, sub-criteria, and

point system for the evaluation of Technical Proposals is in the next page:

Quality cum Cost Basis Selection (QCBS) Sl No. Technical Evaluation Parameters Score Maximum

1

Financial Capability: Average annual turnover during FY 2016-17; 17-18; and 18-19 => 10 Crores for last three years

10

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INR <20Crores 2 INR >20-50 Crores 6 INR >50-100 Crores 8 INR >100 Crores 10

2

Similar ERP projects successfully implemented during the preceding 3 years (2016-17 to 20185-19) for a large University/Institute. One of these MUST BE a Central University/ State Govt. aided University/National Institute of Importance level with a Project Cost of not Less than INR 2million per project.

5

3 or less University/Institute 1

>3 to 5 University/Institute 2 >5 University/Institute 5

3

Experience of working in CBCS environment(certificate form customer to be enclosed) in at least one University - Yes or No.

5 ,If yes 5

4

Data center infrastructure owned by the bidder

Yes 5 5

No 0

5

CMMi Certification in Services (Copy of valid certificate to be enclosed)

Yes 5 5 No 0

6

Total No. of student users(Entire student life cycle) at PG or higher level, in one University with affiliated Colleges, where the solution has been implemented.

5 >=1000 student Users and <2,000 student Users 2 >= 2,000 student Users and <3,000 student Users 3 >= 3,000 student Users and <4,000 student Users 4 >= 4,000 student Users 5

7 Experience of Implementing Project in Govt. Depts. / PSUs/ Educational Institutions in India during last 5 Financial Years. (FY 14-15 onwards) with a Project Cost of not Less than INR 10 million per project

5

Less than 5 projects 2

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>= 5 projects 5

8

Employee strength

5

Employees employed in Software design, development, implementation, Procurement, installation, testing, services and support for Higher Education ERP implementation vertical Up to>=100 2

>100 – 200 3

> 200 5

9 Cert in Certification of the Data Center both Primary Data Centre and for DR Data Centre

5

21. OPENING AND EVALUATION OF FINANCIAL PROPOSAL:

Financial Proposals of only those firms qualifying the technical evaluation shall be

opened online and the date of opening of Finical Proposal shall be communicated

separately. The final result based on technical evaluation and financial evaluation will

be uploaded in the eTender portal.

21.1DISQUALIFICATION OF PROPOSALS:

The-Tendering Authority, at its sole discretion, and at any time during the processing

of the Proposal, may disqualify any Bidder from the Bidding process if the Bidder has:

• Made misleading or false representations.

• Violated any of the terms.

• If found to have a record of poor performance. • Submitted Proposal document which is nonresponsive or not accompanied by

required documentation as specified in this RFP.

• Failed to provide clarification, when sought.

• Submitted more than one Proposal.

• Failed to submit a proposal in accordance with the terms and conditions of this

RFP.

• Failed to submit a Proposal where the validity of rate is not in compliance.

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• Any other reasons that the University deems and sufficient to reject the proposal.

22.AWARD OF CONTRACT

After computing the marks, the University shall award the Contract to the selected

Bidder. The work must have to be commenced within a fortnight of the signing of the

Contract.

Decision of the University in matters relating to award of contract shall be final and binding.

23.PAYMENT TERMS:

23.1University and University Student scope

• One time implementation fees will be paid after agreement sign off and

furnishing of Bank Guarantee as part of contract signing

• Subscription fees will be paid each year as monthly / quarterly subscription fees

23.2Affiliated college students Scope

• One time implementation fees will be paid as part of contract signing

• Admission and Student Registration:

o100% fees will be paid post registration of students – will be paid each year

based on number of students registered to the university that year

23.2 Fees & Exam Management

o 50% will be paid post completion of student exam registration based on

students registered for exam for that semester

o Rest 50% will be paid post completion of publishing of results based on

students registered for exam for that semester

23.4 COMMON Terms

• The Payment shall be made to the firm on either quarterly basis or half yearly basis.

• Each Phase- 1, 2 shall be considered as go live after end to end demonstration

of all the modules of the respective Phase to the concerned section and

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acceptance of the same by the concerned section/department. A Satisfactorily

acceptance Certificate to this affect shall be issued by the head / Incharge of the

concerned section within a period of 30 days after the final acceptance of the

Phase.

The bidders may, however, propose desired payment norms in the financial bid that

they would like to adhere to. The university shall discuss in detail about the payment

terms and might, if required, propose amendment of the same in order to enable it

comply with State Govt. directives and such other relevant rules as are applicable to

any State government funded institutions. To the extent feasible, such amendments

may be carried out on terms mutually agreed upon.

24. CONFIDENTIALITY

Information relating to evaluation of Proposals and recommendations concerning

awards shall not be disclosed to any Bidder or to any other person person(s) not

officially concerned with the process or even under RTI Act until such time the winning

bidder has been awarded.

CHAPTER III - TERMS OF REFERENCE

25. Scope of Work (Mandatory Services) :

Given below is a brief description of each module. Refer Appendix A for complete

details of scope of work. Detailed technical requirements are also indicated in

Appendix A that the software should comply with. The Pricing for Mandatory and

Additional services within scope of work has to be provided for separately. Before

elaborating the scope of work for ERP implementation in the University the firms/

vendors it needs to be mentioned that the university offers various under graduate

degrees through its affiliated colleges only. These students shall make use of only

limited modules. The modules which shall be linked by such students include

Registration, Academic management, Examination, Grading, Fee and Degree

management. Further, there are faculties in the University having departments located

in the main campus and its various offsite campuses, offering various post graduate

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and research programs. These students shall make use of all modules management,

Finance and accounting, Inventory management, College affiliation.

25.1 Admission Management

25.1.1 Application Management

This module shall manage receipt and processing of online applications, and enable

approval and rejection of applications and includes filling, submission, scrutiny,

verification, approval or rejection of online application. It shall capture relevant

questions and details that an aspirant needs to answer and provide as part of the

requirements of the institutions.

It should also include option of online payment gateways for any fees/registration payment.

25.1.2Counselling Management

This module shall support centralized online counselling along with Live Counselling

Display. Live display shall include details of seat vacancies that are updated on real-

time basis based on the seats that get filled during counselling. Scrolling shall be

enabled on screens so that it is continuous display of available seats. This module shall

also support merit list generation, SMS and e-mail communication of call letters to

applicants, seat allotment.

25.1.3 Admission Process

The admission module shall manage key admission activities such as processing of

applicants through various admission stages including registration and admission fees

payments, processing of various admission process steps along with verification of

student details after admission, generation and printing of admission letters and

generation of student identity cards.

25.2Academics Management

25.2.1 Student Data Management

The student management module shall help the institutions to maintain the student

records of all the students admitted into affiliated institutions and make these details

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available to students, parents and other stakeholders. It shall have a provision to keep

a record of the basic, academic and personal details of the students, their 360 degree

view of academic performance and all institute interactions, ability to upload student

academic and extracurricular documents.

25.2.2 Student Discipline Management

This module shall support for efficient management of the Discipline related incidents.

Support needed for applying disciplinary action, applying fine, restricting access to

Library and/or Hostel, generation of Warning/Action letter.

25.2.3 Student Feedback Management

This module shall provide a configurable capability to custom create student feedback

templates. It shall help in configuring and capturing responses of students, faculty,

employees and other stakeholders of the Institutes. It should have support for

analysing feedback responses.

25.3 Letter Management

This module shall help in designing any letter formats needed in the life cycle of a

student e.g. student letters, administrative letters, ID cards, certificates and many

more, as required by the institute. There should be provision for students to apply for

a letter and admin to approve or reject.

25.4 Student Self Service

This module shall provide a configurable capability to provide all the relevant student

information in one place. Student shall be able to view information and also place a

request like request for duplicate ID card.

25.5 Timetable and Attendance

25.5.1 Student Timetable and Attendance Management

This module shall help in creating and managing timetables, marking student

attendance. It should have provision for daily and weekly view of timetable, automatic

generation of timetable based on rules, support for student selected time table.

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Provision of Self service capabilities for students to see the timetable, their

attendance. Biometric integration to capture student attendance is also required.

25.5.2Student Leave Management

This module shall have provision for students to apply for leave; view the approval

status and leave history through Self Service. The leave workflow shall be configurable

based on institute needs. Facility where the approver can approve or reject the

request is also needed. While applying for leave, the student shall be able to view the

sessions that he/she will be missing, on the academic timetable.

25.6 Examination Management

The Examination and Grading module shall have provision to plan, administer,

evaluate and generate the results of students. It shall have support for various types of

grading methods to cater the needs of every educational institution. It should be

possible to manage entire examination cycle from exam roll number/enrolment

number generation, registration and enrolment, till mark sheet /reports card

generation. There shall be provision to

• Define Exams and Configure Exam Pattern: Based on institute’s specific needs,

the exam structure should be completely configurable, in a hierarchical manner.

• Configure various exam related rules: Different rules regarding processing and

adjustment of marks like rules for Grace Marks, Normalization, Eligibility, and

Absence.

• Define Grade and Configure Grading Scheme: Shall support quantitative and

qualitative grading schemes

• Copy Coding: Support for copy coding of answer sheets

• Exam Enrolment: Registration and Application module shall manage the end-to-end tasks involved in registration of students to the University. This includes configuring the online application form and the entire process including verification, examination fee payment through three distinct channels (online, bank challan and Institute counter), acknowledgement receipt and registration number and certificate creation.

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• Faculty Authorization for Marks Capturing: Support to ensure only authorized

faculty can capture the marks

• Result Management: • External Marks Capture – Upload of external marks for end semester

exam. OMR capture or bulk upload • Results Processing – Processing of results to arrive at final normalized /

graced marks and grade. Includes SGPA / CGPA calculation. Creation of backlogs for failed subjects.

• Results Publishing – Publishing of results for students to view online. • Results Review – Request for re-totaling and re-evaluation of marks by

students along with payment of applicable fees.

• Certification: • Result Certificates – Generation of Mark Sheets, Tabulation of Result

(TR), Transcripts, Migration Certificates, Provisional Certificates. • Digital Certificates – Generation of degree certificate that can be digitally

verified.

• Managing Student Promotion: Provision to promote or demote a student.

Backlog creation to be supported in case a student fails to get the minimum

grade

25.7 Fees Management

The Fee Management module shall cater to all types of fees both online/over the

counter cash payment to be paid by the students to the University. This module shall

be designed to be used by the student throughout their respective course of study.

This module must be able to generate automatic notifications/reminders etc. and shall

have provisions to automatically send them to students and parents through

automated emails, automated SMSes. Also, it must be fully integrated with accounts

management system of the institute. Option should be there so that students can pay

by kiosk.

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25.8Employee Management and Payroll

25.8.1 Employee Management

This module shall support complete employee life cycle management, from

recruitment to separation, including career development of employees through

promotions, appraisals and tracks the parameters such as leave, loans, claims, training

records, leave. This module shall support

• Recruitment and Employee Maintenance: Complete recruitment process, with

ability for candidate to apply online.

• Leave and Attendance: Capture of attendance through bio-metric or direct

attendance upload

• Employee Benefits: Provision to define claim, advance and loan.

• Training: Provision to prepare training courses, training calendars and plans,

faculty details, training budget details, capture training attendance, employees

feedback about training, maintain training history

• Performance Appraisal and Promotion: Performance appraisal of employees.

Support for defining goal measures (KRA), competency master, and performance

planning cycle.

• Work- list: Ability to show all employee actions in one place. This can be approval

step for any request, or checking of any of self-raised request

• Biometric Integration: Should support recording of employee attendance with

biometric systems and integrated with leave module so that attendance can be

calculated automatically.

25.8.2Payroll Processing

This module shall provide complete payroll processing support. Ability to define

payments and deductions. Generate salary slips and mail to employees. Generation of

eTDS text file to submit online income tax returns. Support for Income Tax, Form-16,

Investment declaration. Should be integrated with Employee Management module to

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take employee attendance to compute payroll.Should be integrated with Finance and

Accounting module to direct post salary data.

Payroll Management • The system should be Rules-Based Payroll Solution for

calculation of the pay for various cadres • The system should be able to Include

compensation and benefit plans • The system should be paperless Payroll Processing

• The system should be able to include revised compensation plans • The system

should show all the information to check and reconcile payroll to competent

authorities • The system should allow integration with HR and Finance function • The

system should be able to show complete payment history • The system should show

the component view of pay structure • The system should allow to print pay slip on

demand • The system should allow for tight integration with Financial Accounting

systems. • Ability to centralize the entire payroll process • Audit trails for all system

activities. • Support alert features about scheduled dates like receipt of payments. •

Provide customizable ‘workflow’ for all internal processes & approvals associated with

the payroll system. • Provision for TDS calculations (if any) & tracking of TDS payable

to the Government • The system may provide for interface to interact/migrate with

data available in the existing system to the proposed ERP • Approval limits for expense

reimbursement should be configured based upon the hierarchy limits. • Provision to

allocate cost of employee based on his/her associated cost centers • TDS, PF or any

other such returns should be available online • Maintain information of the salary

bank account. • Ability to allow for the creation of user defined components of Pay like

Recurring and Ad hoc Allowances, Recurring and Ad hoc Deductions , User Defined

Allowances & Deductions • Ability to allow for the computation of the following

elements: Fixed Pay elements applicable to all employees Like Basic, PF, Special

Allowance, Conveyance Allowance etc., • Ability to allow restriction of administrative

functions to a few select payroll users • Ability to have a data upload facility to upload

historical payroll data • Ability to allow the maintenance of slab wise details for

statutory elements like Income Tax as well as user defined element • Provision to

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calculate reduction in salary based on attendance policy • Ability to allow the following

calculation of onetime payment of allowance and / or deduction: Incentive, arrear, ex-

gratia, uniform, lease / conveyance maintenance, Foundation day, etc, By Amount:

enter amount to be deducted or payable, by Days: enter number of Days for system to

compute the amount based on Basic Pay or gross Pay and/or any other component of

Pay, By Percentage: enter percentage for system to compute the amount based on

basic pay or gross pay and/or any other component of pay • Allow for input of start

and end date for recurring payment / deduction (both specific, and general) • Ability

to automatically update Payroll database for changes in employee record without

interfering with payroll processing (e.g. Promotions in the middle of month) • Ability

to allow Back dated calculations • Ability to allow provision to suspend Payroll runs or

control final settlement processing on a case to case basis as well as group basis •

Ability to have the provision to run separate bonus/ incentive runs • Ability to have a

provision to process Arrear and backdated Payment calculations • Provision to recover

advances in subsequent pay periods with a single transaction • Ability to maintain

earnings history information (i.e., a record of all pay of all activity) for each employee

for a user-specified period of time. • Ability to support multiple banks or savings

institutions per employee • Ability to calculate HRA Rebate • Ability to handle tax

exemptions as per the Income Tax Rules • Ability to handle Gratuity Calculations •

Ability to handle Provident fund rules like Calculate and deduct contributions

according

to the respective Statutory Acts/ Company policy etc, Maintain individual GPF accounts

and generate individual account slip for every financial year • Ability to notify (flag)

individuals of any outstanding balances when employee is terminated (Integrate with

ESS in case of E-Exit process) • Ability to record an employee's selection of benefit,

retirement and deduction options. • Ability to automatically recover salary advances. •

Ability to define multiple payment methods (Bank Transfer/Cheque Payment) • Ability

to require approval before a specific payment is made to an employee. • Ability to

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maintain a salary range for each job family or job class/career band. • Ability to

automatically adjust calculations for mid-pay period salary, advanced salary, and

employment actions. • Ability to convert the payroll to an excel or other software

formats • Ability to assign work calendar (scheduled work days, scheduled holidays,

etc) to one or more employee groups. • Ability to default standard holiday data, as

well as user-defined holiday data. • Ability to create and maintain work calendars over

user-defined years. • Ability to provide input to Finance & Accounts Module for salary

payment based on attendance. • Ability to calculate arrears in case promotion is

made with retrospective effect. • Ability to support salary fitment on promotion. The

fitment made should automatically reflect in payroll. • Ability to update salary details

on promotion, Succession Planning • Ability to Support encashment of Leave, tours

and travel and also on retirement with consequent tax adjustments • Ability to Release

of festival advance and other advances against salary.

• Ability for Payment of medical reimbursement, allowances, recovery and

taxation thereon • Ability to Support Recovery of club/ union contributions • Ability

for Provision of Housing loan or any other loan component to be adjusted against the

employee salary • Ability to Support payment of educational allowance, transfer

allowances and any other user defined allowances. • Ability to allow payroll to deduct

the amount due from an employee. • Ability to Define tax rules to determine

employees tax liability as per changes India statutory legislation for actual tax liability

of employee • Ability to provide investment declaration form in electronic format. The

employee will be required to fill and submit the form electronically so as to

automatically updating of salary record and tax calculation by the system • Ability to

ensure support for major statutory reports / certificates of taxes in the user defined

format • Ability to establish deduction limits for each deduction based on various

parameters like: Employee; Job Classification, Company, Benefit plan, Salary • Ability

to reverse deduction to be included in next pay check if incorrectly withheld / Option

with user • Ability to determine deduction amounts by: Amount of earnings, Percent

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of earnings, Number of hours • Ability to apply or stop various deductions based on

employee status changes. • Ability to Provide for online ad-hoc calculation of

employees pay slip amount • Ability to have the ability to evaluate different scenarios

for change in pay-roll structures. • Ability to display the status of the Payroll

calculations • Ability to Post the amount of salary paid for each element of pay for an

employee, based on the relevant GL account code and employee cost centre

information to General Ledger. Financial postings include: Element,

Amount, GL Account, Cost Centre

• Ability to Post salary payment advice including multiple payment methods such

as bank, cash and cheque to General Ledger • Ability to generate pay slip with

following detail:- Taxable and non - taxable components in separate columns, Tax till

date, Calculated,

Recovered, Projected, Loan balances and no. of instalments deducted / left, Provident

fund opening balance, interest till date, closing balance etc. • Ability to support

calculation of periodic interest and crediting the amount to the accounts • Ability to

perform PF application processing, loan sanctioning, loan disbursement, modification

of loan instalments, loan short closure, recovery through payroll, final settlement

during closing/transfer for different type of PF loans • Ability to maintain nominee

details and payment to nominee in case of death of an employee. • Ability to provide

PF Returns and other statutory forms. • System should generate all types of

reports/registers related to PF management • Ability to allow multiple user-defined

messages to be printed on Cheques. • Ability to perform gratuity calculation, provision

& accounting employee-wise as per user defined rules • Ability to perform forfeiture

of Gratuity in case of dismissals etc. • Ability to generate gratuity payment cheques •

Ability to maintain nominee details and payment to nominee in case of death of an

employee • Ability to have multiple pension schemes so that company's Pension

scheme available in public sector can be incorporated. • Ability to intimate the

employees three months before their retirement about their PF

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subscription, PF Loan, Gratuity and Pension claim forms etc. • Ability to handle

employees joining and going out on deputation / LIEN along with details like:- Leave

salary contribution, Pension, PF, GIS etc, Economic rehabilitation with nomination &

other details • Ability to automate PLI scheme • Ability to capture the time to

revisions/edit any changes in the PLI scheme • Ability to generate reports on list of

employees based on pay scales • Ability to have provision for generating ad-hoc

payroll reports & provision for generating user defined reports • Ability to generate

reports on list of employees for whom system notified error in payroll run. • Ability to

generate reports about percentage of salary increments by employee, by division, by

certain jobs family within all divisions. • Ability to produce reports on employee cost

by employee/Organization unit/Job family, etc.

25.9Finance and Accounting including Cash Section

This module should support all the Finance and Accounting needs of an institute -

general ledger accounting, accounts payable, accounts receivable, taxation, fixed

assets, creation and approval of vouchers and invoices. It shall also provide support for

various reports related to taxation, ledgers and transactions done. It shall support

I.Financial Management Systems: Functional Requirements A fully integrated, online,

realtime Financial Management System (FMS) is being sought by the institute. The

FMS should be designed with the best-practice financial process workflow in an

education environment, capable of supporting the best-of-breed functionalities and

common financial operation practices and come with integrated modules for general

ledger, budgetary management and control, accounts receivable, accounts payable,

purchasing and receiving, cash flow management and fixed asset management, etc. It

is expected that the FMS can be part of a seamless and scalable ERP (Enterprise

Resources Planning) platform that can be fully integrated with such systems/modules

as the Human Resources, Student/Staff Information System, and so on, or can operate

as a standalone system with easy integration/interface capabilities with other external

systems. The major expected functions of the FMS are as follows:

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II.General Ledger

a. A robust, multi-campus, multi-currency, multi-book and multi-period general

ledger engine. A flexible structure for chart of accounts with: Ability to define /

add / remove accounting segments for varying accounting needs.

b. Definable grouping of accounts in the form of family trees (flexible parent-child

relationships) or equivalent. Ability to associate and group accounts into a

variety of categories for reporting / extraction / analysis and budgetary control.

Real time preparation, validation, and posting of a variety of accounting and

budgetary transactions while maintaining best practice accounting control.

Provision of standard, and ability to support ad hoc, financial reporting. Best

practice month end and year end processing capabilities.

c. Strong integration with, and serving as central financial repository of, all other

financial related modules such as budgetary management, payable, receivable,

payroll, funds accounting, student billing, Staff/Teacher advance , House

Building Loan etc.

d. Recurring journal functions.

e. Consolidation and inter-business unit accounts handling.

III.Student Accounting

a. Debit note preparation for students, with ability to: Flexible definition of charge

types (e.g. tuition, residence, caution money, mess fees, hostel fees, etc.) and

related accounts and corresponding entries Contribution amounts /

percentage. Personalized non-standard charge details. Incorporate offsets from

scholarships / tuition fee waiver / financial aids, and government grants / loans.

b. Support requests for deferred payment, with ability to specify a schedule of due

dates and generating corresponding debit notes accordingly.

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c. Payment / Receipt support, with: Interface with bank services for various forms

of payments / receipts (ATM, PPS, electronic transfers, direct deposits, Kiosks

etc.).

Auto-matching of payment receipts against charges.

d. Interface with financial systems to support the accounting of receivables and

receipts / payments (e.g. scholarships).

e. Support for consolidated student accounts: To include all charges irrespective

of debit note issuing department and all payments Provide statements in

electronic/hardcopy forms

f. View of statement and debit note details by all authorized personsResearch Project

Grants / Funds Accounting

g. Multi-year project accounting data, with options to define data presentation,

e.g. on aggregate life-to-date or year-by-year basis.

h. Strong integration with the General Ledger and other financial related modules

i. Research project contract administration front-end supporting various standard

types of project: industrial, commercial and governmental.

IV. General

• The system should have the ability to support single chart of accounts across

departments/units/programmes etc. • The system should have the flexibility to define

complex organization structure • The system should have the ability to provide for

numerical and alpha numeric chart of accounts • The system should allow for account

description to be given for each account code in the Chart of Accounts • The system

must permit additions and amendments to the chart of accounts structure without

corrupting existing data at any level in a simple and efficient way; i.e. without the need

to rebuild the chart of accounts. • The system must permit the deactivation of

elements so that no postings are possible (subject to user access controls) • The

system must prevent active elements from being deleted; i.e. when there are postings

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to the account. • The system should control user access to individual elements and

combinations of account codes, in terms of posting and enquiries/reporting etc. • The

system should support various accounting standards and also different accounting

principles • Balanced Financial Statements should be available at various levels within

the organization • The system should support defining of closing activities and tracking

of these activities • The system should have the ability to enter recurring entries and

accruals. • The system should support electronic bank reconciliation with complete

audit trail

V. Accounts Payable

• The system should be able to handle online data entry for: • Supplier/Rate Contractor

Details • Voucher Entry • Payment Processing • Continuous online display of List and

Total Accounts Payable • Supplier/Rate Contractor Details • The system will allow

the setting up an "irregular suppliers" account for processing transaction for rarely

used suppliers or one-time suppliers/rate contractors • The system will produce a

listing of supplier/rate contractors with no activities for a specified period of time •

The system will allow the automatic of flow of transactions from the

inventory/pharmacy management module • The system will automatically reflect

the moment material purchase is made in the inventory/pharmacy module • The

system will have adequate controls to check on duplication of submission of claims or

bills from the inventory/pharmacy module • The system will automatically generate

the Material Received Note (MRN) date-wise under the purchases functionality • To

perform accounting audit, the system will inform whether any bills are not

processed at inventory/pharmacy • The system will provide functionality for finance

to check for the bills generated but not presented or settled. • The system will allow

the issue and printing of cheques only after proper authorisation of the bills raised

have been done • The system will allow automatic generation of financial statements

in cash book and ledger • The system will automatically record all expenses incurred

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with details once it is captured in a transaction. • The system will automatically post in

particular patient record at billing all cheques issues as refund to patients • The system

will check for duplicate supplier/rate contractor invoice numbers • The system will

validate online the general ledger codes in the Accounts Payable functionality and

all invalid transactions will be rejected • The system will check that the total recorded

against various items in the invoice equals the total invoice sum • The system will

automatically post a discount to the correct general ledger account for discounts

given • The system will permit authorisation of a group of invoices in a batch • The

system will allow matching of items both invoice-wise and individual items within a

single invoice • On posting the system will automatically update the accounts

payable and the general ledger simultaneously • The system will handle accruals with

automatic reversal in the next applicable period • The system will allow the

specification of an end date for recurring payments • The system will allow the

payment of more than one Cheques for a Supplier/Contractor • The system will allow

stop payments of a specific invoice temporarily • The system will allow the payment

of invoices as specified without regard to the scheduled payment date. • The

system should provide facility so that ; Interfacing with the general ledger

functionality will allow the Cheque number to be passed to the general ledger to

assist with bank reconciliations • If a posted payment is made void, then the system

will allow the general ledger posting to be automatically be reversed • The system will

allow processing of more than one accounting period, which would typically be

previous and current periods • The system will generate a report before the

payments are made that will list payments made to each Supplier/Contractor • The

system will produce comprehensive cash requirements reports by period planned as

per the payment run date • The system will show amounts expected to be paid in all

planned payment runs within a user specified period • All cash requirements reports

and enquiries will take into account the projected payments in respect of goods

received but not invoiced

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VI. Accounts Receivable • The system should allow online data entry of customers

• The system should allow invoices, credit/debit notes and payments to be entered •

The system should generate customer statements at the end of the period • The

system should maintain customer balances on open item basis • The system should

record adjustments to the Accounts Receivable module that will include a reference

number and reason • The system should track full exposure by customer (i.e.

customer credit limit minus outstanding receivables) • The system should permit

authorised users to override customer credit limits • The system should permit credit

note entries to update accounts receivable and sales analysis • The system should

allow the handling of internal adjustment (e.g. negative credit notes) • The system

should allow partial billing of an invoice amount • The system should maintain daily

Accounts Receivables billing control totals with supporting details • The system should

post cash receipts online • The system should display all open customer invoices

during payment posting • The system should allow for partial payments to be made •

The system should permit the write-off of a receivable amount at the time of

cash application •The system should allow the storing of partial payments and over-

payments as separate open items against the original invoice amount until the invoice

is fully cleared • The system should allow reviewing on-line customer aging and other

statistic data such as last payment date, etc. • The system should display online the

Billing Statements, including beginning open items, new charges, credits and

payments, ending open balance and aging recap, invoice number, date and date

due, customer name, patients name, and admission number • The system should

display the Detailed Aging Trial Balance for each active customer showing open invoice

and AR activity (e.g. payments, debit and credit memos, writeoff, comments) and

summary total balance across all customers • The system should maintain Accounts

Receivable Invoice Register that includes list of automated and manually entered

invoices with control totals

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VII. Cashbook Management • The system will be capable of maintaining different

cash books • The system should provide facility so that ; The cashbook will receive

automatic postings from purchase, sales ledgers and the payroll system, together with

manual batch posting of other payments and receipts • The system should provide

facility so that ; The cashbook will be integrated with the general ledger and the

postings will be updated with specified general ledger accounts and general ledger

cash book balances • The system will facilitate bank reconciliation, using bank

statements inputs either manually or automatically • The system should provide

facility so that ; The receipts and payments from sales and purchase ledgers and the

payroll will be posted as separate postings • The system should provide facility so that

; An audit trail of all cashbook transactions will be maintained

VIII. Auto bank reconciliation for online payment/receipt IX. Budget Control

• The system should have the ability to capture the budget amounts for the defined

budget heads for each implementation location defined for the programme

• The system should have the ability to import or export budget details from / to

external systems electronically ( using spread sheet)

• The system should have the ability to navigate within the budget hierarchy (e.g.

expand / collapse structure, drill down for details)

• The system should have the ability to calculate and compare budget versus actual in

terms of amount variance and percentage variance

• The system should support multiple iterations of budgets.

• The system should associate each budget set with a unique identifier, for audit purposes.

• The system should provide budget cap

• The system should have the ability to freeze/ unfreeze budgets.

• The system should provide the access controls and data validation control when

uploading budgets.

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• The system should allow budget information to be exported in the following formats:

Spread-sheets , XML ,CSV, ASCII text files etc.

• The system should allow budgets to be copied from one period to another from plan

versions

• The system should have the ability to revalue budget by percentage and fixed

amounts • The system must roll closing balances from one period into the opening

balances for the subsequent period(s).

• The system should record the history of changes and preserve the original budget; in

all cases where the budget is modified.

• The audit trail should include the username, the date and time of the operation and

data before and after change concerned.

• The system should have the ability to have multiple levels of budgeting and

reporting. • The system should have the ability to roll-up budgets from the lowest

level.

• The system should have the ability to generate budget data on multiple dimensions -

combinations of programme, implementation unit, duration etc.

• The system should have the ability to provide drilldown for actual versus budget

reporting. • The system should have the ability to reallocate budget items ensuring

the reallocation is maintained in history

• The system should provide the flexibility to Maintain original budget version and

revised budget version

Update the original budget by

• Increasing the budget amounts • Reducing the budget amounts • Transferring

budget amounts (transfer between locations, transfer between heads of account

etc.)

• The system should have the ability to carry forward the budget amounts to the

following fiscal year

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• The system should have the ability to perform automatic budget availability checks

during transaction posting

• The system should have the ability to define budget tolerance limits either as a

percentage or absolute value and trigger warning to all concerned users on

exceeding the limits fixed • The system should have the ability to navigate within

the budget hierarchy.

• The system should have the ability to specify the sanctioned/released amounts for

the implementation unit for month, quarter, year

• The system should facilitate reconciliation of fund transfers from one account to another

• System should have the flexibility to create temporary budgets for non-routine activities

X. Expenditure Tracking

The system should have the ability to capture the individual voucher details (voucher

number, budget head, expense details, expenditure amount, date etc.) • The system

should have the audit trails to log the entire chain of activities performed by the users

across the locations and levels for all the programmes • The system should have the

ability to drill down the expenditure data from top-down • The system should have

the ability to generate individual location and group-wise expenditure reports for the

programmes • The system should have the ability to generate the budget versus

actual comparison reports for each location and at aggregate level • The system

should have the ability to export the expenditure data to the well formatted spread

sheets, word for printing and distribution • The system must provide the functionality

to open and close accounting periods to control posting of transactions into current

and/or previous/future periods • The system must allow prior year and audit

adjustments to be made throughout the current year. This must be subject to strict

security / access control. All such adjustments must be also applied to the current

year where relevant

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25.10 Procurement and Inventory/Warehouse Management

This module shall support complete procure to pay cycle and also helps in managing

and monitoring inventory across the organization. This shall provide support for

managing vendor quotations, automatic generation of purchase request when item

inventory goes below the minimum stock. This shall support

• Procurement: Raising purchase requisition, Quotation creation and approval.

Purchase Order creation and approval.

• Inventory – Support for automated inventory management. Goods Receipt Note

(GRN), unplanned/cash purchases, indent raising, dispatch of items, stock

adjustments.

25.11 Hostel Management

This module shall support in managing hostel resources, processing hostel requests for

students and faculties, tracking student activity, managing resources and rooms within

the hostel block(s), management of fees and various charges/fines incurred by

students, marking hostel attendance, and maintaining a gate register.

25.12 Library Management

This module shall support in managing the various resources in a library, and

maintaining the catalogue of items, processing issues and returns, booking and

prioritization, binding, and other vendor interactions and management & collection of

late fee and damages from students or faculty. Support for “Dewey Decimal

Classification (DDC)” is needed.

25.13 Course Management

System should provide a comprehensive learning platform to create courses for

various topics and subjects engaging members of the institutions in a collaborative

learning environment. It should also provide a private social collaboration framework

to various stakeholders of the institute. It should be a comprehensive learning

management system

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25.14 College Affiliation Management

This module shall support end to end process for accreditation of colleges for

affiliation - complete affiliation cycle from application to grant of affiliation including

the renewal of same. This module shall support

• Announcement of affiliation cycles, required documents for the affiliation and guidelines for preparation of affiliation documents

• Affiliation application form online • Payment of affiliation fees online • Recording of observations of in-person visitation • Grant or reject of affiliation • Invoice generation with for payment of Affiliation Fee/Inspection Fee etc.

25.15 Estate & Engineering Department Management 25.17 Facility/Independent Unit Management 25.16 Scope of work for University and College(s)

I. University Level Modules a. All the above scope b. Student/Staff/Parent Portal c. Admission(PG, UG, Ph.D ,M.Phil, Diploma, Certificate

Course) and Registration Portal

d. Class & Course Portal and online Student attendance e. Examination Portal f. Online payment and integration with third party payment gateway with auto

reconciliation g. Human Resource Management, Leave and e-Service Book h. Online Recruitment i. Library Management including Departmental Library j. Placement And Alumni Portal k. SMS & email alert l. Pay Roll for employees against sanctioned post

,Provident Fund, Superannuation Benefit & Pension m. Pay Roll with PF,ESI, Superannuation benefit for workforce including

contractual n. Digital Evaluation o. RTI p. Data archive

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II. Management of affiliated colleges w. Admission Management x. Academics : CBCS for students y. Fees z. Exam, Grading and Degree Management

III. Management of independent Units a. Pay b. Expenses c. Fees d. Exam, Grading and Degree Management

Phase-wise implementation

The complete implementation should be done in 2 phases.

Following are the scope of modules in each phase Phase-1

University, College and University Student scope

Phase-2

Digital Evaluation & Question Paper Management

Scope of Work (Optional Services)

1.Digital Evaluation

This module should provide an effective medium for faster and accurate evaluation of

answer scripts. All the peripheral tasks of totalling, validation of maximum marks

awarded, ensuring all answers are marked and taking care of optional sections/

questions should be taken care by the system. Additionally, the system should have

the option for “review” by an assigned supervisor in cases of conflict

2.Question Paper Management

System should facilitate online creation of Question paper from Question Bank

approach, secured delivery of Question paper at exam centres and secured printing of

Question Papers at the exam centres on the exam day using whitelisted printers just

before the start of the examination

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3.Conduct of Computer Based Entrance Test

The bidder would implement Computer Based (over LAN) Examination system for

conducting P.G. Entrance test for the University of Burdwan. The tentative application

count for the examination would be 4,000 and the exam would be conducted in 2 to 3

cities of West Bengal.

Below would be the scope of work for the bidder for the implementation of Computer

Based test for the P.G. Entrance test.

• Application Management

o Online application designing and hosting

o Online payment gateway integration

o Setting-up of Help desk

• Exam center booking

o Ensure availability of hardware and software at the exam centers

o Exam center allocation to candidates

o Issue of e-Admit cards

o SMS and E-mail communication to candidates for downloading of e-

Admit cards

• Hosting to internet based mock test / practice test for the candidates

• Provide Secured Question authoring software for Question Paper creation by

the University SME.

• Conduct of Computer Based Examination

o Provide trained manpower at the exam center for smooth conduct of

the examination.

o Provide the platform for conduct of the examination on computer

screen.

o Strict security and invigilation during the examination.

• Preparation/compilation of Result

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o Provide the raw responses to the University

o Calculate the candidate scores based on the correct answer key as

provided by the University

• Generation of Merit List as per the rules and guidelines provided by the

University.

26. APPENDIX –A – Detailed Requirement Specifications

A1. Mandatory Services

1.Admission Management

1.1Application Management Basic Features S.No Feature Details

1 Ability to integrate applicant data captured from various resources. Eg: University Website, Walk-in Kiosk etc.

2 Configurable application form. Support for Data Validation, Multiple Languages and other attributed required by the customer

3

Provision to capture scanned image copies of: Photographs, Signatures, Thumb Impressions, Mark sheet, Certificated etc. Uploading PDF documents like Challan, Mark sheets, Resume etc. also supported

4 Support for Online payment. Seamless integration with all major payment gateways

5 Ability to generate unique login ID, Password and application ID as per the institute's naming nomenclature, for an applicant

6 Ability to log-in to any submitted application for viewing the summary of details filled in and to manage password if required)

7 Ability for the applicant as well as the Admin to take a print out of the filled-in application

8 Provision of a back office interface that allows admin users to fill up application on behalf of applicants

9 Powerful search engine for searching and listing of application (using basic and advanced search criteria. Option to download such selected data in bulk)

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10 Ability to digitize offline application received at admissions office by conversion into online forms using excel

11 Ability to configure enquiry cycle to connect applicants with the admissions office throughout the admission process i.e. from submission to selection

12 Provision to configure customized Hall-ticket and Admit Card for the applicants

13 Provision for the counsellors to manage applicant information and track their closure cycle

14 Ability to view forms in preferred language. Candidates will be able to view form fields in preferred languages. The administrator can choose one of the languages (English,Bengali,Hindi) for form fields.

15 Ability to identify and download reason for transaction failure,payment failure records, along with the corresponding cause. Helps admin to act accordingly.

Additional Features

S.No Feature Details

1 Support for generating criteria based raking for students. Eg. Ranking based on Admission category, Social Status, Admission Quota, Overall Merit etc.

2 Ability to send scheduled and spontaneous notifications (SMS,E-mail) to applicants based on their stage in the application process

3 Ability for the applicant to login using their Google credentials

4 Ability to Scrutinize and identify in appropriate photographs and certificated using Bulk Document Verification and Face Recognition Technologies

5 Ability to let the applicant fill up the application form in single as well as multiple sessions.

6 Scrutinize applications and perform actions to change the status of the application like Approve/Reject/On Hold/Send for Correction etc.

7 View Audit log of actions performed by the Candidates or Administrator on a submitted application

8 Ability to set Start dates and End dates for online applications for Candidates on Application Submit, Edit and Login actions

9 Ability to configure dynamic tab and tab content (HTML and/or PDF Formats and/or Form Listing) to be displayed on Application summary

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10 View details of payment failure applications. Update / Re-activate payment failure applications

11 Provision to generate customized analytics in graphical format. Example: Applicant Count based on City. Category,etc

12 Provision to download Images/Signature/Payment reconciliation details in Bulk of the applicants

13 Provision to validate the email id/SMS no. of the applicants using One time Password(OTP) Verification link

14 Support for Bio-metric capture and verification of bio-metric at various stages of admission / counselling

15 Should have integrated with some of the top payment gateways like Tech Pro, Bill Desk, EBS, Easy2Pay,PayU, Citrus, Axis Bank,HDFC Bank, SBI

16 Provision to view application forms on mobile platform in a seamless manner

17 Provision for effective application form verification through Face Recognition of photographs and validation of valid data in uploaded documents

1.2Counselling Management Basic Features


1 Provision for conducting centralized admission process & common counselling for multiple Study centers/colleges

2 Provision for conducting decentralized admission process per course per college/per study center

3 Support for online counselling management with option for the students/applicants to register, apply for college and course choices & preferences and submit registration fees online

4 In the online counselling process a configurable option for the applicants to lock the course-college offered to them/ apply for course-college upgrades/withdraw seat

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5 Support for multiple rounds of online counselling based on the acceptance of the offer by the candidates, the withdrawal count and seat upgrade requests by candidates

6 Option of creating a custom Rank Logic to formulate & generate a merit list /rank list based on parameters like entrance exam marks ,past academic records etc

7 Admission counselling display board with real-time seat allocation trends and vacancy details available for large pool of audiences of Applicants & parents waiting for their turn , as well as for the admission team & management of the institution

8 Provision for students to see their allocated college / course

9 SMS and e-mail communication capability to connect to students

1.3Admission Process Basic Features


1 Configuring Admission Quotas: Ability to define sanctioned intake per admission quota for a course per academic year and admit students accordingly

2 Ability to configure enquiry cycle to connect applicants with the admissions office through out the admission process i.e. from submission to selection

3 Ability to configure the Admission Procedure / process as per institute's requirement

4 Automated generation and dispatch of multiple letters to the applicants depending on the stage in admission process. Ex: Provisional Admission Letter, Final Admission Letter etc.

5 Provision to collect admission fees, prospectus charges, back dated fees

collection for applicants and students 6 Provision to configure and set up Payment challan and fees receipts as per

organization requirements 7 Provision to Configure & dynamically generate roll number / registration

number / provisional roll number details for the selected Students. Flexibility to create customized Login ID creation for Student and Parents.

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8 Provision to configure &Generate the ID cards related to Student Profile, Hostel Allocation services as per the institute's design template

9 Real Time Analytics for Admissions Team & Management: Admission Dashboards, Analytical Charts for daily admission trend, admission step wise status reports, Summary analysis as of date etc.

10 Provision for generating Fee receipts instantly for the students after any collection, Also supported by Bulk receipt & duplicate Fees receipts generation

11 Provision for configuration of separation process and categorize them accordingly like suspension, withdrawal, course completion with standard workflows with letter generation and notification

Additional Features

Sl.No Feature Details

1 Grant scholarship or fee waiver in applicable cases during Admission process 2 Ability to configure notifications (SMS/Email) for different Admission events 3 Pull and process application as per rank of the applicants or as per the merit list

generated of the shortlisted applicants 4 Capture Admission Process & related work flow as different steps of Admission

5 Option to verify all admission actions via proper audit log and workflow history which is maintained for every applicant throughout the life cycle

6 Allocation of additional services to students during admission process such as Hostel services

7 Provision to capture additional information(not present in application form) of the applicants during different stages of Admission process

8 Provision to correct & sync data automatically in the application form based on actual validation & scrutiny of the same during the admission process

9 Option to sync applicants data and store them as student personal information after final admission thereby saving lots of time in maintain student information records

10 Provision to collect fees for applicants in advance and adjust in accordingly with actual fee structure/fee plan defined for the student as per his course and category

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11 Provision of having a customized student separation workflow with an option to identify and show fees dues, library dues and other services dues because of inter module integration framework

12 Provision for managing refunds for the students who are withdrawing from the course

13 Provision for performing "Bulk Actions" like Bulk Application Processing and Rejection

14 Provision for adjusting fees of students in a dynamic manner during batch/course change

15 Restricting admission of a student based on certain parameters like fee not submitted or any field of the application form in a dynamic manner

16 Ability to view analysis of pending dues and the number of times the student has been separated in the past

17 Ability to automatically disable Student and parent login id on separation by defining the schedule for applicable Custom Hooks.

2.ACADEMICS Basic Features Sl.No Feature Details

1. Provision to define Academic Calendar with Events, Holidays and Vacations

2. Provision to configure curriculum Subjects ,subject type, subject group combination per academic session for a course

3. Provision to define Syllabus of subjects with user level definition of Table of contents in terms of Unit,Sub-Units,Chapters,Topics

4. Ability to define Upload-able Content, quiz, assignment for a Subject

5. Provision to Upload & map Assignment, Quiz, Content with respect to a timetable period as well after creation of timetable

6. Provision to define credit points of subjects for every course & academic session as per the curriculum

7. Provision to view Audit trail of letter requests, approvals and printing/mailing history

8. Provision to configure all kinds of letters such as regular administrative and academic letters, Fee receipts, ID Cards, Hall Tickets, Issue Receipts

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9. Option for configuring letter sequence by prefix, suffix and running number,Also an option to configure the identification of duplicate letters by standard flags

10. Provision for bulk printing of a letter for an academic batch

11. Provision to create feedback form as public (viewed and used by all) and private (used and edited only by creator)

12. Option to copy questions from one feedback form to another feedback form if the access type is same (i.e. public to public and private to private)

13. Provision for Sending Feedback mail in Bulk, Feedback can also be sent to Selective or filtered set of students as well

14. Option to restrict feedback submission in a specific time range & date range

15. Provision for Scheduling of Feedback by creating scheduling windows for an academic session or term

16. Provision for Viewing Feedback responses through individual logins for faculty members

17. Feedback Summary Report and other extensive analysis of 360 degree feedback responses analysis for admin

18. Provision to create and categorize various Discipline Action Group, define the various actions and steps to be taken for a particular disciplinary action

19. Provision for Student Discipline Entry & Reverting of the actions if required by Admin/Faculty/Mentor

20.

Option to Integrate Discipline action with Fine, Warning Letters, Separation & Provision for Blocking library membership, Hostel based on disciplinary action

21. Provision to view all the Disciplinary action History taken against a student

22. Provision to define various leave types applicable for the students, Ability to define approvers for each workflow step for all the Leave Types for the students

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23. Option for the student to track his Leave Request & approval History and its related impact on the number of lectures, periods missed for each subject

24. Option for configuring fine/penalty in case of duplicate requests by students for any letters

Additional Features


25.

Provision to control flow of selective information between modules. Example details on Non-Teaching staff members in HR module can be restricted to flow into academic modules

26.

Provision to set up rules for subject enrolment/selection by considering the curriculum definition in terms of credit points, minimum and maximum subjects per subject category

27. Provision to create standard letter templates with static contents & dynamic attribute (both HTML and pdf type)

28. A set of Default standard letter templates configured for every new instance -

For Eg. Fee receipts, Admission letters,Bonafide and other Administrative letters etc..

29. Option for configuring letter that can be printed with or without admin approval

30.

Provision to Print letter through various channels(through self-service, admin Login , mail to student ),Ability to Mail letters to students in Bulk

31.

A complete 360 degree drill down analysis of attendance - subject wise and activity wise for all academic sessions in one go, supported by graphical monthly and subject wise trend analysis

32.

Provision for Preparing feedback questions, option to define the categories,response types, and upload of questions in bulk for a feedback master

33.

Provision for Designing of Feedback forms mail content &Instructions using rich text editor(html),Option of uploading banner and logo and providing content for header and footer of the feedback form

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34.

Feedback submission option for the student through real time" E- mail link" or "Via Self-service login" or "via Mobile Application Login". Option of dashboard view for Feedback Summary.

35.

Provision for Configuring and linking a Feedback form with timetable period for receiving feedback for specific lecture or all lectures of a timetable for a class

36.

Provision to configure and schedule feedback form for subject`s faculty for an academic session for a batch & class based on the faculty subject mapping data available for a batch

37.

Provision to maintain Student CAS(creativity, activity,service details) or extracurricular activities of the student through a workflow enabled process

3.Timetable and Attendance Basic Features Sl.No Feature Details

1.

Provision for configuring various parameters such as Activity, Timetable Week Structure, Period Duration and Period Type (Teaching, Non- Teaching, Break Timings etc.) for generating time-table

2. Provision to Maintain /Create classroom resources for lectures/labs to be used in timetable mapping

3. Ability to generate time-table template for a week structure at a Batch and Academic Session level

4. Ability to copy weekly time-table template at a Batch and academic Session level for the complete academic session

5. Ability to direct Timetable excel upload for a complete academic session of a course

6. Option to edit timetable or do bulk substitution in case of faculty unavailability, or updating schedule

7. Provision to view the time-table by admin /academics heads/ for a Faculty or based on Resource

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8. Provision to create Student Groups for Batches / Classes , Ability to create timetable for Student Groups

9. Provision to view & Download "Edit logs of Timetable"

10. Provision to view & Download faculty and room conflicts in Timetable

11. Provision for the faculty to update the topics covered in a timetable period which helps in effective tracking of lesson plan

12. Provision for Bulk Subject Enrollment to the Admin in case of no elective/optional subjects in an academic session

13. Provision for Course wise -Subject wise Enrollment to the Admin in case of elective options in an academic session

14. Provision for Faculty to Mark Attendance through their Self Service login page, Additional option to upload it in excel and also do the bulk attendance marking

15. Provision for having a Configuration for sorting students based on roll no, registration no, alphabets at the time of marking attendance

16. Ability to configure Attendance Fine and collect the same

17. Provision to capture Attendance for events

18. Attendance Opening Balance upload for getting the cut off attendance data for an academic session of a batch

19. Provision to Download detailed Timetable for a class for a week or complete session in PDF and worksheet Format

Additional Features


20.

Option for a faculty member to delegate Timetable periods to other faculty members while applying leave for a day or a date range (post completion of approval workflow)

21.

Provision to include Faculty break timings (buffer time) in the time-table as an input for Auto Timetable Generation(Parameters listed below)

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22.

Provision to link and map subject with activity(lecture/lab/workshop etc.), faculty, resource and student group as an input for Auto Timetable Generation

23. Provision to allocate & map class/sections to Faculty based on different parameters as an input for Auto Timetable Generation

24.

Provision to define number of subject activities per week as an input for Auto Timetable Generation

25.

Provision to define Faculty Time preference, Provision to Configure Faculty Load Designation-wise, Faculty specialization, Priority as an input for Auto Timetable Generation

26.

Provision for mapping Room allocation to lectures/periods as an input for Auto Timetable Generation

27.

Provision to generate automatic timetable for multiple academic batches and their respective academic sessions in one go based on the above Auto Timetable inputs

28. Provision to define Registration Window for subject enrollment by the student himself via a self-service interface login

29. Provision for the student to login to self-service and register for subjects in an academic session in case of elective/optional subjects

30. Provision for the student to login to self-service and update specific details(configurable by the institute)

31.

Provision for the student to select faculty as per his choice after subject registration as a part of student based credit system ,enabling the organization /course to adopt student level timetable

32. Provision for Faculty to Mark Attendance through Mobile Application with the same self-service/ERP login credential

33. Provision to capture & sync student Attendance using Smart Card

34. Provision to define grace timings for considering attendance for students via Smart card

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35. Provision to define a configuration for allowing faculties to update the past attendance records & marking unmarked periods

36. Provision to show consecutive Timetable periods as Merged slots and option of considering merged slots attendance as one or different

37.

Provision for Marking Combined/Separate Attendance For Consecutive Periods

38. Capability to mark attendance without pre-prepared timetable (De-linked attendance)

39.

Provision to Collect Fee for subject Registration (if applicable) from students, Ability to define Subject Wise or session wise Fees for enrollment

40.

Provision for student to apply for leave Request through his self-service or Mobile application login, Provision for Bulk Approval/Rejection & Bulk Upload of leaves,

41.

Feature of Student leaves linked & integrated with timetable and attendance percentage calculation based on leave approval and rejection

42. Provision to mark attendance of students using soft keys on a keyboard

43. Complete audit trail of deleted timetable and attendance and also changes made in the time-table

44.

Provision for 2 way communication via Email and SMS between studentfaculty, parent-faculty, parent-institute using smartphones and tablets

45. Ability to view analysis of the number of leaves approved for the student in the past, while approving student leave

46. Ability to automatically deactivate Time table templates for closed terms or semesters by defining schedule of applicable custom hook.

4.Examination Management Basic Features

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1

Provision to set up and configure exam shifts and exam date schedules for an exam event in an academic session. Flexibility to create exam schedule by uploading institute exam schedule excel template.

2

Provision to map academic date ranges for various exams for considering and calculating attendance percentage for eligibility and other criteria

3

Provision to setup and configure seat arrangement mapping for an exam i.e. student to room allocation based on the exam schedule planned

4

Provision to setup and configure invigilator mapping for an exam based on the exam schedule & seating arrangement planned for an exam event

5

Ability to mark Exam absentee in bulk using barcodes.Admin can mark absentees from different batches in one transaction using excel template

6

Provision to configure & define registration fees for regular exam subjects enrollment and backlog exam subjects enrollment,Flexibility to define either 1 single amount for all subjects of an academic session or per subject charges

7 Provision to set up and configure hall ticket for an exam based on the exam schedule

8

Option of defining eligibility criteria for an exam by normal rules or custom rules based on attendance data, past exam grades, past academic session performance

9 Bulk Enrolment approval and fee generation for approved enrolment by Exam Admin or COE(Controllers of Exam)

10

Provision to create subjects as per the curriculum and group them into subject groups (Each subject mapped to a subject category) applicable for a session of a course batch

11 Ability to define applicability of subjects & define the credits for each subject for each academic session of a batch

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12

Provision to Create exam details i.e. Type of examinations taken in academic session (for eg. Internal, External, Half Yearly, Unit Test, Final Exam, continuous Evaluation, Main Practical etc.)

13

Provision to view exam pattern in a concise manner i.e. tree leaf way and parent node relation way, Option to customize an existing tree at any point of time by adding/removing exam details at required level

14

Ability to create all the applicable grades like A, A1,A*,A+,A++, B, B1, Good, Excellent and group them into various grade categories as per the requirement

15 Provision to configure Consolidated Type of Grading schemes to process and calculate the final score and grade at any exam

16

Provision to configure Non-Consolidated Type of Grading schemes to process and calculate the score and grade of a subject mapped under an Exam

17

Provision to define marks (fixed) range or percentage range with upper and lower limit for each grade in case of quantitative Percentage Grading Scheme

18

Flexibility to create multiple grading schemes of different types using the template.Provision to create grading scheme in bulk using excel template.

19

Provision to define marks (fixed) range or percentage range with upper and lower limit and a corresponding grade point(As per the grade point limit definition) and a grade in case of quantitative GPA Grading Scheme, The Examination system can support any grade point limit range -for eg. 1 to 9,1 to 10,1 to 7,1 to 4,

20

Provision to handle and manage promotion manually from front end and via bulk excel management in case automatic promotion and pass fail

criteria is calculated outside the system

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21 Provision to map faculty with subject-Activity combination for score capturing from self-service by the faculty himself

22

Ability to generate copy codes in bulk as well as batch wise -subject wise to hide the identity of the students so that for some of the exams where the identity of the student needs to be protected can be achieved

23

Provision to capture scores in bulk by admin in single excel for all subjects of an exam for a batch, another option to capture in bulk is for all the exams of a subject for an academic batch

24 Ability to process the scores based on Exam rules set up, weight-age and grading scheme of each applicable exam node

25

Provision to edit the processed score in various ways when required: Fresh Entry, Update, During revaluation for correction and modification of results

26 Provision to Verify results by program coordinators and class teachers before they are published to the students/parents

27 Provision for the student to apply for reevaluation request for a subject`s result and pay fees from the same

28

Provision to generate promotion list of students with/without backlog, Provision to edit promotion rule applicable and regenerate the list in case of any updates or modifications required

29 Provision to register again for students via self-serviced in case of backlog subjects obtained in an academic session.

30

Provision to Register For Backlog, saves time and effort spent to enroll multiple academic sessions for backlog examinations. It also Provides flexibility to de-enroll students from backlog subjects

31 Provision for bulk download of generated report cards, either all of them together as one file or multiple files

Additional Features


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1 Self-service Login based registration option for the student to enroll for regular and backlog subjects

2

Self-service Login based registration option for the student to download the hall ticket after enrollment approval and fees payment, Bulk hall ticket download option for the admin

3

A centralized command center tracker for COE for viewing the status of all the activities which are part of an exam event and take actions in bulk from

the Exam tracker itself

4

Provision to define subject selection/enrollment rule in terms of minimum and maximum subjects per subject category, type or minimum and maximum credit points per subject category or minimum and maximum credit points as consolidated for a session or combination of all these

5

Provision to define hierarchical structure for all the applicable exams for a course/program i.e. Create an exam tree - Hierarchical pattern depicting parent child relationship between different examinations conducted in an academic session of an academic batch

6 Provision & support to define the configuration of all types of grading schemes- Quantitative percentage, Qualitative - GPA , Quantitative GPA

7

Provision to define curve fitting as percentage of students falling in particular range in a grading scheme if required, option for configuring Letter Grade as part of grading scheme configuration for an exam result processing

8 Provision to segregate grades into grade categories which can be later used for better analysis and reports generation

9

Option to apply varying Grading schemes(with pass/fail criteria) at subject level across same or different Exam nodes because of the dynamic pass/fail criteria as per requirement

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10

Provision to have customized normalization classes for result calculation if required i.e. Any specific condition OR logic required for processing the scores before declaration of results ,Provision to Calculate deviation and normalize the deviations in scores obtained using these normalization classes

11

Provision to create Absent type and Absence rules specific to actions on absenteeism, For example for an internal exam if the student is absent for a subject he should be given a default grade of “Abs” and should be considered as “fail” as well for that subject

12 Provision to define rule for applying grace marks for exams and subjects

13 Provision to create customized classes (logic) for promotion

14 Provision of creation of customized classes (logic) for exam eligibility

15

Provision of auto calculation of SGPA, CGPA every academic session,option to modify/update and correct calculated result in case of any discrepancies

16

Provision to generate automatic promotion list as per the applied logic of promotion & grading schemes being followed for an exam pattern in a session and option to modify/update the list in case of any discrepancies

17

Provision to design & configure the required transcript/session wise report card in PDF format to generate the marks statement of the students

18

Provision for the faculty to capture marks/ grades and remarks for various subjects at required exams as per the faculty exam mapping access done for the subjects

19

Additional provision to capture marks in bulk for an exam irrespective of the study center/college , academic batch of the student via bar code scanner facilitated input Provision to upload marks for students in bulk using excel template.Saves time and effort required to enter marks individually for each student.

20 Provision to publish and freeze scores, scores and results will be visible and available to students and parent after publishing only

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21 Provision for the student /parent to View the results,download current & previous session PDF report cards from Self Service login

22

Provision for the student /parent to View the results,download current & previous session PDF report cards from Mobile Application Login as well

23

A 360 degree drill down exam result analysis for various components of exams for all the subjects across academic sessions is available for the students and parents as a simple quick link in the self-service login

24

Provision to hold and release generated report cards in bulk or individually, Students/parents will be able to view and download report cards after it is released only

25 Provision for sending report cards to parents and students on the registered email Ids

26

Provision to support rounding off of marks at required exams in an academic session of a batch, there are 3 option to choose from for every applicable exam -- i> Ceil logic ii> Floor logic iii> Rounding off to decimal places

27 Provision for invigilators to mark attendance using their self-service portal

28 Provision to allow students to withdraw from exams and reappear in withdrawn subjects.

29 Provision to define default remarks for grades which can be used by the faculty while entering grades of the students

30 Provision to design HTML based report card in a dynamic manner

31 Provision for providing authorization to specific faculty members for marks capture

32 Provision to enter Bulk Marks in one go for all programs or awards or courses

33 Provision to capture marks based on attendance percentage of the students

34 Ability to view analysis of exam fee and marks while holding or releasing report card print for a student

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35

Ability to view analysis of exam fee and attendance percentage of previous semesters while holding or releasing hall ticket print for a student

36 Ability to automatically apply disciplinary action on students found performing malpractices during examination using Custom Hook.

37

E- Verification: System should provide an interface through which external agencies can login and verify the authenticity of the certificate of the student.

5.Fees Management Basic Features

1 Provision to create Fee groups and Fee categories

2 Provision for configuration of fee heads and fine heads in Bulk as well as from front end and mapping of these Fee /Fine heads to respective fee groups

3 Provision to map Fee head to applicable FNA ledger account for respective transaction and accounting sites

4 Provision for configuring payment pattern of Fee Collection Eg. Pattern can be monthly,quarterly, half yearly, annually,onetime payments etc...

5 Provision to create and manage fee structures(fee plans) and the respective fee schedules (fee collection window) which may vary from one fee category to another for an academic batch

6 Provision for creating Fee Exemptions(rebate/waiver ship) and Exclusions rule set up for required fee categories as per the norms of the organization

7 Option to configure Refund rules ,Refund policy can be defined for a specific fee head /component or as a consolidated rule for a fee structure/plan

8 Provision for defining the document sequence pattern at site and organization level for Fee Receipt /Refund Receipt /Fine receipt

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9 Provision for setting up of inter-unit accounting process for required fee components for various base transaction sites/colleges

10 Ability to define Student Receivable Account ,create student as party and fee heads as services to raise invoice against a fee schedule for a

student(In case of Accrual accounting)

11 Support & Provision to choose one accounting method from Cash Accounting & Accrual(Mercantile) Mode of Accounting

12

Provision for Normal Fee edit, Bulk Fee Edit through excel, in case of correction required in either the fee plan for the student ,Support for editing parameters of a completed Transaction in case of some wrong input /entry

13 Provision for Adhoc Fee Generation for unscheduled fee collection, Adhoc fee schedule can be created for additional fee components during the session or for providing additional services to the students

14

Provision for doing instant refund and scheduled refund in bulk as per the refund policies configured in the fee structure/plan for the student, Provision to generate Advice for refund transaction

15 Provision for Reversal of transaction – in case of Cheque bounce, or any wrong entry at the time of fees collection, Auto generation of reversal voucher in case of reverse transaction

16 Provision to define penalty configuration and collect penalty charges for cheque bounces scenario

17 Provision for Fee Schedule preview in front end and bulk in excel for all the applicable fee categories for a batch

18 Provision to define Hostel Calendar for Fee Generation and consider the holidays to calculate the amount and due date based on the same

19

Provision of On line payment gateway configuration so that students/parents can make the term/session fees payment using their personal self-service login, Provision to define convenience charges for payment gateway

20 Provision for Uploading fee collection transactions in bulk (It can bus used for scheduled fee plan as well as historical payment data)

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21 Option for defining miscellaneous fee heads type ( like Amount to be refunded, Advance receipts, Liability Amount)

22 Option for defining the sequence of Fee head/Fine head as collection priority at organization level

23 Option to have user defined collection buttons & interfaces for fee collection with user group access management, this can be used to have departmental level fee collection if required

24 Option for fee admin and clerk to View all the normal and miscellaneous collections and refunded transactions details, and also view the summary

and detailed previous transaction history of students

25 Option of Duplicate receipt generation(Individual and Bulk) by admin in case the original receipt is lost, option for the student to access the duplicate receipts and print the same from the self-service login

26 Provision for Bulk Fine application and collection through excel upload

27

Provision for Scholarship Configuration in three different ways – As fee edit, From an account, Direct payment, Option of choosing charity account /ledger from Finance module in case of Scholarship from an account,

28

Option for applying scholarship selectively or based on some scholarship scope/criteria, scholarship scope can be defined by considering a site, Award, academic year, Program, academic batch, and parent and child capacity in the same order

29

Provision for generating multiple fee reports. Example: Fee Due as on Date report, Fee Collection Summary as on Date, Collection Deposit Summary For Bank Report, Daily Fee Collection report, Fee Edit Log Report, Outstanding Fee Report

30 Provision for the fee admin to track all the fees adjustment, fund transfers and fee corrections /edit done via standard reports and audit log history report

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31

Provision for the fee admin users to manage and push the cut off fees related data through standard templates, For eg. Standard process and templates for managing opening balances via via fee due templates, opening invoices via F&A templates ,Provision for uploading fee collection in bulk

Additional Features

1 Ability to define Late Fee Rule based on parameters like time,amount,slab of amount, fixed fine, variable fine in terms of percentage, cumulative fine, no cumulative fine

2 Option of considering & Integrating Holiday calendar to arrive and adjust due date and amount

3

Provision for managing various types of fee collection transaction (Current Due , Arrears, Advance, Miscellaneous collection etc...),Further option to decide and configure the collection priority among these transactions

4 Provision to collect Advance amount as Advance collection as a liability and use proper methods like fund transfer to adjust the transactions accordingly

5 Option for configuring a set up to generate Fee group wise separate Fee receipts for a single transaction

6 Ability to transfer funds between fee heads or from one fee heads to multiple fee heads for doing adjustments whenever there is a need

7 Provision for defining Registration/Prospectus fee collection

8 Ability to define Pro-rata calculation of amount from the applicable Fee heads defined under a Fee structure/Fee Plan

9 Provision to configure and collect Imprest Deposit (Pocket Money/Petty cash account) and manage the Imprest deposit transactions for the students

10 Provision to do back dated transactions and manage the payment records parameters accordingly for such transactions

11 Option for Customization of fee receipts, fine receipts, fee challan

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12

A complete 360 degree drill down analytics for student and parent view for summary as well as detailed data for current session schedule details, current session payment details, previous dues and arrears, fee summary, payments details, refund details, fine details.

13 Provision for the fee clerk to receive and record details of multiple payments of multiple modes in a single transaction

14 Provision for Cheque printing from fee module in case of refund transaction where amount can be returned to the student with standard configurable Cheques

16 Provision for auto adjusting of fees in case of batch change of the student, All the usecases like partial payment-full payment ,future fee schedule adjustment is done by the system accordingly

17 Ability to view analysis of the number of Cheque bounces in the past for the student.

18 Ability to view analysis of the number of scholarships applied for the student.

6.Employee Management and Payroll

Basic Features

Employee Management

1 Provision to manage Recruitment process of employees along with application form management

2 Provision to manage complete record of employee details along with documents

3 Ability to manage employee attendance with by uploading their monthly

payable days

4 Provision to manage leaves of the employees and subsequently it should be

linked to monthly payroll

5 Ability to manage Loans, advance and asset details of Employees

6 Ability to manage transfer and deputation details of Employees

7 Ability to manage travel and claim details of Employees

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8 Ability to manage promotions and performance appraisal details of

Employees 9 Ability to manage all the trainings undergone by the employees

10 Ability to manage employee separations along with asset checks

20 Flexibility to set and manage employee goals easily. Admin should be able to roll over goals for an employee from the previous cycle in the form of a template, add new goals to the template and save it as a new template for future use.

Payroll

1 Provision to generate Payroll based on attendance calculation and leave

rules along with maintenance of employee particulars and CTC 2 Provision for Grade based payroll generation

3 Provision to maintain Direct Payroll Transactions

4 Provision for Adhoc Payments and Recoveries

5 Provision to maintain PF Details for the current financial year

6 Provision for Full and Final Settlement along with Gratuity and Leave

Encashment 7 Provision to maintain tax savings - Internal and External

8 Statutory reports like Form 16, Form 12BA

Additional Features

Employee Management

1 Provision to recruit employees using a configurable online application form which can be filled by prospective candidates

2 Manage requisition requests from different departments in an automated manner

3 Generate offer letters for employees along with CTC details. Flexibility to Customize employee CTC calculation

4 Provision to configure leave types of the organization as per different leave rules

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5 Provision to link leaves of employees with their Timetable so that autosubstitution can happen based on the delegation details provided in the leave

6 Manage employee attendance with biometric integration with support for multiple shifts

7 Provision to have complete 360 degree view of employee details along with personal and professional information. Also all transactions carried out for the employee should be visible under this screen

8

Provision to generate employee number based on a custom based or system based ENGL logic i.e. Employee no. can be generated based on Employee Type, Dept., Category

10 Provision for Employee Discipline Entry & Reverting of the actions if required by Admin/HOD

11 Provision to link employee claims, advances, loans with their monthly payroll in an automated manner

12 Provision for real-time sophisticated workforce analytics for strategic decision making

13 Provision for Innovative and customizable workflows for different processes such as Leave, Loans, Advances, Travel, Claims

14 Provision to manage on-duty applications of employees and have direct linkage with Attendance

15 Manage complete Training calendar of employees along with budgets, timings, sessions, attendance of participants, feedback

16 Provision for Fast-Track Application Management 17 Provision for Finance and Accounting (F&A) solution and Payroll integration

for Loan, Claim and Advance modules

18 Provision for SMS / Email alerts and reminders for certain key features 19 Provision for Direct Integration with Payroll

Payroll 1 Provision for Creating and maintaining Organization specific rules for

particular pay codes

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2 Provision to send Pay slips to employees in PDF format with password protection feature

3 Provision to maintain Loan Interest Rates

4 Provision for managing Adhoc Payments and Recoveries 5 Provision to generate generating yearly income forms 6 Provision to maintain Provident Fund based on Attendance 7 Provision to exempt Professional Tax for Senior Citizen employees

8 Provision for Detailed employee wise Income tax calculation 9 Provision to generate eTDS text file to submit online income tax returns 10 Provision to generate provisional salary JV to estimate future payroll

liabilities 11 Provision to generate online PF return file (PF ECR)

12 Provision for reports like Provident Fund Yearly Statement, ESIC Challan, ESIC Form 1, ESIC-Form-5, ESIC-Form-7, Form-27A,PT-Form-5A,PT-Form-9A, Form3A, Form 6A,PF-Combined-Challan, PF-Form-10,Salary Register Form-23

7.Finance and Accounting

Basic Features

Finance and Accounting

1 Management of Journal Vouchers

2 Management of AP vouchers like payment, purchase, expense and inter unit transactions

3 Management of AR vouchers like sales invoice, receipt vouchers and inter unit transactions

4 Provision for Automatic Bank Reconciliation Statements 5 Provision for Cost center and Profit center

6 Provision for Creation of Debit Notes & Credit Notes 7 Provision for Generation of Service Tax Registers

9 Audit reports like Service Account Mapping Report, Party Account Mapping

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Report 10 Consolidated site wise reports with drilldown view for Trial Balance, Balance

Sheet Additional Features Finance and Accounting 1 Provision for Multilevel workflow facility i.e. one person can create the

vouchers and his supervisor’s will approve the vouchers 2 Provision for uploading live transactions in Bulk using excel 3 Provision for Fixed assets module (where all fixed assets are tracked separately) 4 Provision for Audit module which facilitates to identify the persons who made

the changes to the master data 5 Provision for Budgeting module which facilitates the user to creates budgets

and get reports relating to the budget 6 Provision for Comparing Budget v/s Actual 7 Provision for created Recurring Voucher automatically 8 Provision for Inter unit voucher wherein once one entry is created, other entry

will be created in other site automatically

9 Provision for Integration with HRMS, Payroll, Procurement and Inventory and Fees management system

8.Procurement and Inventory Management

Basic Features

Procurement and Inventory

1 Manage the complete Procure to Pay cycle with highly configurable workflow based approval system

2 Provision for Location wise Purchase Requisition

3 Provision for Central repository of quotations along with Multi level approval workflow

4 Provision to convert Multi Purchase Requisition to Purchase Order 5 Provision for Single Order for Item and services

6 Provision for Initial Stock Upload 7 Provision for Unplanned Receipt of items

8 Provision for Goods Receipt Note (GRN) against PO and invoice

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10 Provision for Indent management

11 Provision to Return item against supplier goods receipt note

Additional Features

Procurement and Inventory 1 Provision for Bar codes management to track the items with Bar codes 2 Provision for Online vendor portal where vendor can track the status of his

transaction with the organization 3 Provision for uploading live transactions in Bulk using excel 4 Provision for Multilevel workflow facility i.e. one person can create the

vouchers and his supervisor’s will approve the vouchers 5 Provision for Budget Controls 6 Provision for Positive and Negative stock adjustment 7 Provision for Auto Purchase Requisition based on Min / Max parameter 8 Provision to track consumption for a item of a batch 9 Provision for Control of unplanned/unscheduled buying and consumption

10 Provision to track inbound and outbound inventory movement 11 Provision for Inventory visibility of individual items across sites 12 Provision for Auto adjustment of system and physical stock variance 13 Provision for Seamless P&I and Finance and Accounting (F&A) integration for

faster and error free processing of vendor payment

9.Hostel Management

Basic Features

1 Provision for creation and categorization of Hostels

2 Provision to define Blocks/Buildings/Wings/Floors Details and tagging of the same to the respective hostel

3 Provision to generate rooms and define details of the rooms along with capacity

4 Provision to create Hostel Leave Types

5 Provision to configure charges for rooms, Additional option for defining charges for various services being offered in hostel

6 Provision to allocate students to hostel(based on the request) and subsequently collect the charges

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7 Provision for students and employees to apply for hostel accommodation,room change request , track the status of the such hostel requests from self-service login

8 Provision for Warden to mark attendance of students for hostel

9 Provision for the warden and admin to block hostel on account of disciplinary actions and apply penalty or charges if required

10 Provision for admin and warden to create Requests and Allocation in Bulk Additional Features

1 Provision for the students to change and swap their rooms in case of exceptions

2 Consolidated view of all the occupants and co-occupants and real time view of the basic details of the student allocated to these rooms of various hostels as per the block, wing and floor definition of the hostel

3 Ability to Auto-allocate hostel rooms to students based on the request timestamp or any other applicability logic for hostel allocation like based on gender,program,batch and academic session

4 Ability to view the analysis based on number of Hostel leaves and leave corresponding duration in the past.

10.Library Management

Basic Features


1 Ability to manage Single / Multiple membership and bulk creation of members depending upon the Library structure (one by one as well as in bulk)

2 Provision for having user defined standard Library classification schemes- Library classification, division, subjects,index, For Eg. DDC Classification

3 Provision to create and categorize different Item Types in Library 4 Provision for managing & defining rule to calculate due date and Library fine in

Library

5 Provision to define Issue Rule, Renewal Rule and Reservation rules for each type of membership of a library or a common rule for all members of a Library

6 Provision to define Issue Rule, Renewal Rule and Reservation rules for each item type of library or a common rule for all item types of a Library

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7 Provision to manage and update Author, publisher, editor and vendor master data in bulk or individually

8 Provision to create and manage Catalog details ( through Excel upload and front end)

9 Provision to create and manage holding in bulk as well as one by one (Both Excel upload and front end),Provision for the librarian to decide Whether the title is for issue or not or from which library it can be issued

10 Provision for Bar-code Configuration and printing and Spine Label Printing via standard template configuration

11 Ability to define Book Binding process and generation of binding pass

12 Provision for doing all key Library transactions through via key board shortcuts – Issue,Renew,Return

13 Provision to configure and design standard Library Issue & return slip and generate it instantly during Check In and Checkout including categorisation for SC/ST/Book Bank/reference Book/Text Book

14 Provision for library member to reserve a holding and track the reservation request accordingly via self-service

15 Provision for Transfer of Holding between libraries, both bulk as well as bar-gun based holding transfer is supported

16 End to end subscription management support like creating subscription item and various details of the same, manage subscription schedule and serial planning, view subscription status and receive subscription items

17 Option to manage and record lost and damaged holdings and provision for replacement of the same as well

18 Ability to track details of the employee who performs deletion of catalog or holding. Enables viewing of deletion logs to track employee information.

19 Subscription of journals/Serials Renewal date - list of items- authorisation level-advance payment – BG received – adjustment after receiving of invoices/bills

20 Access control & administration (user permission- creation, authorisation, deletion ) 21 Backup & restoration Additional Features

1 Provision to create and manage Central as well as departmental Library i.e. Option of creating Multiple Central libraries/or One Parent central and multiple Department libraries

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2 Provision to define Aggregate Rules for Issue, Renewal and Reservation at central Library level in case of Central & departmental Library structure

3 Provision for the Library members to suggest for new titles or additional copies of a catalog in Library through self-service Quick-Link,Additional option to track the actions and comment on the various suggestion provided by members

4 Option for the Library admin to convert the suggestion to Purchase Request directly

5 Provision for setting up logic for auto generation of Bar-code/Accession Number/Call Number Generation Configuration for holding addition

6 Provision for doing all key Library transactions through a single screen - like issue,return,renew,block membership, edit fine, collect fine, edit membership, generate issue slip, search members, search holdings & titles

7 Provision for doing some important Library transactions with help of bar-gun like checkin/checkout of holdings, Holding Acknowledgement during procurement,Stock verification, holding transfer ,Bulk check in of holdings

8

A complete drill down & 360 degree Library view for a Library Member with all the issue items transaction history, details of reserved holdings, option to cancel a reservation request, Library fine,suggestions,option to renew issued holding, search for a title and criteria based search for a title

9 Real time integration of procurement and inventory(PNI) with library holding stock, The items purchased via PNI will be directly added to holding counts of a Library

10 Provision upload catalogue image while creating new catalogues – Z39.50 enabled 11 Ability to view the analysis on number of times the holding due date is changed in

past

12 Ability to view the analysis on number of times the fine amount is changed in the past for the student

13 Provision Library 2.0/web 2.0 tools

11.Course Management and QP Management

Provision to create courses as per the curriculum and group them into course groups (Each course mapped to a course category) applicable for a session of a course batch

Ability to define applicability of courses & define the credits for each course for each academic session of a batch

Course branding tools with banners and logo features

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Provision to link learning objectives with course curriculum

Collaboration within Course

Course branding tools with banners and logo features

Student course dashboard depicting progress

Provision of Course Summary for every couse

Provision to link learning objectives with course curriculum

Provision to create a master blueprint (Course Template) for a course that can be replicated for delivery purposes Provision to create delivery version of the Course Template so the teacher can make changes as required as per the needs of a particular student batch (Course Batch)

Ability to provides roles as required and permissions thereof and management of these roles according to the access and functions of the permission holder Provision of course statistics and reports configurable by the administrator

Provision of student level statistics and reports for various activities configurable by the administrator Ability to upload Course Content against the created syllabus with multiple types of content supported including documents, PDFs, PPTs, videos, ePUB, audio files, SCORM files and so on

Support for all teaching support material including worksheets, class material, teacher presentations, remedial content, pre and post check tests, quiz bank, sample questions bank and old solved papers Provision of course content player and preview options

Ability to allow or block course content downloads and provide read only content

Ability to add permissions to course content as per roles

Provision of pre-requisites for course content

Ability to schedule remedial courses, content and feedback

12.College Affiliation Management

Complete affiliation cycle from application to grant of affiliation including the renewal

Announcement of affiliation cycles, required documents for the affiliation and guidelines for preparation of affiliation documents

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Affiliation application form online

Payment of affiliation fees online

Recording of observations of in-person visitation

Grant or reject of affiliation

MIS Reports on affiliated colleges

A2. Optional Modules

1.Digital Evaluation

1. Receiving the Answer Scripts from Institute authority, mapping each digitized

answer script to a secret-coded number to remove the identity of each student

and cut the edges of the answer scripts for scanning purpose.

2. Digitizing answer scripts using ADF scanners for the purpose of evaluation in a

secured environment.

3. Upload the digitized answer scripts to data center

4. Re-staple the answer scripts and handover the same to Institute officials.

5. Collecting the details of all the faculty members from the Institute, register

them in the online portal, shortlist the evaluators, train the evaluators on digital

evaluation platform and certify them.

6. Deploying evaluators based on their subject, medium and location to different

evaluation centers

7. Providing a unique user ID and password to each evaluator and supervisor.

8. Allocation of answer scripts to evaluation centers.

9. Mapping of Supervisors and Evaluators to evaluation centers.

10. Enabling all necessary checks like maximum marks allowed for each question,

optional questions, un-attempted questions and no answer left un-marked.

11. Automatic calculation of total marks awarded.

12. Provision of review of an evaluated answer sheet by the Supervisor.

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13. Provision of re-assigning a particular answer sheet to a particular Evaluator by

the Supervisor.

14. Provision for second evaluation.

15. Final marks can be arrived at based on average / best of the two or more

evaluations – in case of multiple evaluations done on single answer script or

raising a discrepancy to the reviewer, if need be.

16. Generation of report, which includes compilation of marks, awarded to answer

scripts for each subject.

17. Training of supervisors and evaluators for the evaluation exercise.

18. Availability of an Online training guide for the evaluators.

19. Generation of evaluator wise, day wise answer scripts evaluated report

20. Submit analysis reports of evaluators performance to Institute

2.Question Paper Management System

1. Minimum Three Tier Security mechanism to ensure no leakage of Question Papers

2. Master data entry – Course / Subjects, Question paper setters and Moderators, Examination details like Exam Time Table, Test Center to Course / Subjects mapping.

3. Allocating Subjects to QP setters and Moderators for setting and reviewing Question Papers

4. Enabling upload of Question Papers (in pdf format) for defined subjects 5. Enabling review of Question Papers by the Moderators. 6. Sealing/ finalizing the Question Papers 7. Electronically delivering the Question Paper to various exam centers in a

secured manner 8. Exam Day / Shift wise download of Question Papers 9. Auto Select of Question papers from a set of Question Papers 10. Exam Center Wise , Exam Day/Shift Wise Question Paper Bundling 11. Black Box Printing of Question papers, with Print only and No view option 12. Centralized view of Question Paper Distribution and Printing Status , Subject

Wise and Centre Wise

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13. Providing a robust reporting module Chapter - IV 3.Conduct of Computer Based Entrance Test

1. Minimum Three Tier Security mechanism to ensure no leakage of Question Papers

2. Encryption technology for Question paper transfer 3. Ensure complete security management during the entire examination process

which includes Physical security, Information security, Server security and Network Security.

4. Machine/seat allocation and handling of security parameters 5. Maintain audit trails of all activities of the candidate (click by click) during the

course of the examination. 6. Should have a contingency plan for Student management/Shifting in case of any

emergency. 7. Provide monitoring console to the University to monitor and supervise Exam

Centre activities. 27. Submission of bids: Both Technical bid and Financial Bid are to be submitted concurrently duly digitally signed by the Company personnel who is in the pay roll of the Company (having Authorization from the Company management) in the website http:// wbtenders.gov.in. All papers must be submitted in English language. 28. Time Schedules for the e-tender: The Time Schedule for obtaining the Bid Documents, Pre Bid meetings, the submission of bids and other documents etc. will be as per the list provided in Clause No. 33 given below. 29. General process of submission 29.1Tenders are to be submitted online through the website as stated above. All the documents uploaded by the Tender Inviting Authority form an integral part of the contract. Tenderers are required to upload all the tender documents along with the other documents, as asked for in the tender, through the above website within the stipulated date and time as given in the Tender. Tenders are to be submitted in two folders at a time, one is Technical Bid and the other is Financial Bid .The tenderer shall carefully go through the documents and prepare the required documents and upload the scanned documents of originals in Portable Document Format (PDF) to the portal in the designated locations/folders of Technical Bid. He needs to fill up the BOQ in the designated cell and upload the same in designated location of Financial Bid. The documents uploaded are virus scanned and digitally signed using the Digital Signature Certificate (DSC). Tenderers should specially take note of all the addendum/corrigendum related to the tender till the bid submission ends. Tenderers should in general upload the latest documents as part of the tender, however, in case

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of failure in uploading such documents, it will be deemed that they (tenderers) have taken note of such latest documents including addendum/corrigendum, if published till the bid submission ends. 29.2 Technical Bid The Technical Bid should contain scanned copies and/or declarations in the following standardised formats in two covers (folders): I. Technical File (Statutory Cover) containing: 1. Annexure – The following standard forms are enclosed here. a)Basic Information (Vide Annexure I) (to be submitted in “Annexure” folder) b) Application for Tender - (Vide Annexure II) (to be submitted in “Annexure” folder) c) Authorization letter - (Vide Annexure III) (to be submitted in “Annexure” folder) d) Affidavit Proforma- (Vide Annexure IV) (to be submitted in “Annexure” folder) e) DECLARATION ON B.U. - (Vide Annexure V) (to be submitted in “Annexure” folder) f)Form TECH 1-Format for providing Pre-qualification credentials

Vide Annexure VI) (to be submitted in “Annexure” folder) g)(Form TECH 2 A: Technical Bid Format. (Vide Annexure VII) (to be submitted in “Annexure” folder) h)Form TECH 2 B: Bidder’s experience in similar projects.

(Vide Annexure VIII) (to be submitted in “Annexure” folder) i)Form TECH 3: CV for proposed key professional staff.

(Vide Annexure IX) (to be submitted in “Annexure” folder) j)Form TECH 4: Work Schedule.

(Vide Annexure X) (to be submitted in “Annexure” folder) k)Form TECH 5: Technical Compliance.

(Vide Annexure XI) (to be submitted in “Annexure” folder) l)Form TECH 5: Optional Service Quote.

(Vide Annexure XII) (to be submitted in “Annexure” folder) 2. Technical details of the Items Quoted (Bidders must submit Technical specification along with Catalogue of the item quoted in “Technical Details” Folders. 3. Bidder must submit Audited Balance Sheet and Profit and loss Account for last 3 (three) financial year namely 2016-17, 2017-18 & 2018-19 in “Accounts” folder. Note: Tenders will be summarily rejected if any item in the statutory cover is missing. II. My Document (Non-Statutory Cover) containing as follows:

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l.N o. Category Sub-Category Sub-Category Description

1 Certificates Certificates

PAN Card of the Bidder

GST Registration Certificate

2 Company Details

Company Details 1

Trade Licence/Enlistment Certificate/ License for Electrical works (Mandatory for Electrical installation work)

Registration with Registrar of Companies, if any

Memorandum of Articles for Limited Companies, if any

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3 Credential Credential 1

a.Copy of the purchase order similar ERP projects successfully implemented during the preceding 3 years (2016-17 to 2018-19) for a large University/Institute. One of these MUST BE a Central University/ State Govt. aided University/National Institute of Importance level with a Project Cost of not Less than INR 2million per project.Brief User List preferably for users in West Bengal in an Institute of Higher Learning b.Copy of the purchase order similar Experience of working in CBCS environment(certificate form customer to be enclosed) in at least one University c.Copy of the ISO 9001:2008 Certification (Copy of valid ISO certificate to be enclosed) d.Copy of the CMMi Certification e.Certified proof of the Total No. of student users(Entire student life cycle) at PG or higher level, in one University with affiliated Colleges, where the solution has been implemented. f. Certified proof employees employed in Software design, development,

implementation, Procurement, installation, testing, services and support for Higher Education ERP implementation vertical g.Copy of Cert in Certification of the Data Center both Primary Data Centre and for DR Data Centre

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4 Financial Information

Payment Certificate 1

Income Tax Returns submitted for the Financial year 2016-17



Payment Certificate 2

GST Returns (of the last quarter) for the year 2019-20

30. Financial Bid The Financial Bid should contain Bill of Quantities (BOQ)in one cover (folder):

FINANCIAL PROFORMA (BOQ) Note: Rate to be quoted for Managed Services and hosting on Vendors Cloud for a period of 5 years. Rates quoted to be exclusive of tax. For price comparison purposes, only the total under “mandatory services” will be considered (Don’t quote here) . Student Count is only indicative. Price indicated here will be used only for price comparison purposes, while payments during contract term will be based on the number of students enrolled in each year. I. MANDATORY SERIVICES For University Campus Students S.No Module Unit Unit

Price (A)

Student Count (B)

Total Price for 5 years (A*B*5)= C

GST(...%)D Total Price with tax for 5 years {C+(C*D)}

A MANDATORY SERVICES ONLY

A.I One Time Implementation Fees

Lump sum

A.II

Annual Subscription Fees for all modules as per

Per enrolled student per

5000

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scope of work

Annum

Grand Total A(A.I + A.II)

For students of affiliated colleges S.N o

Module Unit Unit Price(A)

Studen t Count (B)


GST(...%) -D

Total Price with tax {C+(C*D) }

B MANDATORY SERVICES ONLY – Limited Scope for AFFILIATED COLLEGES

B.I

One Time Implementation Fees - For students of Affiliated colleges,DDE,UIT

Lump sum (Total Price for 5 years )

B.II

Admission &Registration of Affiliated colleges,DDE,UIT

Per registered student (new students only) per year

60000

B.III

Registration of Affiliated colleges students only through data uploading in prescribed format in case Colleges manage their own admission

Per registered student (new students only) per year

60000

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B.IV

Academics (CBCS only), Fees and Exam Management of Affiliated colleges, DDE, UIT - student count across all years

Per Student (assume 2 semester exams per year)

180000

Grand Total B (B.I + B.II+ B.III+B.IV)

Important Note: Both these pricing above should include bundled charges for “managed services” model of delivery that ensures that system configuration (initial and ongoing is taken care of by service provider and necessary reports and deliverables are made available on time. Delivery should include a minimum of 6 consultants at onsite university campus in for the contract period for smooth implementation and ongoing configuration and issue management support) Combined pricing for price evaluation: Total of A + B Price to be quoted EXCLUSIVE of Tax. II. OPTIONAL SERVICES Price indicated here will be used only for future reference purposes not for price comparison purposes but mandatory to quote. Optional price be quoted, scanned and uploaded as per Annexure S.N o

Module Unit Price( A)

Answer Booklet/pap er/ candidate Count (B)


GST(...% )-D

Total Price with tax {C+(C*D )}

C. OPTIONAL SERVICES

A Digital Evaluation

Per Answer Booklet

B Question Paper Delivery System

Per Paper / Per Student

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C Conduct of Computer Based test

Per candidate per exam

OPTIONAL SERVICES PRICING is only for information. Will NOT be considered financial quote comparison

31.The tenderers are not required to submit hard copies of Technical File (Statutory) or My documents (Non-Statutory). Submission of hard copy of Financial Bid is strictly prohibited and only be submitted through on line through NIC portal. 32. TERMS & CONDITIONS REGARDING PURCHASE POLICY OF TENDERING

AUTHORITY: 32.1 Bid Information: a) Partial Quotation within the same item will not be accepted and tender will be

liable for cancellation. b) All duties, taxes and other levies payable by the contractor under the contract

shall be included in the total price but should be indicated separately in the price bid.

c) The rate quoted by the bidder shall be fixed for the duration of the contract and shall not be subject to adjustment on any account.

d) Bidder must follow the instruction for filling up BOQ as per Clause 6.3. 32.3 Award of Contract: The purchaser will award the contract to the bidder whose quotation has been determined to be substantially responsive both technically and commercially. Purchaser reserves the right to reject any or all the tender, wholly or partly, without assigning any reason thereof and shall not be bound to accept the lowest bid. 32.5 Adequate infrastructural facility: The bidder/service provider should have

registered establishment set up in Kolkata/Burdwan or its adjacent locality. In addition, the bidder/manufacturer must have authorised service centre with adequate numbers of sound service personnel. Representatives from both establishment and service centre must be made available within 24 hours after making calls from the University. Documents in support of establishment and service centre with pay roll sheet must be uploaded in “TECHNICAL DETAILS” folder.

32.6 Training Facility: User training regarding the operation of the application shall be arranged by the service provider at no extra cost till users are acclimatized with new system.

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32.7 Validity of offer: A bidder should spell out in the tender that it shall remain valid for a minimum period of 6 months from the date of opening of the tender and during this period, the bidder shall not be entitled to revoke or cancel its offer.

32.8 Performance Security: Successful bidder should provide bank guarantee equivalent to the 100% of the one time payment value 33.Dates & Information:

Sl.N o

Activities Date & Time

1 Date of uploading in the e-tender portal of NIC : https://wbtenders.gov.in

09.01.2020

2 Documents download (online) 10.01.2020 at 10 hrs.

3 Bid Submission Start Date(on line) 16.01.2020 at 12hrs.

4 Bid Submission Closing Date (Online) 03.02.2020 at 14 hrs.

5 Bid Opening Date (Online) – Technical Bid 05.02.2020 at 14 hrs.

6 Date of uploading list for technically qualified bidder (online)

To be notified

7 Date of opening of Financial Bid To be notified

8 Date of uploading of list of bidders along with the approved Rate

To be notified

9 Pre bid meeting date at Burdwan 15.01.2020 at 12 hrs. at the Office of Dean (Science) at the University of Burdwan, Golapbag, Bardhaman

34. Opening the financial bid as per schedule will BE NOTIFIED LATER ON.

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Financial bid can be seen & accessed by the bidder through the NIC Portal on line after opening of financial bid on line. No objections raised by any Bidder in this respect will be entertained by the University. No informal tender will be entertained in the Bid further. 35. During the scrutiny, if it comes to the notice to tender inviting authority that the

credential or any other paper found incorrect/ manufactured/ fabricated, that bidder would not allowed to participate in the tender and that application will be rejected outright without any prejudice.

36. The Tender Selection Committee reserves to right to cancel the tender due to unavoidable Circumstances and no claim in this respect will be entertained.

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Annexure I FURNISHING BASIC INFORMATION- (To be furnished in the Company’s official letter pad) 1 Name of the Bidder 2 Address for Communication 3 Contact Number(s) 4 E-mail ID 5 Trade License No.

(Please enclose copy of Trade License)

6 PAN(Please enclose copy of PAN Card) 7 GST No.(Please enclose copy of GST) 8 Do you have previous experience of serving

similar nature of Items at Educational Institute of Higher Learning

Yes/No

(Please enclose copy of Purchase order & user list, if yes)

(Please put tick mark)

9 Annual Turnover as per Audited P/L ACCOUNTS & BALANCE SHEET

2016-17: Rs……………………… 2017-18: Rs……………………….. 2018-19: Rs…………………………. Average Annua l Turnover: Rs…………………..

1 0

Status of the bidder(Please enclose copy authenticating your status)

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Annexure II APPLICATION FOR TENDER (To be furnished in the Company’s official letter pad with full address and contact no, E mail address etc) To Registrar The University of Burdwan Burdwan Sub: …..for the Supply of …… Ref: - _______....... No ……..…..……………………………dated …………………….. Sir, Having examined the pre-qualification & other documents published in the ……….., I /we hereby submit all the necessary information and relevant documents for evaluation: 1. That the application is made by me / us on behalf of ……...............………… ……………………...............……in the capacity ………………...…………… duly authorized to submit the offer. The authorization letter from the Company is attached in Annexure II. 2. We accept the terms and conditions as laid down in the tender document vide Clause 9 and declare that we shall abide by it throughout the tender period including its extensions, if any. 3. We have gone through the Tender Document thoroughly and quoted the tendered items keeping in mind all sorts of information as furnished in the tender document including Corrigendum/Addendum as published from time to time 4. We are offering rate for the following item /items and assured service to the University of Burdwan 5. In the event of being selected, I will make the supply within the stipulated period excepting the condition which is beyond our control. Date :- Signature of applicant including title and capacity in which application is made.

Contact no:

E-mail address: Postal Address:

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Annexure III (Authorization letter in favour of the applicant (other than Managing Director/ Proprietor/Partner) from the competent authority.) FORMAT (To be furnished in the Company’s official letter pad with full address and contact no, E mail Address etc.) (TO WHOM IT MAY CONCERN) This is to certify that Mr......................................................................................................(Name), Employee of this Organisation as............................................................... (Official Designation) is hereby authorised to submit tender online, Vide …….. No.............................................................., Dated ......................... on behalf of the Organisation. Signature of the competent authority with Seal...................................................(Signature of the Authorised Person) Signature of Mr.................................................................................................is hereby attested. Signature of the competent authority with Seal

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ANNEXURE IV (Affidavit Proforma) (To be furnished in Non – Judicial Stamp paper of appropriate value duly notarized) I, Sri/Smt..................................................................The Managing Director/Proprietor (etc.) of the Firm. ........................................................ (Name of the firm)At (address)..................................................................................Do hereby solemnly affirm and declare as follows: 1. That I have not ever been convicted of any offence making myself liable to be disqualified to supply of Chemicals / Equipments/other items to any Govt. or Govt. undertaking Organization /Institution in the State of West Bengal or other State or States. 2. That no case is pending against me or against my firm in any criminal court of law to supply of Laboratory Equipment and other items to the Govt. or Govt. undertaking Organization / Institution in the State of West Bengal or other State or States ( If any case is pending, state the details ). 3.That, I also declare that if any information subsequently found incorrect or false will it automatically render the tender submitted by me cancelled and make me liable for penal/legal action as per law of the country. 4. That my concern has not yet been declared bankrupt by any banking or money lending agency duly licensed by RBI nor has it been considered doubtful by any Government concern so far as the solvency of the organisation is concerned. 5. That I do further affirm that the statements made by me in this tender are true to the best of my knowledge and belief and all the documents attached are genuine & correct. Deponent(s).

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ANNEXURE V (Affidavit Proforma) (To be furnished in Non – Judicial Stamp paper of appropriate value duly notarized) DECLARATION ON B.U. I, the undersigned, do hereby declare that on behalf of my organization, I will comply all the formalities that are required to be complied as per B.U. and I will observe all clauses of the B.U. (including Terms & conditions).In case of any non-observance of any clause(s) , we will be bound to follow the decisions taken by the University of Burdwan for taking decision related with the tender.

Full signature of the Person (Designation with Seal) Date: Place:

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Annexure VI - Form TECH-1 :Format for providing pre-qualification essential credentials for qualifying in the opening of technical bid

Sl. no. Particulars Yes/No

If yes, provide exact details

1

Average annual turnover of not less than Rs. 10 crores during the last three financial years (Consortium shall not be allowed).

Please provide annual turnover figure of last 3 years in Rupees.

2

The bidder shall be a Registered Company in India with valid GST Registration and PAN number allotted by the respective authorities. Supporting documents should be submitted.

Provide VAT No., LST no./CST No., Service Tax no., Registration no. & PAN no. (whichever applicable)

3

The bidder should have been certified enterprise-wide at ISO 9001:2008 . Supporting documents should be submitted.

ISO certification details

4

The bidder should be a national level I.T. Organization with experience in the field of ERP software conceptualization, design, development, deployment, customization and maintenance for at least last three years as on 31st March, 2019.

Firm's registration month & year and registration no. to be provided.

5

Company Registration document & MOA/AOA should be submitted.

6

The bidder must have successfully implemented similar ERP projects and the details of such job shall be furnished with copy of work order and certificate from the clients indicating successful implementation of the package. Self-declaration of the work

Name of the relevant institutions/organisations with value of work order

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done shall not be considered.

7

The bidder shall not have been black listed by any State or Central Government in India or abroad.

Self-declaration

8

The bidder shall have software work force of minimum 100 persons in India & in the state of West Bengal needs to be submitted by way of a declaration from the competent authority of the company.

No. of workforce in India No. of workforce in West Bengal

The bidder should have support center in West Bengal (Address and Contact No. must be mentioned). Firms not having the support centre at the time of submitting bids may submit an undertaking in the prescribed format.

Details of the support centre or an undertaking

9

The hosting environment should be certified by the authorized agency of DeIT Government of India as Cert-IN

Copy of the Cert-In certification details

10

The bidder should either own or leased Cloud Computing Data Center within Indian territory to host the application and store the data.

A self-declaration.

11

The bidder if black listed by any State or Central Government in India or abroad shall not be considered. An undertaking in this regard shall have to be furnished by the bidder.

An undertaking.

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12

The bidder should have support centre in West Bengal(Address and Contact No. must be mentioned). Firms not having the support centre at the time of submitting bids may submit an undertaking to establish the same within one month on receipt of Letter of Intent

13

Preferably the software must be certified by credible authorised agencies like CERT-IN for security features.

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Annexure VII - Form TECH-2A :Technical Bid Format

Sl No. Technical Evaluation Parameters

Score

Maximum

Filled by vendor with supportive document

1

Financial Capability: Average annual turnover during FY 2016-17; 17-18; and 18-19 => 10 Crores for last three years

10

INR <20Crores 2

INR >20-50 Crores 6

INR >50-100 Crores 8

INR >100 Crores 10

2

Similar ERP projects successfully implemented during the preceding 3 years (2016-17 to 2018-19) for a large University/Institute. One of these MUST BE a Central University/ State Govt. aided University/National Institute of Importance level with a Project Cost of not Less than INR 2million per project.

5

3 or less University/Institute 1

>3 to 5 University/Institute 2

>5 University/Institute 5

3

Experience of working in CBCS environment(certificate form customer to be enclosed) in at least one University - Yes or No.

5 ,If yes

5

4

ISO 9001:2008 Certification (Copy of valid ISO certificate to be enclosed)

Yes 5 5

No 0

5 CMMi Certification Yes 5 5

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No 0

6

Total No. of student users(Entire student life cycle) at PG or higher level, in one University with affiliated Colleges, where the solution has been implemented with a Project Cost of not Less than INR 10 million per project

5

>=1000 student Users and <2,000 student Users 2

>= 2,000 student Users and <3,000 student Users

3

>= 3,000 student Users and <4,000 student Users

4

>= 4,000 student Users 5

7 Experience of Implementing Project in Govt. Depts. / PSUs/ Educational Institutions in India during last 5 Financial Years. (FY 14-15 onwards).

5

Less than 5 projects 2

>= 5 projects 5

8

Employee strength

5

Employees employed in Software design, development, implementation, Procurement, installation, testing, services and support for Higher Education ERP implementation vertical upto>=100 2

>100 – 200 3

> 200 5

9 Cert in Certification of the Data Center both Primary Data Centre and for DR Data Centre

5

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Annexure VIII - Form TECH-2B Bidder’s experience in similar projects, specifically for State/Central universities & Other big

Organisations

The bidder should provide details of the organization where they have provided such

services earlier with the name of the project, period, the organization where services

provided and other details as necessary. Name, address, contact detail of such

organization should also be provided.

Bidder’s Experience specifically in Universities/Educational Institutions: Sl. No

Name & Addre

ss of the Institution

Status (Central Univ/StateUniv/IIT/NIT/IIM/Autonomous /Affiliated College etc)

Value of work already completed (IN Rs.)

Details of contactperson with officialdesignation,department, phonenumber& email ID

1 2 3

• Address should be clearly specified. • Contact person should be preferably the project-in-charge of the reference

institute and/or having full knowledge of the existing status of the project. • E-mail IDs should be preferably the official IDs and preferably belong to the

institute mail domain.

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Annexure IX-Form TECH-3: Curriculum Vitae (CV) for Key Professional Staff

The CV of key staff proposed to be deployed in this project (Not more than 5 key staff details).

Annexure X- Form TECH-4 :Work Schedule

(Please provide breakdown of work schedule. The Reports mentioned should be in conformance with the Deliverables mentioned in Chapter III - Terms of Reference)

SlNo

Activity Months

1 2 3 4 5 6 7 8 9 n

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Annexure XI - FORM TECH- 5:TECHNICAL COMPLIANCE (Module-wise) as part of prequalification

Sl No

Modules Sub Modules Features Compliance (YES/NO)

1

Counselling & Student Master

Data Creation

Counselling

Pre-Admission Enquiry

Student Application Data (On Line/Off Line)

Student Counselling Based on Rank

Verification of Admission Criteria

Application of Program/Batch based on the choices given by the student

Hostel Allocation

Up gradation of student in case of vacancy in the higher branch

On-line seat status display

Integrated Fees Collection

Admission letter generation with student's photograph

Student Master Data Creation

Upgradation/Import of Short listed student data into database along with

A. Branch Awarded

B. Personal Details

C. Qualification

D. Category (General/SC/ST Etc).

Integrated Fees Collection

Admission Letter Generation with

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Student Photograph.

2 Student Information System

SIS - Student Database Management

Student Master Data

Hostel Management

Room and Exam Centre Management.

Formation of Programs/Branch/Section/SubSection

Enrolment Number Generation

Pre-Registration/Registration

A. Core Subject Allocation

B. Department wise Elective/free Elective Offering.

C. Elective/free elective choice collection from student.

D. Faculty Subject Choice with rooms, day & time preference.

E. Teacher Load Distribution.

F. Registration Slip Printing.

G Add/Drop Regular/Back Paper Subject

H. Integrated Fees Collection

Time Table Generation.

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Student Attendance.

Student In or Out Details

Student Disciplinary Records.

3 Student Fees Management

Fees Management

Dynamic Fees Heads

Multiple Currency Supports

Fees Structure.

A. Academic wise / Program Wise Fees

B. Individual Fees Structure and also Quota Wise.

Fees Waiver or Fees Discount

Special Approval in case of Delay in Payment

Fees Collection.

A. cash

B. Bank /Cheque/Draft/ECS.

C. Online Payment Gateway

Fine Collection.

Fees Refund or Fees Settlement.

Payment List or Due List.

Student Fees transfer.

Various MIS related Reports.

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Integration with Finance Module.

4 Examination Modules

Examination.

Question Paper Setting

Date Sheet Generation.

Setting Plan

Invigilation Duty with Faculty load distribution/No duty request/Time Preference.

Attendance / Absentee list generation.

Marks Entry System by faculty Member with approval from HOD

CBCS

Result Entry System and Processing

A. percentile

B. Grading System

C. CGPA or SGPA

Tabulation of Grade Sheet.

Printing of Grade Sheet ,Marks Sheets, Transcript and Various MIS reports.

Published of Results in the Web Kiosk after

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approval.

Any other as per customer requirement specifications

5 Fixed Assets Modules

Assets

Addition of Fixed Assets

Value addition to existing assets

Fixed Assets Register

Allocation/Re-allocation of fixed assets

Assets Transfer

Assets Insurance details /AMC

Depreciation of Scrap/Sales of Scrap or assets

Depreciation Calculation.


6

Purchase/Rec eiving/Invento ry

Purchase/Receiving/Inventory

Raising of Purchase requisition

Store indent generation

Placing of Enquiry to various

parties

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Comparative statement generation.

Purchase order through approved quotation

Amendment of approved purchase order

Goods received and material inspection

Purchase return

Bill Passing with FAS Integration

Material issue / receipts

Material Transfer in/out to other stores/Location

Physical stock verification and adjustment voucher

Items repair

Store valuation on weighted average methodology.


7 HRMS HRM & Payroll

Online Job Applications

Archiving of all employee data

Employee Database.

A. Personal Information

B. professional Information

C. Dependent Details

D. Journals/Publications/Conferen ce/Seminar etc.

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E. Salary/Perks/reimbursement Details

Promotion /Increment

Visiting Professor or Guest Faculty Details

Leave Management

Salary Computation and generation of salary bills and pay slip

Arrear Calculation and Generation of Arrear reports.

Generation of TDS and

income Tax Statement

Advance/Loan Payment/recovery

Income Tax Calculation.

E Service Book

Superannuation benefit including Pension,PF

Employee House Building Loan


8 Training & Placement

Training & Placement

Maintaining corporate recruitment

managing various placement events

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checking selection criteria

web enrolment for placement event

Maintain Campus requirement

9 Alumni Alumni

Maintaining the alumni database- contact details work details

mailing facility - institute to alumni , alumni to alumni secured web access (approval based)

Graffiti wall - Alumni Forum

News event

search engine(Optional)


10 Financial Accounting System

Financial Accounting System

Chart of Accounts

Financial Statement Groupings / Grouping of Chart of Accounts

Dynamic Sub Ledger

Cheque Book Management

User Defined Voucher Numbering Patterns

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Voucher configuration for designing vouchers

Cash Receipts and Payments

Bank Receipts and Payments with Inter Bank Transaction option

Journal Voucher

Purchase Journal

Subcontractor Journal(Optional)

Journal Voucher

Dr./Cr. Note

Voucher’s, Book’s, Trial Balances,

Ledger’s,

Bank Reconciliation

Ledger / Sub Ledger Credit Limit check

Budget

TDS Deducted v/s Deposited

Bill Passing with Age Report(Optional)

GL Zoom – Drill Down feature

Automated year end entry passing (Optional)

Various MIS Reports

Project / Grant Management.


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11 Student Employee portal

&

Student

Personal Information-view/edit

Academic information

- hostel information

- pre registration/registrationrecord subject choice

- class time table

- class attendance

- class test / mid semester test marks details

- exam date sheet with seating plan

- marks obtain CGPA/SGPA details

- disciplinary records

fees details which include

Employee - fees/fine payment , dues

details

- debit / credit advice

personal information

- contact information view/edit

- leave and salary records

- debit/.credit advice

- income tax declaration and deduction

work flow for ( leave/LTA/medical/advance/no dues

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Academic information

- subject/room/day/time preference for time table

- time table entire (employee wise)

- student attendance

- day/time preference/no dues request for invigilator duty

- employee wise data sheet/invigilator duty

- view seating plan

- marks entry of class test/mid semester test

- grade calculation

- booking/cancellation of room for special activity/extra class

- view result of student recreation survey (Self)

- administration user option

- student information

- employee information

- security information

Director/VP/Top management page to maintain information related to student/employee

mass mailing (e-mail) facility


12 Student Feedback

Feedback / Reaction Survey

Event declaration with IP based Security

Type / sub type question preparation with weight age

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filtration of abusive words

feedback collection through web kiosk with approval

processing, publishing & analysis of MIS(Optional)


13 Transport Transport

Institute/Vendor- Vehicle Management

Vehicle Master Database

Route Management

Pick & Drop Points

Student Seat Allotment

Vehicle Log Book Management

Vehicle Maintenance


14 Estate & Engineering

Estate & Engineering As per customer requirement specifications

15 Distance Learning Education

Distance Learning Education

As per customer requirement specifications

16 Other Facilities

Other Facilities As per customer requirement specifications

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Annexure XII -Optional Service Quote S.N o

Module Unit Price( A)

Answer Booklet/pap er Count (B)


GST(...% )-D

Total Price with tax {C+(C*D )}

C. OPTIONAL SERVICES

A Digital Evaluation

Per Answer Booklet

B Question Paper Delivery System

Per Paper / Per Student