CENTRAL COUNCIL OF INDIAN MEDICINE JawaharLal Nehru ...

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CENTRAL COUNCIL OF INDIAN MEDICINE

JawaharLal Nehru BhartiyaChikitsaAvam Homoeopathy AnusandhanBhawan, 61-65, Institutional Area, Janakpuri,

New Delhi-110058

Phone: +91- 11- 28 525 464 E-mail: [email protected]

Fax: +91- 11- 28 520 878 Website: www.ccimindia.org

Request for Proposal (RFP)

For

“Selection of System Integrator for Integrated Digital Office System (IDOS) Implementation for the office of Central Council of Indian Medicine.”

Bid Reference / RFP Number: FN 15-3/2017 E Office

Critical Dates

S.No. Key Activities Date Time

1. Publishing of Tender Document 14.07.2017 04.00 PM

2. Last date of bid submission 28.07.2017 04.00 PM

3. Opening of Technical & Financial bid 31.07.2017 3.30 PM

The council reserves the right to allot the work at its discretion, even in case the authorised persons of the interested firms do not attend the Bid opening.

Place of Opening of Bids: JawaharLal Nehru BhartiyaChikitsa Avam Homoeopathy AnusandhanBhawan, 61-65, Institutional Area, Janakpuri, New Delhi-110058

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Bid Reference / RFP Number: FN 15-3/2017 E Office

Request for Proposal (RFP) For

“Selection of System Integrator for Integrated Digital Office System (IDOS) Implementation for the office of Central Council of Indian Medicine.”

Proposals are invited from experienced Service Providers with the required Experience and Technical and Financial Qualification for “Selection of System Integrator for Integrated Digital Office System (IDOS) Implementation for the office of Central Council of Indian Medicine” From 14.07.2017 to 28.07.2017 and Proposals shall be opened on 31.07.2017 or afterwards. The details of submission of Proposal are available in the RFP document uploaded on the website www.ccimindia.org. The Council reserves the right to cancel any or all the Proposal or annul the Tender process without assigning any reason thereof.

Secretary

CENTRAL COUNCIL OF INDIAN MEDICINE

JawaharLal Nehru BhartiyaChikitsaAvam

Homoeopathy AnusandhanBhawan,

61-65, Institutional Area, Janakpuri,

New Delhi-110058

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Contents

Invitation for Proposal ………………………………………………………………..4

Detailed Bid Schedule ................................................................................... …...4

1 Introduction………………………………………………………………………………12

1.1. Project Background ................................................................................. 13

2 Scope of Work……………………………………………………………………………14

2.1. Preparation of Detailed Project Plan & High Level System Study .............. 14

2.2. Detailed System Study & Requirement Analysis ....................................... 15

2.3. System Requirement Specification (SRS) ................................................ 15

2.4. Development of IDOS Application ............................................................ 16

2.5. Hosting of IDOS on tier 4 cloud ................................................................ 16

2.6. Software Solution Testing ......................................................................... 16

2.7. Deployment & Configuration .................................................................... 16

2.8. User Acceptance Testing .......................................................................... 17

2.9. Quality Review & Security Audit ............................................................... 18

2.10. Project and Product Documentation ......................................................... 18

2.11. Go-Live of Software Solution .................................................................... 19

2.12. Training ................................................................................................... 19

2.13. Operations & Maintenance (O&M)/ Facility Management Services (FMS) . 21

2.14. Operations and Maintenance of IT Infrastructure ...................................... 22

2.15. Storage Administration ............................................................................. 22

2.16. Database Administration & Management .................................................. 23

2.17. User Administration & Security ................................................................. 23

2.18. Security Administration for DC & DR ........................................................ 24

2.19. Assistance in Data Center and DR Operations ......................................... 24

2.20. Production Control and Scheduling .......................................................... 25

2.21. Warranty, ATS and Annual Maintenance Contract ..................................... 25

2.21.1. Warranty and Annual Maintenance Contract ............................................. 26

2.21.2. Annual Technical Service ......................................................................... 27

3 Adherence to Standards………………………………………………………………...28

3.1. Application Design & Development .......................................................... 30

3.2. Technology Standards ............................................................................. 30

3.3. Security Standards .................................................................................. 31

4 Project Duration………………………………………………………………………….31

5 Project Deliverables, Milestones & Timelines………………………………………...31

6 Functional Requirements……………………………………………………………….32

7 General Technical Requirements……………………………………………………...47

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Section 1: Letter of Invitation

Through this Request for Proposal (RFP), it is intended to invite Proposals for the selection of appropriate Organisation for the work of “Selection of System Integrator for Integrated Digital Office System (IDOS) Implementation for the office of Central Council of Indian Medicin.” 1. Bidders are advised to study the RFP document carefully. 2. Submission of Proposals against this RFP shall be deemed to have been done after careful study

andexamination of the procedures, terms and conditions of the RFP document with full understanding and itsimplications.

3. The Council may, at its own discretion, extend the date for submission of Proposal. In such case all therights and obligations of the Council and Bidders previously subject to the deadline will thereafter besubject to the deadline as extended.

4. Only those Organisations who fulfil the eligibility Clauses indicated in Section 4 (Page No.16) are eligible to participate in this Tender. Proposals submitted by any other bidders will be treated as non-responsive and will not be considered against this RFP.

5. The bidder shall be selected under Quality and Cost Based Selection (QCBS) procedure as described in this document

6. The RFP document is available on CCIM's website www.ccimindia.org. Interested Bidders may view, download the RFP document, seek clarification and submit the Proposal, up to the date and time mentioned in the table below:- Detailed Bid Schedule

Bid Reference / RFP Number

Purpose Request for Proposal (RFP), for the selection of appropriate Organisation for the work of “Selection of System Integrator for Integrated Digital Office System (IDOS) Implementation for the office of Central Council of Indian Medicine.”

Date of Publication of RFP Notice 14.07.2017

Website Address www.ccimindia.org

Selection Method Quality and Cost Based Selection (QCBS)

Availability of RFP 14.07.2017.

EMD Rupees Two Lakh only

Performance Bank Guarantee (PBG)

Nodal Officer for Correspondence and Clarification Secretary,

Email Address [email protected]

Phone / Fax 011 - 28 525 464

Venue for Opening of Bids CENTRAL COUNCIL OF INDIAN MEDICINE

61-65, Institutional Area, Janakpuri, New Delhi-110058

Last date of bid submission 28.07.2017

Opening of Technical bid 31.07.2017

Opening of Financial bid 31.07.2017

Cost of Bid document Rs. 1000/- (Rupees One Thousand only)

7. The Council reserves the right to cancel any or all the Proposals or annul the Tender process without

assigning any reason thereof. 8. The Bid should be sent to “CENTRAL COUNCIL OF INDIAN MEDICINE,61-65, Institutional Area,

Janakpuri, New Delhi-110058”

http://www.ccimindia.org/

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Section 2: Instructions to Bidders 2.1 The Bidding Document 2.1.1 RFP a. RFP shall mean Request for Proposal. b. Bid, Tender and RFP are interchangeably used to mean the same. c. The Bidder is expected to examine all instructions, forms, Terms and Conditions and technical

specifications in the Bidding Document. Submission of a bid not responsive to the Bidding Document in every respect will be at the Bidder’s risk and may result in the rejection of its bid without any further reference to the Bidder.

2.1.2 Cost of Bidding The Bidder shall bear all costs associated with the preparation and submission of its bid, and CCIM will in no case be responsible or liable for those costs. 2.1.3 Content of Bidding Document a. The Bid shall be in one envelope containing 2 separate envelopes, Envelope A and Envelop B b. The contents of the Envelopes are given in clause 2.3.2 2.1.4 Clarifications of Bidding Documents a. A prospective Bidder requiring any clarification of the Bidding Documents may notify CCIM in writing at

CCIM’s address or through email any time prior to the deadline forreceiving such queries as mentioned in Section - 1.

b. Reply for queries will be sent through email. c. The Bidders shall submit the queries only in the format given below:

Sr No Document Reference

Page No Clause No Description in the RFP

Clarification Sought

Additional Remark (If any)

2.1.4 Amendment of Bidding Documents a. At any time prior to the deadline for submission of bids, CCIM, may, for any reason, whether at its own

initiative or in response to a clarification requested by a Bidder, amend the Bidding Documents. b. Amendments will be provided in the form of Addenda/corrigenda to the Bidding Documents, which will

be posted in CCIM’s website, which will be binding on Bidders. It will be assumed that the amendments contained in such Addenda/corrigenda had been taken into account by the Bidder while submitting its Bid.

c. In order to afford Bidders reasonable time in which to take the amendment into account in preparing their bids, CCIM may, at its discretion, extend the deadline for the submission of bids, in which case, the extended deadline will be posted in CCIM’s website.

d. From the date of issue, the Addenda/corrigenda to the tender shall be deemed to form an integral part of the RFP.

2.2 Preparation of Bid 2.2.1 Bid Price Prices shall exclude all taxes, duties levies, GST, VAT/Sales Tax and Fees whatsoever. Octroi if applicable will be paid additionally, at actual on production of receipt.

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2.2.2 Earnest Money Deposit (EMD)/Bid Security The Bidder shall submit Earnest Money Deposit of Rs.2,00,000/- (Rupees “Two Lakhs only”)in the form of a Demand Draft from a scheduled bank in India in favor of “Central Council of Indian Medicine” payable at Delhi valid for 6 months from the date of opening of bid. No interest will be paid on the EMD. 2.2.3 Return of EMD EMDs furnished by all unsuccessful Bidders will be returned without interest on the expiration of the bid validity / finalization of successful Bidder, whichever is earlier. The EMD of successful Bidder shall be returned without interest after furnishing Performance Bank Guarantee as required in this RFP 2.2.4 Forfeiture of EMD The EMD made by the Bidder will be forfeited if:

a. The Bidder withdraws his bid before opening of the bids. b. The Bidder withdraws his bid after opening of the bids but before Notification of Award. c. The selected Bidder withdraws his bid / proposal before furnishing Performance Guarantee. d. The Bidder violates any of the provisions of the RFP up to submission of Performance Bank

Guarantee. e. Failure to accept the order by the Selected Bidder within 7 days from the date of receipt of the

Notification of Award makes the EMD liable for forfeiture at the discretion of CCIM. However CCIM reserves its right to consider at its sole discretion the late acceptance of the order by selected Bidder.

2.2.5 Period of Validity of Bids Bids shall remain valid for a period of 180 days after the date of bid opening as mentioned in Section 1 or as may be extended from time to time. 2.2.6 Extension of Period of Validity In exceptional circumstances, prior to expiry of the bid validity period, CCIM may request the Bidders consent to an extension of the validity period. The request and response shall be made in writing. Extension of validity period by the Bidder should be unconditional and irrevocable. The EMD/Bank Guarantee provided shall also be suitably extended. A Bidder may refuse the request without forfeiting the bid Security. 2.2.7 Format of Bid The Bidders shall prepare one hard copy of the entire Bid. 2.2.8 Signing of Bid a. The Bid shall be signed by a person or persons duly authorized to sign on behalf of the Bidder. b. All pages of the bid, except for printed instruction manuals and specification sheets shall be initialled by

the person or persons signing the bid. c. The bid shall contain no interlineations, erasures, or overwriting, except to correct errors made by the

Bidder, in which case such corrections shall be initialled by the person or persons signing the Bid. d. The bid shall be signed by a person or persons duly authorized to bind the bidder to the contract. Such

authority shall be either in the form of a written and duly stamped Power of Attorney or a Board Resolution duly certified by the company’s competent authority, extract of which duly certified as true copy should accompany the Bid.

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Pre- Qualification evaluation

Sl#

Basic Requirement

Specific Qualification Criteria

Document/ Information to be submitted with proposal

1 Legal Entity

The Organization must be registered under the Companies Act 1956 and must have been in operation for a period of at least 3 (Three) years as of March 31, 2016 Certificate of Incorporation

2 Legal Entity

Also the company should be registered with the Service Tax Authorities Service Tax Registration & PAN

3 Legal Entity

The bidder should submit up-to-date VAT clearance certificate Up-to-date VAT clearance certificate

4

Sales Turnover in System Integration

Average Annual Sales Turnover generated from services relating to System Integration during the last three financial years ending on 31.03.2016 (as per the last published Balance sheets), should be at least ₹300 Crores This turnover should be on account of ICT Systems Development and Implementation (i.e. revenue should be on account of System Integration/Turnkey solutions or products and their associated maintenance or implementation services, packaged software etc.) only.

Copy of the audited Balance sheet and Profit & Loss account; Statutory Auditor’s Certificate

5 Net Worth

The bidder should have been profitable for all these three financial years and must have positive net worth. Statutory Auditor’s Certificate

6 Certification

The bidder must possess SEI-CMM Level – 5, ISO 27001, ISO 20000 and ISO 9001:2008 Certification or more, at least one year prior to the date of Copy of a Valid Certificate

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Sl#

Basic Requirement



publication of this RFP.

7 Manpower Strength

The Bidder should have at least 5,000 (five thousand) technically qualified professionals having minimum qualification of B.E/MCA or higher having 2 years of experience as on 31-12-2016 on its payroll. Certificate from HR/Director

8 Technical Capability

The bidder must have implemented / in process of implementation at least one e-Governance software project in India with minimum order value of Rs 24.0 crore (Rupees Twenty Four Crores) or two projects with minimum order value of Rs. 18.0 Crore (Rupees Eighteen Crores) each or three projects with minimum order value of Rs. 12.0 Crore (Rupees Twelve Crores) each in State / Central Government/Govt. PSU/Govt. Autonomous body in last Ten financial years ending with 31-Mar-2016.

Completion Certificates from the client OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client

9

Technical Capability on Workflow Automation

The bidder must have implemented at least one work flow automation system in the State/Central Government/PSUs in India of the order value of Rs 5.0 Crore (Rupees Five Crores) with a minimum user base of 2000, in last Ten financial years ending 31-Mar-2016 excluding the cost of hardware and networking components.

Completion Certificates from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client

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Sl#

Basic Requirement



10 Consortium

Consortium is allowed maximum up to 25% of the total quoted cost with local enterprises having relevant experience, expertise and reach for work like hardware deployment & maintenance components. However, core activities like software customisation/development, software implementation, operation and maintenance of application software is the responsibility of prime bidder which cannot be executed by consortium member other than prime bidder.

11 Black Listing

The bidder should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government or PSU in India.

Technical evaluation

Sl# Criteria Documentary Evidence Marks Max.

Marks

a)

Average Annual Turnover in last 3 years ending March 2016 from IT/ICT and related services of last three years

Audited Balance Sheet and Statutory Auditor’s Certificate

>₹250 Cr. 1 mark

5 Beyond ₹250 Cr. 1

mark for each ₹50 Crore up to maximum 5 marks

b)

Net Worth (average 3 years) Statutory Auditor’s Certificate

- 50 Crore-1 mark

5 - Beyond ₹50 Cr. 1

mark each for ₹10 Crore up to maximum 5 marks

c)

The firm/company should have IT professional with minimum

Letter from HR / Director

- Minimum 1000: 1 Mark

5

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qualification of B.E/MCA or higher having 2 years of experience

- Beyond 200 professionals, 1 mark for each 100 professionals maximum 5 marks

d)

The firm/company should have a CMMi 5 & ISO 27001 certification

Copy of a Valid Certificate

- CMMi Level 5 +ISO 27001: 2 Marks

5 - CMMi Level 5 + ISO 27001+ ISO 20000: 5 Marks

e)

The firm/ company should have completed e-Governance Projects in India during the last 5 years, each of the minimum value of the software design, development, implementation & operationalization support components of ₹15 Crore.

Completion Certificates from the client; OR

- Each project 5 marks maximum 20 marks

20

Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR

f)

Experience of implementation of Workflow Automation system in any Govt/PSU/Autonomous body in India with user base of more than 2000 and is LIVE for last 3 Years as on March 2016

Work Order + Phase Completion Certificate from the client

- 5 marks for each project maximum up to 15 marks

15

g)

Experience in execution or supply of Infrastructure including hardware for the project worth of Rs. 10 Crs. or more and is LIVE for last 3 Years as on March 2016

Work Order + Phase Completion Certificate from the client

2 Marks for each project

10

h)

Presence of bidder in New Delhi Documentary Proof like lease agreement or trade license etc.

- Only operation Centre: 2 Marks

5 - Development

Centre: 5 Marks

i)

Having Resources or personnel with the experience and knowledge of Government Domain and experience in implementing Government Projects across India for 10 Years or more

CV along with the Letter of HR

2 Marks for each CV

10

Approach & Methodology

j)

Demonstration of understanding of the requirements of the RFP as per ToR through providing:

Technical Document & Presentation

- 10

- Solution proposed and its components,

- Technologies used,

- Scale of implementation,

- Mitigation proposed

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- Client references:

k)

Approach and Methodology to perform the work in this assignment

Technical Document & Presentation

10

- Understanding of the objectives of the assignment: The extent to which the Systems Implementer’s approach and work plan respond to the objectives indicated in the Statement/Scope of Work

- Completeness and responsiveness: The extent to which the proposal responds exhaustively to all the requirements of all the Terms of Reference

- Project work break down structure :

timelines, resource assignment, dependencies and milestones

Total Score 100

Cut Off (to open the financial bid) 70

RFP for the up gradation of IDOS

CCIM Page 12 of 49

1 Introduction

The Central Council of Indian Medicine is the statutory body constituted under the Indian Medicine Central

Council Act, 1970 vide gazette notification extraordinary part (ii) section 3(ii) dated 10.8.71.

Since its establishment in 1971, the Central Council has been framing on and implementing various

regulations including the Curricula and Syllabii in Indian Systems of Medicine viz. Ayurved, Siddha and

Unani Tibb at Under-graduate and Post-graduate level. The Sowa Rigpa System of Medicine is included in

the Central Council of Indian Medicine from the year 2012 as per Gazette Notification No. 2345 dated

16.12.2011. Now, all the Colleges of Indian Systems of Medicine are affiliated to various Universities in the

Country. These Colleges are following the minimum standards of education and Curricula and Syllabii,

prescribed by Central Council.

Objective

The main objectives of the Central Council are as under:

To prescribe minimum standards of education in Indian Systems of Medicine viz. Ayurved, Siddha,

Unani Tib. and Sowa Rigpa.

To recommend Central Government in matters relating to recognition (inclusion/withdrawal) of

medical qualifications in/from Second Schedule to Indian

Medicine Central Council Act, 1970.

To maintain a Central Register of Indian Medicine and revise the Register from time to time.

To prescribe Standards of Professional Conduct, Etiquette and Code of Ethics to be observed by the

practitioners.

To consider and furnish the recommendation to Government of India on proposal received from

various institutes from Government of India for establishment of new colleges of Indian Systems of

Medicine, to increase intake capacity in Under-graduate, Post-graduate and to start new or Post-

graduate additional subjects.

There are various issues in Governance which has been hampering smooth functioning and timely delivery.

Some of the issues and concerns are

High proportion of establishment work

Multiplication of File Population

Prioritization of Files

Multiple levels of Processing

Inter-Departmental Consultations

File Tracing and Tracking

Large number of Govt. Acts & Regulations, Govt. Orders, etc.


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CCIM, as part of its on-going administrative reforms programmes and associated modernization initiatives

wants to induct IT tools and technologies to improve the efficiency and transparency in the office. Hence,

CCIM intends to invite offers from a Solution Provider (herein referred to as Bidder(s)) in sealed bids for

selection of System Integrator for implementation of Integrated Digital Office System (IDOS) in CCIM.

1.1. Project Background IDOSwill be used by around 100 CCIM users as an IT enabler for electronic processing of the work items in a timely

manner. Electronic processing of files will enableCCIM to quickly take actions on the administrative matters. It will

bring down the time to establish and implement a decision significantly. IDOS Platform will automate routine tasks of

the department with a clear perspective of ownership and compliance. It will provide digital platform for efficient,

effective and transparent administrative functions as per the policy defined in the office procedure of CCIM.

IDOS will be designed and developed keeping in view the Secretarial practice. It enables to automate the functions of the Departments and to create a conducive environment for effective and efficient administration. The functionalities of the system are such that it is not only ensures accomplishment of day-to-day official work in systematic manner but also prioritizes the essence of time. The Users may find it easy to use. Its functionalities are clearer and more accessible. The scope of this user friendly system revolves within the CCIM office. It can be accessible to the users through the Internet. Objectives

The objectives of the system include: -

Enhance productivity

Efficient monitoring & control

Effective internal information exchange

Building a knowledge base, enabling a robust decision support system

A structured & collaborative work environment in the CCIM

Effective decision making

Effective prioritization of the work

Enable prioritization of work

Use IT as an enabler to help in daily work

Design an efficient workplace

Enable policy based processing

Access controls at all levels

Efficient and transparent administration

Presently, the CCIM comprises of around 10 sections/ Departments and there are approximately 100 users including

officers, middle level staff and other staff.

Hereby, CCIM invites from Solution Provider for implementing IDOS after suitable system study.

Major Stakeholders of IDOS:

The main stake holder of the project will be represented through the CCIM.

The main responsibility of the individual departments of CCIM would be:

Organizational activities


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Restructuring, procedure realignment, process re-engineering (scope limited to recommendation on re-engineering requirements) and office automation

Assisting & coordinating in requirements collection for core, common & department specific applications of IDOS.

Ensuring the usage of the system by the users

Daily operations like data entry, scanning, etc

The CCIM will ensure training on basic computer skills such as MS-Office, etc.

CCIM will oversee the evaluation, selection and implementation process, and will ensure Site-preparation,

Electrification, Furniture, etc.

The bidder will be responsible for the application development/customization/implementation of IDOS and hosting Infrastructure management.

2 Scope of Work

CCIM has envisaged the requirement of IDOS solution as a centralized web based application which can be accessed

by CCIM employees of various departments/ corporations of CCIMsecured internet using several devices like

Laptop/PC, Mobile, Web, PDA, etc. This application will help the CCIM employees in effective planning, coordination

and execution of their day-to-day activities. It will also bring transparency & accountability in the system and provide

additional tool for senior management to monitor &analyses the employee performance at various levels.

The selected bidder shall Study, BPR, Design, Customize, Develop, Test, Implement and maintain the next generation

IDOS for CCIM.

Thescopeofworkforthe SelectedBidderduringtheperiodofcontract/ engagementwould include

(butnotlimitedto):-

PreparationofDetailedProjectPlan &HighLevel SystemStudy

Detailed SystemStudy,RequirementAnalysis and Business Process Re-engineering

SystemRequirement Specification

Implementation, Customization and Development of the IDOS solution

Hosting on cloud

SoftwareSolutionTesting

Deployment&Configuration

UserAcceptanceTesting (UAT)

Go-Live ofSoftwareSolution

Training

Operation &Maintenance (O&M)

2.1. Preparation of Detailed Project Plan & High Level System Study

The selected bidder shall conduct a high level system study for all modules, features & associated processes of next

generation IDOS in coordination with all stakeholders and develop a thorough understanding leading to design,

development, testing and implementation of IDOS for CCIM.

The selected bidder shall:


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Interactwithconcernedofficials(keyofficialsofselecteddepartments/organizations)tounderstandtheirprocess,requirements&expectationfrom next generation or up graded IDOS.

Conduct a high level study for all modules & features of IDOS stated in the RFP and additional key requirements/ features (if any), identified in-line with project objective while interacting with stakeholders.

Carry out necessary Business Process Re-engineering for all the required processes

Review the existing processes, systems & applications associated with all modules and additional key requirements/ features (if any).

Prepare consolidated list of modules & features comprising of features stated in the RFP and additional key requirements/ features (if any)

Basedonhighlevelsystemstudy,selectedbiddershallprepareandsubmitaDetailed ProjectPlan,includingwell-defined/traceablemilestones&timelinesforallmodulesand features(proposedto bedeveloped in differentPhases)foran approvalbyPurchaser.

2.2. Detailed System Study & Requirement Analysis

The selected bidder shall be responsible for conducting detailed system study in coordination with all stakeholders (key officials of selected State Government Departments/ Offices) for all modules and features proposed to be developed in the next generation of IDOS.

Foreachmodule&feature,bidderneedtoperformdetailedsystemstudy&requirement analysiscovering:

Capturing detailsofallrequirements&featuresspecifiedinFunctionalRequirement SpecificationsstatedintheRFPandadditionalkeyrequirements/ features(ifany).

Understandexistingprocessesproposedtobecoveredinmodule&feature,findthe gapsintheexistingprocessandsuggestre-engineeringofexistingprocess(if required).

Assessexistingapplications fromthe prospectiveofintegrationwithIDOS.

Understand/assessdatamigrationrequirementanddefinestrategyto preparethe legacydata forthe useofIDOS.

Understand/assessdata inputsandoutputsrequirements

Understand/assesstheirIT readiness&Training requirements

Collectingall inputforms,registersandreportsformats(ifany).

Note: The functional requirement specifications stated in the RFP are the indicative features that the up graded IDOS should have and to be considered as an integral part of the scope of work. The bidder should take it into account for effort estimation and financials. However, to achieve/ fulfil the overall project objective, the selected bidder shall be responsible to re-fine/ improvise the detailed functional requirement specifications (FRS)foreachmodulebasedonthedetailed systemstudyandrequirementanalysisperformed bythe bidder.

2.3. System Requirement Specification (SRS)

The selected bidder shall be responsible for the preparation of System Requirement Specification (SRS) document covering all modules & features planned to be covered as specified based on the outcome of detailed System Study and refined/ improvised FRS. The SRS document should be prepared as per the latest version of the IEEE Standard / Templateprovided by Purchaser.


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The Selected Bidder shall obtain sign-off on SRS document from the designated authority/ Committee of Purchaser. The bidder shall ensure that the SRS document for each Phase is prepare considering all provisions of future scalability in terms of functional & technical requirement/ enhancement of the all the modules planned to be covered in particular phase and there integration with 3rd party applications, legacy application and other modules developed in other phases. After getting sign-off on SRS document, the Selected Bidder shall start the application development work. The selected bidder is required to update the SRS documents as and when any enhancement/ modifications are made into the module/ system till the duration of contract.

2.4. Development ofIDOS Application

The Selected Bidder shall be responsible for Design, Development, enhancement, up gradation, Testing and Deployment of IDOS based on the approved SRS, Functional Requirement Specifications and Solution Architecture & Standards as specified in this RFP document. The selected bidder shall adopt a development approach in implementing the up gradation of IDOS.

2.5. Hosting of IDOS on tier 3 cloud

Basedonsystemstudy,solutiondesignandapplicationdeploymentframework,theselected bidderhasto host the IDOS application on tier 3 cloud.

2.6. Software Solution Testing

Theselectedbiddershallconducttheindependenttesting(includingUnitTesting,Functional Testing,IntegrationTesting,SecurityTesting,and PerformanceTestingetc.)beforedeployment fordeveloped next generation IDOS.

TheselectedbiddershallthoroughlytesttheperformanceofIDOS Solutionforproperload,assuggested byPurchaser.

Thebiddershallensurethatforeachmodule&featuresdevelopedforIDOSsolutionistested as perthe latestversion oftheIEEE 730standards.

Thebiddershallprepare&sharethetestingdocuments(coveringTestStrategy,TestCases &Testresults)andstandardswiththePurchaserandanydesignatedthirdpartyauditor (TPA),whereverapplicable/required.

2.7. Deployment & Configuration

TheSelectedBiddershalldeploytheIDOS solution over the hardware infrastructure procured as scope of this RFP.

TheSelectedBiddershallberesponsibletocoordinatewith CCIMtohostenhanced and next generation IDOS at SDC and complies with all the policies of SDC. TheSelectedBidder,afterdeploymentIDOS,shallrequest forsign-offbyPurchaser.Purchaseraftercompletetestingofthesoftwaresolutionshall provideitsrecommendationsforGo-ahead/improvement.Theselectedbiddershallfollow the improvementcycle tillfinal sign-offbyPurchaser.


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2.8. User Acceptance Testing

The selected bidder shall assist the Purchaser & its designated authority in successful completion of User Acceptance Testing (UAT) of the developed modules & features of next generation IDOS on the completion of the development work for each phase. The Purchaser may appoint Third Party Agency (TPA) at its own cost to conduct the technical reviews and audits of development work performed by the Selected Bidder. Purchaser & its designated authority/ TPA (if any) shall conduct functional, security & performance testing of the deployed new IDOS. Purchaser would be free to conduct such testing‘s at any stage in addition to testing being done by the Selected Bidder.

Theselectedbiddershall beresponsiblefor:

Preparationand submission ofTest Strategy,testcasesandTestResults

Demonstrationofmodule-wisefunctionalities/featurestoPurchaser&itsdesignated

authority/TPA(ifany)afterdeployingtheIDOS at SDC foreachPhase.

SupporttoPurchaser&itsdesignatedauthority/TPA(ifany)forconductingthe

testing,auditsetc.and provide accessofthe systemsasrequired bythem.

Coordinationwiththecert-invendorappointedbyPurchaserandassistPurchaser in obtaining

thesafe-to-hostcertification(ifapplicable).

Rectificationinthe IDOSApplicationforanyissues/bugs/ improvements/enhancements/up-

gradationssuggestedbyPurchaser&its designatedauthority/TPA (ifany)during the

UATatNoadditionalcost.

Removalofallvulnerabilities/securitythreatsidentifiedduringthetestingdonefor safe-to-

host/UAT/technicalaudit/testing,etc.byPurchaser&itsdesignated authority/TPA(ifany)atNo

additionalcost.

Submit the report/ testing documents including details of defects/ bugs/ errors found and

corrective actions taken.

Theselectedbiddershallobtainsign-offfromthe PurchaserontheUAT

forIDOSApplicationaftersuccessfulimplementationofallthechanges/ recommendationsreceivedfrom

Purchaser&itsdesignatedauthority/TPA (ifany).

TheSelectedbiddershallcoordinatewithPurchaserforgettingUATapproval.


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2.9. Quality Review & Security Audit

DepartmentshallformateamforconductingtheQualityReviewoftheimplementationofthe proposed solution.Thisteamwill consistof

Nominated employeesofDepartment

ProjectManagementConsultant

Qualitycontrolsupervisorof SystemIntegrator Thecore responsibilityofthe quality review teamwillbe as follows:

Reviewthe projectplan

Reviewthe BusinessBlue printing/SRS document

Reviewthe testplan

Reviewthe testresults

Reviewthe Go-Live readiness

2.10. Project and Product Documentation

The System Integrator will provide detailed final system documentation for reference to Department. System Integrator shall prepare the final User Manuals incorporating details of all menus and functionality provided by the System. Department expects the following (not limited to) in the form of product documents. In addition, the System Integrator will provide ongoing product information for reference purposes and to facilitate self-education for Department Personnel. Key documents required are:-

BusinessBlueprintand Revised processdocumentsconsistingof granulardetailsof each functional

activityandanychanges(if any)after the IDOSimplementation

DetailedDesigndocumentdetailingtechnicalarchitecture(application,network,and security)

Databaseinfrastructurearchitecture,includingclustering/mirroring,backup&recovery

strategies,definingdatastructure,datadictionaryasperstandardslaid-downby CCIM.

DataArchitecture,interfacearchitectureandintegrationarchitecture.Appropriateload balancing

andclustering techniquesshouldbeadoptedby theSelectedSIin theSolution designformeeting the

requirementsof the RFP

ConfigurationDocumentation:consistingofsystemsettingandparametersforeach functionmodules.

UserManualincludingsysteminstructionandusecases,runningofaprogramto

performspecifictaskinthesystemwithsamplereports,screenformats, detailsofmenus&instructions

onhowtoperformspecifictasks inthe systemusingscreenshotsetc.

Anyotherdocumentationrequiredforusageandmaintenanceofimplementedsolution at each

locationlikeTechnical Manual, InstallationGuidesetc.

Systemoperational procedure manuals.


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TheSystemIntegratorshallprovideminimumthreehardcopiesandtwosoftcopieson the abovementioned

manuals.

TheSystemIntegratorshallsubmitthesystemdocumentsincludingtheFunctional

Specifications&TechnicalSpecification

TheSystemIntegratorshallprepare&submittheSystemAdministrationmanual indicating

thesystemsettingsforeachmodule

SystemIntegratormustensuretheprovisionofToolkit/Troubleshootguidesand

LearningManagementsystemforevery componentoftheApplication/Systemsoftware aswell

asITinfrastructure.

2.11. Go-Live of Software Solution

OnlyaftertheUATsign-offforparticularphasebythePurchaser,thedeployedIDOSwould be

deemedcommissioned.

TheSelectedBiddershallprovidebelowmentioneddocumentsforallmodules&features covered in respective

phase ofapplication development.

a. Installation Manuals

b. UserManuals(Role wise)

c. Access Control Policy

Afterthesuccessfulcommissioningofthenew IDOS system the particularphase ofapplication development

would be declared asGo-Live.

AftertheGo-liveofIDOSsolution,theSelectedBidder willstartprovidingO&M

servicesaspertheagreedSLAfornewly developed IDOS as specifiedinthisRFP.

TheSelected Bidderwill

Facilitate,integrateandprovidealltechnicalsupporttothePurchasertogetrequired

networkconnectivityandmonitortheuptimeofnetworkconnectivity/linkin coordination with SDC

operator.

Providethesupporttothetechnicalteamoftheothergovernmentdepartmentsfor deployand

configurethesystemin theirdepartments.

2.12. Training


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The selected bidder shall ensure a proper hands-on training to the team of selected trainers& end-users (approx. 100 users) designated by Purchaser on the software solution developed by bidder so as to make them well conversant with all the functionalities, features and processes built in the new IDOS solution.

Training shall be conducted either at Purchaser office in New Delhi or any other location identified by Purchaser in New Delhi only. Training may be divided into multiple sessions as per the need and requirement of the project/ application.

The selected bidder in consultation with Purchaser shall conduct Training Needs Analysis of all the concerned staff during system study phase and drawing up a systematic training plan.

To meet the training requirement for successful implementation of project, the bidder shall perform following activities (But not limited to) in consultation with Purchaser:

Prepare a training plan and submit to respective stakeholders.

Design the Training session with sufficient training duration for meaningful assimilation of

training content by an average user.

There should be sufficient number of trainers (at least 2) in every training session for

conducting the training program.

The preferred batch size should be 25-30 trainees in a batch.

Provide a training material (role base) and the language of training material shall be in

Hindi and English. The Selected bidder shall ensure that all the training documentation in

Hardcopy and Softcopy is to be provided to all participants (user training, operation

procedures, visual help-kit etc.).

Propose different training modules for different user profiles at appropriate timelines as a

modules go live in production.

Conduct the training to the designated staff and technical team.

Purchaser shall identify respective officers/ staff involved in various business areas. The

respective officers/ staff shall be trained in relevant modules affecting their business areas.

However, the top level officers shall be given an overall training of all the modules.

The requisite training infrastructure like training space, computers, projector with screen,

and connectivity to Server shall be provided by Purchaser.

In case more than 30% of the respondents suggest that the training provided to them was

unsatisfactory or less than satisfactory, then bidder would re-conduct the same training at

no extra cost.

The Selected bidder shall submit details of each training session including Attendance

Record (in Hard Copy).


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2.13. Operations & Maintenance (O&M)/ Facility Management Services (FMS)

The System Integrator shall be required to provide operational and maintenance services for new IDOS System including, all the connected software and integrated components. This section discusses the Operations & Maintenance services to be provided by SI with respect to Application Software & supporting IT Infrastructure Management.

2.13.1. Overview of Post Implementation Services

An indicative list of activities and nature of support to be provided is mentioned below:

System Administration and Trouble Shooting

Overall monitoring and management of all IT system software, application, database, and all other services associated with these facilities to ensure service levels, performance and availability requirements as prescribed in the RFP are met. SI is responsible for providing EMS. The SI is responsible for meeting SLAs and should provide a single point console to PMU to monitor SLAs. EMS based console should be made available to PMU.

Perform system administration tasks such as managing the user access, creating and managing users, taking backups etc.

Performance tuning of the system to ensure adherence to SLAs and performance requirements as indicated in the RFP.

Co-ordination with Network Administration Team

Coordinate with the network service providers to maintain and ensure uptime and performance requirements of the new IDOS solution

Database Administration and Trouble Shooting

Undertake end-to-end management of database on an on-going basis to facilitate smooth functioning and optimum utilization including regular database backup and periodical testing of backup data, conducting configuration review to tune database, maintaining the necessary documentation and managing schemes to database schema, disk space, user roles, and storage.SI has to define the backup policy.

2.13.2. Annual Technical Support

The following activities are to be carried out as a part of Annual Technical Support

SI shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance.

If the Operating System or additional copies of Operating System are required to be installed/ reinstalled/ de-installed, the same should be done as part of ATS.

SI should carry out any requisite adjustments/ changes in the configuration for implementing different versions of Application Software.

Updates/ Upgrades/ New releases/ New versions/ Patches/ Bug fixes: The SI shall provide from time to time the Updates/ Upgrades/ New releases/ New versions/ Patches/ Bug fixes of the


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software, operating systems, etc. as required. The SI should provide free Updates/ Upgrades/ New releases/ New versions/ Patches/ Bug fixes of the software and tools to APTS/ITE&C as and when released by OEM.

Software License Management. The SI shall provide software license management and control. SI shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements, and maintenance.

SI shall have complete manufacturer’s technical support for all the licensed software problems and/or questions, technical guidance, defect and non-defect related issues. SI shall provide a single-point-of-contact for software support and provide licensed software support including but not limited to problem tracking, problem source identification, problem impact (severity) determination, bypass and recovery support, problem resolution, and management reporting.

2.14. Operations and Maintenance of IT Infrastructure

OperationsandMaintenanceofITinfrastructureshallincludearangeofservicesrelatedtothe operation&maintenanceoftheITinfrastructureattheDatacenter,DRsiteandother DepartmentalOffices.TheServicesunderthisshallcoverthenewITInfrastructuresetup. Followingservicesshallformapartof managed services:

BasicInfrastructure ServicesSet-up

MonitoringandManagementServices Theconcerned SLAshavebeenspecifiedin the RFP. TheSystemIntegratorshallprovidemonitoringandmanagement servicesforanagreedservice windowduringtheperiodof 5years fromthedateoffinalacceptancetest(FinalGolive).The scopeoftheservicesforoverallPhysicalandITinfrastructuremanagementduringthisperiod shallincludeMonitoring,AdministrationandManagementoftheentireDC&DRinfrastructure togetherwithotherDepartment’soffices.Theentirestackofmonitoringandmanagement servicesshallinclude thefollowing:

Server Monitoring, Administration&ManagementServices

Database Administration&ManagementServices

Storage Administration&ManagementServices

Backup& RestoreServices

SecurityAdministrationServices

Data Centre (PrimaryandDR)andfailoverOperations

ProductionControl andJobScheduling

2.15. Storage Administration

The activitiesshall include:

InstallationandconfigurationofthestoragesystematDC&DRsiteinaccordancetothe applicationrequirement.

RequirednumberofVLANsshouldbecreatedintheSANtooptimizethespeedand


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storageofdata.TheVLANscreatedwouldalsoensuresegregationofthedataasperthe applicationrequirement.TheVLUNsshouldbedynamicallyconfigurableforthespace allocation.

Managementofstorageenvironmenttomaintainperformanceatdesiredoptimumlevels.

Developmentofstoragemanagementpolicy,configurationand managementofdisk array,

SANfabric/switches, virtual tape library, etc.

ConfigurationofSANistobecarriedoutwheneveranewapplicationishostedattheDC&DR Site.Thisshallincludeactivitiessuchasmanagementofstoragespace,volume,RAID configuration, LUN, zone, security, businesscontinuityvolumes, performance,etc.

2.16. Database Administration & Management

SystemIntegratorwill beresponsible for:

Providephysicalandoperatingsystem/databasesupporttothedatabaseenvironments which SystemIntegratorestablishes.

Monitorandreporttheperformanceofthedatabaseandrecommendmodificationsto improvethe database performance.

Suggest,Maintainand/orimplementdatabasebackupprocedurestorecoverfroma databaseoutageorcorrupteddatabaseswithintimeframesspecifiedintheOperations Manual.

Maintain physical database definitions andmake themavailable to Department.

PromotethedatabasechangesintotheproductionenvironmentasDepartmentapproves.

IncooperationwithDepartment,maintainthedatabaseaccessroutinesapplications developmentandsoftwaremaintenancepersonneluseanddocumentanychangeto same.

Assistin problemdeterminationand resolutionof the same.

End-to-endmanagementofdatabaseonanongoingbasistoensuresmoothfunctioning of thesame.

Managementof changesto database schema, diskspace,storage, user roles.

ConductcodeandconfigurationreviewstoprovidetuninginputstotheState/User Departmentinordertoimprovetheapplicationperformanceorresolvebottlenecksif any.

Performancemonitoringandtuningofthedatabasesonaregularbasisincluding, preventive maintenance of the database asrequired.

Managementofdatabaseupgradeorpatchupgradeasandwhenrequiredwithminimal downtime.

Regularbackupsforalldatabasesinaccordancewiththebackupandarchivepoliciesand conductrecoverywheneverrequired with appropriate permissions.

Implementthedatabaseencryptionsolutiontoensuredatasecurity.Beingverycritical component,ahardwarebasedsolutionisproposedwhichwouldbeinhighavailablemodeinthe DC.

2.17. User Administration & Security

SystemIntegratorwill beresponsible for

MaintainaccesscontrolandprovideindividualandgroupaccesstoLAN/WANresources to

Department’sauthorized users.


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Register newusersanddelete existinguser’saccounts as Department requests.

Assignandchange user passwords.

Implementadequate passwordcomplexity policyacrossthe enterprise.

Useof theWebSingle Sign Onsolutionfor the users

UndertaketheusageoftheAuthentication,Authorization&auditingmodulefortheusers

For critical user transactions, employ the usage of the OTPsolution

Also employ the usage ofDigitalSignature forthe digitalsignage of the documents.

2.18. Security Administration for DC & DR

The activitiesto becarriedoutundersecurityadministrationshallinclude:

Addressingtheongoingneedsofnetworksecuritymanagementincluding,butnotlimited to,monitoringofvariousdevices/toolssuchasfirewall,intrusiondetection,content filteringandblocking,virusprotection,andvulnerabilityprotectionthrough implementationof properpatchesandrules.

Hardeningof allthe ITassetsto preventfromanyknown&unknownattacks.

Rootdomainadministrationbycreatingtherootandsub-domainsandsettingtheroot levelsecuritypoliciessuchasauthenticationmechanisms(single/multifactor),password policiessuchaspasswordlength,passwordcomplexity,passwordexpiry,accountlockout policy, certificate policies,IPSEC policiesetc.

Maintaininganupdatedknowledgebaseofallthepublishedsecurityvulnerabilitiesand virusthreatsforrelatedsoftware andmicrocode etc.

Ensuring thatpatches/workaroundsforidentifiedvulnerabilitiesare patched/ blocked immediately.

Respondtosecuritybreachesorothersecurity incidentsandcoordinatewithrespective OEMincaseofanewthreatisobservedtoensurethatworkaround/patchismade availablefor thesame.

Provideawell-designedaccessmanagementsystem,securityofphysicalanddigital assets, dataandnetworksecurity, backupand recoveryetc.

Maintenanceandmanagementofsecuritydevices,including,butnotlimitedto maintainingfirewallservicestorestrictnetworkprotocolsandtraffic,detecting intrusionsorunauthorizedaccesstonetworks,systems,services,applicationsordata, protectingemail gateways, firewalls, servers, fromviruses.

TheSystemIntegratorshallberesponsibleforthesecurityauditofthenetworktobe carried out byacertifiedagencyotherthan the SystemIntegrator.

Ensuringthatthesecuritypolicyismaintainedandupdatestothesamearemade regularlyas per ISO 27001, BS 7799andBS 15000,ISO20000 guidelines

Operatingsystemhardening through appropriateconfigurationand patch updates.

Periodicreviewsof domainlevel rights andprivileges.

2.19. Assistance in Data Center and DR Operations

System Integrator shall provide availability of systems, which support the daily business operations of Department. SystemIntegratorwill beresponsible for:

Makeavailable,Monitorandprocesson-lineandbatchapplicationsscheduledand unscheduled


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andonapprovalrequestservices.

OperatetheApplicationSoftwareaswellasILMSApplicationtosupporttheoperating schedulesof

Departmentinaccordance with the Service Levels.

PlansystemmaintenanceinaccordanceasperscheduledefinedbySystemIntegratorand approved

byDepartment

Regularlymonitorapproved user jobsubmissions.

RegularlyconductDC/DRDrillevery sixmonthsasper the specificationsmentionedfor DRC atthe pre-

approvedplanned time. The periodof the DR drill willbe oneweek.

2.20. Production Control and Scheduling

SystemIntegratorwillmaintainproductionschedulesandcooperatewithDepartmentin responding to special processing requestsand newprocessing requirements. SystemIntegratorwill beresponsible for:

Prioritizeandschedulebatchjobsandreportdistributionsystemssubjectto Department’sschedule

parameters.

ObtainDepartmentapprovalformajorproductioncontrolschedulesanddistribute before

implementation.

Coordinate andmodifyschedulesfor special requests.

2.21. Warranty, ATS and Annual Maintenance Contract

SystemIntegratorshallprovidewarranty,ATS,andmaintaintheSoftwareinfrastructureforthe entiresolutionprovidedtoDepartment.TheservicesshallberenderedatSDCDC/DRand Departmentpremises.AspartofthetransitionexerciseforthesupportservicestheSystem Integratorisexpectedtodevelopaworkplanfortheknowledgesharingasperscopedefinedin thisbiddingdocumentforuseinfuturephasesoftheproject.Theservicescoveredunderpost implementationsupportinclude:-

ComprehensiveWarrantyforthreeyearsfromthedateofsupplyofSoftwareLicenses

providedbytheSystemIntegratoratalltheimplementationsitesincludingDepartment’s sitesandDC.

ComprehensiveAMC/ATSservicesfromthedateofcompletionofWarrantyonallthe

licensedsoftware(ILMSproduct,associatedsoftwarecomponents,database,operating

systems,etc.)providedbytheSystemIntegratortill5yearsfromthedateofFinalGolive.

Operations&MaintenanceServicesforITandNon-ITinfrastructureofSDCDCandDRC for 5 years


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fromthe dateof Final Go-Live

ClientSideSupportservicesfor5 yearsfromthe date of Final Go-Live

Software maintenance andsupportservicesfor5 yearsfromthe dateof Final Go-Live

Applicationfunctional(operational)supportservicesforimplementedIDOSfor5years fromthe dateof

Final Go-Live

2.21.1. Warranty and Annual Maintenance Contract

SystemIntegratorshallprovidecomprehensivewarrantyofallthetendereditemssuppliedfor

theproject.Itshallbe for36monthsfromthedateofsupply.ComprehensiveAMCshould alsobe

providedfromthedateofendofwarrantytilltheendof5yearsfromthefinalGoLive.System

Integratorshallprovidethecomprehensivemanufacturer'swarrantyinrespectofproperdesign,

qualityandworkmanshipofallOEMproductcomponentscoveredbythisbiddingdocument.

SystemIntegratormustwarrantall OEM productcomponentsprocured andimplementedasper

thisbidding documentagainstany manufacturing defectsduring the warranty period.

TheselectedSystemIntegrator shall berequiredtosignan AnnualMaintenance Contract Software as

perthe provisions made in this tenderdocument.

TheSystemIntegrator shall quotefor year-wisecomprehensive AnnualMaintenance Contractforthe

period betweenendofwarrantytill5 yearsfromthe dateof FinalGo- Live.

No separatechargesshall be paidfor visitof engineersorattending to faultsand repairs

During the implementation periodandwarranty periodSystemIntegrator shallperform

allthefunctions asenunciatedunder the AMCat noextracosttoDepartment. Allthe

penaltyclausesshall be applicableduringthe implementationperiodand duringperiod of

warrantyincaseof failure onpartofSystemIntegrator.

TheSystemIntegrator, atthetimeofsubmissionofprojectplan,submit theproposal specifying the

faultcontrol centerlocationandhowitproposes to carryout repairunder

AMC.TheSystemIntegratorshallalsoindicatewhatspares will bekept indifferent

locations.Theinfrastructureplannedto becreated bytheSystemIntegratortofulfillhis

obligationsunder AMCandhisactionplan todealwiththe various situationsarising out of hardware

and softwarefaultsshall be clearlyindicated.

Thesupportforplanning,optimizationand tuningofhardwareand softwareafter


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commissioning,whenever neededduringOperationperiod/Warranty/ AMCshall be provided

bySystemIntegrator at no extra costto Department.

TheSystemIntegratorshallensurethat the warrantycomplieswiththeagreed Technical Standards,

Security Requirements, Operating Procedures, andRecovery Procedures.

Anycomponentthat isreportedto bedownona givendateshould beeitherfullyrepaired orreplaced

bytemporary substitute(ofequivalentconfiguration)withinthetimeframe indicatedin the Service

Level Agreement (SLA).

2.21.2. Annual Technical Service

SystemIntegratorshallmaintain data regardingentitlementforsoftware enhancements, refreshes,

replacementsandmaintenance.

IftheOperatingSystemoradditionalcopiesofOperatingSystemarerequiredtobe installed / reinstalled /

de-installed, thesame should be done as partof ATS.

SystemIntegratorshouldcarryoutanyrequisiteadjustments/changesinthe configurationfor

implementing different versionsof ApplicationSoftware.

Updates:TheSystemIntegratorshallprovideandimplementfromtimetotimethe

Updatesofthesoftwareandoperatingsystemsasrequired.TheSystemIntegratorshould

provideupdates&patchesoftheILMSsoftwareandtoolstoDepartmentasandwhen

releasedbyOEMwithoutanycosttoDepartment.Allthesoftwareshallhavethelatest updatesatthe endof

Contractperiod.

SystemIntegratorshallprovidepatchestothelicensedsoftwareincludingtheILMS software,

operatingsystem, databasesandother applications.

SoftwareLicenseManagement.TheSystemIntegratorshallprovideforsoftwarelicense

managementandcontrol.SystemIntegratorshallprovidecompletemanufacturer’s

technicalsupportforallthelicensedsoftwareproblemsand/orquestions,technical

guidance,defectandnon-defectrelatedissues.SystemIntegratorshallprovideasingle- point-of-

contactforsoftwaresupportandprovidelicensedsoftwaresupportincluding

butnotlimitedtoproblemtracking,problemsourceidentification,problemimpact

(severity)determination,bypassandrecoverysupport,problemresolution,and management reporting.

Themanufacturer’stechnicalsupportshallataminimumincludeonlinetechnicalsupport

andtelephonesupportduringDepartment’sbusinesshours(Businesshoursin Departmentwill be


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from0900 hoursto1800 hoursonweekdays(Mon-Sat))with access

forDepartmentandSystemIntegratortothemanufacturer’stechnicalsupportstaffto

provideamaximumof4hourresponseturnaroundtime.Thereshouldnotbeanylimits

onthenumberofincidentsreportedtothemanufacturer.Departmentshallhaveaccess

totheonlinesupportandtoolsprovidedbythemanufacturer.Departmentshallalsohave

24x7accessestoavarietyoftechnicalresourcesincludingthemanufacturer’sknowledge base with

complete collections oftechnical articles.

SystemIntegratorshallhavetoundertakeOperationalSupportServicesoftheentire

ILMSsystemduringthecompleteImplementationphasetillthecommissioningfreeofcostand5yearspostth

at.TheServicerequirementanditsassociatedSLAduringthe

Operationphasearementionedinseparatesection(AppendixI)inthisbidding document.

3 Adherence to Standards

TheselectedSystemIntegratorshouldensurethatthesystemcomplieswithdefinedindustry standards(their latestversionsasondate)whereverapplicable.Thiswillapplytoalltheaspects ofsolutionincludingbutnotlimitedtoitsdesign,development,security,installationandtesting. Thesuggestedarchitecturemustbescalableandflexibleformodularexpansion.Itshouldensure easeofintegrationwithsoftware/applicationsdevelopedusingcommonindustrystandards sincethesolutionmaybelinkedandconnectedtoothersources(websites,contents,portals, systemsofotheruserdepartmentsetc.)aswellastheremaybeloose/tightintegrationwith backendsystemofotherdepartmentsdependingonindividualserviceprocesses.Thesolution architectureshouldthushaveprovisiontocatertotheevolvingrequirementsoftheDepartment. Areferencelistoftheminimumindustrystandardswhichthesystemcomponentsshouldadhere to ismentioned below:


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Table 1: Software Details

*Please note thislistisnotexhaustive.

Standardsarepublisheddocumentsthatestablishspecificationsandproceduresdesigned tomaximizethereliabilityofthematerials,products,methods,and/orservicespeopleuse everyday.Standardsaddressarangeofissues,includingbutnotlimitedtovariousprotocols tohelpmaximizeproductfunctionalityandcompatibility,facilitateinteroperabilityandsupport consumersafetyandpublichealth.Standardsfuelthedevelopmentandimplementationof technologiesthatinfluenceandtransformthewaywelive,workandcommunicate..

Sr.No. Component Standards

1. Information Access/

Transferprotocols

SOAP,HTTP/HTTPS

2. Interoperability WebServices, OpenStandards

3. PortalDevelopment W3CSpecifications

4. Photograph JPEG(minimumresolution640X480Pixels

5. Scanned documents PDF/TIFF( Resolutionof200X200dpi; b/w)

6. FingerprintScanning GOI specification(http://egovstandards.gov.in)

7. Digital Signature RSAStandards

8. Documentencryption PKCSspecification

9. InformationSecurity ISO27001 certifiedSystem

10. Operational Integrity &

SecurityManagement

ISO17799 certifiedSystem

11. Operation ISO9001 Certified

12. Application OpenStandard

13. Service Management ISO20000 specificationsorlatest

14. Project Documentation IEEE/ISOSpecificationsfor documentation

15. DataStandards All important data entities should be in line with

standardspublishedbyDIT.Thesecanbeaccessedat

http://egovstandards.gov.in.

16. LocalizationStandards Localization standards, like Font standards are

notified,andavailableattheDITwebsite.All

Applicationsshouldcomplywiththesestandardsto

ensurecommonlookandfeel.

http://egovstandards.gov.in/

http://egovstandards.gov.in/


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3.1. Application Design & Development

Compliancewithindustrystandards:Solutionshallbecompliantwithindustry standards(theirlateststableversionsasondate)whereverapplicable.Thiswill applytoalltheaspectsofsolutionincludingbutnotlimitedtodesign,development, security,installation,andtesting.

PlatformFlexibility:OpenStandardsandInteroperability(UsageofstandardAPIs) shall be consideredWeb-centric,multi-tierarchitectureshall be used.

CompliancetoSOAandEAI:ApplicationshallbebasedonServiceOriented Architecture(SOA)andEAI.Allmodulesoftheapplicationshallexposekey functionalitythroughSoftwareAPIsinformofSOAP&WS-*orJSON&RESTetc. so thattheycan beconsumed byotherapplications.

UserInterface:The application’sUIshould be based on HTML5 standardonlyand shouldbecompatiblewithalldeviceslikeDesktop,Smartphone andtabletetc.The application interface should be responsive.

ErrorHandling:Ensureapplicationsexecutepropererrorhandlingsothaterrors willnotprovidedetailedsysteminformation,denyservice,impairsecurity mechanisms,orcrashthe system.

Rich Userexperience:Thesolutionshouldhave capabilitywhere anyservices like PaymentGateway,themobiledevicesforqueries/reportingandprovidingday-to- dayapprovalsbycompetentauthoritiesasperauthorizedworkflowfordifferentkind ofrequests;andexternalentitieslikebank,departmentsandotherscaninvokethis frameworkbypassing the requiredparametersand specifying thedesiredoutput.

3.2. Technology Standards

Browser Compatibility:IDOS solution should support common web and mobile browsers like Google Chrome, Internet Explorer, Firefox, Safari and Opera Mini etc.

Bi-Lingual Support: Application shall support at least Unicode 5.1/ 6.0 standard based Bi-lingual versions for user interface. It is expected to be in the Oriya and English (India) languages.

Anywhere Access: Application shall be deployed on state data center to enable anytime, anywhere access and to address auto-sync/save, efficiency, peak load handling issues. Application shall be accessible on all popular devices (PC, mobile or tablets) and across all popular operating system platforms like Windows/ Apple for PCs and Android/ IOS for mobiles through browsers.

Scalability, Reliability and Flexibility: The technology must be scalable with Department’s emerging requirements and must continue to be reliable as the information handling needs of the government increases. The architecture must be scalable and flexible for modular expansion. The SI shall plan and provide for horizontal scalability in such a manner that a new server can be added (or removed) dynamically, as and when required in future, without disturbing the normal functioning of production system. The vertical scalability in servers in terms of additional processors and RAM will have to be provided for handling future growth in transactions.

Interoperability: The system should be interoperable and should comply with open standards for easy integration. The entire system/ subsystem should be interoperable, in order to support information flow and integration. Operating systems and storage technologies from several suppliers must interact well with each other.


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3.3. Security Standards

Application Access: Ensure applications processing data properly for authenticated users (through central authentication systems), specifically: SSO Login. Establish authorizations for applications by affiliation, membership, or employment, rather than by individual. If individual authorizations are used, these should expire and require renewal on a periodic (at least annually) basis.

Review: Conduct code-level security reviews with professionally trained peers for all new or significantly modified applications; particularly, those that affect the collection, use, and/or display of confidential data. Conduct annual security tests of Internet applications.

Security: application shall support both HTTP and HTTPS (SSL certificate shall be provided by Purchaser).

4 Project Duration

IDOS shall be implemented within 6 months of award of contract and 2 month of warranty after implementation with 5 Years of Support

5 Project Deliverables, Milestones & Timelines

Table 2: Payment Deliverables, Milestones and Timelines

Sr. No. Activity/ Milestone Deliverable Delivery Schedule

Applicable Payment &

Schedule (V)

T is the Date of issuance of work order

1 Project Initiation Project Plan report in .mpp/.xls format T+30 Days

10% of the Total Contract Value

2 SRS Preparation

SRS Document Approval of SRS Document T+60 Days


3 Solution Design

• Software Design & Architecture Document • Database Design Document T+90 Days

4 Application Development

Application Development and Enhancement of the IDOS Solution T+120 Days


5 System Testing as per the Test Cases

Report on Beta Testing of the software - Test Strategy, Test cases and Test Results T+150 Days

7 Deployment of Solution

Configuration & Deployment T+150 Days


8

UAT (Phase-I)

• Safe-to-host certificate • Testing report including Test Results • UAT Test cases T+150 Days


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9 GO LIVE and Training

• Certificate for Go-live • Technical & Role wise- User manual (with visual help kits) of the application software • Attendance & Training reports T+180 Days


Operation & Maintenance

10

a) Deployment of Manpower b) New Development and Enhancement / up-gradation / modification in the IDOS Application c) Managed Services during Support and Maintenance Period

• Attendance Register • Software Development/ enhancement/ up-gradation/ modification reports • Periodic Testing reports • Application Uptime report • Issue Tracker/ Call Register/Log reports of help desk • Consolidated Report on Calls Logged, Resolved and Escalated • Updated User Manual, Design & SRS documents of the application software in one hard copy and one soft copy

Quarterly / as

applicable;

QGR of O&M cost (as per component B of financial bid) on quarterly basis from the start of O&M Period

6 Functional Requirements

The IDOS seeks to achieve a set of objectives like increasing efficiency & effectiveness of the processes,

employee productivity, efficient management of data, information & knowledge within the CCIM, better

communication & co-ordination and advancement towards knowledge-led governance. IDOS shall be based

on following categories of applications:

a) Core/Foundation applications

b) Common applications

c) Departmental applications

Requirements for Foundation Applications

The Core/foundation Functions addresses the core aspects of the system. Core functionality shall be the backbone of IDOS on which the common and departmental functionalities are built. It covers functionalities such as Correspondence / File Creation, File Approval / Rejection, Draft Creation, Notings etc. mentioned below are the list of applications which needs to be provided under core applications functionality.

Self-Secure Portal

The proposed IDOS solution should have comprehensive self-service portal which should have been accessed from Internet. It should be accessed from standard web browsers either through Laptop or Mobile devices.

Dak / Correspondence Management System


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The Dak / Correspondence Management system should carry out processing of the Dak /

Correspondence received by a department / sections either in the form of post or email.

The Dak / Correspondence Management system shall provide following features

The solution should be integrated with the scanner and all the Physical Daks received by department should be scanned and uploaded with the MetaData into the system. It will be an integrated solution with scanner of Department for scanning of the incoming Physical Daks within the Department.

Scanned Dak should either be stored in PDF / TIFF form alongwith OCR capability to search within the documents.

System should allow to change the the view / rotate the scanned dak as per the requirement.

Scanned Dak should provide the Thumbnail view of all the scanned pages.

Diarisation of a Physical Daks or correspondence by the Diarist working in Diary Section. Generation of the Unique Dak Number along with the Barcode and Printing of acknowledgement after diarisation and Dak Register.

Assigning of a correspondence to the officer concerned for processing it in a file. Submission/Forwarding correspondence to Senior Officer in the hierarchy.

Returning correspondence to subordinates in the hierarchy.

Returning correspondence to the concerned Officer from whom it was originally received.

Sending the correspondence to the Officer within the subject hierarchy to deal with the matter.

Sending the correspondence to a user or many users outside the hierarchy for perusal.

Creating groups of users and sending correspondence to them for appraisal.

Creation of File from a Dak or Correspondence.

Recording of marginal observations/instructions in the correspondence at all levels.

Inbox feature to view all the correspondences received by a user with the last received correspondence appearing at top.

Provision for sorting of correspondence as per subject, section, correspondence number, date of receipt.

Searching of correspondence based on subject, description, correspondence number, date of receipt. Advanced search facilities to be made available for searching of correspondence.

Provision for creation of personal folders for subject-wise management of correspondence.

Creation of preferred lists of users to whom correspondence are sent/marked on a regular phenomenon.

Intimations received automatically in a separate folder by concerned users in the event of receipt of correspondence from other users.

Ability to await/outward/dispose a correspondence and capture final decision remarks

Ability to display graphical pendency.

The solution should provide the automatic reminders or alerts based on the categorization or due dates and alerts should be received either through SMS or Email.


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Facility to rotate the Inbox either in the List view or Folder view.

Color coding on all the list of correspondences to be provided to mark it as either read / unread etc.

Addition of one or more correspondence to the existing File

File Management: The File Management system caters to the File processing requirements for the Government Organization as per office procedure manual and should encompass all the standard features and actions to process the File.

The File Management System should have following features

Creation of regular / Common files based on the process along with minimum metadata for searching

Creation of Dispatch centres for dispatch of letter / order etc.

Configuration of Heads, Sub Heads

Defining Subjects

Configuration of access of Subject Heads heads and Subjects like who can create file application has also catered Referral File, Existing File

File no. generation on basis of Heads, Sub Heads

Define Purpose (Single/ Multiple)

Based on Department / Office , there can be multiple dispatch centres and based on this the Dispatch Numbers would be different

Creation of Unique File number Department Wise and Section Wise along with the Barcode

File Based Hierarchy Configuration which enables to configure hierarchy for each files after creation of a file.

Forwarding of file(s) to designated authority in the predefined hierarchy.

Recording of Referral Files ( Files received from Other Departments) and its tracking.

Send / Return of file(s) to designated authoritywithin the hierarchy.

Returning file(s) to the Officer who originally submitted the file.

Changing the status of file(s) to keep on hold using ‘await’ functionality.

Marking file(s) – sending file(s) to more than one users outside the defined hierarchy.

Sending file(s) to the Office of Minister/Office of Chief Secretary/Office of Development Commissioner/Department through UOI.

Facility to Delegate the authority to either PA / PS / any other officer.

E-Sign Feature

i. AADHAR based eSign implemented for the verification and authorization of Documents


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ii. This feature enhances security as well as this is cost effective method than purchasing Digital Signatures.

Creation of shadow files using UoR functionality.

Creation of part files by the user in absence of main file and subsequent amalgamation of such part file in the respective main files.

Personalized Folder facility to view the files based on the defined i.e either Subject wise or due date wise.

Setting reminders on a file for enabling immediate action/processing of the file by the custodian of the file either through SMS or Email.

Sending internal message on a file to render any specific information/message to the custodian of the file.

Viewing of graphical and tabular pendency of file movement and ownership details.

Facility to view all the files sent by a user.

Provision to view all seen files (approved/disapproved)

Resubmission of approved/disapproved file for further processing and change of the status of file

Sorting of files basing on subject, description, file number etc.

Searching of files based on file number, subject, receipt date etc.

Facility to search a keyword from all the components of the File and marking / highlighting the keyword separately.

Creation of preferred lists of users to whom files are submitted on a regular basis.

Alerts and Notifications based on the predefined set of rules in accordance with GoO integrated

with SMS and Email

Whitehall view of the File should be enabled

System shall also provide the Book view of the file and should be downloaded into the system

System shall provide facility to export the file into the PDF and print the file

It should also facilitate in tracking of the manual or existing file of Government Departments along

with pendency.

File processing:

File Management System should have following features of File processing

Provision to add the notings to a file alongwith the necessary attachment

Provision to Add notings either through Digital Writing Pad, Mobile device or through Voice recognition

Provision to sign the notings with either e-sign or Digital Signature

View and Print of All / Selective Notings within a File

Facility should be provided to define the standard notings within the File


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Provision to either link notings with correspondence / previous notings / Precedent cases etc

Citation of precedent cases relating to identical subjects to the existing files.

Preparation of drafts using draft models/templates available in the system.

Provision of Utility to prepare the Draft Template to Administrative or defined user within the system

Approval of Drafts or Letters by converting into PDFs and signed using Digital Signature.

Linking of files to an existing file/a new file.

Processing of the Confidential Files.

Approval/Disapproval of a file.

Issue/Dispatch of communication/letter to other Department/Office or outside the Office through integration with e-Despatch solution or through email.

Registering correspondence that needs to be sent out of the Department – outward registry.

Add order(s) to knowledge bank as reference documents.

View of entire File processing summary.

Disposal of a file to files room with proper classification.

Adding of Notings / Remarks for a particular File either through Mobile or Voice Noting or through

Digital Writing Pad.

Tracking of the Status of the File through Mobile

Scanning of the generated Barcode through Mobile and processing of the Files encouraging Digital

File Re-imagination

Files Room / Record Room:

Files Room / Record Room is the repository of all the files that are being processed either by a user or all the user below hierarchy The Files room / Record room should provide following features

View of all the Files / Daks with Status In Progress / Disposed/ Await either lying with the user or below hierarchy

Provision to pull File / Daks from Subordinate Officers by a Senior Officer in the hierarchy.

Pulling of files immediately or at a later point of time from Subordinate Officers by a Senior Officer. In case of ‘later point of time’ intimation gets sent to the custodian of the file automatically requesting to submit the file.

Easy searching of Files/ Daks from Disposed/Recorded/awaited correspondence using description, correspondence number, subject matter, receipt date.

Sending reminders/messages on files lying with Subordinate Officers to expedite actions on them.

Viewing of file register – specific details of a file can be viewed.

Call Back of the Files which is already sent.

Document Management System:


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Document Management System will store the documents and manage the life cycle of the documents within the system. It would include creation and maintenance of an electronic space for all the electronic documents. It provides capability to capture metadata with process and documents. It would provide faster access to different documents. It would reduce both time and effort required for management, searching and retrieval of any document. The documents would be cohesively linked to the workflow management system and would move between various owners based upon the workflow. It would provide faster access to different documents hence reducing time spent. It would reduce both time and effort required for management, searching and retrieval of any document. It would provide the following features:

• Extensive Document management Capabilities : o Capabilities like uploading documents, versioning, viewing the content and displaying

version history o Creation of logical folders and groups based on the rules and organizational structure. o Storage of all kinds of documents – format independent object storage such as .doc, .ppt,

.tiff, .jpg, .pdf, .xls. o Support for viewing a large number of file formats without the need of having the parent

application. The system should support all commonly used File formats as MSOffice, Acrobat, TIF, JPEG, GIF, BMP.

o Hierarchical storage of documents by grouping of documents into folders and sub folders. o Storage of documents at any level – folder / sub folder. o Bulk storage of documents o Linking of documents for cross referencing documents. o Configurable multiple level access rights for example delete, create, view or no access on

any document o Provision for the user to personalize the views of Document Management System o Maintenance of audit trail of events. Stores information regarding different operations

performed on documents such as insert, delete and update o Document versioning and its management o Provision to view history of document which would enable user to inspect any version of

specific document o Check-in, check-out, and cancel check-out functionality for collaborative working on

documents o Document movement within different folder /group o Delete documents from repository o Delete empty folders o Move folders to different folders and sub folders o Bulk uploads facility which would enable user to upload multiple documents or folders to

designated folder o Subscription facility on the basis of folders, document types o Restricted access to documents and folders on the basis of roles and department of the

user o Sharing of documents with different users o Sharing of personalized folders with different users o Saving documents as favourites


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• Content Categorization: The data stored is categorized to all the possible levels and then is retrieved in the same way.

o Provision to attach keywords to documents and folders for quick reference o View documents / folders / sub folders as per the stored hierarchy in a tree like display

along with attached keywords

• Metadata Management: Metadata for all the documents and contents is captured to enhance searching and auditing.

• Advanced Search: Exhaustive content and metadata search across all the system. The proposed system provides document search functionality for content search and metadata search.

• Search for documents and folders– Based on attributes such as title, number and keywords specific to the document or folder type

• Auditing: Capability to maintain the audit trail of documents and history • Document Indexing:

o Indexing of documents which help in quick retrieval of information from large number of documents stored in the repositories

o Indexing of documents for faster access o Filtering of the document / folder data as per the access privileges of the user such as

designation, department / role.

• Security: Standard features like Security and user management with users, groups and roles, Document Level Security, audit trail of activities.

• Group Work list : Capability to set a group work list so that multiple users can access the pool of correspondence and act upon them based on their availability and work load

• SLA Monitoring Capabilities: Capability to monitor the SLA for the document correspondences based on the associated processes. The Organization can monitor the SLA compliance for all requests across the Organisation. System can also proactively alert to the configured escalation authority in case of any non-adherence to defined SLA.

While processing of files, options to be made available to users to add Government Orders, Resolutions, Notifications, Circulars, Acts and Rules as reference documents.

The documents can be viewed as and when necessary for reference in a file.

Creation of respective folders and upload of documents into it.

Personalization, Favorites, subscriptions.

Provision to update or Versioning of document.

Extensive Document searching on various parameters

Provision to have Maintenance of audit trail of events. Stores information regarding different operations performed on documents such as insert, delete and update

Provision to view history of document which would enable user to inspect any version of specific document

Integration of Document Management System / Reference Documents with Workflow Management system

Integration of Document Management system with File management system


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Auto scanning of the documents and uploading of documents with metadata in to the reference documents

Indexing of all the metadata and uploading of the documents

Provision of Security and user management with users, groups and roles, Document Level Security, audit trail of activities

Provision to upload the approved letters / Memos / drafts etc. to reference documents or document management system for future reference by departments

Workflow Management System IDOS should have robust workflow management system which caters to the complex workflow requirement of CCIM. Workflow Management system should have following features

IDOS workflow should be either Post based or Role based

System should tag the workflow with the process or subjects within the departments

System should have facility to configure hierarchy based on level

Workflow should also be integrated with the Rule engine based on the defined parameters

Super User or Admin user should have rights to configure the workflow for a department for a process

System should support rule based or parallel routing

Process Wise Configurable Workflow

o Access would be given to an Employee/Establishment to define workflow for processes

o Multiple verifiers can be marked in workflow

o Group of an employee can be mapped in workflow

o Group of Employee can be mapped to various HRMS processes such as Leave, Store

etc. based upon the their roles such as Receiver/Verifier/Approver for the request like

NOC Group to handle NOC request, Leave Group to handle Leave request etc.

o A request of a process automatically routed to a mapped group.

Establishment level – Ease of configurability

o Selection of Multiple process to configure hierarchy

o Configuring hierarchy of many employees bases on parameters like Designation, Service

type etc. for a process

Clone Hierarchy


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o Hierarchy of an existing process/subject can also be cloned for the other HRMS process

on a single click reducing the user efforts.

Configure Part Hierarchy

o Establishment do not know hierarchy at the ground level but in the end request comes to an

establishment. To do so, Part hierarchy can be used. Establishment can define the part

hierarchy and rest hierarchy is defined by user itself.

Interlinked hierarchy

o Two hierarchies can be interlinked.

o A process may start from one department and ends in different department like Promotion,

Departmental Enquiry etc. In one Department there a Channel and in other Department

there is a channel. Such processes when gets completed in one department, move in

hierarchy of another department automatically.

Creation of groups

Global Template Library

o Global Template Library consists of all the defined templates as per the processes

o Standardization of templates across the state.

Office Wise Template Library

o User can clone the templates from Global Template Library as per the process and map to the

respective office.

o Template can be modified as per requirement of the user .

o Predefined placeholders of the HRMS process which can be utilized to configure a template

Quick Actions

o Quick Action such as approve , reject, forward or return are provided to users in their worklist.

The quick actions work s for the process in which files need to be opened or comments are nor

required.

o Role base access for Quick Actions

o Process check to perform Quick actions like in case PAR (Performance Appraisal Report),

system will not allow to perform quick action. User needs to open PAR case.

Organization Structure Management


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o The next generation IDOS should provide a graphical tree view of Organization structure. It

should also support updating or the organization structure directly from the Organization chart

o Creation of Organization Hierarchy , Executional hierarchy and offices/sections.

Dashboard: Dashboard provides the Graphical view of the performance of the department based on the defined key performance indicators.

It should provide a graphical view of statistics of all correspondence and files lying with the user and down line hierarchy. All communiqués can be managed from the dashboard.

All the correspondence and files lying with the user. Other down line hierarchy can be viewed subject-wise, section-wise, Department-wise by aging.

Ability of the system to provide the holistic view of the CCIM, department, branch and their health in terms of files and correspondences.

Monitoring of Open and Pending File, Correspondence and Communique lying with the User and its subordinates and classification on their status which should be shown with different colors.

Ability to search the documents from Dashboard only

Ability to display the documents based on Subject, Aging, Department and Sections

Ability to View and Track status of the communiqué as sent by the user

Ability to pull the file from Dashboard and to work directly on the documents lying with the user

Statistics for Correspondence from other Departments (other than users department)

Ability to Directly Working on a File / Correspondence / Communique lying with the user from the Dashboard

Ability to set/view Milestones (Purpose & Description) on of File

Ability to View Register details of a File

Provision to configure the Dashboard either through the number or type of Dashboard from Home Page

System should have drill down facility for all the dashboard charts for deep down analysis

Management Information System (MIS) – Reports:

MIS reports ensuring effective monitoring of statistics available in the system and provides scope to analyze the applications used in the operational activities. Reports can be generated without manual intervention.

Generating various reports related to correspondence and file processing – dak and file statistics, dak and file pending age analysis, inward diary register and outward diary register.

Selective printing of reports is possible using appropriate options to choose the required information/data that needs to be present in the report.

Generated reports can be exported to excel, pdf for various purposes


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Generated Reports should exported to Excel, PDF, Word, CSV etc.

Reports generated should be in the printable format

All the Statistical reports generated should be exported into the pivot table to perform various operation as per the pivot table of excel for analysis

All the MIS Reports should have the capability to drill down till the detailed level

It should have facility to generate report on adhoc basis or on the fly

Department user should be able to configure and customize the report on their own

Query based reporting facility should be provided

Facility to link and generate reports based on an event

Audit Trail Management To enhance the productivity and security of IDOS, an audit trail management system needs to be

implemented across IDOS to capture in detail all the process life cycles. Key features include:

Provisionforautomaticallyrecordanaudittrailofeventsunderthecontrolofthesystem

Thesystemallowstheextentofaudittrailtrackingandrecordingtobeuser-

configurable,sothatanadministratorcanselecttheeventsforwhichinformationisautomaticallyrecorded

Record everyaction that takes place to anactivity/eventthroughoutitslifecycle

Allchangestodatashouldberecordedinaseparatetable/databaseandshouldbestampedwiththeidentity

oftheuser/programandtimestampofthecreation/change

Thesystemshalltrackandrecordinformationabouteventsintheaudittrailwithoutmanualintervention,o

ncetheaudittrailfacilityhasbeenactivated

Thesystem shallensurethattheauditdataarestoredinun-editableformats

Provisionforaudittrialreportviewing/printing

Provisionforfilter/searchspecificactivitiesinanaudittrialdatabase

Thesystemshallensurethataudittraildataisavailableforinspectiononrequest

Search Engine In order to aid the user of system, a common Search Engine needs to be implemented across the complete

IDOS application, with key features such as:

Provisionfordynamicandconfigurablesearchengine

Provisionforsimplesearch,advancesearchoperation.Bothtypeofsearchshouldsupport“Global”&“Cust

omizedsearch”.Globalsearchconcernswhateverservicesavailabletousersinthecompletedomain.Custo

mizedsearchallowusertoperformsearchasperrequirements

Provisiontoallowtheusertoperformkeywordsearch,fulltextsearch,andpatternbasedsearch

Provideacontentsearchfeatureswithinanattachment

Provisionfortrending.Trendingallowusertochoosethekeywordbasisonthelatestsearchperformedforea

syandquickaccess

SupportDifferenttypesofinputinterfacestoinitiatesearchoperationandalsoprovidethestandardoutput

interface

supporttheconfigurationliketypeofsearch,numberofrecordstobeshown,typeofresultview,etc.

Supportautomaticcreationandupdationofindexesasperspecifiedintervalsthroughschedulersandmeta

dataconfigurations

Allowtosaveasearchforfutureexecution


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General Features Following are the list of General Features which should be either the part of home page or entire IDOS solution

The proposed IDOS system should be multilingual and should support all regional languages

System should provide facility to personalize IDOS based on the each user

Provision to configure Dashboard on the homepage once the user login based on the user needs

System should have feature of Tag cloud, Quick links, Holiday calendar etc. within the IDOS

IDOS should be web responsive and should be viewable from the Mobile compliant browsers.

Provision to change the themes based on the user needs

System should have facility to login using Biometric device i.e Finger print or Digital Signature

System should have facility of OTP

System should have administrative utility wherever applicable by the champion users of Departments

Access Control Management

Access Control Management enables the capability to configure and manage different levels of access privileges required within the Organization and based on this configuration it controls the span of Access for respective user for required information / services / resources. Following are the basic features of Access Control Management

• User and Group Management • Access Control • Resource Management • Policy Management

Access Management will facilitate centralized privilege management. Centralized groups of users will be created for access control to various services. Solution will comply with required security policies and standards. Access management will manage individual security policies. These policies can be managed by an administrator or a pool of administrators. Interface Capability The Solution has the capability to interface with 3rd party/existing Legacy Systems for exchange of information. Information exchange/synchronization is either in real time or in batch mode based on requirements. System has the capability to integrate through one of the following methodologies based on feasibility study and evaluation of the existing Legacy Systems.

• Structured Flat file exchange • Database to Database Interaction • Enterprise Application Integration (EAI) • SOA - Web Services

Knowledge Management System Knowledge in any Organizational context consists of documents that are the outcome of the workflow processes, business processes and generated in the lifecycle of the document in the workflow process. Knowledge Management System consists of the documents which are part of the knowledge or policy related matter of an organization which have been the outcome of processing within the organization or


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external to the organization but required by the organization for its working. The back bone of Knowledge Management System is Document Management System. Knowledge Management System supports different operations to manipulate documents. Below listed are three main stages of Knowledge Management System:

• Creation of Knowledge o Knowledge created through processing of the documents and the business processes in the

organization o Knowledge external to the organization

• Organization of Knowledge o Structuring of Knowledge in terms of organizing it in the databases o Storing unstructured information as documents in Document Management System

• Retrieval of Knowledge o Structured queries on database to retrieve knowledge based on attributes of documents like

title, number, description etc. o Keyword or text search on the documents to retrieve knowledge in the form of documents,

files, experience, wisdom, etc. The keywords represent the understanding of the persons dealing with the file and the context of the specific case.

The salient features of Knowledge Management System are as follows. • Logical grouping of documents. The documents are grouped as different types. Eg GO, GR, acts,

circulars, etc • Search within folders and documents • Export / Import documents. • View/ Create / Approve the documents uploaded in Knowledge Base • Provide ratings to the documents • Publish the Documents • Personalize the documents • Set preferences, favorites and subscriptions

Requirements from Common Applications The enhanced next generation IDOS system should have integrated set of common Applications which will help all the employees of Departments of CCIM in their official work.

• Appointment Scheduler

• Telephone directory

• Minutes of Meeting

• Ideas to Execution

• Action Tracker

• Communique Monitoring

• Instant Messaging

• Attendance Management

• Project Management

• Visitor/Vehicle Pass Management / Gate Pass Management


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• Asset and store Management

• Committee & Meeting Management

• Government accommodation Booking

• Employee ID card

• e-Repository (e-locker)

• Virtual Box (Drop Box)

•

Requirements from Departmental Applications

The Departmental functionality shall address the automation of typicalcommon processes that shall be

performed by respectivedepartment employees. Broadly, departmental applications can be viewed as

employee specific HRMS applications and department specific applications as listed below:

• Employee Profile Management

• Post Creation and Management

• Organization Management

• Appointment

• Recruitment

• Training, Conference, Workshops etc.(apply-approval process, Nomination, fee and other expenditure details)

• Transfer & Posting, Deputation

• Higher education (apply-approval process, Nomination , fee and other expenditure details)

• Promotion & Posting (eligible candidates based on no of promotion post and rules, order generation)

• Termination, Suspension, re-instate process

• Retirement

• Reimbursement of Telephone/mobile bills

• VRS

• Vigilance Proceeding

• Pay fixation

• Leave Management (Apply, approval, cancellation, eo. Process of various kind of applicable leaves, partial leave cancellation, credit/debit of leave balances, leave balance scheduler, maintenance of ledger, pre fix /suffix – head quarter permission, management of leave groups

• Service Book


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• Personal file

• Pension

• Loans and Advances

• Medical Bill Preparation, submission, approval, payment

• Leave Encashment/LTA (apply, approval process)

• Departmental Enquiry (Punishment & penalties)

• Performance appraisal

• NOC for Passport, higher studies etc.(request submission & approval)

• Reorganization/Achievements/Reward

• Tour/Travel Management( (apply, approval, nomination, tour advance- payment

reimbursement process)

• Event Management

• Budgeting and Grant management

• Bill Processing

• Payroll Processing

• Account Reconciliation

• Revenue Monitoring from Fees received

• Bill Register

• TR Register

• Advances Register

• GPF Ledger

• NPS register

• Fee and Payment Management system

The solution shall have the capability manage fees collected by organization and payments made by an organization. The solution shall have the capability to manage various types of fees collected and payments made like annual fee/ on demand fee/registration fee etc and remuneration respectively via different modes online and offline (cash/DD/Cheque etc). It also will provide provision to capture details of the fee collected/payments made, perform workflow based approval/processing and finally do monitoring in terms of generating reports MIS/reports/Dashboards along with provision for email alerts/intimation.


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• Legal Management system

The solution shall have the capability to manage legal cases of an organization in terms of capturing Legal case details, uploading supporting docs, monitor case, build history, capture hearing details, perform workflow based approvals/processing and finally do monitoring in terms of generating reports MIS/reports/Dashboards along with provision for email alerts/intimation during identified key events like next hearing, due date of submitting/filing important documents in court etc.

7 General Technical Requirements

Identity and Access Management Identity and access management is a critical aspect for successfully managing the users, applications and effectively manages overall solution. This component/module shall have the following functionalities

o Shall able to add new users

o The system should allow to creation and management of office user, each user should

o comprises the following details

Employee Name

Date of registration

User ID (unique Name)

Employee ID

Designation

Mobile Number

o Define privileges on specific functional modules (report access, add data, modify data, verification/approval privileges, print privileges etc.)

o Role based access & authorization

o Manages roles and privileges

o Facility to define access rights for master data

o Allow two factor login i.e. User ID& Password and “digital signatures”

o Facility to confirm user id though user’s given email only

o Provision of warning if user with similar email id is already exist

o Facility to block or unblock any user access

o System should allow to create unique user name only

o System should provide feature to search a valid user name

o System should allow admin user to create/modify user and roles and privileges

User Interface System should have following features


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The solution should have unified, easy, flexible and user friendly interface enabling the following settings:

o Personal User menu

o Personal User settings

o Field Placement on screen

o Field composition on screen"

The user interfaces should be friendly and GUI/browser based

All modules should be homogenous with respect to keyboard use, screen layout and menu operations with Graphic User Interface (GUI) support

The GUI Form Administration should support the following without coding effort:

o Changing fields or tab labels

o Hiding fields or tabs.

o Changing the position or size of field or labels

o Adding restrictions like mandatory or not

o Setting default value in a field

o Changing list of value (LOV) contents"

The solution should have the ability to provide UI suitable for non-technical business users and IT experts

There should be sufficient edit and validation checks in the system

Capability to setup logic to trap conditions to pop messages in response to conditions like logical data entry errors, certain conditions etc. without coding effort, which does not require additional steps to be retained during an upgrade

It should provide safeguards to prevent damage to data from operator errors, simultaneous updates, module unavailability or system failures

It should have facility to display confirmation / warning windows for deletes, changes etc.

The system should provide consistent screen layouts and access methods across all modules so that they look and behave the same

It should provide on-line error reporting and use a menu-based system with facilities to bypass menus by experienced operators

Ability to provide these configurations down to the user level so that the screen can be made to have different functionality for a given user (for example one user can only see limited fields, while another can only query a screen

When a user opens a form, the fields should be displayed according to user preferences and the data should be pre-populated with the relevant data subset


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It should be possible to add more fields to the data input screens for capturing additional business specific information without having to write any code.

This functionality should be available to authorized business users to configure the screens appropriately

It should be possible to configure the additional fields to only pop-up when required based on the data entered in the form

It should be possible to configure the additional fields in a hierarchical dependency so that additional fields are exposed based on values chosen in earlier fields