Request for Proposal for Design, Supply, Installation, Commissioning and Maintenance of Computerization of Travancore Devaswom Board Project. (CTDB)

TENDER DOCUMENT (e-Procurement – two part tender) Tender No IT 001 dated 04/04/2016

Travancore Devaswom Board Nanthancode, Kowdiar Post, Thiruvananthapuram – 695 003, Kerala Tel: 0471-2314288 Fax: 0471-2315156 Email: [email protected] INDIA Table of Contents 1 Notice Inviting Tender...... 7 2 List of Important Acronyms...... 9 3 Guidance to Bidders...... 11 4 General Instructions To Bidders...... 13 5 Eligibility Criteria...... 14 6 Project Vision...... 17 7 Scope of the Project...... 18 8 Technical and Functional Requirements...... 19 8.1 Project Background...... 19 8.2 Conception of CTDB...... 19 8.3 Project Objectives...... 20 9 Scope of Services...... 21 10 Expected benefits to the Stakeholders...... 22 11 Project Details...... 23 11.1 Stakeholder Analysis...... 23 11.2 Current TDB Process Assessment...... 25 11.3 Current IT Assessment of TDB...... 28 11.3.1 Existing Hardware and network implementation...... 28 11.3.2 Existing Application Assessment...... 28 11.4 Handholding Support...... 29 12 Business Process Re-engineering...... 31 13 Proposed Solution & Technology Architecture...... 32 13.1 Solution Approach...... 32 13.2 Generic Solution Requirements...... 32 13.2.1 System Administration...... 32 13.3 Organization Structure Management...... 34 13.4 File Flow Management...... 34 13.5 Alert and Message Mechanism...... 34 13.6 Search Mechanism...... 35 13.7 Report Generation...... 35 13.8 RTI/LA Interpellations...... 35 14 Non- Functional Requirements...... 36 14.1 Reliability...... 36 14.2 Audit trial...... 36 14.3 Availability...... 37 14.4 System Scalability...... 37 14.5 Data Integrity...... 38 14.6 Security...... 38 14.7 Software System Architecture...... 46 14.8 Deployment Architecture...... 47 14.9 Network Architecture...... 49 14.10 Temple Network...... 49 14.11 KSWAN Network...... 50 15 Identified Functional Areas...... 51 16 Implementation Plan...... 53 16.1 CTDB Phase I...... 53 16.1.1 Geographical Coverage...... 53 16.1.2 Digitization/Migration of Historical Data...... 53 16.1.3 Application Functionalities...... 54

Page 2 / 277 16.1.4 Capacity Building Initiatives...... 54 16.2 CTDB Phase II...... 55 16.2.1 Geographical Coverage...... 55 16.2.2 Application Functionalities...... 55 16.2.3 Capacity Building Initiatives...... 55 16.3 CTDB Phase III...... 56 16.3.1 Geographical Coverage...... 56 16.3.2 Application Functionalities...... 56 16.3.3 Capacity Building Initiatives...... 56 17 Bill of Materials (BOM)...... 57 17.1 Hardware for TDB Head Quarters...... 57 17.2 Hardware Items for HQ Networking...... 57 17.3 Hardware Items for Attendance Management at HQ...... 59 17.4 Hardware for Temples...... 59 17.5 Hardware for TDB District/Group/ Sub Group Offices...... 60 17.6 Hardware for Strong Room...... 60 17.7 Hardware for Sabarimala...... 61 17.8 Hardware for Sabarimala Networking (Fiber)...... 61 17.9 Hardware for CCTV...... 63 17.10 Data Centre for TDB...... 64 17.11 Software Modules...... 64 17.12 Data Degitization Charges...... 65 17.13 Capacity Building...... 65 18 Time Schedule & Delivery...... 66 19 Payment Terms and Service Level Agreement...... 67 20 Annexure A - Functional Requirement Specification...... 70 20.1 Temple Administration...... 70 20.1.1 Activities of Dy. C Offices...... 70 20.1.2 Activities of AC Offices...... 71 20.1.3 Vazhipadu Counter Billing...... 73 20.1.4 Auctions...... 75 20.1.5 Online Booking & e Payment...... 76 20.1.6 Mahassar...... 77 20.1.7 Kanikka Counting & Scheduling...... 78 20.1.8 Pooja...... 79 20.1.9 Temples...... 79 20.1.10 Strong Room management...... 80 20.1.11 Grievance Redressal Cell...... 80 20.1.12 Special Activities...... 82 20.1.13 Store & Inventory...... 82 20.1.14 Video Surveillance...... 83 20.1.15 Advisory Committee Election...... 84 20.2 HR Administration...... 84 20.2.1 Recruitment...... 85 20.2.2 Appointment and Posting...... 87 20.2.3 Service Book...... 88 20.2.4 Probation & Seniority...... 89 20.2.5 Promotion/Demotion...... 90 20.2.6 Transfer:...... 90 20.2.7 Tours & Claims/ Reimbursement...... 91

Page 3 / 277 20.2.8 Pension...... 93 20.2.9 Provident Fund...... 94 20.2.10 Loans...... 95 20.2.11 Attendance Management...... 96 20.2.12 Leave Management...... 97 20.2.13 Salary Management...... 98 20.2.14 Staff Appraisal...... 101 20.2.15 Self Service Portal...... 101 20.2.16 Liability...... 102 20.2.17 ID card Issuance...... 102 20.3 Devaswom Accounts...... 103 20.4 Commissioner Office...... 104 20.4.1 Disciplinary Action...... 104 20.4.2 Budget estimation & Fund allocation...... 105 20.4.3 Grants...... 106 20.4.4 New Schemes...... 107 20.4.5 Land records...... 107 20.4.6 Petition / Complaint management...... 108 20.4.7 Training Programmes...... 109 20.5 Thiruvabharana Commissioner Office...... 110 20.6 Board Office...... 112 20.6.1 Disciplinary actions against Gazetted officers...... 112 20.6.2 Petition/Complaint management...... 112 20.6.3 High Court Audit...... 113 20.6.4 Budget...... 114 20.6.5 Grants...... 114 20.6.6 Transfer and Posting of Gazetted Officers...... 115 20.6.7 Purchase & Store Management...... 115 20.6.8 College Management...... 121 20.6.9 Aided/CBSE School Management...... 127 20.6.10 Board Meetings...... 130 20.7 Maramath...... 131 20.7.1 Registration of Contractors...... 131 20.7.2 Estimation...... 131 20.7.3 Fund Management...... 135 20.7.4 Project Management...... 136 20.7.5 e-Tendering / Quotations /Comparative Statements...... 140 20.7.6 Work Order...... 141 20.7.7 M-Book...... 141 20.7.8 Recovery of Unserviceable materials...... 143 20.7.9 Part Bill preparation...... 143 20.7.10 Final Bill preparation...... 144 20.7.11 Defects, Liability Period...... 145 20.7.12 Release of Security Deposits...... 145 20.7.13 Auctioning of shopping complex/Estate property/Furniture...... 146 20.8 Payroll...... 147 20.8.1 Salary Computation...... 147 20.8.2 Arrear Management (Pay & DA)...... 151 20.8.3 Surrendering of Leaves...... 152 20.8.4 Surety Monitoring...... 152

Page 4 / 277 20.8.5 PF Computation...... 152 20.8.6 Pension Computation...... 154 20.8.7 Income Tax Computation...... 155 20.9 Estate Office...... 158 20.9.1 Estate Management...... 158 20.9.2 Nilakkel Rubber Estate Management...... 159 20.9.3 Vehicle Management...... 160 20.9.4 Guest House and Auditoriums...... 162 20.9.5 Special Thahasildar Office Management...... 163 20.10 General...... 165 20.10.1 Contract Management...... 165 20.10.2 Work Flow Management...... 166 20.10.3 File Management System...... 167 20.10.4 Tappal Management...... 171 20.10.5 Scheduler...... 172 20.11 Cultural...... 173 20.11.1 Printing & Publishing...... 173 20.11.2 Library...... 174 20.11.3 Book Stall...... 175 20.11.4 Temple Arts Academy...... 176 20.11.5 Fund Management...... 177 20.12 Audit...... 178 20.13 Law Office...... 179 20.14 Vigilance...... 179 20.15 Sabarimala...... 180 20.15.1 Counter Billing...... 181 20.15.2 Hand Held Devices:...... 182 20.15.3 Donations and sponsorships...... 183 20.15.4 Accommodation...... 184 20.15.5 Online Booking of Vazhipadu:...... 185 20.15.6 Dolly and Tractor management:...... 185 20.15.7 Parking...... 188 20.15.8 Hospital management...... 188 20.15.9 Volunteer Service (Sanaddha Pravarthanam)...... 190 20.15.10 Queue Management...... 190 20.15.11 Duty Deployment:...... 190 20.15.12 Appam, Aravana production and Sales Management:...... 191 20.15.13 Annadhanam:...... 192 20.15.14 Store management...... 192 20.15.15 Maramath...... 194 20.15.16 Auction...... 211 20.15.17 Video Surveillance...... 212 20.15.18 Kanikka Counting...... 212 20.15.19 Vigilance...... 213 20.15.20 Auditing...... 214 20.15.21 Mess Management...... 214 21 Annexure B - Infrastructure Requirement...... 216 21.1 Technology Architecture...... 216 21.2 Deployment Architecture...... 216 21.3 Network Architecture...... 220

Page 5 / 277 21.4 ICT Infrastructure Requirement...... 221 21.4.1 Summary of Temples & Offices...... 222 21.4.2 Hardware for TDB Head Quarters...... 222 21.4.3 Hardware for Temples...... 225 21.4.4 Hardware for TDB District/Group/ Sub Group Offices...... 226 21.4.5 Hardware for Strong Room...... 226 21.4.6 Hardware for Sabarimala...... 227 21.4.7 Hardware for CCTV...... 229 21.4.8 Data Centre for TDB...... 230 21.5 Detailed Technical Specification...... 231 21.5.1 Networking...... 231 21.5.2 Software...... 234 21.5.3 Storage and Backup Solution...... 235 22 Annexure C - Data Digitization &Migration...... 248 22.1 Objective of Data Digitization...... 248 22.2 Scope of Data Digitization...... 248 22.3 Data Digitization Requirements...... 250 22.4 Recommended Methodology for Data Digitization...... 251 22.5 Additional Guidelines for and Digitization...... 252 23 Annexure D - Capacity Building...... 253 23.1 Training Plan...... 253 24 Annexure I – Agreement by sucessful bidder...... 258 25 ANNEXURE II - Gurantee Bond...... 265 26 ANNEXURE III -Format of Agreement to accompany the Tender...... 267 27 Letter from bidder...... 269 28 FORM – II...... 271 29 FORM – III...... 272 30 FORM – V...... 273 31 FORM - VI...... 274 32 FORM – VII...... 275 33 FORM – IX...... 276 34 Form X...... 277

Page 6 / 277 1 Notice Inviting Tender

Tender No.: IT 001 dated 04/04/2016

1. Travancore Devaswom Board (TDB) (Herein after referred to as TDB) invites e-Tender from Total Solution Providers for Design, Supply, Installation, Commissioning and maintaining of Computerization of Travancore Devaswom Board Project with a support period of Three years as per the Schedule of Requirement given in the General Terms & Conditions of the Tender.

2. Bidders shall remit the tender document fees and EMD using the on-line payment options of e-Procurement System only. Bidders are advised to visit the “Downloads” section of e- Procurement website (www.etenders.kerala.gov.in) for detailed instructions on making on- line payment using Internet banking facility of SBT or by using NEFT facility. Bidders opting for NEFT facility of on-line payment are advised to exercise this option at least 48 hours before the closing of the bid to ensure that payment towards tender document fees & EMD are credited and confirmation is reflected in the e-Procurement system. The on-line NEFT remittance form provided by e-Procurement system for making a NEFT transaction is not a payment confirmation. Department/ NIC/ SBT shall not be responsible for any kind of delay in payment status confirmation.

Schedule of Requirements

Sl. Item description Qty Tender Fee EMD Amount No.

Design, Supply, Installation, Commissioning and maintainence Rs. 5000.00 + 1 of Computerization of Travancore 1 Rs.10,00,000.00 VAT Devaswom Board Project with a support period of three years

3. The tender document should be submitted as per formats along with all relevant documents in support of Qualifications and experience.

Page 7 / 277 4. Important Dates & Time of the Tender shall be as below:

Bid calling date 04.04.2016 11.04.2016, 3.00 PM, Devaswam Board Pre bid conference date, time and venue Office, Nanthancode. The Devaswom Commissioner Travancore Devasowm Board Address for communication, submission/ opening of Nanthancode, Kowdiar post, technical & commercial bid Thiruvananthapuram-695 003, Kerala Phone: 0471-2314288 Contact person - phone number / fax Mob: 9495823750 Fax: 0471-2315156 Last date and time for receipt of e-bids 30.04.2016; 3.00PM

Opening of technical bids: date and time 03.05.2016; 3.00PM

Opening of commercial bids Will be intimated later.

5. Tender Documents shall be available only on the Internet and shall not be available for sales elsewhere.

6. TDB reserves the right to amend or cancel the tender in part or in full without prior notice at any point of time.

7. TDB reserves the right to reject the bid of parties who have failed to provide adequate after sales support for the products supplied against the order.

8. In the event of failure to perform the work as per the agreed delivery schedule without sufficient reasons, TDB shall impose Liquidated Damage, @ 0.2% of the Tender value for every week delay or part thereof. This will be charged against the performance bank guarantee submitted by the bidder at the time of signing the contract. Also if the supplies are not within control, the buyer is entitled to cancel the order and make necessary alternative arrangements. Furthermore, if the delay exceeds 30 days after the scheduled date of supply, such suppliers will not be considered for the subsequent tenders.

9. The Special Instructions to the Contractors/Bidders for the e-submission of the bids are given under “Help to Contractors” in website http://etenders.kerala.gov.in/nicgep/app.

Contact Address:

Devaswom Commissioner Travancore Devasowm Board Nanthancode, Kowdiar post, Thiruvananthapuram-695 003, Kerala

Page 8 / 277 2 List of Important Acronyms

Abbreviation BPR Business Process Reengineering CB Capacity Building CCTV Closed Circuit Television CDAC Centre for Development of Advanced Computing CTDB Computerisation in Travancore Devaswom Board DB Database DC Data Centre DMZ De-Militarized Zone DPR Detailed Project Report DVR Digital Video Recorder FAQ Frequently Asked Question FRS Functional Requirements Specification HRMS Human Resource Management System HTTP Hyper Text Transfer Protocol ICT Information & Communication Technology IP Internet Protocol IT Information Technology JS Junior superintendent KSWAN Kerala State Wide Area Network KV Kilo Volt LA Legislative Assembly LD Clerk Lower Division Clerk NVR Network Video Recorder OEM Original Equipment Manufacturer PF Provident Fund PKI Public Key Infrastructure RAID Redundant Array of Independent Disks RDBMS Relational Data Base Management System RTI Right To Information SAN Storage Area Network SDA Software Development Agency

Page 9 / 277 Abbreviation SDC State Data Centre SET Secure Electronic Transaction SLA Service Level Agreements SMS Short Messaging Service SOA Service Oriented Architecture SOAP Simple Object Access Protocol SPOF Single Point of Failure SQL Structured Query Language SSL Secured Sockets Layer SWAN State Wide Area Network TCP Transmission Control Protocol TDB Travancore Devaswom Board UD Clerk Upper Division Clerk UPS Uninterrupted Power Supply VPN Virtual Private Network WSDL Web Service Description Language XML Extensible Mark-up language

Page 10 / 277 3 Guidance to Bidders

1. Travancore Devaswom Board (TDB), Kerala desires to implement the Project of Computerisation of Travancore Devaswom Board (CTDB) is looking for reputed, competent and professional vendors for Supply,Installation,Commissioning and Maintenance of IT Hardware, Software, Database, Network Equipment etc. in a Phased manner for 3 Years as per scope of work mentioned at “Technical Section & Annexures”.

2. Interested eligible bidders should register in the website http://etender.kerala.gov.infor participation in the tender for Travancore Devaswom Board.

3. Bidders are advised to study all Technical & Commercial aspects, instructions, forms, terms and specifications carefully in the tender document. Failure to furnish all information required in the tender document or submission of a bid not substantially responsive to the tender document in every respect will be at the bidder’s risk and may result in the rejection of the bid.

4. The tender should indicate specifically Price including all Taxes as applicable. No additional information will be entertained after due date. TheTravancore Devaswom Board. may reject tenders if they do not carry such information separately and specifically quantitatively.

5. Successful Bidder should have local presence / representative at Kerala state or agree to set up local office at K e r a l a . An undertaking in this regard should be given by the bidder.

6. The bid should indicate that the rates are for Travancore Devaswom Board.

7. Eligible vendors have to submit their bid for all the items. Partial offeres will not be considered.

8. All Bidders shall furnish, as part of the Bid, an Earnest Money amounting to Rs.10,00,000/- (Rs. Ten Lakhs Only) and a non refundable Tender fee of Rs. 5000 + VAT. Bids without this bid security will be rejected.

9. Unsuccessful Bidder's Bid security will be discharged or returned within sixty (60) days after the expiration of the period of Bid validity prescribed.

10. The successful Bidder’s Bid security will be discharged upon the Bidder signing the Contract Agreement and furnishing the Performance Security.

11. The tender should clearly indicate the delivery period and validity period of the tender.

12. The tender should clearly indicate the availability of onsite after sale service and or maintains facilities for the duration of Three years for items quoted.

13. The bidders are required to quote for each item separately. Prices must be quoted in Indian currency only (INR).

Page 11 / 277 14. The successful Bidder has to submit a performance Bank Guarantee from Nationalized / Scheduled Banks for a period of 36 months, as per tender conditions.

15. The bidder should submit Manufacturer Authorization Certificate for all quoted Items

16. Travancore Devaswom Board reserves the right to reject any or all tenders without assigning any reason whatsoever.

17. The tenders will be opened on the date and the time indicated, in the presence of bidders, who are interested to remain present. If the date of opening is declared to be a holiday, the tenders will be opened on the next working day.

18. Any damaged or unapproved goods shall be returned at the Bidders risk and cost and the incidental expenditure there upon shall be recovered from the concerned party.

19. Printed conditions of the firm sent along with the quotation, if any, shall not be binding on us.

20. Packing list must be put in all packages.

21. All items should be new and supplied in good condition at respective sites.

22. On acceptance of tender, the Implementation Schedule & response time to resolve a technical issue should be strictly adhered to, otherwise the Travancore Devaswom Board reserves the right to impose penalty as per penalty clause of this tender Document. The Travancore Devaswom Board specifically and in case the order is not executed as per the manner mentioned, Travancore Devaswom Board will be at liberty to make purchase through other sources, and to forfeit the earnest money of the Bidder.

23. Payment of bill will be made through the crossed account payee cheque drawn in favour of bidder or through eRTGS on submission of Invoice and acceptance from the authorised person of Travancore Devaswom Board.

24. Bids containing Products of blacklisted companies will also be rejected.

25. Bidders who are black listed by State / Central Government departments and organizations are not eligible to participate in this tender and such bids will be summarily rejected.

26. Jurisdiction: The Courts situated in Thiruvananthapuram alone will have jurisdiction on the Contract.

27. The language of the Tender should be English and the corrections, if any, should be attested under seal.

28. Validity of the bids: 180days from the opening of technical bid.

29. Travancore Devaswom Board shall not be responsible for any postal delay about non- receipt/non-delivery of the documents.

30. Conditional bids are not acceptable and are liable for rejection.

Page 12 / 277 4 General Instructions To Bidders a) Bidders’s are advised to study this RFP document carefully before participating. It shall be deemed that submission of bid by the Bidder has been done after their careful study and examination of the RFP with full understanding to its implications. Any lack of information shall not in any way relieve the Bidder of his responsibility to fulfill his obligations under the Bid. b) To participate in e-Tender, the bidder shall have a valid Class-II/Class-III Digital Signature Certificate (hence forth referred as DSC). For understanding procedures for obtaining DSC, interested bidders may refer to the website of the Controller of Certifying Authorities (CCA) at http : // c c a.go v. i n c) Bidder shall download and carefully read all terms conditions and other contents of the RFP. Downloaded RFP has to be uploaded back and digitally signed as a part of technical bid, as a proof of acceptance of all terms conditions in the RFP. d) Signed and sealed copies of all relevant documents as mentioned in terms and conditions has to be digitally signed and uploaded in technical bid part. e) Financial BID / Bill of Quantity (BOQ) shall be downloaded, filled up properly and uploaded in the financial bid after digitally signing it. The bidder must write their name on the appropriate field of the rate quoting sheet. The bidder shall have to quote rates for the indented items, for allocations as mentioned in the BOQ, to qualify in the bid. Comments like ‘Not Quoted’ etc., ‘Not applicable’ should not be written in the BOQ as these will not be accepted by the system. f) To view the details of the BOQ, bidder should have to Enable Macros into the BOQ spreadsheet. g) To minimize the uploading time, bidder’s shall use the ‘My Document’ folder option in the e-procurement web based application, available after login and may upload all relevant non sensitive documents [Signed copies of relevant documents as mentioned in NIT]. ‘My Document’ shall be populated prior to real time bidding and help the bidder to complete the bidding within the bidding session. h) During scrutiny of tender/preparation of comparative statement/ signing agreement, eligible bidders shall have to submit/produce original copy of the uploaded document for verification, as& when asked. i) This is for information of all bidders that all documents uploaded in the tender shall be part & parcel of the agreement, to be signed with the successful bidder.

Page 13 / 277 5 Eligibility Criteria

S. No. Clause Documents required Bidders shall remit the tender document fees and 1 EMD “Consortium” shall mean more than one company which joins with other companies of complementing skills to undertake the scope of work defined in this RFP. In case of consortium the same shall not consist of more than The Bid can be submitted by an individual Two companies/ corporations, company or a consortium. including the prime bidder. 1. Memorandum of Understanding 2 (MOU)/agreement among the members signed by the Authorized Signatories of In case of consortium applicant, consortia shall the companies dated prior to the submit a valid Memorandum of Understanding submission of the bid to be submitted (MOU)/agreement. in original. 2. The MoU/agreement shall clearly specify the prime bidder, stake of each member and outline the roles and responsibilities of each member. The bidder (prime) should be a company 3 registered under the Companies Act, 1956 / since Certificate of incorporation last 7 years as on 31.03.2015 Bidder (prime) should have experience of IT System Integration/ Information Technology 1.Work Orders confirming year and Infrastructure projects including implementation/ area of activity. 4 operations and should have been in the business 2.Memorandum and Articles of for a period exceeding Seven years as on Associations. 31.03.2015 Bidder (prime) must have ISO 5 9001:2000,ISO 27001, ISO 20000 or CMMI Valid Copy of Certificate level3 or above certification 6 The bidder (prime) should have commissioned Copy of work order / client and installed at least Two ICT /e governance Certificates. project with Value not less than 10 Cr during the last 5 Years: The bidder (prime / Consortium member) should have Commissioned and installed at least one Enterprise IT project covering HR, Payroll, Billing, Inventory, Procurement etc during last 5 Years The bidder (prime) should have commissioned

Page 14 / 277 S. No. Clause Documents required and installed at least Two Surveillance & biometric attendance System Project with each project Value not less than 2 Cr during the last 5 Years: The bidder (prime) should have commissioned and installed at least one Data Center project with a Value not less than 3Cr during the last 5 Years:  Bidder’s in house data centers shall not be considered.  Bidders who have built their own Internet Data Centre (IDC), for commercial use will be considered. The bidder (prime) should have experience in providing Facility management services to at least one data center, during the last 5 years. The facility management services shall include IT infrastructure related (e.g. Servers, storage, networks etc.) / non IT related services (Power, 7 cooling, physical security etc.) Copy of work order / client certificates. Note:  Bidder’s in house data centers shall not be considered.  Bidders who have built their own Internet Data Centre (IDC), for commercial use will be considered. The bidder ( Consortium partner) should have a 8 Valid ISO certificate ISO Certification The bidder Prime bidder should have at least 200 crores turnover for each of the last three financial Chartered Accountant certificate for years, i.e. 2012-13, 2013-14 & 2014-15. Net- worth. 9 The bidder (prime / Consortium Bidder) should Copy of the audited profit and loss have positive net worth of at least 100 crores for account of the company showing each of the last three financial years, i.e. 2012-13, turnover of the company for last three 2013-14 & 2014-15. years. a) Certificate from bidders HR a) The bidder (prime) must have on its roll at Department for number of Technically least 100 technically qualified professionals in, qualified professionals employed by networking, systems integration, and prior the company. experience in providing the Data Center 10 Infrastructure maintenance services as on 31-03- 16. b) Name of the employees along with certified copies of the certifications b) At least Ten resources should be ITIL certified. done.

Page 15 / 277 S. No. Clause Documents required The Bidder and/or all/any consortium partners shall not be under a Declaration of Ineligibility Declaration in this regard by the 11 for corrupt or fraudulent practices or blacklisted authorized signatory of the prime with any of the Government agencies, as on Bid bidder Submission date. The bidder (prime) should submit valid letter from the OEMs confirming following: • Authorization for bidder • Confirm that the products quoted are not “end of life or end of sale products” as on OEMs include: Bid Submission date. If in case the support for the product quoted has been  Compute Infrastructure 12 stopped/ withdrawn till the time of delivery of equipment, the same will be  Networking Infrastructure changed with the superior product at no  Storage Infrastructure extra cost.  Surveillance • Undertake that the support including spares, patches, and upgrades for the quoted products shall be available for the period of the Project. The bidder (prime) should have an office in the state. However, if the local presence is not there Relevant Documents or Undertaking 13 in the state, the bidder should give an undertaking signed by the Authorized Signatory for establishment of an office, within two months of award of the contract. Declaration in this regard by the The bidder should submit an acceptance of Terms authorized signatory of the prime 14 and Conditions contained in the RFP document. bidder should be attached. (Annexure X) The bidder should submit valid sales tax registration certificate, valid Service tax Copy of each registration should be 15 registration certificate and Permanent Account provided. Number (PAN) issued by income Tax department. The bidder should submit a copy of the entire 16 RFP document with every page signed by an Signed copy of RFP. authorized signatory of the Bidder The bidder should submit power of attorney 17 Power of attorney. certifying the authorized signatory. 18 The (Prime / Consortium) Bidder Should have Documentary Proof to be submitted Training Centers / Facility and sufficient Trainers in all Devaswom Districts

Page 16 / 277 6 Project Vision

Computerization of Travancore Devaswom Board (CTDB) has been conceptualized and sponsored by the Travancore Devaswom Board (TDB) towards enhancing the outcomes in temple management across the Travancore Devaswom Districts. The objective of this project is to improve the quality of services offered by TDB Office as well as Temple Administration Offices.

It is proposed to achieve this through the adoption of the principles of e-Governance and creating a complete networked infrastructure for supporting an ICT (Information and Communication Technology) enabled state-of-the-art temple management system.

TDB Office is the central nodal agency that would manage CTDB, which would be implemented across the Temples and its administration Offices spread across different districts in Kerala. CTDB aims at creating a comprehensive and integrated system for enhancing the efficiency and effective temple administration at all levels and especially at the Temple through adoption of principles of e- Governance. It aims to create infrastructure and mechanism to provide the basis for evolution of an IT enabled state-of-the-art workflow (Processes) automation system in a planned manner from Temple level upwards and also provide public service delivery systems. It will not only automate Temple administration functions at TDB Offices and higher levels but will also create facilities and mechanism to provide public services like on-line booking of Pooja, Accommodation, Vazhipadu etc.

The scope of CTDB spans across 4 Devaswom Districts, Sabarimala and covers all 1250 Temples, 282 Sub Group Offices, 21 Group Offices, 5 Deputy Commissioner Offices and Head Quarters. It also covers the management of assets and institutions under TDB. The scope also includes the Law and Maramath activities. CTDB also provides a user interface to all stake holders including devotees and public.

Page 17 / 277 7 Scope of the Project

Name of work: Design, Supply, Installation, Commissioning and maintaining of “Computerization of Travancore Devaswom Board” Project.

The overall objective of the CTDB Project is based on enhancing the operational efficiency and effectiveness of the TDB Officials in delivering the services. The broad objectives of the project are as follows:

 Make the TDB activities transparent, accountable, effective and efficient by automating the processes and functions at all levels of TDB.  Improving delivery of devotee-centric services through effective usage of Information & Communication Technology (ICT).  Improving the quality and transparency of services offered to Staff.  Provide the Vigilance Officers with the tools, technologies and information to facilitate faster and more accurate detection of crimes and frauds.  Implementation of secure channels for data and information sharing. This would enable easy sharing of real-time information/ intelligence across Temple management units under TDB.  Facilitate collection, storage, retrieval, analysis, transfer and sharing of data and Information among different Temple units, Devaswom Districts, TDB Offices and other organisations/agencies, including those at Government level.  Enabling and assisting the TDB officials in better management of temples.  Reduction in manual and redundant Record keeping.  Improving security to TDB assets.  To Empower the Temple Officials on duty to effectively provide services to the devotees and public.  To eliminate drudgery from the current Temple management process, essentially eliminating the need of repetitive data entry at various data entry points.  To Increase operational efficiency.  To improve service delivery to all stakeholders.

Page 18 / 277 8 Technical and Functional Requirements

8.1 Project Background Computerization of Travancore Devaswom Board (CTDB) has been conceptualized and sponsored by the Travancore Devaswom Board (TDB) towards enhancing the outcomes in temple management across the Travancore Devaswom Districts. The objective of this project is to improve the quality of services offered by TDB Office as well as Temple Administration Offices.

It is proposed to achieve this through the adoption of the principles of e-Governance and creating a complete networked infrastructure for supporting an ICT (Information and Communication Technology) enabled state-of-the-art temple management system.

TDB Office is the central nodal agency that would manage CTDB, which would be implemented across the Temples and its administration Offices spread across different districts in Kerala. CTDB aims at creating a comprehensive and integrated system for enhancing the efficiency and effective temple administration at all levels and especially at the Temple through adoption of principles of e- Governance. It aims to create infrastructure and mechanism to provide the basis for evolution of an IT enabled state-of-the-art workflow (Processes) automation system in a planned manner from Temple level upwards and also provide public service delivery systems. It will not only automate Temple administration functions at TDB Offices and higher levels but will also create facilities and mechanism to provide public services like on-line booking of Pooja, Accommodation, Vazhipadu etc.

The scope of CTDB spans across 4 Devaswom Districts, Sabarimala and covers all 1250 Temples, 282 Sub Group Offices, 21 Group Offices, 5 Deputy Commissioner Offices and Head Quarters. It also covers the management of assets and institutions under TDB. The scope also includes the Law and Maramath activities. CTDB also provides a user interface to all stake holders including devotees and public.

8.2 Conception of CTDB

The TDB is being facing various challenges and issues in delivery of service with the current system. The issues in accounting and security are at highest priority. Keeping these aspects in view, it was decided that there is a need for the TDB in leveraging the ICT possibilities to improve services and promote information sharing among various TDB Offices.

CTDB aims at creating a comprehensive and integrated system for enhancing the efficiency and effectiveness of temple management through adoption of a proper e-Governance solution and creation of networked infrastructure for evolution of IT enabled governance system.

Page 19 / 277 8.3 Project Objectives

The overall objective of the CTDB Project is based on enhancing the operational efficiency and effectiveness of the TDB Officials in delivering the services. The broad objectives of the project are as follows:  Make the TDB activities transparent, accountable, effective and efficient by automating the processes and functions at all levels of TDB.  Improving delivery of devotee-centric services through effective usage of Information & Communication Technology (ICT).  Improving the quality and transparency of services offered to Staff.  Provide the Vigilance Officers with the tools, technologies and information to facilitate faster and more accurate detection of crimes and frauds.  Implementation of secure channels for data and information sharing. This would enable easy sharing of real-time information/ intelligence across Temple management units under TDB.  Facilitate collection, storage, retrieval, analysis, transfer and sharing of data and Information among different Temple units, Devaswom Districts, TDB Offices and other organisations/agencies, including those at Government level.  Enabling and assisting the TDB officials in better management of temples.  Reduction in manual and redundant Record keeping.  Improving security to TDB assets.  To Empower the Temple Officials on duty to effectively provide services to the devotees and public.  To eliminate drudgery from the current Temple management process, essentially eliminating the need of repetitive data entry at various data entry points.  To Increase operational efficiency.  To improve service delivery to all stakeholders.

Page 20 / 277 9 Scope of Services

CTDB project has been envisaged to cover key services delivered through the Temples, Sub-Group Offices, Group Offices, District Offices and TDB Headquarters. The existing key services delivered by TDB have been categorized and further broken down into processes and activities, as described below:

Sl. Service Category Processes No 1 Devotee Centric  Devotee Interface/ Portal Service. Services  on-line information about Temple Services and Details.  on-line Vazhipadu booking  Accommodation Booking  on-line Complaint Registration  Pooja booking 2 Internal Services  Temple Administration  HR Administration  Commissioner Office Management  Payroll Management  Devaswom Accounts Management  Board Office Administration  Vigilance Office Management  Audit  Maramath  Cultural Department Management  General Services like file flow, vehicle management etc.  Thahasildhar Office management  Law Office  Sabarimala Management 3 Other Services  User Feedback Tracking and Resolution Service envisaged through  Activity Log Tracking and Audit Service CTDB  User Access and Authorization Management Service  User Help and Assistance Service – Information Management Service

Page 21 / 277 10 Expected benefits to the Stakeholders

Sl. No Stakeholder Benefits

1. Devotees  Facilitating web based services like Advance booking, on- line booking etc.  Simplified process for accessing different services offered by the temple and TDB.  Multiple channels to access Temple services/information through mobile phone, SMS, internet, email, etc  Simplified process for registering and tracking grievances 2. TDB  Enhanced tools for file management and file processing  Enhanced tools for work flow management  Tools for reporting  Tools for maintaining registers  Tools for HR related activities  Tools for Office automation  Tools for automating and monitoring all activities of TDB and Temples 3. Vigilance  Interface for monitoring and reporting all unlawful activities.  Provision for recommending disciplinary actions 4. Local Fund Audit  Enhanced mechanism for automating all activities in Department auditing and reporting 5. Judiciary  Interface for Monitoring Temple related activities  Tools for Monitoring Daily activities of TDB 6. Bank  Payment Gateway interface  Easy Reconciliation and Account Management

Page 22 / 277 11 Project Details 11.1 Stakeholder Analysis

Assessing the needs of various stakeholders impacted by the initiative of CTDB project undertaken by TDB is imperative for designing the improvised processes and solution. There are two categories of identified stakeholders, i.e. Internal and External. External is again classified in to two, i.e. External-Public and External-Government

INTERNAL EXTERNAL EXTERNAL- Government TDB Officials Devotees Judiciary Temples Tourists Vigilance Maramath Public Local Audit Department Thahasildhar Other Government Agencies Law Office Bank Cultural Wing Audit Commissioner Office Sabarimala Administrator District Office Group Offices Sub-Group Offices

CTDB Project

Each stakeholder mentioned in the aforementioned diagram, either plays primary or secondary role with respect to CTDB project. Primary Stakeholders are the ones which are directly impacted by the service delivery of TDB through CTDB, and Secondary Stakeholders are the ones which are indirectly impacted by TDB services through CTDB application.

Page 23 / 277 Key Stakeholder Role Expectation from the CTDB Project Group/ Name  Anywhere anytime accessible points to Devotees Primary services of temple and TDB  Effective transparency in all TDB and Temple activities  Easy access to some basic information Tourists Secondary about temples and its historic importance  Easy access to know Temple rituals and Festivals etc  Easy complaint tracking Vigilance Primary  Easy report generation  Easy Objection tracking Local Audit Primary  Easy Report generation  An interface in CTDB application for TDB Headquarters Primary sharing of all temple management related information across the Offices  Auto-generation of periodic reports on Temple management data  Tools for Office automation  Tool for financial management  Seamless information sharing from all Commissioner Primary TDB Group Offices Office  Compiled Temple management data of each districts on periodic basis to be shared with TDB  Updated records of Temple registers  Intelligent tools such as Business Intelligence and Data Mining to analyze financial and personnel data etc  Centralized monitoring and management of all activities  Tools for Office automation  Compiled Temple related data of each District Offices Primary Group Offices in the concerned TDB district on periodic basis to be shared with TDB headquarters  Standard formats for the exchange of information from all Temple Units, from where data can be collated and shared with District Offices  Tools for Office automation  Easy Monitoring and management of activities  Compiled Temple related data of each Group Offices Primary Sub-Group Office in the concerned TDB

Page 24 / 277 Key Stakeholder Role Expectation from the CTDB Project Group/ Name district on periodic basis to be shared with TDB District Offices.  Standard formats for the exchange of information from all Temple Units, from where data can be collated and shared with Group Offices  Tools for Office automation  Easy Monitoring and management of activities

 Compiled Temple related data of each Sub-Group Offices Primary Temple Offices in the concerned TDB district on periodic basis to be shared with TDB Group Offices.  Standard formats for the exchange of information from all Temple Units, from where data can be collated and shared with Sub-Group Offices.  Tools for Office automation

 Better Management of vazhipad and Temples Primary Pooja, their income and expenditure  Automatic register maintenance  Easy & dynamic report generation  Easy way for getting approval for Other TDB Offices Primary different activities  Tools for Office automation and asset Management  Decision support systems like searching and reports

11.2 Current TDB Process Assessment

This section provides abridged version of the assessment of AS-IS processes of the services identified under the scope of this project. Key processes studied are as follows:

 Temple Administration  Store and Inventory  Mahassar Preparation  Auctions

Page 25 / 277  Vazhipad Counter Billing  Kanikka counting  Advisory Committee Election

 Sabarimala Administration  Counter Billing  Accommodation  Dolly and Tractor management  Parking  Duty Posting  Appam, Aravana production and Sales Management  Annadhanam  Store management  Auction  Kanikka Counting  Auditing  Mess Management

 HR Administration  Recruitment  Appointment and Posting  Training  Service Book  Probation & Seniority  Promotion/Demotion  Transfer  Reimbursement  Pension  Provident Fund  Loans  Attendance Management  Leave Management  Salary Management  Staff Appraisal

 Payroll Management  Salary Computation  PF Computation  Pension Computation  Recovery Computations  Income Tax

 Commissioner Office  Disciplinary action  Budget estimation & Fund allocation  Fixed Deposits maintenance  Elephants

Page 26 / 277  Grants  New Schemes  Inspection  Land Records

 Maramath  Estimation  Fund Management  Tendering/ Quotations /Comparative Statements  Work Order  M-Book  Bill preparation  Payment/Part Payment  Auctioning of Shopping complex/Estate property/Furniture

 Board Office  Purchase & Store Management  College Management  Aided Schools Management  CBSE School Management  Board Meetings

 Audit  Schedule and Conduct inspection  Audit Objections and tracking  Audit Report  Reporting to Higher Authorities/High Court

 Devaswom Accounts  Preparation of Chart of Accounts  Maintenance of Bank Accounts  Budget  Liability  Payments  Bank Reconciliation

 Vigilance  Schedule and Conduct inspection  Petition Management  Recording irregularities  Recommending disciplinary actions

 Cultural  Printing & Publishing  Library  Book Stall  Temple Arts Academy

Page 27 / 277  Fund management

 Law Office  Suite Register Maintenance  Advocate fee Maintenance  Case Status, Alerts (for summons etc)

 Estate Office  Tahsildar  Complaint registration  Land Register  Land Encroachment Case Management

11.3 Current IT Assessment of TDB

This section provides the abridged version of the detailed assessment of existing IT implementation in the TDB, comprising of Application, Hardware, Networking.

11.3.1 Existing Hardware and network implementation

TDB has supplied a few numbers of computers to some of the Group Offices and Head Office mainly for DTP and documentation work. But no specific software is deployed and no networking is done other than in Sabarimala. Some temples received computers and printers as offerings and through procurement. Minimal network is implemented in these temples to implement a computerized Vazhipadu counter. No internet connectivity is established in any of the TDB Offices so far.

11.3.2 Existing Application Assessment Major applications implemented in TDB temples and its identified gaps and issues are given below:

Name of Issues/ Gaps Sl. No. Application 1. Counter Billing for Vazhipadu Standalone, Not a Standardized solution 2. Sabarimala Accommodation Standalone, Not a Standardized solution

3. Sabarimala Store management Standalone, Not a Standardized solution

Page 28 / 277 11.4 Handholding Support

a) As part of the Handholding services to provide Centralized Helpdesk and Support for end users at each location Software Development Agency shall provide following services for 1 year as Post Implementation Support:  The service will be provided in the local language of the State.  The help desk service will serve as a single point of contact for all ICT related incidents and service requests. The service will provide a Single Point of Contact (SPOC) and also resolution of incidents. TDB requires the SDA to provide Help Desk services to track and route requests for service and to assist end users in answering questions and resolving problems related to the software Application, Network, Data Centre, Disaster Recovery Centre and Operating Systems at all locations. It becomes the central collection point for contact and control of the problem, change, and service management processes. This includes both incident management and service request management.  SDA shall provide a Post implementation support of 1 year for the application and technical support at Temples, Sub-Group Offices, Group Offices, and TDB Headquarters where the software, hardware, and other infrastructure will be rolled out.  SDA shall provide functional support on the application components to the end users.  Software Development Agency shall also provide System Administration, Maintenance and Management Services, LAN Management Services, and IT Security Administration Services. b) As part of the Handholding services to provide software maintenance and support services SDA shall provide:  The Software Maintenance and Support Services shall be provided for all software procured and implemented by the SDA. The SDA shall render both on-site and off-site maintenance and support services to all the designated locations. The Maintenance and Support Services will cover, all product upgrades, modifications, and enhancements.  Updates/Upgrades/New releases/New versions. The SDA will implement from time to time the Updates/Upgrades/New releases/New versions of the software and operating systems as required after necessary approvals from TDB about the same.  Tuning of application, databases, third party software’s and any other components provided as part of the solution to optimize the performance.  The SDA shall apply regular patches to the licensed software including the operating system and databases as released by the OEMs.  Software Distribution: SDA shall formulate a distribution plan prior to rollout and distribute/install the configured and tested software as per the plan.  Software License Management: The SDA shall provide for software license management and control. SDA shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements, and maintenance. SDA should perform periodic audits to measure license compliance against the number of valid End User software licenses consistent with the terms and conditions of site license agreements, volume

Page 29 / 277 purchase agreements, and other mutually agreed upon licensed software terms and conditions and report to TDB on any exceptions to SDA terms and conditions, to the extent such exceptions are discovered.  The SDA shall undertake regular preventive maintenance of the licensed software.

c) As part of the Handholding services to provide application functional support services SDA shall provide:  The Application Functional Support Services shall be provided for all software procured and implemented by the SDA. The SDA shall render both on-site maintenance and support services to TDB from the development centre.  Enhancements and defect fixes: SDA shall incorporate technological changes, and provide enhancements as per the requests made by TDB. SDA shall perform minor changes, bug fixes, error resolutions and minor enhancements that are incidental to proper and complete working of the application.  Routine functional changes that include user and access management, creating new report formats, and configuration of reports.  SDA shall provide user support in case of technical difficulties in use of the software, answering procedural questions, providing recovery and backup information, and any other requirement that may be incidental/ancillary to the complete usage of the application.

The services shall include administrative support for user registration, creating and maintaining user profiles, granting user access and authorization, providing ongoing user password support, announcing and providing networking services for users and providing administrative support for print, file, directory and e-mail servers.

Page 30 / 277 12 Business Process Re-engineering

This section will bring out the changes required to the various processes to optimize the TDB service delivery to the Devotees and the details of the new proposed and re-engineered processes. Major Reengineering Recommendations are

Service Recommendations

Pooja, Vazhipadu . Devotees should have multiple routes through which they can and request for Temple Services. For example, on-line - Citizen Portal/ Accommodation Interface Module. Booking . on-line Pooja, Vazhipadu and Accommodation booking through e- Payment gateway. . Donations through e-Payment

Employee . Unique Identification number to each employee Identification . Embedding maximum information of the employee in the ID no: . Smart card based Identity Cards

Attendance . Smart card based Identity Cards for Attendance Management . Provision for Biometric Attendance management System System . Provision to mark attendance through the Smartcard readers

File Numbering . Provision to identify each file by a unique file number . Provision to classify inward and outward files

Accounting . Switch to Accrual Accounting Systems

Pension . Provision to change the pension computation and reimbursement Computation and process to the Accounts Office. reimbursements

Page 31 / 277 13 Proposed Solution & Technology Architecture

This section will provide the details of Software solution approach and Infrastructure development along with the detailed functional requirements that will be covered under the CTDB project. 13.1 Solution Approach This section describes the recommended software solution approach. The recommendations for the CTDB project are-

 Open Source  Web Based  Multi Tier Architecture  Mobile Compatibility  Paperless during system evolution  Service Oriented Architecture  Data Analytics & Business Intelligence  Provide maximum relevant information to the public  Single Sign on  Role Based Access  Multi-Level Security  Audit Trial Facility  Intelligent File and Information flow

13.2 Generic Solution Requirements 13.2.1 System Administration The various services under the system administration module are given below: Sl. No. Services 1. User Management 2. User Roles Management 3. Privileges Management 4. Password Management

13.2.1.1 User Management

Page 32 / 277 The ''User Management” service will allow the management of the users. The functional requirements of “User Management” are as follows: Sl. No. Functional Requirement Specification 1 The system will interface with the HR module to get access to the employee details 2 The system will display the list of users and allow each user to be assigned roles, privileges as well as alter or revoke them 3 The system will allow the system administrator to reset passwords, in which case the user will be automatically notified using email or SMS and the user will be asked to log in to the system within a specified period after which a new password request will need to be made by the user

13.2.1.2 User Roles Management

The ''User Roles Management” service will allow the management of the various roles assigned to users. The functional requirements of “User Roles Management” are as follows: Sl. No. Functional Requirement Specification 1 The system will allow the system administrator to maintain a list of roles and assign, alter or revoke privileges to each one of them

13.2.1.3 Privileges Management

The ''Privileges Management” service will allow the management of privileges to be granted or revoked to various users and roles. The functional requirements of ''Privileges Management” are as follows: Sl. No. Functional Requirement Specification 1 The system will allow the system administrator to maintain a list of privileges and assign, alter or revoke rights that may be view, add/create, edit/alter/update, delete/remove/archive to each form control of every user interface

13.2.1.4 Password Management

The ''Password Management” service will allow effective role and user based access to the system’s resources. The functional requirements of ''Password Management” are as follows:- SL No Functional Requirement Specification

Page 33 / 277 1 The system should provide facility so that the passwords will consist of a minimum set of alphanumeric characters and special characters 2 The system should provide facility to change passwords with automatic expiration after a valid period to prevent repeated or reused passwords 3 The system should provide facility to allocate and reset password. 4 The system should provide facility to identify any password weaknesses 5 The system should provide facilities to store password in encrypted form. 6 The system should provide facility to freeze user accounts after 3 failed login attempts. All erroneous password entries will be recorded in an audit log for later inspection and action, as necessary. Sessions will be suspended after specified period of inactivity and require the password to be re-entered 7 The system should provide facility to recover password. 8 The system should provide facility for session management policy.

13.3 Organization Structure Management The ''Organization Structure Management” service will allow to create the structure of the organization. The functional requirements of ''Organization Structure Management” are as follows:- Sl. No Functional Requirement Specification 1 The system should have the provision for dynamic configuration of organization structure as per prescribed rules.

13.4 File Flow Management The ''File Flow Management” service will allow to configure the file flow within the organization. The functional requirements of ''File Flow Management” are as follows:- Sl. No Functional Requirement Specification 1 The system should have the provision to configure the routing of the file 2 The system should have the provision to override predefined route of the file 13.5 Alert and Message Mechanism There should be a separate subsystem for messaging and alerts well integrated with the CTDB system. It should be implemented in such a way that when a user logs into his workbench he should get all alerts and messages awaiting his attention as pop ups. The proposed messaging system should be able to prepare, forward and send messages and alerts. Alert mechanism will be able to generate alerts based on date, time and by the response of a specified event. Provision to prioritize a message or alert based on the subject, time constraint etc and to depict the priority by colour code or

Page 34 / 277 pop up frequency. The mechanism should support broadcast, multicast, unicast types. Messages and alerts with acknowledgements when the recipient opens the message should also be implemented. Messages can be sent as emails, SMS, texts etc. The messaging conversation should have a trailing mechanism.

13.6 Search Mechanism There should be a facility to search, advanced search, and multilevel search in all modules based on selected parameters involved in those modules. Searches on documents by keyword and strings in the document have to be implemented. The search mechanism should be able to generate a sorted view and with filtering option.

13.7 Report Generation All modules should support a report generation system to address the statistical needs of TDB. It should be implemented at all levels of a module and should be able to generate dynamic reports based on all the parameters involved in that module

13.8 RTI/LA Interpellations It is identified that each and every section of the administration is advised to maintain an RTI wing for the maintenance of RTI, audit objection data and LA interpellations. It is suggested to develop and maintain a common RTI package to manage all the activities related to RTI and Audit which includes the following functionalities.

1. Logging of RTI requests/LA Interpellations 2. Request status updating 3. Audit objection registers 4. Status of audit objections 5. Alert mechanism based on priority/time constraint/calendar etc

Page 35 / 277 14 Non- Functional Requirements 14.1 Reliability The Reliability of the system can be defined as the ability to perform the functional activities under the stated condition for a specified period of time. To make the CTDB application system reliable, all SPOFs (Single Point of Failure) should be identified and fail over mechanism should be specified. There are various areas which are taken into account when considering failure: 1. Power Supply 2. Network 3. Servers 4. RDBMS 5. Storage 6. Application Software The availability of the above mentioned would need to be taken care of by respective owners.  Power Supply should have a backup facility with UPS as primary and generator as secondary.  Proper network redundancy mechanism should be deployed.  For Servers and DB redundancy, there would be provision for “Failover” Clustering i.e. If one server fails; the workload of that server is taken over by another member of the cluster.

Figure 5: Cluster Deployment  Try –Catch block handles the application or code level failure of the system.  At the server level, the page will display with proper user help and feedback option and helpdesk nos.  Proper testing of the application for stability and reliability. 14.2 Audit trial The database should have inbuilt mechanisms for enforcing security of the data. Auditing of transactions is to be provided. The sensitive information should have transaction logs, which will

Page 36 / 277 capture the pre-image and post-image of data modifications. Information regarding the users carrying out the sensitive transactions should be captured to ensure accountability at every process level.

14.3 Availability All the components of the system must provide adequate redundancy to ensure high availability of all the modules in the applications. Designing for availability assumes that systems will fail, and therefore the systems must be configured to mask and recover from component or server failures with the minimum application outage. The application should be available for 99.9% of the planned up-time. The critical components should be identified and proper failover mechanism should be adopted. The system will be available to users 24 X7 throughout the year depending on the following assumptions: 1. Web and Application servers are up and running. 2. Database server is up and running. 3. No locks on the database. 4. No. of user will be in defined limit. 5. No upgrade activity is scheduled. 6. No network latency reported. 7. No failure reported with hardware, infrastructure (This also includes power) or network.

14.4 System Scalability Application Scalability is the ability of an application to handle increased processing demand without requiring architectural changes. Increase in customer expectations and dynamic usage patterns are posing new demands of applications. The application will be designed in a way that it can be made scalable to handle increased user demand in the future, within defined limits. Following are the ways, application can be made scalable: 1. Service Oriented Architecture (SOA) 2. Hardware 3. SAN boxes for storage 4. Load Balancers 5. Server pooling 6. Better Garbage collection of unused object 7. Role wise restricted functionality and data

Scalability and performance of the application will be ensured while load and stress testing. All the benchmark data will be provided during performance testing.

Page 37 / 277 Following parameters should be considered in the performance analysis of the system, in a standard environment. 1. System response time i.e. page loading, form submission &validation. 2. Response time for Advanced search 3. Access time for Regular data 4. Access time for Archived data The system should support concurrent accessibility to the application provided infrastructure and network availability as required.

14.5 Data Integrity Data integrity refers to maintaining and assuring the accuracy and consistency of data over its entire life-cycle. The proposed system should incorporate integrity assurance techniques like RAID, mirroring, check summing etc.

14.6 Security The system must provide clearance levels for the information offered, through means of strict and configurable access rights. The role-based security model will offer the ability to define and manage permissions that can be given to a group of users determining their rights on accessing and editing of data with the exception of special authorization cases. There should also be an option to enable full and transparent data encryption. The system must also offer the ability to set and manage user permissions in the system's different modules. There should be detailed procedures for keeping backups for data integrity. The applications must support:  User access control of the system, application, entries, database and file levels.  Secure managing, entry and encryption of all access passwords.  Catalogue creation of authorized persons with access permissions and the authentication procedure.  Single sign-on for all subsystems.  Central user management and permissions system.  Permissions control in the operating system, database and application levels.  Data integrity checking system.  Digital signatures and PKI infrastructure.  Encryption and data transfer over secure networks.  Event logging.

Security is fundamentally about protecting assets, risk management and implementing effective countermeasures. The proposed e-Governance system should support multi-level security by providing securities in Network layer& Deployment layer, network layer, application layer and

Page 38 / 277 Physical Security and Access. a) Network layer& Deployment layer security

Network security vulnerabilities are among the first threats to any Internet-facing or intranet-facing application server. The system should address network segmentation; Transmission Control Protocol/Internet Protocol (TCP/IP) stacks hardening and the use of firewalls for host protection. The network security vulnerabilities can be reduced through the use of:

 De-Militarized Zone (DMZ):-In the computer network world, a DMZ is a part of a network separated from other systems by a Firewall which allows only certain types of network traffic to enter or leave. A DMZ or perimeter network is a network area (a sub network) that sits between an organization's internal network and an external network, usually the Internet. For example, Public web servers might be placed in such a DMZ. With the DMZ approach, large companies with complex e-commerce Internet and extranet applications may have a two-tiered approach to firewall security. The point of a DMZ is that connections from the internal and the external network to the DMZ are permitted, whereas connections from the DMZ are only permitted to the external network---hosts in the DMZ may not connect to the internal network. This allows the DMZ's hosts to provide services to the external network while protecting the internal network in case intruders compromise a host in the DMZ.

 Firewalls: - The Firewall isolates TDB internal network from larger Internet, allowing some packets to pass, blocking others. Two types of firewalls that can be used are packet filter and application gateways. The implementation of firewall will prevent denial of service attacks, prevent illegal modification/access of internal data and allow only authorized access to the inside network (set of authenticated users/hosts). Implement firewalls that support proxy servers and/or state-full inspection instead of simple packet- filtering solutions. Use a firewall that supports a security paradigm in which you can deny all services except those explicitly permitted. A dual-homed or multi-homed firewall solution implementation will be better as this architecture provides the greatest level of security and helps to prevent unauthorized users from bypassing the firewall security.

 IPsec: - Internet Protocol Security (IPsec) is a technology protocol suite for securing Internet Protocol communications by authenticating and/or encrypting each IP packet of a communication session. IPSec should be used in e-Governance system to secure the

Page 39 / 277 communication channel between the Web server and the application server, and between the application server and the database server. In IPsec protocol the Authentication Header (AH) protocol provides source authentication and data integrity and the Encapsulation Security Payload (ESP) protocol provides data integrity and secrecy.

 Secure Electronic Transactions (SET): - In order to meet the business requirements of the e - Governance system like on-line Vazhipadu payment etc, the system should provide a secure means of electronic transaction. To provide the desired security measurements the system should adhere to Secure Electronic Transaction (SET) communications protocol standard for securing credit card transactions over insecure networks, specifically, the Internet. SET will provide security at three levels that includes Devotee, TDB and bank where account of TDB is maintained.

 VPN: - A VPN creates a secure communication channel from which Internet users can safely access the applications hosted in the Datacenter. VPNs can be based on the IPSec or SSL. Providing a VPN solution will mitigate threats and attacks while maintaining privacy through security procedures such as encryption and tunneling protocols, but at a much lower cost. b) Application Layer Security

 The application layer communication is a very weak link in terms of security because that the application layer supports many protocols which provide many vulnerabilities and access points for attackers. The design, development and implementation of the e - Governance system should focus on the critical areas where the correct approach is essential and where mistakes are often made. The system should try to avoid and prevent application vulnerability through input validation, authentication, authorization, parameterized stored procedures to prevent SQL injection attacks, filter input parameters for special characters and encode output based on inputs for avoiding cross- site scripting, configuration management, session management, limits the number of requests the server will serve to prevent denial of service, cryptography, parameter manipulation through input string encoding and handling cookies and HTTP headers , exception management, and auditing and logging considerations. Use Internet Protocol Security (IPSec) or SSL to secure the communication.

Page 40 / 277 The system should try to avoid and prevent application vulnerability through

 Input validation  Authentication  Authorization  Using parameterized stored procedures to prevent SQL injection attacks  Filter input parameters for special characters  Encode output based on inputs for avoiding cross-site scripting  Configuration management  Session management  Limits the number of requests the server will serve to prevent denial of service  Cryptography  Parameter manipulation through the input string encoding  Handling cookies and HTTP headers  Exception management  Auditing and logging considerations.  Use Internet Protocol Security (IPSec)  SSL to secure the communication. c) Physical security and access

 In addition to the monitoring of security at application, network and deployment layers, the physical security of the Data centre must take into account. The Data centre should be equipped with multiple security systems. Passage into and out of the facility should be controlled by card or biometric access systems. All security systems should be monitored 24/7 and activities logged both onsite and at a remote location. All alarms should specify the exact location of the fault so time is not wasted searching for the source of the problem. The physical security of the Data centre environment should range from the server being placed in a secure room under lock and key, along with other equipment, to being in a secured alarmed cage, isolated from other computers, monitored continuously by Closed Circuit Television (CCTV).  Implementing security measurements are only a part of the solution. Another key concern should be on vigilance. The e-Governance system should  Monitor system's event logs. Logs should be carefully monitored so that repeated attempts to log into the system or for excessive requests being made against Web server will be noticed and can take percussive measures.  Continually keep the application server up to date with the latest security updates.  Provide a good antivirus solution.  Use of automated tools for application vulnerability detection.  Adhere to security protocols and certificates.

Page 41 / 277 d) Web Application Security

o  Figure 6: Web Application Security

Page 42 / 277 e) n-Tier Web Application Layer

f) Usability

System usability is the extent to which users can access the functionalities with effectiveness, efficiency, and satisfaction to achieve specific goals. Following are the main features necessary for ease of use  The relevant services are available to all stakeholders of CTDB  The provision of proper documentation tools in work desk.  The ease of navigation in moving from page to page  The provision of standard fonts  The support for multilingual operations  The UI should be compatible for web browsers and mobile displays  The provision of on-line help g) Maintainability

This section discusses the issues affecting the maintenance of the application software system. Maintenance of software systems is required for two reasons:

 To correct the faults which only manifest themselves after the system has become operational.  To modify or enhance the functionality of the system.

The ability to maintain software is greatly enhanced if it is well designed and well written. To

Page 43 / 277 facilitate this, the software design methodology as per industry best practices would be followed. The principal characteristics of the software developed by this methodology are:

 Modular design. Each module has high internal cohesion, i.e. its components are closely related. The relationship between modules has low coupling, i.e. the modules are as independent as is practical.  Layered design. The principles of information hiding and data abstraction are applied to the design of the software.  Documentation. The proper documentation of all the details in the process of design for future reference.

The ability to maintain software is also enhanced if detailed software documentation is available. Documentation will be produced for the Application software in accordance with standard guidelines. h) Portability

Portability is one of the key concepts of high-level programming. Portability is the software code base feature to be able to reuse the existing code instead of creating new code when moving software from an environment to another. The pre-requirement for portability is the generalized abstraction between the application logic and system interfaces. When one is targeting several platforms with the same application, portability is the key issue for development cost reduction. The developed application should be platform independent.

For the CTDB application portability will be achieved by:

 Installed .war/.cs/resource/configuration files may be transferred to another server  The program may be reinstalled (from the distribution files) on another server.

I) Interoperability

Interoperability is the capabilities to communicate, execute programs, or transfer data among various functional units in a manner that requires the user to have little or no knowledge of the unique characteristics of those units. In CTDB application “Web Service” would be implemented to achieve this.

Web Service is spearheading the interoperability initiative in the market. Web Service exposes useful functionality through industry standard protocols i.e. SOAP over HTTP. Because Web

Page 44 / 277 Services are standard based and platform independent, they provide a natural fit when it comes to getting applications on different platforms to interoperate with each other.

Web Service contains useful functionality exposed via standard protocols and the same is available in detail in an XML file called Web Service Description Language (WSDL). WSDL is enough to build a client application which interacts with a web service. j) Quality Assurance

The following will be listed for quality plan.  Lists all applicable standards/practices applied during the software process and any metrics to be collected as part of the software engineering work.

 Code, designs, specifications, test plans, standards, etc. can all be reviewed.

Review type Principal purpose Design or To detect detailed errors in the requirements, design or code. program A checklist of possible error should drive their view. inspections Progress reviews To provide information for management about the overall progress of the project. This is both a process and a product review and is concerned with costs, plans and schedules. Quality reviews To carry out a technical analysis of product components or documentation to find mismatches between the specification and the component design, code or documentation and to ensure that defined quality standards have been followed.

Page 45 / 277 14.7 Software System Architecture

The ‘User’ Layer: This layer forms the internal departmental users accessing the applications over Internet or through the Network. Role based access would be defined for the internal users for having accessibility to the respective application modules, such as HRMS, which would be accessed by all the TDB Officers but higher authorities would essentially be accessing reporting modules which would help them in decision making and monitoring the overall functioning at various levels. Integrated database structure would ensure a one point stop search available to all the Temple Administration units. The ‘Data’ Layer: The overall solution would be based on a hybrid architecture comprising of centrally located databases at Data Centre as central repository and locally deployed databases at other Temple units. All the proposed applications would be able to function in an offline mode and on availability of connectivity, data would automatically replicate with the central repository in Data Centre. This approach would cater to the functionalities of all the key processes and functions performed at Temple level and would also allow the users to have an access to the central repository for comprehensive information as when required. It is recommended that the State Data Centre (SDC) should be the preferred to Third Party Data Centre option mainly on account of the following:  The specialized skills needed to manage a data-centre (such as security access management through multiple delivery channels, data encryption, storage management, database administration, etc.) are already being provided for at the SDC. To replicate, maintain and continuously upgrade these skills at a Department level would be extremely difficult, time consuming and waste of effort and resources.

Page 46 / 277  Cost effective option as the IT infrastructure investments would be required only for enhancing the capacity of SDC (e.g. additional servers, Storage capacity, upgraded connectivity, etc.).

Networking: The overall networking solution would be based on a combination of Leased line, VPN over Broadband and Kerala SWAN (i.e. the State Wide Area Network established by the State Government) ensuring optimum uptime at all the desired locations. The ‘Application’ Layer represents categories of modules, i.e. modules proposed for the CTDB project. These modules will communicate with each other by sharing of data with one another, or by coordinating an activity between two or more services. Users can easily access solution components having a single sign-on facility either through internet or through KSWAN. All the modules would be supported with Business Intelligence/ Data Mining tools coupled with Bi-lingual support, e- Payment gateway and workflow engine. The 'Service Delivery’ Layer represents the different modes/media of service delivery, which would be used for availing/accessing the services of TDB. Services would be primarily provided internet, Mobile and SMS.

14.8 Deployment Architecture Deployment methodology is another major design concern while rafting the overall architecture. By considering the possible deployment scenarios, a situation where the application cannot be deployed successfully, or fails to perform to its design requirements due to any technical infrastructure limitations, can be prevented. To run the application successfully on the network Web Server, Application Server, Database Server etc. will be required. A server for mail will be hosted in DC for mail and messaging solution. Some other servers like Application Server, Database Server, Directory Server, Management Server etc will also be hosted for their different purposes. The specification of the servers shall be designed to ensure high availability of servers (clustering) at the central site. All the major servers would be configured in such a way that there is no single point of failure. The option of having clustered servers is to allow for redundancy and load sharing for both database management and applications. The following are the description of major servers proposed at the Data centre  Application Server & Web-server  Database Server  Mailing & Messaging Server

Page 47 / 277 Figure 9: Three tier Deployment Architecture

Page 48 / 277 14.9 Network Architecture

Figure 10: TDB Network Architecture 14.10 Temple Network

Figure 11: Temple Network Architecture

Page 49 / 277 14.11 KSWAN Network

Figure 12: KSWAN Network

Page 50 / 277 15 Identified Functional Areas

This section describes the proposed Software solution components. The identified functional areas to be covered are listed below.

CTDB Sl.No Functionality Requirements Services 1 Devotee The Portal Service should enable Devotee to access/book various Interface/ Temple facilities and offerings. Portal Service

2 Temple This module enables to manage the Temple activities like Administration Activities of AC and Dy.C Offices, Vazhipadu Counter Billing, Auctions, on-line Booking & e Payment for various Poojas and Vazhipadus, Mahassar Preparation, Kanikka counting & scheduling, Store and Inventory Management etc. 3 HR This module governs the organization, by providing a system Administration which includes functions right from the hiring process, performance appraisal, daily human resource activities, and all the way to retirement / retrenchment / benefits / payouts etc. 4 Payroll The payroll module offers following functionality to users, Salary Computation, PF Computation, Pension Computation, Recovery Computations, Income Tax etc. 5 Maramath The Maramath department is managing the following activities by using this module; Estimation, Fund Management , e- Tendering/ Quotations /Comparative Statements, Work Order, M-Book , Bill preparation, Payment/Part Payment, Auctioning of Shopping complex/Estate property/Furniture etc. 6 Board Office This module enables the board Office to manage the following activities; Purchase & Store Management, College Management , Aided Schools Management, CBSE School Management, Board Meetings 7 Commissioner This module enables the Commissioner Office to manage the Office activities of the Office like Disciplinary action, Budget estimation & Fund allocation, Fixed Deposits maintenance, Elephants, Grants, New Schemes, Inspection, Land Records 8 Audit This module enables the Audit department to Schedule and Conduct inspection, Audit Objections and tracking, Audit Report and Reporting to Higher Authorities/High Court. 9 Devaswom Devaswom accounts manage Preparation of Chart of Accounts, Accounts Maintenance of Bank Accounts, Budget, Liability, Payments, and Bank Reconciliation.

Page 51 / 277 10 Vigilance Vigilance department use this module to Schedule and Conduct inspection, Petition Management, Recording irregularities, and Recommending disciplinary actions. 11 Cultural Cultural module aids the following activities Printing & Publishing, Library management, Book Stall management, Temple Arts Academy management, and Fund management. 12 Law Office Law Office maintains various registers like Suite Register Maintenance, Advocate fee Maintenance, and Case Status, Alerts (for summons etc.) 13 Tahsildar This module enables the Tahsildar to do activities like Complaint registration, Land Register , and Land Encroachment Case Management. 14 Sabarimala This module enables the entire administration of the Sabharimala Temple and associated departments.

Page 52 / 277 16 Implementation Plan

This section describes the details of the implementation framework of the CTDB project. It details out the relationships between different agencies involved in the implementation, the roles and responsibilities of the agencies, information of committees to be formed for project monitoring, implementation, co-ordination and review.

It is recommended to roll out CTDB in three phases. Deployment of hardware, connectivity and other infrastructure across selected Temples, Higher Offices and other Temple units would take place in the first two phases. The Software application would be rolled out in three phases depending upon the feasibility and priority of TDB. The Software Development Agency can decide on the phasing of the project in consultation with TDB. The core focus of each of the three phases is delineated below 16.1 CTDB Phase I 16.1.1 Geographical Coverage During the first phase of the project, CTDB would be rolled out in selected temples and TDB Offices from the consolidated list mentioned below. The roll out would include installation and commissioning of hardware, connectivity, other infrastructure and associated services (such as handholding).

Sl. No. Districts in Phase- I Number of Offices Number of Temples

1 Thiruvananthapuram 5 8 2 Pathanamthitta 5 3 3 Haripad 5 7 4 Vaikom 5 5 5 TDB Headquarters 1 6 Sabarimala 1 3

16.1.2 Digitization/Migration of Historical Data In addition to the functionality identified above, Phase-I would also include the digitization of historical data. The historical data to be digitized/ migrated would include the following registers.

Sl. No. Registers/Form Name Number of records 1 Service Book ~5000 2 Pension Book ~5000 3 Office/Court/Govt. Orders ~1000 4 Mahassar ~3000

Detailed methodology for Data Digitisation is provided in Annexure D- Data Digitization Report.

Page 53 / 277 16.1.3 Application Functionalities The functionalities covered during the Phase- I of CTDB implementation are listed in the table below.

Service Additional Functionalities Covered Temple Administration Provided in Annexure A HR Administration Provided in Annexure A Commissioner Office Provided in Annexure A Payroll Management Provided in Annexure A General Provided in Annexure A

16.1.4 Capacity Building Initiatives Under CTDB project, Capacity Building initiative for members of TDB have been classified into different categories based on their roles, education and current skill set with respect to the technology awareness. This classification has been done to address the issue of varied roles and responsibilities entrusted based on the hierarchical authority. It is envisaged that this classification of TDB personnel will help in understanding specific training requirements for different groups of employees and hence develop capacity building exercise and training modules specific to requirement. The following table illustrates the basic groups/bands in which the TDB employees have been classified and the attributes for each of the groups: Group Attributes Designations

A  Senior Administration All senior Officers including  Highly qualified Assistant Commissioner and  Control point functionaries above  Highly receptive to change  High level of awareness about technology and re-designed processes  Decision making agencies B  Work flow functionaries LD Clerk, UD clerk, JS, Head  High citizen interface Clerk  Medium level of technology awareness. C  Field staff. Below Group B  High citizen interface.  Low technology awareness. Sabarimala Provided in Annexure A

Training Program Group A Group B Group C

Awareness and sensitization of benefits of IT. 50% 70% 90%

Role Based Application Training 100% 100% 50%

Page 54 / 277 Trainers Training. 0% 3% 0%

System Administration & Support Training. 1% 2% 0%

16.2 CTDB Phase II 16.2.1 Geographical Coverage During Phase-II of CTDB, the remaining temple units and Higher Offices across all the Districts to be covered under phase- II including provisioning of all the service, (as defined in phase- I and additional detailed in this phase) installation and commissioning of hardware, connectivity and other infrastructure and associated services.

Divisional Offices of Section Sub Sl. Vigilance Audit Districts Maramath Offices of Temples group No Offices Offices Departme Maramath offices nt 1. Thiruvananthapuram 2 2. Kottarakkara 1 3. Thiruvalla 1 4. Aluva 1 5. Kottayam 1 7 6. Mavelikkara 1 7. TDB Headquarters 1 1 8. Temples in various 1222 Districts 9 Sub group Offices 282

16.2.2 Application Functionalities The application modules and functionalities covered during the Phase-II of CTDB implementation are listed in the table below.

Modules Additional Functionalities Covered Devaswom Accounts Provided in Annexure A Board Office Provided in Annexure A Vigilance Provided in Annexure A Audit Provided in Annexure A Maramath Provided in Annexure A General Provided in Annexure A

16.2.3 Capacity Building Initiatives The no. of personnel in each group that would be trained on the four training themes during Phase

Page 55 / 277 -II is provided in the table below: Training Program Group A Group B Group C Awareness and sensitization of benefits of IT 50% 70% 90%

Role based training for application users 100% 100% 40%

Trainers Training 1% 2% 0%

System Administration & Support Training 1 % 2% 0%

16.3 CTDB Phase III 16.3.1 Geographical Coverage All TDB Offices including TDB headquarters. Cultural Sl.No. Districts in Phase- III Estate Total Offices 1. Thiruvananthapuram 1 1 2. Vaikom 1 1 3. Attingal 1 1 4. Nilakkel 1 1 5. TDB Headquarters 1 1 6. Strong Room 2

16.3.2 Application Functionalities The application modules and functionalities covered during the Phase-III of CTDB implementation are listed in the table below.

Modules Functionalities Covered Cultural Provided in Annexure A General Provided in Annexure A Tahsildar Provided in Annexure A Law Office Provided in Annexure A

16.3.3 Capacity Building Initiatives Further refresher courses based on the four training themes proposed in this project would be carried out. All the TDB Staff would be trained in the Phase- I and Phase- II of the CTDB project implementation.

Page 56 / 277 17 Bill of Materials (BOM) 17.1 Hardware for TDB Head Quarters Sl. Product Manufacturer Unit Qty No. 1 Desktop Computer DELL/HP/IBM/HCL/Acer Nos 20 2 Printer 132 col dot matrix Epson LQ1150 Nos 2 3 Laser Printer HP/Epson Nos 3 4 Multifunction printer HP/Epson Nos 3 5 UPS 5 KV Emerson/APC/Hycon Nos 2 6 UPS 3 KV Emerson/APC/Hycon Nos 2 7 Scanner HP/Epson Nos 2 8 3 Feet patch cord Nos 30 9 Laser Duplex Printer HP/Epson Nos 2 17.2 Hardware Items for HQ Networking Sl. Description Unit Qty No. 1 24 100/1000BASE-X unpopulated SFP, 8 10/100/1000BASE-T Nos 1 (4 10/100/1000BASE-T and 4 10 g ports shared with SFP ports), XGM3 slot, Stacking module slot, AC PSU with one unpopulated PSU slot, Fan module and out of Band ethernet Management Port. (Extreme, Juniper, Cisco or equivalent)

2 24 10/100/1000BASE-T,4 1000 BASE-X unpopulated (4 SFP Nos 8 shared with 10/100/1000 BASE-T ports),1 x Serial (console port) and 1 x 10/100BASE-T out-of-band management port, 1 x Redundant Power Supply connector. (Make: Extreme, Juniper, Cisco or equivalent)

3 Gigabit Module– LX SC Connector Fiber Transceiver (Make: Nos 16 Extreme, Juniper, Cisco or equivalent ) 4 SC-SC OFC 2 mtr Patch Cords – SMF. [Make: Digilink, AMP, Nos 4 Krone or equivalent ] 5 SC-LC OFC 2 mtr Patch Cords – SMF. [Make: Digilink, AMP, Nos 22 Krone or equivalent ] 6 UTP CAT6 Cable Rolls of 305 meters PVC conduit /Capping Mtr 2000 casing / cable management. [Make: Digilink, AMP, Krone or equivalent ] 7 CAT6 I/O key stone w/o Face Plate and SMB (single)[Make: Nos 75 Digilink, AMP, Krone or equivalent ] 8 CAT6 7’ Mounting Cords. [Make: Digilink, AMP, Krone or Nos 75 equivalent] 9 CAT6 3’ Mounting Cords. [Make: Digilink, AMP, Krone or Nos 75 equivalent ]

Page 57 / 277 Sl. Description Unit Qty No. 10 CAT6 loaded Jack Panel (24 ports). [Make: Digilink, AMP, Nos 9 Krone or equivalent ]

11 Supply and Fixing of 19” Floor Mount Rack 27 U 600W X 800 Nos 1 D with 4 cable Manager, 6x5 Amps Power Distribution Box, 4 Fan, 1 Hardware Kit (Valrack or equivalent)

12 Supply and Fixing of 19” wall Mount Rack 12 U 600W X 600D Nos 9 with 2 cable Manager, 6x5 Amps Power Distribution Box, 2 Fan, 1 Hardware Kit (Valrack or equivalent)

13 Supply and laying of 24 core SMF outdoor armored type cable Mtr 400 through HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink, AMP, Krone or equivalent ]

14 Supply and laying of 12 core SMF outdoor type cable through Mtr 400 HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink, AMP, Krone or equivalent ] 15 Supply and laying of 6 core SMF outdoor type cable through Mtr 225 HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink, AMP, Krone or equivalent ] 16 Supply, installation, testing and commissioning of fiber optic Nos 9 patch panel 24 port 1 U rack mountable with SC duplex adaptor with plate loaded complete as required.[Make: Digilink, AMP, Krone or equivalent ] 17 Supply, installation, testing and commissioning of OFC SC Nos 100 pigtail -1.5 meter -SMF as required.[Make: Digilink, AMP, Krone or equivalent] 18 SITC of 32mm ISI PVC Conduit / Casing Capping with all Mtr 400 accessories required (Make: Precision, Modi or equivalent ]

19 SITC of 25mm ISI PVC Conduit / Casing Capping with all Mtr 300 accessories required (Make: Precision, Modi or equivalent ]

20 Supply and laying 50mm/47.5mm (outer/inner dia) double wall Mtr 500 corrugated HDPE pipe with all accessories at a depth of 60cm with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ]

21 Supply and laying 50mm/47.5mm (outer/inner dia) double wall Mtr 125 corrugated HDPE pipe with all accessories at a depth of 60cm in hard soil with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ] 22 Supply and laying 50mm dia. B- class GI pipe at a depth of Mtr 100 60cm including excavation, refilling the trench and providing 20cm deep 1:3:6 cement concrete mix on top etc. as required.

Page 58 / 277 Sl. Description Unit Qty No. 23 SITC of brick masonry chamber with inner size of 45cmx 45cm Nos 25 with cement concrete top cover slab as required. 24 Supplying and making cable route marker Route marker 60 X 30 Nos 25 X 10 with cement Plastering, Lettering& painting as required.

17.3 Hardware Items for Attendance Management at HQ Sl. No. Description Unit Qty

1 Smart Card Nos 6000

2 Smart card Enrollment Kit Nos 2

3 Biometric Enrollment Kit Nos 2

4 Smart Card Printer Nos 1

5 Printer Cartridge Nos 60

6 Biometric Smart Card Reader Nos 10

17.4 Hardware for Temples Hardware Items for Grade I Temples Sl. Description Manufacturer Unit Qty No. 1 Workstation DELL/HP/IBM Nos 1 2 Desktop Computer DELL/HP/IBM/HCL/Acer Nos 3 3 Printer Epson LQ 50 Nos 3 4 Multi Function Printer HP/Epson Nos 1 5 UPS 3 KVA Emerson/APC/Hycon Nos 1 6 ** Connectivity BSNL Nos 1 7 Networking Lump sum 6 8 Electrical Work Lump sum 10 9 Biometric Smart Card Reader Nos 1 Hardware Items for Grade II Temples Sl. Description Manufacturer Unit Qty No. 1 Desktop Computer DELL/HP/IBM/HCL/Acer Nos 3

Page 59 / 277 2 Printer Epson LQ50 Nos 2 3 Laser Printer hp/Epson Nos 1 4 UPS 2 kVA Emerson/APC/Hycon Nos 1 5 **Connectivity BSNL Nos 1 6 Networking Lump sum 4 7 Electrical Work Lump sum 10 8 Biometric Smart Card Reader Nos 1 Hardware Items for Grade III Temples Sl. Description Manufacturer Unit Qty No. 1 Desktop Computer DELL/HP/IBM/HCL/Acer Nos 1 2 Printer Epson lQ 50 Nos 1 3 UPS 1 KV Emerson/APC/Hycon Nos 1 4 **connectivity BSNL Nos 1 5 Electrical Work Lump sum 3 6 Biometric Smart Card Reader Nos 17.5 Hardware for TDB District/Group/ Sub Group Offices Sl. Description Manufacturer Unit Qty No. 1 Desktop Computer DELL/HP/IBM/HCL/Acer Nos 2 2 Multi Function Printer HP/Epson Nos 1 3 UPS 1 kVA Emerson/APC/Hycon Nos 1 4 **Connectivity BSNL Nos 1 5 Networking Lump sum 3 6 Electrical Work Lump sum 8 7 Biometric Smart Card Reader Nos 1 17.6 Hardware for Strong Room Sl. Description Manufacturer Unit Qty No. 1 Camera HD/MP/PTZ/Dome Bosch/Sony Nos 1 2 DVR/NVR Nos 1 3 Desktop Computer DELL/HP/IBM/HCL/Acer Nos 1 4 Laser Printer HP/Epson Nos 1 5 Ups 1 KV Emerson/APC/Hycon Nos 1 6 Room Access Security System Nos 1 7 **Connectivity BSNL Nos 1 8 Networking Lump sum 3 9 Electrical Work Lump sum 5 10 Biometric Smart Card Reader Nos 1

Page 60 / 277 17.7 Hardware for Sabarimala Sl. Description Manufacturer Unit Qty No. 1 Workstation with RAID DELL/HP/IBM Nos 1 2 Desktop Computer(counter) DELL/HP/IBM/HCL/Acer Nos 20 3 Printer Epson lQ 50 Nos 9 4 Multifunction printer HP/Epson Nos 3 5 Laser Printer HP/Epson Nos 3 6 UPS 2 kv Emerson/APC/Hycon Nos 5 7 ** Connectivity 6 mbps BSNL Nos 1 8 Electrical Work Lump sum 50 9 Biometric Smart Card Reader Nos 10

17.8 Hardware for Sabarimala Networking (Fiber) Sl. Description Unit Qty No. 1 24 100/1000BASE-X unpopulated SFP, 8 10/100/1000BASE-T (4 Nos 1 10/100/1000BASE-T ports shared with SFP ports), XGM3 slot, Stacking module slot, AC PSU with one unpopulated PSU slot, Fan module and out of Band ethernet Management Port. (Extreme, Juniper, Cisco or equivalent)

2 Ruckus Zone Director 1100 licensed for up to 12 ZoneFlex Access Nos 1 Points. ZD1100 can be upgraded to support up to 50 APs with AP license upgrades.3 year Partner Premium Support for ZoneFlex 7762 (Detailed specification attached)

3 24 10/100/1000BASE-T,2 1000 BASE-X unpopulated (4 SFP Nos 5 shared with 10/100/1000 BASE-T ports),(Make: Extreme, Juniper, Cisco or equivalent ) 4 Gigabit Module– LX SC Connector Fiber Transceiver (Make: Nos 10 Extreme, Juniper, Cisco or equivalent ) 5 SC-SC OFC 2 mtr Patch Cords – SMF. [Make: Digilink, AMP, Nos 4 Krone or equivalent ] 6 Of SC-LC OFC 2 mtr Patch Cords – SMF. [Make: Digilink, AMP, Nos 11 Krone or equivalent ] 7 UTP CAT6 Cable Rolls of 305 meters through PVC conduit Meter 1500 /Capping casing / cable management. [Make: Digilink, AMP, Krone or equivalent ] 8 CAT6 I/O key stone w/o Face Plate and SMB (single)[Make: Nos 40 Digilink, AMP, Krone or equivalent ]

9 CAT6 7’ Mounting Cords. [Make: Digilink, AMP, Krone or Nos 40 equivalent ]

Page 61 / 277 Sl. Description Unit Qty No. 10 CAT6 3’ Mounting Cords. [Make: Digilink, AMP, Krone or Nos 40 equivalent ] 11 CAT6 loaded Jack Panel (24 ports). [Make: Digilink, AMP, Krone Nos 5 or equivalent ] 12 Supply and Fixing of 19” Floor Mount Rack 27 U 600W X 800 D Nos 1 with 4 cable Manager, 6x5 Amps Power Distribution Box, 4 Fan, 1 Hardware Kit (Valrack or equivalent)

13 Supply and Fixing of 19” wall Mount Rack 12 U 600W X 600D Nos 5 with 2 cable Manager, 6x5 Amps Power Distribution Box, 2 Fan, 1 Hardware Kit (Valrack or equivalent)

14 Supply and laying of 12 core SMF outdoor armored type cable Meter 600 through HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink, AMP, Krone or equivalent ]

15 Supply and laying of 6 core SMF outdoor type through Meter 700 HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink, AMP, Krone or equivalent ] 16 Supply, installation, testing and commissioning of fiber optic Nos 10 patch panel 24 port 1 U rack mountable with SC duplex adaptor with plate loaded complete as required.[Make: Digilink, AMP, Krone or equivalent ] 17 Supply installation, testing and commissioning of OFC SC pigtail Nos 80 -1.5 metre -SMF as required.[Make: Digilink, AMP, Krone or equivalent ] 18 32mm ISI PVC Conduit / Casing Capping with all accessories Meter 250 required (Make: Precision, Modi or equivalent ] 19 25mm ISI PVC Conduit / Casing Capping with all accessories Meter 300 required (Make: Precision, Modi or equivalent ] 20 Supply and laying 50mm/47.5mm (outer/inner dia) double wall Meter 600 corrugated HDPE pipe with all accessories at a depth of 60cm with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ]

21 Supply and laying 50mm/47.5mm (outer/inner dia) double wall Meter 125 corrugated HDPE pipe with all accessories at a depth of 60cm in hard soil with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ] 22 Supply and laying50mm dia. B- class GI pipe at a depth of 60cm Meter 100 including excavation, refilling the trench and providing 20cm deep 1:3:6 cement concrete mix on top etc. as required. 23 Brick masonry chamber with inner size of 45cmx 45cm with Nos 25 cement concrete top cover slab as required.

Page 62 / 277 Sl. Description Unit Qty No. 24 Supplying and making cable route marker Route marker 60 X 30 X Nos 100 10 with cement Plastering, Lettering & painting as required. 17.9 Hardware for CCTV

TDB CCTV Hardware List special Grade Temples Sl. Product Manufacturer Unit Qty No.

1 Camera HD/MP/PTZ/Dome Bosch/Sony Nos 10

2 DVR/NVR Bosch/Sony Nos 1

3 Video Transmitter Nos 1

4 Storage for 60 Days Nos 1

5 Networking/Cabling(100m) Lump sum 10

6 Display Nos 1

7 Power Lump sum 10 TDB CCTV Hardware List with 4 Camera Sl. Product Manufacturer Unit Qty No.

1 Camera HD/MP/PTZ/Dome Nos 4

2 DVR/NVR Nos 1

3 Video Transmitter Nos 1

4 Storage for 60 Days Nos 1

5 Networking/Cabling(100m) Lump sum 4

6 Display Nos 1

7 Power Lump sum 4

TDB CCTV Hardware List with 8 Camera Sl. Product Manufacturer Qty /No No.

1 Camera HD/MP/PTZ/Dome Nos 8

2 DVR/NVR Nos 1

Page 63 / 277 3 Video Transmitter Nos 1

4 Storage for 60 Days Nos 1

5 Networking/Cabling(100m) Lump sum 8

6 Display Nos 1

7 Power Lump sum 8

17.10 Data Centre for TDB

Data Centre at TDB HQ Sl. Product Manufacturer Unit Qty No.

1 Server HP/DELL/IBM Nos 4

2 Storage HP/DELL/IBM/Net App Nos 1

3 8 Port San Switch HP/Brocade Nos 1

4 Rack 42u Rittal/HCL/HP Nos 1

5 UPS 3 KV Emerson/APC/Hycon Nos 3

6 ISPN Connection BSNL Nos 1

7 Load Balancer with Fire wall Rad ware Nos 1

8 Server OS License Redhat 6 Nos 2

9 Backup device with media HP/DELL/IBM/Net App Nos 1

17.11 Software Modules

Sl. No Name

1 Temple Administration 2 HR Administration 3 Devaswom Accounts

Page 64 / 277 4 Commissioner Office 5 Board Office 6 Maramath 7 Estate Office 8 Cultural 9 Audit Office 10 Vigilance Office 11 Law Office 12 General 13 Strong Room 14 Sabarimala 15 Thiruvabharana Commissioner Office

17.12 Data Degitization Charges

Sl. No Description

1 Data digitizaton Charges

17.13 Capacity Building

Sl. No Description

1 Charges for capacity building

The above mentioned quantities are indicative only.

Page 65 / 277 18 Time Schedule & Delivery

Sl. Activity Time line No.

3 Months from the Date of 1 Phase I issue of WO

6 Months from the Date of 2 Phase II issue of WO

Phase III (Including all other Software 9 Months from the Date of 3 modules as mentioned the RFP) issue of WO

Page 66 / 277 19 Payment Terms and Service Level Agreement

The payment for implementation of the project will be as follows:-

Sl.No. Milestone %of Payment to be released

Software Modules

1 Piolet implementaion of Software 30

2 Testing and Acceptance by TDB 30

3 Rollout 40

Hardware items and networking

1 Supply and installation of hardware 90

2 After Warranty period 10

Digitization and Capacity building

After completion of work and certification by 1 100 TDB

If there is any deficiency in the performance of contractual obligations on the part of the Bidder, the Bidder shall be liable for imposition of appropriate penalties as specified in the RFP and the Travancore Devaswom Board shall be entitled to deduct such penalties at source while making payment to the Bidder for the services provided as mentioned & forfeit the guarantee submitted.

Liquidated Damages

For Delay:

If the Bidder fails to complete the installation and commissioning within specified months of award of contract, the TDB shall impose Liquidated Damages, @ 2 % of the total project cost for every month of delay or part thereof. This will be charged against the Performance Bank Guarantee submitted by the bidder at the time of signing the contract or from the EMD as the TDB deems it fit. Even if the vendor has installed the software, the LD will be applicable to the entire project cost if there is delay due to non-commissioning by vendor and /or acceptance by the TDB.

Page 67 / 277 For Non-performance: If the specifications of the RFP are not met by the Bidder during various tests, the Bidder shall rectify the same to comply with the specifications, failing which the the TDB has the right either to reject or to accept it finally by recovering the amount as deemed reasonable by the TDB. Under such circumstances, the bidder should bear all costs incurred by the TDB in this regard.

Operational Penalties The following penalties for Operational Deficiencies shall apply for the project. All the items at all locations shall have a minimum availability of 97 %.

Sl. No. Condition Penalty

1 Availability less than 97 % to 90% 5 %

2 Availability less than 90%to 85% 8 %

3 Availability less than 85%to 80% 10 %

4 Availability less than 80% 15 %

Both the above deductions are independent of each other and applicable separately and concurrently.

If the Up time is less than 90% for consecutive two quarter, the Travancore Devaswom Board shall have the right to terminate the Agreement. The Travancore Devaswom Board shall have the right to forfeit the Bank Guarantee and blacklist the bidder.

For premature termination

If the bidder withdraws the contract prematurely before the completion of the project, they shall be liable to compensate upto 50% of the project cost towards the damages incurred by the TDB in this regard.

1. Performance Bank Guarantee The bidder shall provide a revolving bank guarantee for 10% of project cost as per the prescribed format at the time of signing the contract. The bank guarantee will be invoked by the TDB for recovery of the amounts due on account of violation/infringement of the respective clauses in the agreement.

The amount of such damages etc. as mentioned above will be levied and charged against the Bank Guarantee at the sole discretion of the TDB. The bidder should ensure that the value of

Page 68 / 277 the bank guarantee is maintained at 5% of project cost at all times, during the contract period, failing which the contract will be repudiated by the TDB on the ground of unilateral violation of terms of the contract by the bidder and the liquidated damages for premature termination will be charged from the bidder.

2. Taxes and Duties

All taxes and duties as applicable shall be borne by the bidder. The Bidder shall be solely responsible for arranging the foreign exchange and import license required for import, if any, that may be necessary for the purpose of satisfactory performance of the work under the contract.

3. Validity The bidder shall keep the offer valid for acceptance for six calendar months from the last date for submission of bids.

4. Force Majeure Force majeure is herein defined as any cause beyond the control of the bidder or TDB, as the case may be, which they could not foresee with a reasonable amount of diligence, and which substantially affect the performance of the contract, such as,

Natural phenomena, including but not limited to floods, draughts, earthquakes, epidemics, acts of any Government, including but not limited to war, declared or undeclared, priorities, quarantines, embargoes; provided either party shall within fifteen days from the occurrence of such a cause notify the other in writing of such causes. The bidder or the TDB shall not be liable for delays in performing their respective obligations due to any force majeure cause as referred to and/or defined above.

Page 69 / 277 20 Annexure A - Functional Requirement Specification 20.1 Temple Administration The main activities involved in Temple Administration is listed below

Sl. No Activities 1 Activities of Dy. C Offices 2 Activities of AC Offices 3 Vazhipadu Counter Billing 4 Auctions 5 Online Booking & e Payment 6 Mahassar 7 Kanikka Counting & Scheduling 8 Pooja 9 Temples 10 Strong Room Management 11 Grievance Redressal Cell 12 Special Activities 13 Store & Inventory 14 Video Surveillance 15 Advisory Committee Election

20.1.1 Activities of Dy. C Offices Major tasks involved in this module are activities of Dy.Commissioner Office.

SL. No Activities

1 Kanikka Verification at AO grade temples 2 Sanction of programs for elephants at respective Devaswom Districts 3 Sanction of Medical treatments for elephants at respective Devaswom Districts 4 Custodian of elephants at respective Devaswom Districts 5 Sanction of Special duty on festival/season 6 Sanction of Services of smith 7 Conduct of Auctions 8 Ratification of Auctions 9 Tour Journals 10 Tour Schedules

Page 70 / 277 11 Processing of proposals from Temples forwarded by AC Office 12 Enquiry and redressal of grievances forwarded by AC Office 13 Processing of request for information and report from Commissioner Office 14 Service Matters of Dy. C Office

Sl. No Functional Requirements Specification

1 Provision to view, edit & approve Kanikka Counting Schedule 2 Provision to view, edit & approve Kanikka Counting Report 3 Provision to generate Kanikka Counting Mahassar 4 Provision to view elephant request 5 Provision to approve /reject elephant request with remarks 6 Provision to schedule elephant programs 7 Provision to capture medical expense details of elephants 8 Provision to schedule medical treatment for elephant 9 Provision to generate report of medical treatments of elephants 10 Provision to add/ edit elephant details 11 Provision to capture routine expenditure details of elephants 12 Provision to generate dynamic reports based on various parameters involved in this module 13 Provision to view/modify request for special duty 14 Provision to allocate employees for special duty 15 Provision to reject request for special duty with remarks 16 Provision to forward and receive files online 17 Provision to receive/process/ approve proposals 18 Provision to manage grievances 19 Provision to manage HR details of Dy. C Office 20 Provision to manage Service Details of Dy. C Office 21 Provision to schedule duty for smith 22 Provision to log activities of smith

20.1.2 Activities of AC Offices Major tasks involved in this module are activities of Assistant Commissioner Office.

SI. No. Activities

1 Conduct of Inspection in Temple 2 Conduct of Audit 3 Conduct of Kanikka Counting in Temples

Page 71 / 277 4 Endorsement of salary bill forwarded from temples 5 Verification of Temple accounts 6 Conduct of auctions in Temples 7 Collection of revenue from Sub groups 8 Management of temple employees PF account 9 Elephant rent Collection 10 Processing of Proposals from Temples 11 Enquiry and Redressal of grievances 12 Processing of request for information and report from Dy. C Office 13 Service Matters of AC Office and Temple employees 14 Asset management of temples

Sl. No Functional Requirements Specification 1 Provision to Prepare schedule for Kanikka vanchi counting 2 Provision to Notify schedule for Kanikka vanchi counting to concerned temples 3 Provision to enter details of Kanikka Counting( denominations etc) 4 Provision to generate Mahassar for Kanikka Counting 5 Provision to Log Kanikka Counting details 6 Provision to manage Oil tanks of kedavilakku 7 Provision to prepare schedule for Inspection of Kedavilakku Oil Tank 8 Provision to schedule and notify Audit at various temples 9 Provision to log details of Audit Conducted 10 Provision to schedule and notify inspection at various temples 11 Provision to log details of inspection Conducted 12 Provision to forward and receive files online 13 Provision to receive/process/ approve proposals 14 Provision to manage grievances 15 Provision to manage HR details of AC Office 16 Provision to manage Service Details of AC Office

20.1.2.1 Elephants TDB has 38 elephants now. The acquisition of elephants is mostly by offerings. There should be a fund allocated for elephant feeding on every budget. The elephants shall let out on hire to private persons by request. The hire and feeding charges should be credited to the Devaswom Accounts. There should be insurance to the mahouts by the Devaswom board. The concerned Assistant Commissioner should be the responsible person for safe up-keep and feeding of elephants. Sl. No Activities 1 Acquisition of elephants

Page 72 / 277 2 Allocation of fund for the feeding of elephants 3 Hiring of elephants 4 Insurance to mahouts 5 Registering of elephants 6 Expenditure statement for the elephant’s feeding and other expenses 7 Disposal of elephants as well as the tusks of deceased elephants

Sl. No Functional Requirements Specification 1 Provision to add the elephant details 2 Provision to setting unique id to the elephant 3 Provision for checking the proper elephants station i.e. nearest to the head quarters of Assistant Commissioner 4 Provision to allocate a mahout for the elephant 5 Provision for allocate the fund to the concerned AC for feeding of elephant 6 Provision to intimate the concerned Assistant Commissioner 7 Provision for checking genuineness of application for hiring 8 Provision for checking concessional rate of elephant hire 9 Provision for checking the status of elephants hired 10 Provision for checking the accounts whether the amount for hiring and feeding of elephants credited 11 Provision to prepare a inspection schedule 12 Provision for alert the concerned officer about the inspection of elephant station 13 Provision to view the inspection report submitted by concerned inspecting officer 14 Provision to add the mahouts to the insurance scheme 15 Provision to add insurance to elephants 16 Provision to maintain a register of elephants which contain complete details about each elephant 17 Provision to view the expense statements of elephants entered by AC 18 Provision for generate expense statement approved by Dy. Devaswom commissioner 19 Provision to intimate the board and Forest Department about the disposal of elephants 20 Provision to update the disposal as well as amputation of the tusks details

20.1.3 Vazhipadu Counter Billing Each vazhipadu will have its cost saved in its master data (The table where all the details of vazhipadu are recorded). The person handling the counter accepts payment from the devotee based

Page 73 / 277 on the vazhipadu request and issues receipt. The devotee can receive the Prasadam of vazhipadu from the counter itself (ex: Payasam, appam etc) or he can submit the receipt to shanti/priest for conducting the vazhipadu. Sometimes the Prasadam of Vazhipadu is sent to devotee through Post/Courier.

Sl. No Activities 1 Vazhipadu Master Data Management 2 Vazhipadu Booking 3 Bulk Vazhipadu Booking 4 Register Maintenance 5 Receipt of payment and issue of receipt to devotee 6 Deliver of vazhipadu Prasadam 7 Updating stock for vazhipadu like appam, aravana 8 Cash Account Maintenance 9 Panchangam Calendar Maintenance 10 Remitting the cash collected to bank account(periodically/ when balance goes above some limit/urgent requirement etc) 11 Alerts 12 Reports

Sl. No Functional Requirements Specification

1 Provision to identify each vazhipadu by a unique id 2 Master data management of vazhipadu i.e. a data table to maintain its cost, timings , description etc 3 Provision to maintain a daily scroll of vazhipadu conducted (maintaining a view)

4 Provision to identify each receipt by a unique id 5 Provision to maintain a template for receipt 6 Provision to use Preprinted receipts for receipt generation(Serially and with ability to edit system receipt no) 7 Provision to give advertisements on receipt 8 Provision to run Vazhipadu counter offline and ability to synchronize data to server  Periodically(automatic)  On demand 9 Provision to capture details of devotee like Name, Star etc for Vazhipadu

Page 74 / 277 10 Provision to generate receipts for each vazhipadu requested with name of vazhipadu, receipt no(receipt unique id); name of devotee, star of devotee, cash paid, date and time of request, login id of counter operator, phone no: of the person to be contacted in case of any issues, TDB office no: and website

11 Provision to allocate a cash account/Teller account to each counter operator 12 System should automatically update the cash account of a counter operator after each successful vazhipadu request 13 Provision to limit the no: of vazhipadu for a date 14 Provision to record Prasadam dispatch no, update status of dispatch 15 Provision to generate a daily scroll for cash tallying purpose 16 Provision to transfer cash balance of all vazhipadu counter to a central(to temple) cash balance account 17 Provision to set ceiling to cash counter balance and central cash account 18 Provision to save the details of person who carries cash to bank with his authorized consent i.e. the person carrying cash should also approve his cash carrying duty. 19 Provision to identify each bank remittance by unique id 20 Provision to generate Challan numbers online based on Challan register 21 Provision to scan and save the bank challan after remittance. 22 Managing a mirror account as in bank to record remittances and withdrawals from temple counter revenue account and to reconcile with bank account balance periodically 23 Provision to configure Various alerts 24 Provision to generate dynamic reports based on various parameters involved in this module like list of all vazhipadu booked for a day

20.1.4 Auctions

Sl. No Activities

1 Prepares list of items to be auctioned 2 Assigns auction number and schedules auctions 3 Publishes auction notices in websites, newspapers etc. 4 Auction values sent for approval to respective Officer in Charge or to the Board office 5 Publishing of auction details 6 Conduct of Auction 7 Preparation of Mahassar 8 Settlement of auction 9 Alerts

Page 75 / 277 10 Reports

Sl. No Functional Requirements Specification 1 Provision to prepare and maintain list of items to be auctioned 2 Provision to identify each auction by a unique number 3 Provision to schedule auction date, venue and to maintain various other parameters such as EMD etc. 4 Provision for maintaining various amounts received in auctioning process 5 Provision to prepare various bills 6 Provision to forward auction details to Officer in Charge / Board office for approval 7 Provision for maintaining asset hand over details 8 Provision to enter the amount received in an auction, its mode of Payment details like cash/cheque no:, cheque date/ Electronic Bank account transaction no: and the approval of details entered by officer in charge 9 Provision to search and view auctions and status according to privileges assigned to various offices 10 Provision to update stock register(before and after auction ) 11 Provision to configure various alerts(SMS/email) 12 Provision to generate dynamic reports based on various parameters involved in this module

20.1.5 Online Booking & e Payment Sl. No Activities 1 Booking of Vazhipadu online 2 e Payment for online booking of Vazhipadu 3 Online receipt generation for Vazhipadu booking 4 Receipt verification at temple Counter 5 Online Pooja status verification 6 Online vazhipadu management at temple counter 7 Subscriptions for online notifications 8 Alerts 9 Reports

Sl. No Functional Requirements Specification 1 Provision to maintain a master data of all Online vazhipadu in a temple 2 Separate charge maintenance for Online booking for some special vazhipadu

Page 76 / 277 3 Provision to record off days for a particular Online vazhipadu in the master table( based on Malayalam calendar ) 4 Provision to identify an online vazhipadu booking by a unique id 5 Provision to record the details of booking person like email, phone no: , address etc 6 Provision for a devotee to select a date in Panchangam calendar while booking on-line

7 Provision to display the list of vazhipadu available on the selected date 8 Provision to select a vazhipadu and make online payment 9 Provision for the devotee to download online receipt 10 Provision to send receipt via email or SMS 11 Provision to update status of vazhipadu at temple counter 12 Provision to generate list of devotees with address to send Prasadam 13 Provision to subscribe/Unsubscribe online notifications about temple events 14 Provision to configure various alerts, say alert if the vazhipadu is postponed , time change etc. 15 Provision to generate dynamic reports based on various parameters involved in this module

20.1.6 Mahassar Mahassar is a register which is used in temples to record the details of major activities/events occurred in the temple. The system suggests the use of templates to record daily activities to perform the function of Mahassar. Mahassar contains mandatory data like date, time, approval of Mahassar by officer in charge, approval of witnesses and the list of major activities with essential details. Some of the activities to be recorded in Mahassar are  Charge Handover

 Inspection

 Auction

 Kanikka Counting

 Theft reporting and statements from temple employees

 Other Unusual events like Ashtabandham

Sl. No Activities 1 Master data Management of Mahassar 2 Mahassar Templates 3 Mahassar Preparation 4 Report Generation of Mahassar

Page 77 / 277 5 Alerts 6 Reports

Sl. No Functional Requirements Specification 1 Master data management for types of Mahassar/activities 2 Provision to associate Mahassar with an activity 3 Provision to create a new type of activity and add to activity list(Master data Management) 4 Provision to generate and save Mahassar templates 5 Provision to choose Mahassar templates 6 Provision to identify a Mahassar by a unique id related to date 7 Provision to capture the date, time, duration, expenses, income, personals involved etc of the activity 8 Provision to add extra details, descriptions, comments etc to each activity 9 Provision to set 'Not Applicable' value in cases where the field is not applicable

10 Display only essential fields based on activities 11 Provision to set the type of activity from activity list 12 Provision for the officer in charge and witnesses to authorize Mahassar 13 Provision to capture the details of officer and witnesses who have authorized the Mahassar

14 Status for Mahassar like entered, partially entered, approved etc 15 Alert mechanism when the Mahassar is pending in entered status for more than a specific time, alert if Mahassar has not been entered etc 16 Provision to generate dynamic reports based on the various parameters involved in this module.

20.1.7 Kanikka Counting & Scheduling Sl. No Activities 1 Schedule Kanikka Counting 2 Conduct of Kanikka Counting 3 Updating of related registers 4 Surveillance 5 Reports

Sl. No Functional Requirements Specification 1 Provision to allot staffs for Counting

Page 78 / 277 2 Provision to save details of Kanikka Counting like total amount, denominations, fake notes, soiled notes, valuables etc 3 Provision to enter details of Kanikka Counting in Mahassar 4 Provision to update register 5 Provision to record and stream Kanikka Counting video footage 6 Provision to configure various alerts , say alert if the vazhipadu is postponed , time change etc. 7 Provision to generate dynamic reports based on various parameters involved in this module 20.1.8 Pooja Sl. No Activities 1 Definition of each Pooja 2 Scheduling of Pooja 3 Reports

Sl. No Functional Requirements Specification 1 Master Data management of Pooja 2 Provision to fix daily Pooja timings 3 Provision to mark exceptional days for Pooja in calendar 4 Provision to capture the items required for a Pooja 5 Provision to calculate Muthalkootu and supplier cost 6 Provision to calculate shantikoor for certain type of Pooja 7 Provision to generate dynamic reports based on various parameters involved in this module

20.1.9 Temples Sl. No Activities 1 Temple Master Data Management 2 Geographical Location and plotting 3 Website maintenance 4 Temple employee structure

Sl. No Functional Requirements Specification 1 Provision to enter /update Temple Name , Logo, Address etc 2 Provision to enter Temple History, Prathishta and other details 3 Provision to associate vazhipadu & Pooja to temple 4 Provision to enter the latitude & longitude of Temple

Page 79 / 277 5 Provision to update website 6 Provide provision to devotees for subscribing and unsubscribing notifications 7 Provision to publish notices 8 Provision to send messages to Subscribed Members 9 Provision to edit/update employee structure in a Temple

20.1.10 Strong Room management Sl. No Activities 1 Master data management of strong room 2 Asset management 3 Duty Posting and Scheduling 4 Charge Handover 5 Alerts 6 Reports

Sl. No Functional Requirements Specification 1 Provision to enter duty shifts 2 Provision to post duty persons 3 Provision to assign unique number to each asset 4 Provision to enter asset details 5 Provision to enter transaction details including check in & check out 6 Provision to record and stream asset verification during charge handover 7 Provision to schedule opening and closing of strong room 8 Provision to log Smith evaluation of assets 9 Provision to send messages to temples 10 Provision to configure various alerts 11 Provision to generate dynamic reports based on various parameters involved in this module

20.1.11 Grievance Redressal Cell An effective complaint management system is an integral part of any quality complainant service. Often, complainants are the first to identify whenthings arenot working properly. TDB is an organization dealing with a large number of staffs. So the chances of identifying a complaint are very high in TDB. A complaint or an issue has to be dealt with utmost importance and care since the efficient work of an office can be hindered by a small complaint from the public. So TDB must maintain a grievance redressal body to take care of such issues.

Page 80 / 277 Sl. No Activities

1 Submission of a complaint/Issue 2 Complaint Resolution 3 Communication to Complainant

Sl. No Functional Requirements Specification

1 System should have the provision to capture the issue classification types 2 System should have the provision to capture the classification of issues 3 Provision to forward issues to respective sections or sometimes directly to Head of office with respect to the relevance and priority of the issue reported

4 System should have the provision to define various levels of severity 5 System should have the provision to define various levels of priority 6 Ability to give unique identification no: for each issue raised. 7 Issue received and not solved is in "Open" status 8 Provision to set various status to an issue like Open, Pending, Cancelled,Settled etc

9 Issues may get solved in Section level or higher level and is communicated to complainant 10 System should have the provision to create the issue based on the issue type 11 System should have the provision to list all the issues in single view 12 Ability to push the issue to a committee if formed for this issue. 13 Provision to record all communications done by officials regarding the issue 14 System should have the provision to analyze the issue based on various criteria like Issue Classification, From date, To date, Status etc. 15 System should have a workflow definition for the issues based on their classification

16 Alert mechanism to inform the concerned official regarding the issue raised, issues pending for many days, priority based alerts etc. 17 Complainant and other authorized officials should be able to view the status of his complaint 18 System should have the provision to generate report based on the issue classification

19 System should have the provision to generate report for the issue based on various criteria like Status - Draft, Submitted, Approved, Pending, Closed etc. From Date, To date, Assigned to , Created By 20 Provision to capture the feedback related to issues through an Android application

21 User should be able to raise new complaints referring old complaints(closed/open)

Page 81 / 277 Reports

22 Ability to generate reports for issues generated between a particular date 23 Ability to generate reports for issues pertaining to a particular dept, work, reason, staff, generated by a particular staff etc. 24 Ability to generate reports for issues pending for a particular period or above or below 25 Ability to generate reports for issues based on status, priority, severity etc. based on classification, name etc. 26 Ability to generate reports with issues sorted based on the above mentioned criterions

20.1.12 Special Activities Sl. No Activities 1 Conduct of Special Events like festival 2 Accounting of revenue and expenditure of special events 3 Duty Posting for special events 4 Alerts 5 Reports

Sl. No Functional Requirements Specification 1 Provision to apply for approval of conduct of special events 2 Provision to schedule special events 3 Provision to notify Special events 4 Provision to account receipt of cash and kind 5 Provision to request for special duty 6 Provision to associate auction with special event 7 Provision to configure various alerts 8 Provision to generate dynamic reports based on various parameters involved in this module

20.1.13 Store & Inventory Sl. No Activities 1 Receipt of items in the store 2 Examination of items with Purchase Order 3 Rejection of items if the item is defective, not of the specification mentioned in PO, defective packing, old stock, damaged stock etc. 4 Accounting the accepted stock in Stock register 5 Communicating to the vendor about the rejected items if any 6 Intimating the indenter about the item arrival, certifying the receipt of items

Page 82 / 277 for payment clearance after getting confirmation from the indenter.

Sl. No Functional Requirements Specification 1 System should have the provision to capture the details of defected items and provision to maintain the purchase return details 2 Provision to give a Unique id to each accepted item. 3 System should maintain the stock registers 4 System should have provision to make adjustments to inventory after physical audit 5 Ability to classify the materials on the basis of electrical, electronic etc. 6 System should have the provision to maintain invoices that have been received from suppliers 7 Ability to maintain system generated invoice no, date, supplier Invoice no, invoiced by, Item Code, Item description, Unit cost, Total cost, quantity received, quantity rejected, quantity invoiced, Taxes, Location, Address and Remarks 8 System should have the provision to associate Invoice to a goods receipt 9 System should have the option to Post invoice data to the financial system 10 System should have the provision to associate an invoice number to purchase order number 11 Provision to attach an item to a project 12 Provision to enter utilization of various assets 13 Provision to calculate depreciation of an asset and save current market value 14 System should have the provision to capture the freight charges and clearance charges 15 Ability to maintain a perpetual Stock Ledger 16 Ability to prepare a stock reconciliation statement on a daily basis 17 Ability to generate a stock report as on any date, based on the pre-determined categories 18 Ability to generate a report on the adjustments to inventory arising from Physical verification 19 Ability to provide stock aging report 20 Ability to show up reports based on stock value 21 Ability to generate reports on adjustment type of transactions

20.1.14 Video Surveillance Sl. No Activities 1 Access control for cameras 2 Streaming of video

Page 83 / 277 3 Recording of video 4 Mobile interface

20.1.15 Advisory Committee Election Sl. No Activities 1 Nomination of Candidates 2 Scrutinizing the eligibility of candidates 3 Selection of voters 4 Conducting election of the required type of voting(Weighted , Multi winner etc) 5 Declaration of result

Sl. No Functional Requirements Specification 1 Provision to capture the details of candidates 2 Provision to capture the details of voters 3 Provision to set the type of election 4 Provision to set the time, date and venue of election 5 Provision to calculate voting result based on voting types 6 Provision to declare the results through PRO 7 Master data management for candidates, voters, voting type

20.2 HR Administration HR package is the main place where all the details of the employees in the organization are recorded and maintained. It should be able to provide the details of an employee if requested by an authorized entity. And the employee if wants to know anything regarding his salary, deductions etc. HR package should make it available to him just after authorizing the request. So HR package maintains a staff database where in all the details of the employees are saved.

The HR Package should include the following functional modules/Activities

Sl. No Services 1 Recruitment 2 Appointment and Posting 3 Service Book 4 Probation & Seniority 5 Promotion and Demotion 6 Transfer 7 Tours & Claims/Reimbursement

Page 84 / 277 8 Pension 9 Provident Fund 10 Loans 11 Attendance management 12 Leave Management 13 Salary Management 14 Staff Appraisal 15 Self Service Portal

20.2.1 Recruitment This module deals with all the recruitment activities of the TDB from post identification to appointment order. There are two types of recruitment  Direct Recruitment  Recruitment by Transfer  The type of vacancies can be broadly classified as  Permanent  Temporary  Vacancies of short duration

The system will provide the following functionalities in the Online Recruitment package. Sl. No Activities 1 Identification of posts 2 Approval of identified Posts 3 Forming of the selection board 4 Advertisements configuration 5 Post configuration 6 Advertising through PRO (Online & media) 7 Online Application configuration with proper Validations 8 Application Verification 9 Provision to enter details of non-online applications 10 Short listing and Hall ticket sending. 11 Test/Interview configuration 12 Online Tests 13 Result Publication 14 Appointment order Generation & Sending 15 Integration with HR Portal 16 Various Reports 17 Apt Security implementations

Page 85 / 277 The system should meet the following requirements to capture and process all the data related to the recruitment of the TDB

Sl. No Functional Requirements Specification 1 Provision to create man power requisitions with the following details - Ratio/ percentage fixation - Number of positions available - No of personnel required - Proposed grade of posts & Pay scale - Approval of recruitment and criteria 2 Provision to identify every recruitment with a unique number 3 Provision to configure an advertisement with parameters like Start Date, End Date and should be linked to the web site of the TDB. 4 Provision to configure a post in the system with parameters like -No: of Vacancies -Minimum qualification - Minimum & Maximum Age -Reservations & Relaxations based on various communities and categories

5 Provision to apply online for a particular job vacancy 6 Provision to identify each candidate with a unique Application number 7 Provision to capture the candidate contact information such as Name, contact and permanent address, phone, email, Date of Birth etc. 8 Provision to capture the educational qualification details of the candidate 9 Provision to capture the experience details of the candidate 10 Provision to capture community & gender of the candidate 11 Provision to attach the resume/certificates of the candidate 12 Provision to validate the application with required parameters like Maximum & minimum age, Minimum marks/ Grade etc. The system will have the Provision to stop proceeding if any of the validation is wrong 13 Provision to update the status of the candidate such as Applied/Screened/Appeared for Interview/ Selected / Rejected / Waiting / Offer letter sent/Offer accepted/ Offer not accepted. Provision to provide reasons in case of rejection or other objections.. 14 Provision to verify the application and set status (in group and individual) 15 Provision to create template for various correspondence like the Hall ticket 16 Provision to make communication with individual candidate through mail/SMS 17 Provision to make On line Test with question bank and on line valuation 18 Provision to configure test and interview with parameters like -Test/Interview Date -Venue

Page 86 / 277 -Batch Scheduling 19 Provision to shortlist candidate based on different parameters like Mark, experience etc 20 Provision to generate and send Hall ticket to shorted listed candidate 21 Provision to configure the test venue with hall/Room allotments 22 Provision to generate attendance sheet based on Hall/Venue 23 Provision to enter the attendance details 24 Provision to configure and schedule interview 25 Provision to log marks obtained in the tests/interviews 26 Provision to shortlist candidate based on different parameters like -Marks -Communal Reservation -Other reservations 27 Provision to publish the rank list linked to the website of the TDB 28 Provision to send advice memo/offer letter to shorted listed candidate 29 Provision to facilitate the candidates to view the status of the application any time any where 30 Provision to integrate with the HR application for transfer of data of selected candidate 31 Provision to adapt with a manual or semi automated recruitment procedure. 32 Provision to make relaxation of eligibility as per norms. 20.2.2 Appointment and Posting This module deals with enrolment of selected candidate to service (service book) and assignment of duty. The system will provide the following functionalities to the user Sl. No Functional Requirements Specification

1 Provision to verify data with recruitment package 2 Provision to verify data with external databases Like Aadhar/PAN card/Passport/Voters Id etc. 3 Provision to generate data for external agency verifications like police verification 4 Provision to save details of external agency verification 5 Provision to make detailed data entry to service book 6 Provision for posting of regular staff 7 Provision for posting of contract staff on monthly basis 8 Provision for posting contract staff on daily wages 9 Provision to issue ID cards (Smart cards/RFID/Barcode)

Page 87 / 277 20.2.3 Service Book Sl. No Functional Requirements Specification

1 Provision to identify each employee by a unique number 2 Provision to capture the name of an employee (First name, Middle name, Last name) 3 Provision to capture the employee contact information such as permanent and contact address, phone, email etc. 4 Provision to upload employee's photo 5 Provision to capture the date of birth of the employee 6 Provision to capture the date of joining of the employee 7 Provision to update the status of employee such as Probation/ Confirmed/ Resigned/ Terminated/ Suspended/ Deputation/ Retired/ Reemployed. 8 Provision to capture the educational qualification details of an employee. 9 Provision to capture community details of an employee. 10 Provision to capture the gender of an employee. 11 Provision to capture his assets and liabilities. 12 Provision to set category to an employee like regular, contract, Karanma 13 Provision to categorize the employee based on the nature of job (Admin/ Officers/ Menial/ others) and cadre 14 Provision to define a service type for an employee such as full time, part time, contract, deputation employee etc. 15 Provision to assign a department or section to an employee with option to record his work allotted. 16 Provision to define designation and grade for an employee. 17 Provision to define the salary of an employee using standard components (Pay scales) as defined in the Payroll. Earnings and Deductions vary based on field station 18 Provision to capture the reporting hierarchy of an employee. 19 Provision to capture PAN number, Multiple LIC, Recurring Deposit (RD), Postal Life Insurance (PLI), Society number, Loan Account number etc. 20 Provision to store personal information such as date of birth, service start date of an employee, joining date, probation period. 21 If an employee under probation avails leave(selected leaves) then the probation period will be increased accordingly. 22 Provision to capture immediate family members including spouse, children, parents and their photo 23 Provision to save leave types and leave balances 24 Provision to capture the details of publications by an employee

Page 88 / 277 25 Provision to maintain the history of all postings 26 Provision to define the home town information along with the nearest railway station 27 Provision to maintain various declaration details of the employee 28 Provision to maintain the nomination details for PF, Gratuity etc. 29 Provision to maintain achievements and awards of the employee and the warnings/punishments and adverse entry against the employee 30 Provision to attach Birth certificate of the employee 31 Provision to save the details of trainings attended 32 Provision to capture the Bank Account details of the employee 33 Provision to capture the various deductions LIC, RD, PLI, etc. 34 Alert mechanism for unsettled liabilities 35 Provision to integrate with leave & attendance management systems 36 Provision to capture promotion details 37 Provision to capture details of appraisals & awards 38 Provision to capture disciplinary proceedings if any 39 Provision to capture health details like Blood group, identification marks, consulting hospitals/doctors etc. 40 Provision to update qualifying and non qualifying service 41 Provision to attach project code 42 Provision to generate dynamic reports based on various parameters involved in this module 43 Provision to invalidate an employee in case of termination 44 Provision to enable workflow for approval of entries to and amendments to Employee Master Data

20.2.4 Probation & Seniority Probation: Probation means period of service rendered by an officer when discharging duties of a post to which he is appointed for the first time on a regular basis in order to assess his performance and suitability to hold the post.

Sl. No Functional Requirements Specification 1 Provision to manage the details of probation like start date, end date(NIL for no probation) 2 Provision to manage different services, accounting for probation 3 Provision to enter or retrieve different service details for the counting of probation like -Temporary services -Service on temporary promotion

Page 89 / 277 -LWA -Interdepartmental transfers 4 Provision to capture details of declaration of probation and regularization 5 Provision to capture details of extension of probation 6 Provision to capture details of termination while on probation 7 Provision to capture any monetary compensation in case of resignation before the declaration of the service period. 8 Provision to record Confidential reports/Performance report of the employee

Seniority: Seniority of a person in a service, class, category or grade is determined by the date of the order of his first appointment to such service, class, category or grade. TDB maintain a seniority list of the employees.

Sl. No Functional Requirements Specification 1 Provision to manage rules for seniority 2 Provision to maintain the seniority of every employee by retrieving data from other modules like Service book, Leave management etc.

20.2.5 Promotion/Demotion A promotion is the advancement of an employee's rank or position in an organizational hierarchy system. Promotion may be an employee's reward for good performance, i.e., positive appraisal. Before a company promotes an employee to a particular position it ensures that the person is able to handle the added responsibilities by screening the employee with interviews and tests and giving them training or on-the-job experience. A promotion can involve advancement in terms of designation, salary and benefits, and in some organizations, the type of job activities may change a great deal. Demotion is the opposite activity of Promotion.

Sl. No Functional Requirements Specification 1 Provision to conduct test, interview for promotion 2 Provision to conduct trainings 3 Provision to change the designation, Salary components, other benefits of promoted employee 4 Pay fixation of promoted employee with the consent of the promoted employee

20.2.6 Transfer: This module deals with transfer of staffs. The system will provide the following functionalities to the user Sl. No Functional Requirements Specification 1 Provision to transfer the staff within the section 2 Provision to transfer the staff across the section

Page 90 / 277 3 Provision to transfer the staff across departments 4 Provision to make inter office transfer 5 Provision to maintain history of transfer of an employee 6 Provision to update service book 20.2.7 Tours & Claims/ Reimbursement Travelling Allowance is an allowance granted to a staff to cover the expenses incurred by him in travelling in the interest of his office. It includes allowances granted for the maintenance of conveyance. Staffs of the TDB are provided with different allowance and they can claim for the allowances with proper supporting documents. The following are the five kinds of TA which may be drawn in different circumstances. 1. Permanent Travelling Allowance 2. Permanent Conveyance Allowance 3. Mileage Allowance 4. Daily Allowance 5. Actual Expenses Permanent Travelling Allowance: It is a fixed monthly allowance granted to an a staff for frequent travel within his jurisdiction. For the withdrawal of full amount of PTA, an officer should be on tour outside a specific km from his Head Quarters for some specific days in a month and should spend at least some specific hours outside Head Quarters on each day. If this minimum tour is not performed, PTA will be reduced proportionately. Ordinarily PTA cannot be drawn during leave, temporary transfer or joining time and along with any other TA. Permanent conveyance Allowance: This is also a fixed monthly allowance granted to a staff for travelling extensively within Head Quarters. PCA can be drawn in addition to other forms of TA. But it cannot be drawn during leave or temporary transfer or on holidays prefixed or suffixed to leave or joining time. Mileage Allowance: This is an allowance calculated on the distance travelled, which is granted to meet the cost of a particular journey. Rate of mileage in respect of different modes of journey (Rail, Road, Air, and Water) is varied. Daily Allowance: This is a uniform allowance for each day of absence from Head Quarter, which is intended to cover the ordinary charges incurred by an officer in consequence of such absence. Actual Expense:This is the actual cost or part of the actual cost of TA, where no means of conveyance by on at the expense of the Government, or to be drawn as TA, is permissible. The current activities performed at the section handling TA and claims are the following

Sl. No Activities 1 Master data management for TA and LTC 2 Master data management for Other Claims 3 TA Verification 4 TA calculations 5 LTC Verification 6 LTC Approval 7 Claims Verification 8 Other Claims calculations

Page 91 / 277 9 Reports

Sl. No Functional Requirements Specification

1 Provision to define different types of TA 2 Provision to capture the data for TA calculation like - Head Quarter - Grade of the staff -Rate of allowances for each grade - Rate of allowances for different mode of transportation (Rail/Road/Air/Water) etc. 3 Provision to apply for TA by the staff 4 Provision to apply and approve Tour Advance 5 Provision to capture the various types of allowance 6 Provision to capture the advance and settlement details of the allowances 7 Provision for passing bill to the finance for the allowance being paid 8 Provision to automatically calculate the DA in TA ,based on the applicant's details 9 Provision to define different types of Claims and its parameters 10 Provision to capture the Medical bill claims 11 Provision to attach scanned copies of bills and other documents along with the application through the system 12 Provision to verify various bills or certificates like medical certificates (scanned) within the system. 13 Provision to maintain the history of all the allowances paid 14 Provision to capture the Telephone Reimbursement if existing 15 Provision to capture the General Reimbursement 16 Provision to generate the salary advance 17 Provision to identify the advance settlement defaulters list 18 Provision to generate the medical bills of the employee 19 Master data management for medical reimbursement say for maintaining details of eligible Hospitals, diseases etc

20 Provision to request for loan (loan associated with medical reimbursement, Loan against PF and other types of loan)

21 Provision to generate reports for the various types of allowances like LTA, TA, Telephone, Contingency, etc. 22 Provision to generate reports by various measures like Time period, Employee, Claim Type, Claim Number, Status of the claim like draft, submitted, approved, etc. 23 Provision to capture travel requisitions or Tour authorization of employees

Page 92 / 277 24 Provision to provide information about the eligibility of the employee when a requisition is received from the person 25 Provision to provide information about travel advances provided to the employee pending to be settled prior to authorization of the fresh requisition 26 Provision to alert the personnel concerned about travel advance pending with the employee when processing a fresh advance 27 Provision to allow the employees to attach the bills with respect to the medical treatments 28 Provision to have the provision to recover the advance from the defaulters either as monthly instalments from their salary or as cash receipts 29 Provision to define different types of TA 30 Provision to capture the data for TA calculation like - Head Quarter - Grade of the staff -Rate of allowances for each grade - Rate of allowances for different mode of transportation (Rail/Road/Air/Water) etc. 31 Provision to apply for TA by the staff

20.2.8 Pension The main activities performed in a section dealing with pension are

Sl. No Activities 1 Verification of documents for pension 2 Calculation of pension 3 Calculation of Gratuity 4 Calculation of Death-cum-Retirement Gratuity 5 Distribution of pension 6 Maintenance of pension accounts 7 Maintenance & Management of pension data

Sl. No Functional Requirements Specification

1 Provision to Verify documents like medical certificate in case of Invalid Pension 2 Provision to add different parts in the calculation of pension 3 Provision to set service time for minimum pension 4 Provision to assign a percentage or fixed value to each part of the pension 5 Provision to add different parameters and conditions to calculate QS (qualifying service) 6 Provision to retrieve data to calculate QS for other modules like HR and leave management

Page 93 / 277 7 Provision to calculate additional service for the calculation QS 8 Provision to issue Life Certificate to pensioners 9 Provision to issue pension certificates 10 Facility to verify pension details by pensioners 11 Provision to round off QS 12 Provision to calculate Gratuity 13 Provision to calculate Average Emoluments 14 Provision to calculate Monthly Pension 15 Provision to calculate Death-cum-Retirement Gratuity 16 Provision to calculate Family Pension 17 Provision to calculate Higher rate of Family Pension 18 Provision to add Family Members eligible for Family Pension 19 Provision to include the option for Commutation Pension. 20 Provision for Provisional Pension 21 Provision for Compassionate Allowance 22 Provision for Residuary Gratuity 23 Provision for Anticipatory Pension 24 Provision for Extraordinary Pension or Gratuity 25 Provision for ex-gratia Pension 26 Provision to generate dynamic reports based on various parameters involved in this module 27 Provision to record Commutation Table

20.2.9 Provident Fund TDB employees are eligible for availing Provident Fund. Employees can nominate family members as nominees. Employees can fix the PF amount and this may range from 6% of the emoluments (basic) and not more than the emoluments. The employee can intimate the fixation of the amount of his/her monthly subscription in every financial year. PF is computed monthly as part of salary computation. The fixed PF amount is deducted from salary and credited to employees PF account. Interest-bearing at such rate as prescribed from time to time by GoI and adopted by GoK subject to a minimum of four percent will be credited to the employees account. PF can be surrendered only at the time of retirement (an exemption of 3 months is given), but employees can avail PF loans on refundable or non-refundable basis based on rules. No interest will be calculated for PF loans. Similarly Temporary Advance for specific purposes can be sanctioned based on rules. The final withdrawal of accumulations in the PF is possible for an employee when he/she quits the service (on retirement, dismissal, resignation, compulsory retirement, removal, death while in service etc., the amount standing to his credit in the fund shall become payable to the employee. During the service period if an employee gets any pay revision arrears or DA arrears then it will be transferred to PF account (some amount may credited to salary based on TDB decision). A locking period is enforced for availing loans or advances from arrear amount transferred into PF.

Page 94 / 277 Sl. No Functional Requirements Specification

1 Provision for fixing employees PF amount and with effect date. 2 Provision for capturing nominee details. 3 Provision for re-fixing the PF amount . 4 Provision for defining interest percentage and the periodic changes in interest percentage keeping the with effect date. 5 Provision to take temporary advance against PF. 6 Provision for employees to take refundable and non-refundable loans. 7 Provision for defining general rules for calculating PF. 8 Provision for calculating Interest amounts. 9 Provision for merging DA/ Pay arrears to PF. 10 Provision for setting lock period from availing loans or advances from arrear amount transferred into PF. 11 Provision for employees to view the opening balance and PF statement through HR portal. 12 Provision to view PF balance for the purpose of loan eligibility calculation i.e. excluding the arrears amount credited to PF a/c which is still under lock period. PF balance for purpose of eligible loan calculation will always be <= actual PF balance at credit of the employee. 13 Provision to calculate the balance installments’ in the case of refundable loans.

20.2.10 Loans TDB provides loans for its employees such as house building advance, Additional loan, Marriage Loan etc. The Loan request has to be approved by Board. The applicant has to submit the sufficient security documents to avail the loan. The applicant should submit a bill for house loan with DCRG statement and encumbrance on a stipulated time after the approval of the Board. The maximum amount of house loan limited to 10 lakhs. Additional loans up to 15 lakhs can be lend to high pay employees from external banks. For this they have to submit a clearance certificate to the bank. The clearance certificate is issued to the applicant through this module. The loans should be written off if the applicant is died in the loan period. For write off, survivors of the deceased should submit a death certificate with the request.

Sl. No Functional Requirements Specification

1 Provision to apply for loan 2 Provision to scan and attach sufficient documents in the application 3 Provision to forward/recommend/approve/deny a loan request 4 Provision to view the application with all documents attached

Page 95 / 277 5 Provision to reject the house building advance/additional loan application if anyone of the following document is not attached  Original deed  Location certificate  Possession certificated authorized by Village Officer  Plan and Estimate authorized by PWD engineer  Encumbrance authorized by the Registrar  Title certificate 6 Provision to forward the application with attaching documents to the Board 7 Facility to assist the Concerned officer for preparing proceedings if Board released the order for sanctioning the loan 8 Provision to verify the bills for the concerned application is submitted at a stipulated time as mentioned in the proceedings 9 Provision to reject the application if bill is not submitted 10 Provision to forward the bills to the concerned authority for authorization. 11 Provision to receive the write off request 12 Provision to write off the loan 13 Provision to intimate the write off rejection/approval to the concerned person

20.2.11 Attendance Management This deals with the daily attendance management of staff

Sl. No Functional Requirements Specification

1 The system should support a biometric identification system (like thumb impression/retinal scan etc.) and Smart Card ID Mechanism to record the entry time and exit time of an employee 2 Provision to record attendance if the total time between entry time and exit time exceeds or equals total working hours. In the same way marking of full day absence and half day absence 3 The system should constrain the entry time say from 9.00 am 11.00 am. The provision to record half day leave if the staff spends only half of total working hours in the office 4 Provision to record extra hours of work 5 Provision to record attendance manually by the competent authority in case of any technical issues in biometrics or in some special cases 6 Provision to view punching history (Monthly/weekly/for a period) 7 Provision to make daily/weekly/monthly/yearly adjustments as per the rule 8 Provision to mark a late punching with permission and provision for grace period. 9 Provision to integrate with Leave management and Service book

Page 96 / 277 20.2.12 Leave Management Leave means permitted absence from duty. This module deals with all the leave matters of a staff.

Sl. No Functional Requirements Specification

1 Provision to apply different type of leave like Extra Ordinary Leave (EOL), Commuted Leave, Leave Not Due, Sabbatical Leave, Maternity leave, Half Pay Leave. 2 Provision to configure the eligible number of days for each leave type based on the experience in years and employment status. 3 Provision to enter and manage all parameters of all leave types like maximum days, combinations, sanctioning authority 4 Provision to apply to the Government for LWA for a period greater than the period for local sanctioning 5 Provision to enter the applicability of encashment for each type of leave 6 Provision to configure the number of carry forward days for each type of leave 7 Provision to include or exclude weekend days for leave calculation as per policy 8 Provision to capture the grace period for each leave type 9 Provision to credit Casual Leave and Medical Leave on pro-rata basis. 10 Provision to define different levels of approval for different type of leave. 11 Provision to update the leave balance of an employee automatically based on the Leave policy 12 Provision to enter the Extraordinary Leave details if the employee is not eligible to take leave or all leave which are already taken (and the appropriate salary deductions made in payroll). 13 Provision to maintain the leave details taken on extraordinary leave for a specific period. 14 Provision to transfer the leave when the employee is transferred to other central Government office 15 Provision to make combinations of leave

16 Provision to adjust the leave taken ( For Leave Not Due) with the future Half Pay Leave availed 17 Provision to adjust the leave availed against the ‘Leave not due’ 18 Provision to maintain leave records for each employee

Page 97 / 277 19 Provision to allow the employees to access a template of the form, and fill in their request 20 Provision to display the employee's respective leave balances and leave taken 21 Provision to accrue the leave balances automatically based on the leave taken by employees 22 Provision to integrate with Service book

20.2.13 Salary Management Sl. No Functional Requirements Specification

1 Provision to define the relationships (formula) between various salary components. DA, HRA, CCA are components of the salary that are dependent on Basic. 2 Provision to define slabs for the required components of the salary 3 Provision to define Earnings and Deductions 4 Provision to define staff quarter rent and corresponding HRA deduction 5 Provision to define different pay bands that depend on designation, grade and location 6 Each pay band should capture the minimum amount, maximum amount and grade pay 7 Provision to define pay band for an employee which may or may not be the same that defined for his Designation, grade and field station 8 Provision to support different periods for the pay band 9 Ability to disburse salary either through bank or by cash/ cheque 10 Provision to change salary based on the promotions for the employee. (When a change in pay band occurs) 11 Provision to define rules for increments such as increments once in a year on reaching the maximum limit in a pay band without getting promoted. 12 Provision to make changes in salary based on the yearly increment, ad hoc increments, etc. 13 Provision to set stagnation increment 14 Provision to define salary for officers who have been deputed by external agencies for a specific period of time 15 Provision to handle pensions for the employee under the Superannuation based on configuration 16 Provision to define ad-hoc payments to all employees such as pay arrear, bonus etc. 17 Provision to handle Leave encashment only during superannuation 18 Provision to define salary components that are constant for all employees.

Page 98 / 277 19 Provision for disbursement of arrears and advances either through bank or by cash 20 Provision to segregate and display the deductions as Adjustments and Remittance 21 Provision for disbursement of Gratuity 22 Provision to instruct the payroll to deduct the exceeding amount at TA etc. 23 Provision to amend Employee salary information in either as individual entries (or) jointly as a group based on the criteria 24 Provision to add / delete an allowance to an employee 25 Provision to view the back dated payroll entries 26 Provision to define exclusion of pay elements to pre-defined criteria (e.g., Consultants not eligible for allowance) 27 Provision to define a payroll earning or deduction as recurring or non- recurring for each employee 28 Provision to maintain multiple payment components on the system 29 Provision to define bank details of employees which can be assigned to the employee payroll 30 Provision to add a new earning/deduction to the existing pay band 31 Provision to delete an earning/deduction from the existing pay band 32 Provision to hold the history of all the previous data generated with respect to payroll 33 Provision to calculate TDS on processing the payroll 34 Provision to handle arrears with retrospective effect. 35 Provision for TDS and other Income tax related deductions such as professional tax 36 Provision to allow employee to give tax exemption declarations under various heads like Section 80C , 80CC, 80U etc. 37 Provision to adjust the tax declaration and view the tax payable 38 Provision to adjust the Tax declaration within the specified time period (Time period needs to be parameterized ) ex: they can adjust only up to the mid of the financial year 39 Provision to take an employee tax declaration into consideration, check it against the eligibility limit for that head, as specified by the Government, and include the exemption while calculating the Tax. 40 Flexibility to deduct taxes in required months and disallow deduction during others at the time of Pay-slip generation. 41 Provision to deduct the Professional Tax in specific months 42 Provision to calculate the HR Exemption as a minimum of HRA or sum of Actual House Rent and Housing Loan Interest (HLI). 43 Provision to set tax deduction frequency based on the field station for certain tax deduction like Professional Tax

Page 99 / 277 44 Provision to display the Scale of Pay as Minimum Amount, Increment Amount, Maximum Amount, Running Increment, Saturation Amount based on the designation 45 Provision to generate pay-slip and print 46 Provision to generate consolidated Deductions Employee-wise Report 47 Provision to generate Form 16, Form 24Q Report 48 Provision to generate Pay Structure Report for the selected designation 49 Provision to generate Investment Proof Report 50 Provision to generate a Salary History Report for the selected employee 51 Provision to generate Acquaintance (Bank Interface) Report 52 Provision to generate Individual/Consolidated deductions field station wise Report 53 Provision to generate a yearly Statement of Provident fund with interest 54 Provision to generate Individual/Consolidated Pay Abstract 55 Provision to generate the list of employees for each pay period with the following information, employee id, and employee name, account number, net pay. 56 Provision to generate contract employee payment report for the selected duration 57 Provision to generate the pay salary certificate report 58 Provision to generate report showing the earning, deduction and tax declaration detail of the employee (Tentative & original) 59 Provision to generate special provident fund work sheet with entire deduction details and calculations 60 Provision to generate Provident Fund Broad Sheet (Work Sheet) 61 Provision to generate report showing the Drawl of Arrear Dearness Relief 62 Provision to generate report showing the New Pension Scheme Deduction Statement 63 Provision to generate comparison report between the actual salary paid and the proposed salary (salary component) 64 Provision to generate a consolidated pay report for regular/non regular/contract employee respectively 65 Provision to generate reports for questions related to Ministry related to pay like actual on the pay, projected estimation to pay, vacancy details etc. 66 Master data management for Allowances and other benefits with tax components , deduction types with tax relief components 67 Provision to generate dynamic reports based

Page 100 / 277 20.2.14 Staff Appraisal Sl. No Functional Requirements Specification 1 Provision to identify the list of Employee to be assessed for a given period. 2 Provision to track all the documents submitted by the employee during assessment initiation. 3 Provision to capture the self-assessment based on Technical & nontechnical category. 4 Provision to maintain history of the changes in the salary structure of an employee. Option to capture the effective date of the change. 5 Provision to define different types of Assessment 6 Provision to get Confidential report from the Reporting Officer with appropriate details. 7 Provision to get promotion recommendations from HOD. 8 Provision to capture details of the interview conducted for an employee 9 Provision to instruct the payroll to change the pay band of the employee based on the promotion or increment given after the assessment 10 Provision to capture next assessment date for the employee who got only increment and not promotion. 11 Alert has to be sent to the employees before every assessment

20.2.15 Self Service Portal The system should have a self service portal for the employees to give information about his service matters.

Page 101 / 277

Sl. No Functional Requirements Specification

1 Provision to provide login facility to each employee 2 Provision to manage personal details with approval from authority 3 Provision to view leave details 4 Provision to view service details 5 Provision to view salary details 6 Provision to print salary slip 7 Provision to send and receive messages 8 Provision to maintain a calendar with events marking and alerts 9 Provision to provide hyperlink to common Govt: and other useful sites 10 Provision to apply leave 11 Provision to claim expenses and allowances 12 Apply for HRA, creating tour program, apply for LFC 13 Posting suggestions 14 Apply for leased accommodation or Staff quarters 15 Grievance Redressal services

20.2.16 Liability For the early settlement of liabilities outstanding and disbursement of pensioner benefits to the retired employees, the system should have facility to check the liability of staffs at any point of time.

Sl. No Functional Requirements Specification 1 Provision to view liabilities of each staff at any point of time 2 Provision to calculate liabilities outstanding for each staff 3 Provision to generate list of staffs who are due to retire within a fixed period and for whom loans and advances are outstanding 4 Provision to generate liability / non-liability certificates 5 Provision to forward liability / non-liability certificates to concerned authorities

20.2.17 ID card Issuance The system proposes to use contactless smart cards as ID cards for all the employees of TDB. Smart cards are not expensive and with an ID card printer (with Reprint option) it becomes more economical. Smart cards are of Read-Write option which enables us to modify the data content with card writer. Smart card contains a re-writeable microchip that can be transcribed via radio waves and use RF technology for communication. Retrieve the ID card from the staff who leaves the organization, and this retrieved card can be reprinted and given to a new staff . The Smart card can contain the Staff id which can be used for attendance, Mess , as Bus pass etc .

Page 102 / 277 Sl. No Functional Requirements Specification 1 ID card printer with reprint option 2 Communication using RF technology 3 Provision to embed a staff id no:( 12 character ) to id card 4 Provision to use this id card in Mess, Gates, buses and other future implementations

20.3 Devaswom Accounts The Accounts Department of Devaswom manages various types of accounts that come under TDB. Some of the major accounts are Commissioner Accounts, Accounts Officer Accounts and AC Accounts. Apart from these accounts, the department also manages Fixed Deposits (like pension etc) and its interests. The Accounts department defines different types of account heads, sub heads etc (chart of accounts ) for the smooth transaction of cash. Annual Budget estimation and preparation is part of accounts department. Other major activities are

Sl. No Activities 1 Managing Grants to Temples, Charitable Institutions. 2 Managing Surplus & General funds 3 Salary Computations for all TDB staff 4 Pension and PF Computations 5 Managing Devaswom Liabilities(major liability heads are Devaswom Provident Fund & Pension Fund) 6 Managing Social & Cultural Advancement 7 Managing Medical Reimbursement & Medical Advance without interest 8 Managing Fixed Deposit Amount Administration

The Devaswom Accounts Officer (DAO) is responsible for the proper maintenance, audit and compilation of the accounts of all funds under the control of the Board.

Functionalities of DAO

Sl. No Functional Requirements Specification 1 The timely preparation of the consolidated detailed budget of the TDB. 2 Monitoring of all kinds of receipts and expenditure. Annual and quarterly consolidated statements of receipts and expenditure should be placed before the Board and the Deputy Director of Local Fund Audit 3 To verify accounts in all Assistant Devaswom Accounts Offices, Asst. Devaswom Commissioner Offices & Maramath Offices for ensuring proper maintenance. 4 To scrutinize and see that all expenditure incurred is regular and authorized

Page 103 / 277 and the amounts spent without proper sanction are disallowed and recovered. To see that the accounts due from the different Departments and Temples and Offices so as to enable the financial position of funds. 5 To bring to the notice of the Board serious cases of misappropriation, irregular or unwanted expenditure and negligence in the maintenance of accounts 6 To arrange for all assets and liabilities of the Devaswom Fund in relation to General Revenues being received or paid off properly and in time with sanction wherever necessary. 7 To see that the service books of Gazetted Officers are maintained in his office and the periodical increments are sanctioned on the due dates by providing pay slips. 8 To sanction increments for the members of his office establishment. 9 To sanction T.A. Bills of the establishment of various Offices situated in the Board Head Quarters and those offices receive payment through P.A.D counter. 10 To sanction casual leave to all subordinates. 11 To incur expenditure under all items of contingencies of office up to the limit of budget allotment 12 To disburse salary and allowances of the staff working in the Board Head Quarters. 13 To disburse gratuity and other pensioner benefits of all retired employees under the Board after obtaining prior sanction from the Board authorities concerned 14 To make payment of House Loan, Vehicle Loan, PF advance etc to the employees with prior sanction of the Board authorities concerned. 15 To conduct audit of paid vouchers of group Offices. 16 To pass contingent bills, TA bills and arrears bills of group offices. 17 To prepare reconciliation statement. 18 To approve the Pay fixation of employees.

20.4 Commissioner Office The system proposes a GIS based interface for monitoring the activities of all temples and offices under Commissioner Office. This view enables the higher officials to easily identify the areas of attention and share the information to concerned authorities. It also helps to take decisions more effectively 20.4.1 Disciplinary Action The definition of misconduct in office rules is any unlawful behavior by a public officer in relation to the duties of his office, willful in character. The term embraces acts which the office holder had no right to perform, acts performed improperly and failure to act in the face of an affirmative duty to act. Kerala Government Servant’s Conduct Rules requires that every Government Servant shall at

Page 104 / 277 all times maintain absolute integrity and devotion to duty. Anything contrary to this rule will be considered as misconduct. If the act or omission is such as to reflect on the reputation of the officer for his integrity or good faith or devotion to duty, then disciplinary proceedings may be taken against him for that act or omission.

Sl. No Functional Requirements Specification 1 Provision to store necessary details regarding enquiry and related files 2 Provision to view service details 3 Provision to keep proceedings/endorsement/memos 4 Provision to schedule an inspection 5 Provision to intimate the person to be inspected 6 Provision to prepare an inspection report 7 Provision to forward the inspection report to the concerned authority 8 Should maintain details regarding court cases, vigilance case, suspension of staffs etc. 9 Provision to tracking the disciplinary action

20.4.2 Budget estimation & Fund allocation On the beginning of each financial year budget for the year should be estimated.

Sl. No Activities 1 Intimate all departments for fund proposal 2 Collect proposals from various departments of commissioner office 3 Consolidate the proposal 4 Prepare estimation from the consolidated proposal and the previous year’s budget 5 Allocation of fund 6 Intimate all department about the fund allocation 7 Reappropriation of balance fund

Sl. No Functional Requirements Specification 1 Provision to intimate all departments 2 Provision to collect proposals from various departments 3 Provision to consolidate the proposal 4 Provision to view previous year’s budget 5 Provision to prepare a estimated proposal 6 Provision to forward the estimation to concerned authority 7 Provision for allocate the fund to various departments 8 Provision for re appropriate the balance fund if any departments request for additional fund

Page 105 / 277 20.4.3 Grants TDB permits some fixed amount grants to some temples, some festivals like Aranmula Vallasadya and to some charitable institution like Sreeramakrishnashramam. Concerned AC should be responsible for it. The AC should inspect the institution for checking that the grant which is instituted is properly and satisfactorily utilized. The inspection report along with recommendation letter of AC should be submitted to the Commissioner office for the payment. The grant rate is fixed by a committee in the Commissioner office. Arrears should be given to the temples and institutions when the rate is renewed. The AC can recommend an institution or temple for providing grant after inspecting there.

Sl. No Activities 1 Prepare list of temples, institution and trusts where TDB provides grants with grant amount 2 Forwarding of list 3 Preparing allotment list based on the amount balanced on the budget 4 Provision to prepare approval letter 5 Re-fixing grant amount 6 Payment of arrears of grant 7 Intimate all AC offices about the rate revision and arrears 8 Request from institution for providing grant 9 Inspection by AC before recommending a grant 10 Recommendation application to higher authorities

Sl. No Functional Requirements Specification 1 Provision to view the list of grants from all AC’s office along with attaching documents 2 Provision to view the budget 3 Provision to prepare allotment of grant based on the amount balanced 4 Provision to prepare approval letter for the grants 5 Provision to forward the Approval letter with allotment list to concerned Dy. DC 6 Provision to re-fix the grant amount according to the decision taken by the board 7 Provision to prepare list of arrears to be paid 8 Provision to intimate all ACs about the grant rate and arrears. 9 Provision for recommending a grant to a new institution along with inspection report by AC

Page 106 / 277 20.4.4 New Schemes Sl. No Activities 1 Approval of Temple Advisory Committee 2 Approval of Special Festivals 3 Sanctioning for filming 4 Rate revision of vazhipadu 5 Approval for special permission to vazhipadu rate 6 Temple grade revision 7 Miscellaneous

Sl. No Functional Requirements Specification 1 Provision to receive request from different bodies 2 Provision to scan and attach a written request 3 Provision to forward/deny/approve the request 4 Provision to add comments to a request, to attach a file to a request 5 Provision to view the corresponding details and reports 6 Provision to forward the approval letter 7 Provision to forward the post creation request to court

20.4.5 Land records Since the formation of Devaswom Department, the Govt. had transferred certain lands and buildings at different times for the beneficial enjoyment and use of the scheduled Devaswom and for their proper administration. Other than this, land will be acquired by the TDB if necessary for the proper functioning of offices or temples. The land may be leased out to private persons. The lease amount should be fixed by TDB. Planting and cultivation on these lands are scheduled and planned by TDB. The revenue from the lands is credited to the Devaswom accounts.

Sl. No Activities 1 Maintains land records 2 Planting trees in the lands 3 Forwarding of land encroachment details on TDB lands to Special Tahsildar office 4 Approval for auctioning of trees 5 Approval for Leasing lands 6 Lease revision 7 Land acquisition

Sl. No Functional Requirements Specification 1 Provision to update the records of land

Page 107 / 277 2 Provision to view the land details 3 Provision to accept complaints for the land encroachment on TDB lands 4 Provision for scan and digitize the paper complaints and applications 5 Provision to forward the complaints to Special Tahsildar office 6 Provision to schedules and planning of the planting of trees and cultivation in lands 7 Provision to forward the schedule 8 Provision for to forward the requests 9 Provision for accept the requests 10 Provision to forward the approval letters 11 Provision to revise the lease amounts according othe board decisions 12 Provision for scan the details including sketch of the land for land acquisition

13 Provision to accept the recommendation for land acquisition along with all details and reports 14 Provision to forward the land acquisition details to concerned authority and land revenue department 15 Provision to check the revenue and expenditure related with lands

20.4.6 Petition / Complaint management Sl. No Activities

1 A staff or public can submit a complaint /issue through Grievance Redressal forum 2 Issues can be forwarded to respective sections or sometimes directly to Head of office with respect to the relevance and priority of the issue reported 3 Issue received and not solved is in "Open" status 4 Issues may get solved in Section level or higher level and is communicated to complainant - Issue is "Closed" now 5 If the complainant is not satisfied with the solution he may again raise a complaint referencing the old complaint

Sl. No Functional Requirements Specification

1 System should have the provision to capture the issue classification types 2 System should have the provision to capture the classification of issues 3 System should have the provision to define various levels of severity 4 System should have the provision to define various levels of priority 5 Ability to give unique identification no: for each issue raised.

Page 108 / 277 6 System should have the provision to create the issue based on the issue type 7 System should have the provision to list all the issues in single view 8 Ability to push the issue to a committee if formed for this issue. 9 Provision to record all communications done by officials regarding the issue 10 System should have the provision to analyze the issue based on various criteria like Issue Classification, From date, To date, Status etc. 11 System should have a workflow definition for the issues based on their classification

12 Alert mechanism to inform the concerned official regarding the issue raised, issues pending for many days, priority based alerts etc. 13 Complainant and other authorized officials should be able to view the status of his complaint 14 System should have the provision to generate report based on the issue classification

15 System should have the provision to generate report for the issue based on various criteria like Status - Draft, Submitted, Approved, Pending, Closed etc. From Date, To date, Assigned to , Created By

16 Provision to capture the feedback related to issues through an Android application

17 User should be able to raise new complaints referring old complaints(closed/open)

18 Reports 19 Ability to generate reports for issues generated between a particular date 20 Ability to generate reports for issues pertaining to a particular dept, work, reason, staff, generated by a particular staff etc. 21 Ability to generate reports for issues pending for a particular period or above or below 22 Ability to generate reports for issues based on status, priority, severity etc. based on classification, name etc. 23 Ability to generate reports with issues sorted based on the above mentioned criterions

20.4.7 Training Programmes Kalapeedam is the institution managed by Cultural wing of TDB. TDB provides training programmes for the students who successfully completed the courses of Kalapeedam. The main courses conducted are Chenda, Nadaswaram, and Panchavadyam etc. These students are appointed as trainees on temples where any of these types of vacancies are available. TDB prepares a schedule for the training programmes for each year. According to this schedule, a call letter is sent to the students.

They also conduct Training programmes for newly joined staff.

Page 109 / 277 Sl. No Activities 1 Scheduling of training programmes 2 Sending call letter to the students 3 Intimate training instructors

Sl. No Functional Requirements Specification 1 Provision to view the details of students who successfully completed the course at Kalapeedam 2 Provision to prepare a schedule based on the vacancy and locality of the students 3 Provision to view the vacancies in the temples 4 Provision to prepare call letters based on needs 5 Provision to forward the call letter 6 Provision to view the status of the students who are in training 7 Provision to view the status of the students who completed the training programmes

8 Provision schedule the training programmes for the staff 9 Provision for intimate the training instructors about the training schedule 10 Provision for intimate the staff about the venue and date of training programmes 11 Provision for entering the attendance details of trainees

20.5 Thiruvabharana Commissioner Office All valuables like gold, silver etc which are not of regular use are kept in Strong Room. Some portion of these items are melted and maintained as bars. This process requires the permission of Board and High Court. Melting process is given to a private party after tendering. The tendering value unit is rupees/gram. TCO receives request from temples to provide gold and other valuables at the time of utsavam or for activities like covering Kodimaram with gold etc. Studies are conducted by TCO for such requests and are sanctioned or denied by this office. TCO also arranges to make gold pendants and needs permission from RBI for such activity. Devotees (Donors) sometimes offer to cover the temple with brass or other valuables. This offer is submitted to TCO through temple officials as a request and is sanctioned or denied by TCO after conducting necessary verifications and studies.TCO keeps a smith to verify the valuables. A separate register is maintained for vessels During Kanikka opening at temples every valuable is separated with the verification of a local smith appointed by temple and is recorded in Mahassre. These valuables have to be submitted to TCO as soon as possible and during the handover process the valuables are verified and certified by the TCO smith and is kept in strong room.

Strong room is guarded by security officials who are under the control of Chief Vigilance Officer. Two officials hold the charge of strong room. Strong room can be opened only by these two officials. Each opening, items taken, items kept, purpose, date, time etc are properly logged in a register.

Page 110 / 277 Sl. No Activities 1 Asset Management 2 Strong room Management 3 Processing Purchase requests 4 Processing requests from temples for ornaments at the time of Utsavam and for Kodimaram covering etc

5 Contract Management for melting gold/silver items 6 Transaction Management of Thiruvabharanam 7 Providing vessels to Sadhyalayam 8 Supplying furniture for TDB offices after purchase 9 Scheduling and conducting Studies, monitoring, verification etc 10 Board, High Court, RBI Sanctions 11 Alerts 12 Reports

Sl. No Functional Requirements Specification 1 Provision to receive requests from temples for purchase and for other activities etc 2 Provision to forward/recommend/approve/deny these requests 3 Provision to identify each valuable or a batch of valuables by a unique id 4 Provision to assign and identify each valuable to a temple if necessary 5 Provision to capture the details of valuables based on weight, quality, number etc 6 Provision to capture the certification of smith for each item 7 Provision to e tender the melting process based on rupees/gram (e tendering) 8 Provision to contract the melting process (Contract management) 9 Provision to capture the details of each item supplied to temples, Sadhyalayam 10 Provision to fix a date for returning the items supplied 11 Provision to alert(SMS/email) higher officials if the items are not returned within the specified time 12 Provision to capture the details of Donors 13 Provision to record the weight and quality of brass/silver/gold etc used for covering temple, Kodimaram by Donors 14 Provision to schedule activities like study, verifications etc 15 Provision to make requests to High court, Board, RBI etc(templates for requests) 16 Provision to configure various alerts

Page 111 / 277 17 Provision to generate dynamic reports based on the parameters involved in this module 20.6 Board Office 20.6.1 Disciplinary actions against Gazetted officers Sl. No Functional Requirements Specification 1 Provision to store necessary details regarding enquiry and related files 2 Provision to view service details 3 Provision to keep proceedings/endorsement/memos 4 Provision to schedule an inspection 5 Provision to intimate the person to be inspected 6 Provision to prepare an inspection report 7 Provision to forward the inspection report to the concerned authority 8 Should maintain details regarding court cases, vigilance case, suspension of staffs etc. 9 Provision to tracking the disciplinary action

20.6.2 Petition/Complaint management Sl. No Activities

1 A staff or public can submit a complaint /issue through Grievance Redressal forum 2 Issues can be forwarded to respective sections or sometimes directly to Head of office with respect to the relevance and priority of the issue reported 3 Issue received and not solved is in "Open" status 4 Issues may get solved in Section level or higher level and is communicated to complainant - Issue is "Closed" now 5 If the complainant is not satisfied with the solution he may again raise a complaint referencing the old complaint

Sl. No Functional Requirements Specification

1 System should have the provision to capture the issue classification types 2 System should have the provision to capture the classification of issues 3 System should have the provision to define various levels of severity 4 System should have the provision to define various levels of priority 5 Ability to give unique identification no: for each issue raised. 6 System should have the provision to create the issue based on the issue type 7 System should have the provision to list all the issues in single view

Page 112 / 277 8 Ability to push the issue to a committee if formed for this issue. 9 Provision to record all communications done by officials regarding the issue 10 System should have the provision to analyze the issue based on various criteria like Issue Classification, From date, To date, Status etc. 11 System should have a workflow definition for the issues based on their classification

12 Alert mechanism to inform the concerned official regarding the issue raised, issues pending for many days, priority based alerts etc. 13 Complainant and other authorized officials should be able to view the status of his complaint 14 System should have the provision to generate report based on the issue classification

15 System should have the provision to generate report for the issue based on various criteria like Status - Draft, Submitted, Approved, Pending, Closed etc. From Date, To date, Assigned to , Created By 16 Provision to capture the feedback related to issues through an Android application

17 User should be able to raise new complaints referring old complaints(closed/open) Reports 18 Ability to generate reports for issues generated between a particular date 19 Ability to generate reports for issues pertaining to a particular dept, work, reason, staff, generated by a particular staff etc. 20 Ability to generate reports for issues pending for a particular period or above or below 21 Ability to generate reports for issues based on status, priority, severity etc. based on classification, name etc. 22 Ability to generate reports with issues sorted based on the above mentioned criterions

20.6.3 High Court Audit Audit is an evaluation of a person, organization, system, process, enterprise, project or product. The term most commonly refers to audits in accounting, internal auditing, and government auditing, but similar concepts also exist in project management, quality management, water management, and energy conservation. Auditing is defined as a systematic and independent examination of data, statements, records, operations and performances (financial or otherwise) of an enterprise for a stated purpose. In any auditing the auditor perceives and recognizes the propositions before him for examination, collects evidence, evaluates the same and on this basis formulates his judgment which is communicated through his audit report. In TDB local fund auditing section, it directly reports to Ombudsman in High Court. Some relevant issues which need more attention, Ombudsman forwards it to General Pleader who presents the matter in High Court.

Sl. Activities No 1 Generating reports for inspection or auditing 2 Schedule and Conduct inspection

Page 113 / 277 3 Compiling Audit Report 4 Reporting to respective authorities with priorities of irregularities 5 Monitoring, action taken by departments to rectify reported irregularities

Sl. No Functional Requirements Specification 1 Provision to set the type of Audit(internal/external etc) 2 Provision to generate reports related to inspection 3 Provision to record irregularities and assign the rectification work to a particular person or office 4 Provision to identify each irregularity by a unique id 5 Provision to attach files to irregularities 6 Provision to set severity levels to irregularity(Serious/ regular/simple etc) 7 Provision to forward the irregularity to Higher authorities 8 Provision to give status to irregularity like "Open", "Pending", "Closed/rectified", "Suspended", "Deleted" etc 9 Provision to give priority levels to irregularities 10 Alert mechanism based on priority/time constraints or other parameters like pending duration, subject etc 11 Provision to generate dynamic reports based on various parameters involved in this module

20.6.4 Budget

20.6.5 Grants Sl. No Activities 1 Prepare list of temples, institution and trusts where TDB provides grants with grant amount 2 Forwarding of list 3 Preparing allotment list based on the amount balanced on the budget 4 Provision to prepare approval letter 5 Re-fixing grant amount 6 Payment of arrears of grant 7 Intimate all AC offices about the rate revision and arrears 8 Request from institution for providing grant 9 Inspection by AC before recommending a grant 10 Recommendation application to higher authorities

Page 114 / 277 Sl. No Functional Requirements Specification 1 Provision to view the list of grants from all AC’s office along with attaching documents 2 Provision to view the budget 3 Provision to prepare allotment of grant based on the amount balanced 4 Provision to prepare approval letter for the grants 5 Provision to forward the Approval letter with allotment list to concerned Dy. DC 6 Provision to re-fix the grant amount according to the decision taken by the board 7 Provision to prepare list of arrears to be paid 8 Provision to intimate all ACs about the grant rate and arrears. 9 Provision for recommending a grant to a new institution along with inspection report by AC

20.6.6 Transfer and Posting of Gazetted Officers This module deals with transfer of Gazetted Officers. The system will provide the following functionalities to the user.

Sl. No Functional Requirements Specification 1 Provision to transfer the staff within the section 2 Provision to transfer the staff across the section 3 Provision to transfer the staff across departments 4 Provision to make inter office transfer 5 Provision to maintain history of transfer of an employee 6 Provision to update service book

20.6.7 Purchase & Store Management 20.6.7.1 Purchase There are three methods of purchase based on value of purchase or the Probable Amount of Contract (PAC) for which the purchase is going to be settled with the supplier.

1. Direct Purchase 2. Quotation 3. Tender

Direct Purchase Tenders/Quotations need not be obtained in the cases where Purchase amount is very small.

Quotation Quotation may be invited if the estimated value of the store is below some particular value.

Page 115 / 277 Publicity of notice is not mandatory. Obtaining quotation by local inquiry is sufficient.

Tender Tenders should be invited if the estimated value of the stores to be purchased is some particular value or above. Tenders are of three kinds.

1. Open Tender 2. Limited Tender, and 3. Single Tender

The open tender system is an invitation to tender by public advertisement. This should be used as a general rule and must be adopted, subject to the exceptions 2 mentioned below whenever the estimated value of the contract is some particular value or more. In all cases of Open Tender it is essential that wide publicity is given to the Tender notification. Open tender need not be invited in the following circumstances

1. When it is not in the public interest to call for tender by advertisement. 2. When there is serious risk or inconvenience or loss to public service by arranging the purchase by open tender 3. When the articles are urgently required. 4. In the case of special manufacture by particular agencies and patent articles. In the above cases the purchasing officer must place on record the nature of the urgency and the reason for deviation from the open tender system.

Limited Tender system may be adopted whenever the above exceptions 1, 2 &3 under open tender exist.

Single Tender System may be adopted

1. When the articles required are of a proprietary character.

2. When owing to greater promptitude of supplies by particular agencies or the special manufacture of some articles by certain firms, substantial economy is possible by deviating from the tender system. In such cases purchase direct from the firms or agencies concerned after negotiation. This is called Negotiated Contract.

Rate and Running Contract In the case of articles which cannot be stocked conveniently in the departmental store with safety and convenience, the system of Running Contract should be adopted.

A Running Contract is a contract for the supply of an approximate quantity of store at a specified price during a certain period. The purchaser has the right to take about 25% over or below the approximate quantity mentioned in the contract. Usually 75% of the contracted quantity should be taken before the expiry of the contract. Dietary article, firewood, charcoal etc. comes under Running Contract.

Rate Contract is a contract for the supply of store at a specified rate during the period covered by the contract. No quantities are usually mentioned in the contract and the contractor is bound to accept any order which may be placed upon him at the rates specified within the contract period. Steel furniture, photo copier, computers, fax machines etc. are some of the items coming under rate contract. Rate contracts are settled by the Stores Purchase Department only.

Page 116 / 277 Sl. No Activities 1 Listing purchase requirements 2 Classification of material required 3 Tender invitation 4 Receiving tenders 5 Fixing a tender 6 Execution of security agreement with the tenderer and receiving security deposits 7 Processing of tenders to obtain best tender 8 Receipt of goods after inspection against purchase order, for quality and quantity, specifications, packing quality, 9 Addition to stock/store 10 Payment and setting payment methods 11 Release of security deposits after contract fulfillment

Sl. No Functional Requirements Specification

Supplier 1 Ability to capture the Supplier Code, Contact information and contact person details

2 Ability to maintain each supplier terms and default mode of payment 3 Ability to maintain currency of payment and mode of payment of a supplier 4 Ability to capture the Bank account Number and bank details of a supplier 5 Ability to save supplier details based on Rate contract or Running contract 6 Ability to capture the credit limit and credit account of a supplier 7 Ability to maintain list of both registered as well as unregistered suppliers 8 Ability to capture the tax code for a supplier 9 Ability to blacklist a supplier Material Master 10 System should maintain list of material. 11 System should be able to maintain Material code, description, type and Category (consumables and Non Consumables) 12 System should maintain the unit cost of the material 13 System should maintain the list of suppliers who supplies the material 14 System should maintain the default unit of measurement for a material and should be able to assign alternate unit of measurement 15 System should be able to capture Reorder Level and maintain Min Stock accordingly

Page 117 / 277 16 System should be able to capture whether the material is an asset or other type of item

17 Ability to classify items under different categories Tender Process/ e-Tendering 18 Capability of a user to request a material for purchase/ indent 19 System should capture the details of the indent that is identified by a unique number 20 Ability to add more than one material to an indent 21 System should have the provision for the indent to undergo various status changes like created, submitted, approved, closed, rejected and cancelled 22 Ability to check the availability of requested items in store.

23 System should have the provision to notify the appropriate persons for the indents waiting for approval 24 Ability to modify the Sanction or approval amount limit for a particular User 25 Provision to capture the remarks by different approvers 26 Ability to push the tender to any committee for approval 27 Provision to check availability of sufficient funds from the budget for an indent

28 Provision to set up Types of Tender and the days required to respond to that type of Tender 29 Provision to capture tender details like Title, Place of execution, Mandatory documents, Earnest money deposit, etc. 30 Provision to associate a tender to more than one indent 31 Ability to capture response from more than one supplier 32 Should capture the Response number, date, supplier details, contact person for a quotation 33 Ability to capture advance requested for supply of materials 34 System should have the provision to capture Indian currency, foreign currency amount and exchange rate 35 Ability to capture Guarantee/ Warranty and Validity details 36 Ability to capture the Quotation Number and Quotation Date details. Purchase Order / Work Order 37 System should have the provision to capture taxes like Sales tax, Service tax, Customs ,duties, Central service tax, Insurance charges, Packing charges. 38 System should have the provision to capture the details of the purchase order like order number, date, document type, raised by, department, project, payment mode, dispatch mode, payment currency, store, Item, quantity, amount, the terms of payment, delivery date and special terms and conditions if any 39 Ability to provide a link to the Purchase Order to the quotation received

Page 118 / 277 40 System should have the provision to capture tax exemption details that are applicable for Custom duty, Excise duty etc. 41 Ability to map a material to a GL Account and the ability to capture the supplier creditor GL account 42 Ability to capture the delivery details of the materials in the generated Purchase Order 43 Provision to map the budget fund to the Purchase Order 44 System should have the option to amend the Purchase Order 45 System should have the provision for the approver to view Purchase Order reports

46 System should have the provision to create work order for the bidder who has quoted high 47 In the process of availing any service, System should have the disposal of materials or purchase of non standard items 48 System should have the provision to capture work order number, name of the work, date, document type, raised by, department, store, vendor details, unit price and amount, terms and conditions if any 49 Support creation of multiple types of purchase requisition transaction based on the types of items/department 50 Ability to support multiple PO for a single reference 51 Multiple work flow/processes/types of purchase order be created to control different types of purchases: -Foreign purchases -Local purchases Reports 52 Generate list of all funds disbursed for a period by: - Account - Vendor 53 System should provide an on-line query by: - Vendor - Voucher - Due date 54 Provide reports showing total payments to a vendor in a period 55 Ability to generate the following reports for a given period / date range: - Aging of payables: - Payment register - Payments overdue listing 56 Ability to generate withholding tax report: 57 Provision to control the Invoice amount not to exceed the limit of the PO ( With certain defined variance) 58 Provision to check and control if the invoice amount is greater than the receipt amount

Page 119 / 277 20.6.7.2 Store Sl. No Activities 1 Receipt of items in the store 2 Examination of items with Purchase Order 3 Rejection of items if the item is defective, not of the specification mentioned in PO, defective packing, old stock, damaged stock etc. 4 Accounting the accepted stock in Stock register 5 Communicating to the vendor about the rejected items if any 6 Intimating the indenter about the item arrival, certifying the receipt of items for payment clearance after getting confirmation from the indenter.

Sl. No Functional Requirements Specification 1 System should have the provision to capture the details of defected items and provision to maintain the purchase return details 2 System should maintain the stock registers 3 System should have provision to make adjustments to inventory after physical audit 4 Ability to classify the materials on the basis of electrical, electronic etc. 5 System should have the provision to maintain invoices that have been received from suppliers 6 Ability to maintain system generated invoice no, date, supplier Invoice no, invoiced by, Item Code, Item description, Unit cost, Total cost, quantity received, quantity rejected, quantity invoiced, Taxes, Location, Address and Remarks 7 System should have the provision to associate Invoice to a goods receipt 8 System should have the option to Post invoice data to the financial system 9 System should have the provision to associate an invoice number to purchase order number 10 Provision to attach an item to a project 11 Provision to enter utilization of various assets 12 Provision to calculate depreciation of an asset and save current market value 13 System should have the provision to capture the freight charges and clearance charges 14 Ability to maintain a perpetual Stock Ledger 15 Ability to prepare a stock reconciliation statement on a daily basis 16 Ability to generate a stock report as on any date, based on the pre- determined categories

Page 120 / 277 17 Ability to generate a report on the adjustments to inventory arising from Physical verification 18 Ability to provide stock aging report 19 Ability to show up reports based on stock value 20 Ability to generate reports on adjustment type of transactions

20.6.8 College Management The staffs of the colleges are appointed by the manager, who will be an Assistant Secretary in Board. But their salary should be paid by Govt. So the post should be sanctioned by Govt. The request for the approval of post is forwarded to Directorate of Collegiate Education. The administration of colleges is under the control of concerned Zonal offices of Directorate of Collegiate Education for the aided colleges. All other colleges are under direct control of TDB. Colleges should affiliate to any one of the five universities. There are some student related services like admission, issue Certificate like TC, Course and Conduct etc., attendance management, condonation etc. There should have the facility to upload data to concerned university like attendance of students, internal marks etc.

Sl. No Activities 1 Admission of students to all courses 2 Re-admission 3 Attendance management of students 4 Issue of Certificates 5 Migration 6 Registration as matriculate of the University 7 Disciplinary action of students 8 College Union election 9 Issue of Identity Cards 10 Time Table Management 11 Aadhar No., EID etc 12 Conducting of University/Internal examinations 13 Inward and Despatch 14 Annual Administration Report 15 Proposals for UGC Scheme 16 Conducting Courses 17 Stamp account 18 College Magazine 19 College Calendar 20 Reimbursements 21 Provident Fund, SLI, GIS, GPAIS 22 Loans 23 LPC and Salary certificates to non-teaching

Page 121 / 277 24 Audit 25 Collection and Remittance of fees 26 Educational concessions 27 Scholarships 28 Refunds 29 Budget Estimation of Plan and Non Plan Funds 30 Bill preparation 31 Reconciliation of expenditure 32 Study Tour 33 Seminar / Workshop 34 DCB statement 35 Utilization Certificate / Audit Statement 36 PD Account Maintenance

Sl. No Functional Requirements Specification 1 Student Admission 2 Provision to capture data on every student admitted to various courses being conducted in college including Aadhar number or EID, if any from the concerned university if the admission through single window procedure. 3 Provision for provide online application to various courses 4 Provision for prepare selection list considering following parameters Merit Caste(there are reservation for certain caste) PWD Sports NSS NCC 5 Provision to publish the list 6 Provision for generating unique ID for the admitted students 7 Provision for admit students on management quota 8 Provision to view and search data on students based on various parameters 9 Provision to generate Nominal Roll of students 10 Provision to scan and attach photographs and various documents (conduct certificate, transfer certificate, allotment letter) with each student data 11 Provision to access student data for generating Student ID cards 12 Provision to handle college transfer details of students 13 Provision to mark details of special quota like Sports/Lakshadweep inmates etc. for students 14 Re-admission

Page 122 / 277 15 Provision to re-admit students 16 Provision to attach all related documents with readmission data 17 Provision to view and search readmitted student details 18 Issue of Certificates 19 Provision for college students to apply for various certificates with required documents if any 20 Provision to issue certificate to concerned students 21 Provision to view details of issued and pending certificates 22 Attendance management of students 23 Provision for teaching staff in departments to enter the attendance data on students 24 Provision to view and search attendance details of students based on date, student ID etc. 25 Provision to generate various statistics related to student attendance 26 Provision for college to determine attendance shortage, if any of students

27 Provision to inform student on attendance shortage and communicate with the University for clarifications 28 Provision to intimate DCE and University 29 Provision for alerting the parents about the absence of students as SMS or E-mail 30 Migration 31 Provision to attach migration certificates issued by other universities along with student data 32 Provision to list students whose migration certificates are not received at the office 33 Registration as matriculate of the University 34 Provision to forward application for matriculation with attached documents to University through Principal 35 Provision to view migration status of students in the college 36 Disciplinary Action 37 Provision to maintain disciplinary action taken against students 38 Provision to inform the University and DCE on misconduct, disciplinary action and follow up action, if any 39 Time Table Management 40 Provision to automatically create time tables based on teachers, subjects and working hours 41 Provision to manually edit / create time tables 42 Provision to view and analyze teacher teaching hours. 43 Provision to print / save time tables in various formats 44 College Union Election

Page 123 / 277 45 Provision to store details regarding college union election 46 Provision to store data on college union executive committee 47 Issue of Identity cards 48 Provision for generating cards from the students details 49 Provision to keep the issue details 50 Conducting of University/Internal examinations 51 Provision to maintain details regarding invigilators 52 Provision to maintains details regarding room and seat arrangements for examinations 53 Provision to search invigilator/room/seat arrangements of particular examinations/ student IDs 54 Provision to generate statements showing room/seat arrangements 55 Inward and Despatch 56 Provision to assign file number to all incoming Tappals with appropriate keywords. 57 Provision to view all incoming and outgoing Tappals. The system should have provisions to view the list of Tappals received during a period.

58 A digitized version of Tappal movement registers to be maintained for each section. 59 A digitized version of Stamp Out Register. 60 Annual Administration Report 61 Provision to generate annual administration report in pre-defined format.

62 Provision to forward annual administration report to DCE either through electronic means or typed. 63 Proposals for UGC Scheme 64 Provision to maintain minutes of meeting related to the preparation of proposals. 65 Conducting Courses 66 Provision to store details on refresher course and Remedial courses such as date, venue, list of teachers / students attending the courses etc. 67 Provision to view details on courses conducted. 68 Access data to calculate extra hour teaching remuneration 69 College Magazine 70 Provision to maintain details of editorial members 71 Provision to store and publish electronic copies of college magazine 72 Provision to forward the magazines to other colleges and offices 73 College Calendar 74 Provision to maintain details of college calendar publishing 75 Provision to store and publish electronic copies of college calendar

Page 124 / 277 76 Reimbursements 77 Provision to submit various reimbursement request 78 Provision to view sanctioned and pending reimbursements 79 Provision for Principal to approve medical reimbursement claims 80 Provident Fund, SLI, GIS, GPAIS 81 Provision to submit application for admission to PF, SLI, GIS and GPAIS 82 Provision to store account details of PF, SLI, GIS and GPAIS for each staff 83 Provision view amounts available with PF, SLI and GIS accounts 84 Loans 85 Provision for staffs to apply for various loans 86 Provision for Principal to forward loan applications to DCE 87 Provision for DCE to receive loan applications and inform the status of loan processing 88 LPC and Salary certificates to non-teaching 89 Provision for staffs to apply for LPC and salary certificates 90 Provision to issue to LPC and Salary Certificates 91 Provision to log details of staff who were issued with LPC, salary certificates etc. 92 Audit 93 Provision to receive intimations from DCE and from TDB on audit dates

94 Provision to generate audit statements 95 Provision to assist staff in answering common audit queries 96 Provision to prepare an audit report 97 Provision to record audit objections and forward them concerned clerk staffs 98 Provision to forward rectifications and explanations for audit objections to DCE and TDB 99 Collection and Remittance of fees 100 Provision to enter details on admission fees / tuition fees/ examination fees / special fees collected from each student 101 Provision to view collected fee details 102 Provision for generating various consolidated reports 103 Provision to store details of caution deposits collected from students 104 Scholarships / e-grants system 105 Provision to include e-grants system for applying / managing scholarships 106 Provision to view details who have applied for various scholarships

Page 125 / 277 107 Provision to enter details of students applying for scholarships 108 Provision to know details of students who are benefited with multiple scholarships 109 Provision to forward the scholarship applications to concerned offices in an offline mode 110 Provision to keep list of candidates selected for scholarships in an offline mode 111 Refunds of Caution deposits 112 Provision to calculate caution deposits to be refunded to each student considering dues, if any 113 Provision to enter details of refunded caution deposits 114 Provision to view details of refunded caution deposits 115 Budget Estimation of Plan and Non Plan Funds 116 Provision to prepare the proposal for both plan and non-plan fund 117 Provision to view previous year’s budget 118 Provision to forward the proposal 119 Provision for allocate the fund to various purposes 120 Provision for submit re-appropriation and additional fund request to concerned authority 121 Bill preparation 122 Provision to prepare various bills in pre-defined formats 123 Provision to generate bills in pre-defined formats 124 Provision to forward bills to concerned authorities / offices 125 Study Tour 126 Provision to enter details on new study tour plan 127 Provision to forward request to DCE for required sanctions if needed 128 Provision for Principal to sanction study tours 129 Assist staff in determining the number of accompanying teachers according to rules, in calculating TA, DA, contingent expenditures etc. 130 Seminar / Workshop 131 Provision to store details on seminars / workshops. 132 Provision to view details on seminars / workshops conducted. 133 Provision to settle seminar / workshop expenses 134 DCB statement 135 Provision to generate monthly DCB statements 136 Provision to forward DCB statements to DCE and TDB 137 Utilization Certificate / Expenditure Statement 138 Provision for preparing a Utilization Certificate/Expenditure Statement 139 Provision to forward Utilization Certificate/Expenditure Statement to concerned authority 140 PD Account Maintenance

Page 126 / 277 141 Provision to maintain heads under PD account 142 Provision to store income and expenditure under each head. 143 Provision to maintain details from PD account register 144 Provision to send request regarding PD account utilization to concerned authority

20.6.9 Aided/CBSE School Management TDB has 22 Aided Schools and 4 CBSE schools. All activities of these are under the control of TDB. All cash transactions regarding CBSE schools are through concerned Assistant Secretary’s account. Staffs of these schools are appointed by TDB through interview and teaching tests. But for the teaching staffs of Aided schools there need approval of Govt. The request for approval of teaching post is forwarded to concerned DEO office for sanction.

Sl. No Activities 1 Student Admission 2 Issue of Certificates 3 Attendance management of students 4 Disciplinary Action 5 Issue of Identity cards 6 Collection and Remittance of fees 7 Issue of Books/ Uniforms 8 Time Table Management 9 Examination 10 Issue of report Cards 11 Provident Fund, SLI, GIS, GPAIS 12 Loans 13 Audit 14 Budget Estimation of Plan and Non Plan Funds 15 Bill preparation 16 Expenditure Statement

Sl. No Functional Requirements Specification 1 Student Admission 2 Provision for apply online 3 Provision for preparing interview schedule for the admission 4 Provision to prepare selection list 5 Provision to intimate parents through SMS or E-mail 6 Provision to generate unique ID for admitted student 7 Provision to view and search data on students based on various parameters

Page 127 / 277 8 Issue of Certificates 9 Provision for students to apply for various certificates with required documents if any 10 Provision to issue certificate to concerned students 11 Provision to view details of issued and pending certificates 12 Attendance management of students 13 Provision for teaching staff in school to enter the attendance data on students 14 Provision to view and search attendance details of students based on date, student ID etc. 15 Provision to generate various statistics related to student attendance 16 Provision for school to determine attendance shortage, if any of students

17 Provision for alerting the parents about the attendance shortage of students as SMS or E-mail 18 Disciplinary Action 19 Provision to maintain disciplinary action taken against students 20 Provision to inform concerned authority and parents on misconduct, disciplinary action and follow up action, if any 21 Issue of Identity cards 22 Provision for generating cards from the students details 23 Provision to keep the issue details 24 Collection and Remittance of fees 25 Provision for collecting admission fees / tuition fees/ Bus fees / special fees collected from each student as e-Payment 26 Provision to view collected fee details 27 Provision for generating various consolidated reports 28 Provision to intimate the parents about the due dates of fee as SMS or E- mail 29 Issue of Books/ Uniforms 30 Provision for schedule the issue dates 31 Provision for enter the details of material issued and collection of cash 32 Provision for cross checking the cash with material issued 33 Time Table Management 34 Provision to automatically create time tables based on teachers, subjects and working hours 35 Provision to manually edit / create time tables 36 Provision to view and analyze teacher teaching hours. 37 Provision to print / save time tables in various formats 38 Examination

Page 128 / 277 39 Provision for scheduling the examination time table 40 Provision for prepare the question papers from the question bank 41 Provision for prepare class wise list 42 Provision for enter teacher’s remarks 43 Provision for teachers to enter marks of each student 44 Provision to view the details of marks as class wise and student wise 45 Issue of report Cards 46 Provision to prepare a rank list from the entered marks 47 Provision to generate report cards of each student 48 Provision to intimate parents about the report cards as SMS or E-mail 49 Provision to view and update the issue details 50 Provident Fund, SLI, GIS, GPAIS 51 Provision to submit application for admission to PF, SLI, GIS, EPF, ESI and GPAIS 52 Provision to store account details of PF, SLI, GIS, EPF, ESI and GPAIS for each staff 53 Provision view amounts available with PF, SLI, EPF and GIS accounts 54 Loans 55 Provision for staffs to apply for various loans 56 Provision for Principal to forward loan applications to concerned office 57 Provision for TDB to receive loan applications and inform the status of loan processing 58 Audit 59 Provision to receive intimations from TDB on audit dates 60 Provision to generate audit statements 61 Provision to assist staff in answering common audit queries 62 Provision to prepare an audit report 63 Provision to record audit objections and forward them concerned clerk staffs

64 Provision to forward rectifications and explanations for audit objections to TDB 65 Budget Estimation of Plan and Non Plan Funds 66 Provision to prepare the proposal for both plan and non-plan fund 67 Provision to view previous year’s budget 68 Provision to forward the proposal 69 Provision for allocate the fund to various purposes 70 Provision for submit re-appropriation and additional fund request to concerned authority 71 Bill preparation 72 Provision to prepare various bills in pre-defined formats

Page 129 / 277 73 Provision to generate bills in pre-defined formats 74 Provision to forward bills to concerned authorities / offices 75 Expenditure Statement 76 Provision to view student wise income and expenditure 77 Provision for preparing a monthly and yearly Expenditure Statement 78 Provision to forward Expenditure Statement to concerned authority

20.6.10 Board Meetings Sl. No Activities 1 Conduct of meetings 2 Managing data of non-staff members in the board 3 Managing of Meeting Rooms 4 Managing minutes of meetings 5 Intimation & messaging to members 6 Meeting calendar management 7 Various reports

Sl. No Functional Requirements Specification 1 Provision to create multiple types of meetings 2 Provision to maintain check list of accessories that required for meeting

3 Provision to view meeting room details 4 Provision to conduct various kind of meetings 5 Provision to manage meeting agenda (Origin/ Background etc.) 6 Provision to intimate the decision taken on each agenda to the origin 7 Provision to generate draft document corresponding to the decision taken on each agenda and forward to the origin 8 Provision to create meeting events 9 Provision to capture the details of participants of a meeting 10 Provision to capture & maintain MOM 11 System should provide a configurable workflow mechanism for the approval of the MOM 12 Provision to attach MOM to a file 13 The system should have the provision to create, update or delete meeting rooms with the following attributes: 14 Provision to check for the availability of the room 15 Provision to update the room occupancy details, once it is booked 16 Provision to schedule the meeting and update in the calendar. 17 Provision to create an event through scheduler.

Page 130 / 277 18 Provision to reschedule the meeting 19 Provision to send alert to participant in case of scheduling/Re- scheduling and cancelling 20 Provision to integrate with personal scheduler of each member through HR portal 21 Provision to change the status of meeting room 22 Provision to generate reports to display complete meeting details 23 Provision to generate reports to display list of meetings scheduled & completed 24 System should have a common window to view all the details related to meeting module 25 Provision to search by abstract, provision to enter keywords for search, to keep index and catalog. 20.7 Maramath 20.7.1 Registration of Contractors If any of the contractors wants to bid for any of the TDB tender, contractor must register in the TDB. Tender forms are issued to only those registered contractors and firms of approved by the TDB.

SI. No. Activities 1 Contractors submit predefined application forms / written request 2 TDB verifies eligibility and approves / rejects the contractor

Sl. No Functional Requirements Specification 1 Should have provision to submit contractor registration forms electronically / offline mechanism 2 Should have provision to enter details from contractor registration forms received offline 3 Should have provision to assist in the verification of contractor eligibility

4 Should have provision to maintain list of registered contractors in TDB 5 Should have provision to renew / expire contractor registration 6 Should have provision to search and view approved list of contractors 7 Should have provision to view and track various work done by TDB contractors

20.7.2 Estimation Proposals for various works including both civil and electrical are identified from temples, auditoriums and other offices under TDB. The estimates are prepared by Assistant Engineers (AEs)

Page 131 / 277 based on the standard Schedule of Rates (SoR) published by Public Works Department (PWD), Govt. of Kerala. These estimates are prepared as per the standard data which includes specific standards and rates for arriving at the cost for different structures. The materials / items for which standard SoR are not available, market rates are used for preparing estimates. Plan drawings are prepared manually. The approving authority for estimates is Executive Engineers of respective Divisional (District) offices. Payment approval authority up to a certain limit fixed by Board office is respective Executive Engineer. Presently, this limit is Rs.50,000/- for Executive Engineers, for estimates above Rs.50,000/- and up to Rs.1,00,000/- needs approval from concerned Chief Engineer and estimates above Rs.1,00,000/- is to be approved by Board Office.

SI. No. Activities 1 Receive work proposals from various offices under TDB 2 Prepare estimates based on SoR 3 Prepare abstract estimate form, data form and plan drawings 4 Submit for approval

Sl. No Functional Requirements Specification 1 Should allow user to login the system with a user name and password 2 Should allow to register the category of the funding agency like Self(TDB) Government State Funds Private fund International 3 Should allow registering the funding agency details. The different sources of funds are maintained here. This will include Agency ID (auto number) Agency Name Address Contact number 4 Should have Provision to allocate the project to a department 5 Should have Provision to allocate the in charge officer of the project 6 Should have Provision to enter the Estimated Start Date and Estimated End Date of the project 7 Should have Provision to create a hierarchy of activities in the project with details like Start Date, End Date, Status, Allocated resource, etc. 8 Should have Provision to capture the agreement/MOU/Undertaking details 9 Should allow to register the project. The system should capture the following details Project details Fund Allocation Project Schedule Project Amendment

Page 132 / 277 10 Should have Provision to attach any documents related to the project 11 Should allow capturing the principal investigator details. List of principal investigator for projects are maintained here Principal investigator ID (auto number) Principal investigator Name Principal investigator Address Principal investigator email 12 Should have provision to update the business partner types like Employee, Contractor, etc. with reference to the TOR and the agreement/MOU/ Undertaking 13 Should allow entering total manpower number, manpower categories, manpower number in each category. The different categories of employees who work on a given project and their standard rate are given here. This is used to calculate the manpower cost of the project. Manpower Manpower Category Manpower rate

14 Should provide a provision to update the role of the team member 15 Should have provision to update the allocation percentage of the team member in the project 16 Should allow entering the project head. The list of project heads (capital, material, travel, overhead, etc.) for projects are stored with the following details. Project head code Project head description 17 Should allow to capture the project status. The details of whether a project is ongoing or is completed are stored here. If a project is closed the closing date is also stored. The information stored are Project code Project status Closed date

18 Should provide the project information. The information about the project based on which the monitoring is to be performed is maintained here. This includes Project code Project type Project title Project area Principal investigator details Foreign travel details Project commencement date Project member details 19 Should allow to enter amount heads. When a project is registered with the fund allocated for different heads are stored here. The details include

Page 133 / 277 Project code Project head The amount allocated

20 Should have provision to create the different roles in the project 21 Should allow to enter fund utilization details. The amount utilized by a project in different heads is stored here. The details include Project code Project head code Amount utilized 22 Should allow to enter transaction details. Details about expenses incurred against each project head is maintained here Transaction code (auto number) Project code Purchase order number Purchase order date Project head of transaction Amount Remarks 23 Should allow to schedule project dates. The project schedule dates such as technical closure, financial closure (original or amended ) are maintained here Project code Date of Technical closure Date of financial closure 24 Should allow to enter project funding schedules. Funding/payment schedule of the project is maintained here Project code Event of completion Scheduled date Amount to be received 25 Should allow to enter project fund receipts. Details about fund received for the project is stored here Project code The fund received Received date Scheduled date 26 Should allow to generate the utilization certificate. Utilization certificate is issued for the funds received for each project. The details of whether issued or not and other information about the certificate are also stored which is used to remind the personnel to issue a certificate. The details include Project code Utilization certificate issue date Amount 27 Should allow to enter receipt of funds. The funds of each project are received at different stages. The details of the amount received for each

Page 134 / 277 project is stored here. The details include Project code Date Number Amount 28 Should have the provision to amend the project. The system should capture the following details. Budget Reallocation Rescheduling 29 Provision to view fund details of various projects 30 Should have provision to capture and monitor any time extension, deviation in the schedule of work etc. 31 Should have provision to capture and issue work completion certificate 32 Should have provision to issue testing certificates and maintain the details of the testing done at various buildings/sites 33 Should have provision to generate the report for the list of resources allocated to the project 34 Should have provision to generate the project chart as per the plan set in the project template 35 Should have provision to generate the report for the financial estimate of the project (Budget Estimate vs. Actual) 36 Should have provision to generate all the receipt and expense related to the project 37 Should have the provision for fund clearance certificate in equipment, travel and capital heads 38 Should have the provision to view/print individual project details 39 Should have the provision to take reports based on various parameters 40 Should have the provision for sending mails/alerts while underutilization or overutilization of funds 41 Should have the facility to generate fund closure certificate 42 Provision to update the status of the project like Initiated, In-progress, Completed, Cancelled

43 Provision to submit proposal to government and other agencies for projects

20.7.3 Fund Management Various fund accounts are maintained by Maramath department of TDB. For different purposes, funds deposited or withdrawn from these accounts.

SI. No. Activities 1 Maintain accounts for various fund transactions

Page 135 / 277 2 Deposit / Withdraw money from respective accounts for various purposes 3 Keeps log of entire transactions

Sl. No Functional Requirements Specification 1 Should have provision to allocate fund to various offices 2 Should have provision to monitor fund allotted according to privileges of various offices 3 Provision to maintain log of account transactions 4 Should have provision prepare expenditure statements – activity wise / account wise etc. 5 Should have provision to search and view activity wise / account wise / transaction wise income / expenditure details according to privileges assigned to various offices / officers

20.7.4 Project Management This module handles all the information related to Project fund Monitoring and Control. The information given at the time of registration of a project is saved and the fund and date of closure are monitored. Alerts are displayed when a project runs on low funds or when it exceeds the allocated Budget. The main activities of project management module are

SI. No. Activities 1 Submission of proposal 2 Project Registration 3 Fund Management 4 Budget monitoring 5 Report generation

SI. No Functional Requirement Specification 1 Should allow user to login the system with a user name and password 2 Should allow to register the category of the funding agency like Self(TDB) Government State Funds Private fund International 3 Should allow registering the funding agency details. The different sources of funds are maintained here. This will include Agency ID (auto number) Agency Name Address

Page 136 / 277 Contact number 4 Should have Provision to allocate the project to a department 5 Should have Provision to allocate the in charge officer of the project 6 Should have Provision to enter the Estimated Start Date and Estimated End Date of the project 7 Should have Provision to create a hierarchy of activities in the project with details like Start Date, End Date, Status, Allocated resource, etc. 8 Should have Provision to capture the agreement/MOU/Undertaking details 9 Should allow to register the project. The system should capture the following details Project details Fund Allocation Project Schedule Project Amendment 10 Should have Provision to attach any documents related to the project 11 Should allow capturing the principal investigator details. List of principal investigator for projects are maintained here Principal investigator ID (auto number) Principal investigator Name Principal investigator Address Principal investigator email 12 Should have provision to update the business partner types like Employee, Contractor, etc. with reference to the TOR and the agreement/MOU/ Undertaking 13 Should allow entering total manpower number, manpower categories, manpower number in each category. The different categories of employees who work on a given project and their standard rate are given here. This is used to calculate the manpower cost of the project. Manpower Manpower Category Manpower rate 14 Should provide a provision to update the role of the team member 15 Should have provision to update the allocation percentage of the team member in the project 16 Should allow entering the project head. The list of project heads (capital, material, travel, overhead, etc.) for projects are stored with the following details. Project head code Project head description 17 Should allow to capture the project status. The details of whether a project is ongoing or is completed are stored here. If a project is closed the closing date is also stored. The information stored are Project code Project status

Page 137 / 277 Closed date 18 Should provide the project information. The information about the project based on which the monitoring is to be performed is maintained here. This includes Project code Project type Project title Project area Principal investigator details Foreign travel details Project commencement date Project member details 19 Should allow to enter amount heads. When a project is registered with the fund allocated for different heads are stored here. The details include Project code Project head The amount allocated 20 Should have provision to create the different roles in the project 21 Should allow to enter fund utilization details. The amount utilized by a project in different heads is stored here. The details include Project code Project head code Amount utilized 22 Should allow to enter transaction details. Details about expenses incurred against each project head is maintained here Transaction code (auto number) Project code Purchase order number Purchase order date Project head of transaction Amount Remarks 23 Should allow to schedule project dates. The project schedule dates such as technical closure, financial closure (original or amended ) are maintained here Project code Date of Technical closure Date of financial closure 24 Should allow to enter project funding schedules. Funding/payment schedule of the project is maintained here Project code Event of completion Scheduled date Amount to be received

Page 138 / 277 25 Should allow to enter project fund receipts. Details about fund received for the project is stored here Project code The fund received Received date Scheduled date

26 Should allow to generate the utilization certificate. Utilization certificate is issued for the funds received for each project. The details of whether issued or not and other information about the certificate are also stored which is used to remind the personnel to issue a certificate. The details include Project code Utilization certificate issue date Amount 27 Should allow to enter receipt of funds. The funds of each project are received at different stages. The details of the amount received for each project is stored here. The details include Project code Date Number Amount 28 Should have the provision to amend the project. The system should capture the following details. Budget Reallocation Rescheduling 29 Provision to view fund details of various projects 30 Should have provision to capture and monitor any time extension, deviation in the schedule of work etc. 31 Should have provision to capture and issue work completion certificate 32 Should have provision to issue testing certificates and maintain the details of the testing done at various buildings/sites 33 Provision to request an item from Store/Request with item name, quantity, reason, any comments, no: of days of usage, date and time of request etc 34 Should have provision to generate the report for the list of resources allocated to the project 35 Should have provision to generate the project chart as per the plan set in the project template 36 Should have provision to generate the report for the financial estimate of the project (Budget Estimate vs. Actual) 37 Should have provision to generate all the receipt and expense related to the project

Page 139 / 277 38 Should have the provision for fund clearance certificate in equipment, travel and capital heads 39 Should have the provision to view/print individual project details 40 Should have the provision to take reports based on various parameters 41 Should have the provision for sending mails/alerts while underutilization or overutilization of funds 42 Should have the facility to generate fund closure certificate 43 Provision to update the status of the project like Initiated, In-progress, Completed, Cancelled 44 Provision to submit proposal to government and other agencies for projects

20.7.5 e-Tendering / Quotations /Comparative Statements There should have the provision to e-Tendering. The facility should allow processing of tenders online. The system should enable the vendors to download the tender schedule free of cost and submit the bids online through this portal.

SI. No. Activities 1 Tender invitation 2 Receiving tenders 3 Fixing a tender 4 Execution of security agreement with the tender and receiving security deposits 5 Processing of tenders to obtain best tender SI. No Functional Requirement Specification 1 Capability of a user to request a material for purchase/ indent 2 System should capture the details of the indent that is identified by a unique number 3 Ability to add more than one material to an indent 4 System should have the provision for the indent to undergo various status changes like created, submitted, approved, closed, rejected and cancelled 5 Ability to check the availability of requested items in store. 6 System should have the provision to notify the appropriate persons for the indents waiting for approval 7 Ability to modify the Sanction or approval amount limit for a particular User 8 Provision to capture the remarks by different approvers 9 Ability to push the tender to any committee for approval 10 Provision to check availability of sufficient funds from the budget for an indent

Page 140 / 277 11 Provision to set up Types of Tender and the days required to respond to that type of Tender 12 Provision to capture tender details like Title, Place of execution, Mandatory documents, Earnest money deposit, etc. 13 Provision to associate a tender to more than one indent 14 Ability to capture response from more than one supplier 15 Should capture the Response number, date, supplier details, contact person for a quotation 16 Ability to capture advance requested for supply of materials 17 System should have the provision to capture Indian currency, foreign currency amount and exchange rate 18 Ability to capture Guarantee/ Warranty and Validity details 19 Ability to capture the Quotation Number and Quotation Date details 20 Provision for vendor management 21 Provision for Purchase Order Integration 22 Provision to view Purchase Order Status 23 Provision for e-Payment 24 Provision for e-Invoicing 25 Provision for contract management 20.7.6 Work Order After finalizing tenders, work order will be issued to contractors. Selection notice and contract agreements will be executed.

SI. No. Activities

1 Prepare selection notice, agreements, and handover site

Sl. No Functional Requirements Specification 1 Should have provision to prepare selection notices

2 Should have provision to prepare contract agreements 3 Should have provision to prepare draft schedule agreements 4 Should have provision to maintain details of work order, contract agreements etc. 5 System should have provision to intimate concerned group offices 6 System should have provision to search and view work order details according to roles assigned to various offices / officers

20.7.7 M-Book Payments for all works which are susceptible of measurement are done on the basis of measurement

Page 141 / 277 recorded in the Measurement book (M-Book). The M-Book is, therefore, an initial and very important book of accounts record which should be properly maintained and safely kept by the person to whom it is issued. All M-Books should be serially numbered and an account of their issue and receipt back should be kept in the Register of M-Books. All pages of an M-Book should be machine numbered and a certificate of number of pages contained in the M-Book should be recorded by the user on its first page. Instructions given in the fly leaf of MB should be carefully followed and its index should be regularly filled in. Measurements in the M-Book should be recorded by a person not below the rank of Assistant Engineer. Each set of measurement (record entry) in case of a works contract may include the following entries:

Full name of the work (as given in the estimate/agreement)

 Site of work  Name of the contractor  Agreement number and date  Estimate number and date  Date of record entry (measurement)  Reference to last measurement  Stipulated date of commencement of work  Stipulated date of completion of work  Actual date of completion of work (if completed)

SI. No. Activities 1 Keeps a register of M-Books with name of custodian, M-Book number with serial numbers, number of pages etc. 2 Assistant Engineers visits work sites and records measurements of work so far completed in M-Book 3 Submits M-Books for verification and approval by Executive Engineer 4 Submits M-Books for bill settlement and part / full payment

Sl. No Functional Requirements Specification 1 Should have provision to maintain M-Book electronically so that the same can be forwarded online for verification and payment approvals 2 Should have provision to identify each M-Book by a unique number 3 Should have provision to keep a log of M-Books issued, custodian, serial numbers etc. 4 Should have provision to forward M-Book to Executive Engineers for verification and approval 5 Should have provision to forward M-Book details to Executive Engineer / Chief Engineer / Board Office for full / part payment approvals

Page 142 / 277 20.7.8 Recovery of Unserviceable materials A survey report of unserviceable materials is prepared by concerned Assistant Engineers. The value of these unserviceable materials is calculated and a fixed percentage (currently, 20%) of this is deducted as keeping charge. If this was done as part of work contract, the recovery bill is usually adjusted in the bill of contractor itself with the consent of contractor. A recovery certificate is also issued to the contractor stating recovery will be adjusted against contractor’s bill and hence it is contractor’s property.

If the contractor is not willing to adjust bill for recovery part, auction notices will be declared and until the auction process is completed, the security deposit from the contractor will not be released. The recovery bill is approved by Executive Engineer / Chief Engineer / Board Office based on limits setup by Board.

SI. No. Activities 1 Prepare survey report of unserviceable materials 2 Calculate unserviceable material value and keeping charges 3 Adjust the amount in the recovery part of final / part bill of contractor, if recovery is part of a work contract and contract willing to do so. Conduct auctions, otherwise 4 Submit recovery bill for approval to concerned Executive Engineer / concerned Chief Engineer / Board Office

Sl. No Functional Requirements Specification 1 Should have provision to maintain data from survey report of unserviceable materials 2 Should have provision to calculate value of unserviceable materials and also keeping charges 3 Should have provision to adjust the recovery bill against a work contract 4 Should have provision to conduct auctions, if point 3 above is not done 5 Should have provision to forward recovery bill to Executive Engineer / Chief Engineer / Board Office as per the amount limits set by Board

20.7.9 Part Bill preparation The contractor shall notify TDB upon completion of any part of the work in respect of which any part payment is claimed pursuant to the contract. The Assistant Engineer evaluates the work so far completed by the contractor and updates M-Book. The M-Book is referred for preparing part bills.

Bills are prepared in relevant formats on the basis of measurements recorded in M-Book and any deviations from draft schedule agreements will be recorded. A fixed percentage of contractor’s part bill (currently, 10%) is withheld as retention amount and should transfer to Security Deposit account. Recovery part, if any for the bill is also calculated. Survey Report of unserviceable materials during renovation or construction works is prepared. The value of these unserviceable

Page 143 / 277 materials is calculated and a fixed percentage (currently, 20%) of this is deducted as keeping charge. The value of unserviceable materials is usually adjusted in the bill of contractor as recovery part of the bill. The part bill is approved by Executive Engineer / Chief Engineer / Board Office based on limits setup by Board.

SI. No. Activities 1 Receive requests from contractors for part payments 2 By referring M-Books and Draft schedule agreements, prepare part bill 3 Include retention amount and recovery amount, if any in part bill calculation 4 Submit part bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office

Sl. No Functional Requirements Specification 1 Should have provision to receive part payment requests from concerned Assistant Engineers 2 Should have provision to refer and view current M-Book data for the work and Draft schedule agreements 3 Should have provision to assist in preparing part bill amount 4 Should have provision to calculate retention amount 5 Should have provision to calculate and include recovery amount, if any 6 Should have provision to forward part bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office based on limits set by Board 20.7.10 Final Bill preparation The contractor shall notify TDB upon successful completion of contract work in respect of which full payment is claimed. The Assistant Engineer evaluates the work done by the contractor and updates M-Book. The M-Book is referred for preparing final bills.

Bills are prepared in relevant formats on the basis of measurements recorded in M-Book and any deviations from draft schedule agreements will be recorded. Recovery part, if any for the bill is also calculated. Survey Report of unserviceable materials during renovation or construction works is prepared. The value of these unserviceable materials is calculated and a fixed percentage (currently, 20%) of this is deducted as keeping charge. The value of unserviceable materials is usually adjusted in the bill of contractor as recovery part of the bill. The final bill is approved by Executive Engineer / Chief Engineer / Board Office based on limits setup by Board.

SI. No. Activities 1 By referring M-Books and Draft schedule agreements, prepare final bill 2 Include recovery amount, if any in final bill calculation 3 Submit final bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office

Page 144 / 277 Sl. No Functional Requirements Specification 1 Provision to view status of contract works 2 Should have provision to refer and view current M-Book data for the work and Draft schedule agreements 3 Should have provision to assist in preparing final bill amount 4 Should have provision to calculate and include recovery amount, if any 5 Should have provision to forward final bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office based on limits set by Board

20.7.11 Defects, Liability Period There shall be a Defects Liability Period of fixed months (currently, 6 months) for all works executed by the contractor under the agreement. If any defects detected during this period, the Security Deposit of the contractor will not be released until the work is redone. If the contractor refuses to repair, Security Deposit will be forfeited to Devaswom Commissioner Account.

SI. No. Activities 1 Check whether any defects reported from work sites within 6 months of work completion by contractor 2 If defects detected, withheld security deposit of the contractor and intimate contractor about the defect 3 If no defects detected, recommend release of security deposit to the contractor

Sl. No Functional Requirements Specification 1 Should have provision to set defects, liability period 2 Should have provision to receive defect reports from work sites 3 Should have provision to prepare communications to concerned contractors 4 Should have provision to withheld security deposit of contractor 5 Should have provision to forfeit security deposit of contractor 6 Should have provision to release withheld security deposit of contract once work is redone.

20.7.12 Release of Security Deposits After a contract has been fulfilled, any payment made the security deposit should be released or refunded to the contract/firm. As per the current rule, the Security Deposits should be released after a period of six months of expiration of the contract.

Page 145 / 277 SI. No. Activities 1 Release Security Deposits to contactors 2 Issue of No Liability Certificate (NLC) to contractors

Sl. No Functional Requirements Specification 1 Should have provision to verify whether any defects during liability period reported 2 Should have provision to release Security Deposits to contractors 3 Should have provision to issue NLC to contractors 4 Should have provision to view the status of works and contractors to concerned offices / officers

20.7.13 Auctioning of shopping complex/Estate property/Furniture Auctioning of TDB owned shopping complex / estate property / furniture or other items are done through auctioning notices which are published in TDB websites, newspapers etc. Group offices prepare a list of items to be auctioned. Intending bidders should remit Earnest Money Deposit (EMD). A fixed percentage of asset value (currently, 50%) may have to be remitted by the winner of the auction immediately after the auction. The asset value is remitted to the account of Devaswom Commissioner through challan. Auction values up to fixed limits are approved by Chief Engineer office and higher amounts by Board office.

SI. No. Activities 1 Prepares list of items to be auctioned 2 Assigns auction number and schedules auctions 3 Publishes auction notices in websites, newspapers etc. 4 Auction values sent for approval to respective Chief Engineer or to the Board office

Sl. No Functional Requirements Specification 1 Should have provision to prepare and maintain list of items to be auctioned 2 Should have provision to identify each auction by a unique number 3 Should have provision to schedule auction date, venue and to maintain various other parameters such as EMD etc. 4 Should have provision for maintaining various amounts received in auctioning process 5 Should have provision to prepare various bills 6 Should have provision forward auction details to Chief Engineer office /

Page 146 / 277 Board office for approval 7 Should have provision for maintaining asset hand over details 8 Should have provision to remit auction values to Devaswom Commissioner account electronically 9 Should have provision to search and view auctions and status according to privileges assigned to various offices 20.8 Payroll The payroll consists of computation and disbursement of All TDB employees Salary, Arrears, Income Tax, House Loan Details, Pay Card (Annual Pay report), Insurance Details, Provident Fund Details, Professional Tax Calculation, Bonus Computation, Loans and Advances, Insurance Payments and Report Generation.

20.8.1 Salary Computation The TDB are generating salary AT once in a month, by grouping employee’s categories. The Administration/HR section handle leave statements and leave settlements. A new system for employees leave management should be incorporated with HR application. For salary computation only the loss of pay statement generated from HR is enough. During salary computation, the system will take leave data from leave database and deduct the salary if is it applicable based on leave rules. The employees working in the TDB are categorized as grade/categories. Separate computation rules have to be defined based on categories/grades. But the salary can be processed through a single process window. For computing salary, salary accounts heads shall be defined under Account Officer Head categories. If Account Officer head Balance is in sufficient than remaining amount will transfer from commissioner account heads.

Earnings  Basic Pay  DA  HRA  CCA  Special allowances  DA Arrears  others etc

Deductions  PF  GWF  WF  EBS  LIC  PLI  IT etc Recoveries

 TDB loans

Page 147 / 277  Bank Loans  Society Loans etc.

Salary computation rules should be defined which includes pay scales, DA, HRA, PF etc. One time fixation of pay (pay fixation) to employees should be defined through the System. Pay fixation can be modified at the time of promotion or at the time of pay revision. For computing salary, the system should get data from deductions head and details from recovery heads. By consolidating all these heads, the salary for a month can be computed. After validating the salary statement, bank statement for salary along with voucher is passed to cash section. The cash section will transfer the statement along with cheque or instruction for electronic transfer to banks. Banks will credit the salary to employee’s bank account. Similarly deductions are consolidated separately and contingent bills generated and schedules along with voucher passed to cash section. Cheques are generated against schedules and dispatched to concern agencies Other things to be considered for salary computation apart from monthly routines are

 Probation , Confirmation of employees  Promotion  Deputation  Demotion/ Reversion  Dies-non (can be regularized latter)  Maternity leaves etc

Pay and DA arrears can be computed separately and migrated to salary or PF whenever required.

Sl. No. Requirement Specifications - Salary Computation

1 Provision to get employee data from HR database. 2 Provision to get data from Leave management data tables. 3 Provision for defining employee categories, if not defined in HR. 4 Provision for defining Pay scales for all employees, if not defined in HR. It shall be possible to setup the active pay scales and all changes to the pay scales will be tracked using the with effect from date. 5 Provision for defining banks. All the bank information through which different payments are made is managed through this option. 6 Provision for defining Placement Category, if not defined in HR. All the placement category information like Permanent, Contract Daily wages, Deputation etc. shall be defined here. 7 Provision for defining reliving types, if not defined in HR. Different relieving types like Retirement, Resignation, Death etc. will be defined here. 8 Provision for defining employee nominees, if not defined in HR. Employee nominee information that is required for PF and other recoveries shall be defined here. 9 Provision to get new employee data from HR. New employee data should be verified. Dates like pay scale, joining date, relieving date etc to be verified. After verification employee shall be rerolled into a payroll list.

Page 148 / 277 10 Provision for setting up of the financial year. 11 Provision for defining salary account heads. All the salary accounts ie. Earnings, Deductions and Recovery accounts shall be defined in the system. For deduction and recovery accounts it shall be possible to set the recovery priority. It shall be possible to define computation rules for different accounts like percentage of basic etc. Provision shall be given to group the salary accounts and in pay-slip and other reports group can be printed. For eg. for LIC, Housing Loans etc, multiple amounts will be grouped and printed in the payslip. The details include Account Code Account Name Account Type (Earnings/Deduction/Recovery) Computation Rule Account Group Taxable or Not Recovery priority Applicable Months Currently Active or Blocked Max limit if any etc 12 Provision for defining agencies. 13 Provision for defining Loans and advance types. 14 Provision for defining Policy types. 15 Provision for defining different slabs (like professional tax etc). 16 Provision for defining Salary computation rules. 17 Provision for withholding salary for employees. 18 Provision for giving salary other than monthly computation (salary at the time of withhold). 19 Provision for Fixing of Salary Heads for each employee Earnings, deduction and recovery accounts and rules that are applicable to different employees shall be defined in the system. This will be one time setup. After that the system will automatically compute the payroll based on these settings. It shall be possible to define the details for individual employee or for group of employees. Any changes made to this information will be tracked and stored as transaction history. The details include Employee Salary Account (Basic, EPF etc) Individual Computation rule if any Fixed amount if any Blocked for this month Active/Blocked permanently 20 Provision for adding/ updating Loans & Advances. Different loans and advances taken by employees will be entered into the system. During payroll computation system will automatically take the installment amount of loans based on the balance number of installments. Provision shall be given to block/postpone the loan recovery. It shall be

Page 149 / 277 possible to store any number of loans for a particular employee. The details include

Employee Loan name Loan Account Number Bank/Agency Loan Amount Installment amount Total No of Installments Balance Installments Blocked recovery for this month Active/Blocked permanently, etc 21 Provision for adding/ updating Policies Different Insurance policies taken by employee shall be entered into the system. It shall be possible to enter any number of policy information for an employee. During salary computation, the sum of all the policy premium amounts will be taken for calculation. Provision shall be given to block the recovery if required. The details include Employee Policy Type & Agency Policy Number Premium Amount Blocked recovery for this month Active/Blocked permanently ,etc 22 Provision for import data files (excel, word, etc) against monthly deduction heads if any 23 Provision for grouping employees into different salary group for salary computation 24 Provision for Processing, Discarding and Confirming Salary computation every month. After entering all the transactions for the month, the payroll for the month can be computed. All the payroll components for the employees will be computed and the pay slip data of the employees will be generated. Various options like provision to see abnormal salary etc are available at this point for verification of the payroll data. If any errors are found, the computed payroll can be discarded, the required corrections done, and the payroll computation done again. After the payroll is computed and verified it shall be possible to confirm the payroll of that month and after that it will not be possible to process the payroll. 25 Provision for generating schedules of all salary heads of employees shall be included in the system. 26 Provision for generating PF statement shall be included in the system.

27 Provision for generating monthly bank statement shall be included in the system.

Page 150 / 277 28 Provision for printing salary slip and provision for employees to view their pay slip through HR portal should be there in the system. 29 Provision should be there for taking recovery statements ( loan, insurance etc). 30 Provision should be there for originating dynamic reports from payroll data. 31 Provision should be there for defining role-based access for data entry, processing, verifying, confirming etc. 32 Provision should be there to generate Salary bill number and other bill number based on salary head, budget head or based on agencies or banks. 33 Provision for issuing the salary certificate. 34 Provision should be there for generating Salary variance report.

20.8.2 Arrear Management (Pay & DA) Arrears were processed at the time of government order to increase the DA percentage or during the pay revisions. Arrear processing will include the calculation of DA arrears and Pay arrears due to change in DA percentage and Basic pay with effect from a previous date. Month wise Due and Drawn amount of different salary components will be calculated and the difference will be the paid as arrears.

SL. No. Requirements Specification - Arrear Management

1 Provision for defining new DA percentage for calculating DA Arrears. 2 Provision for defining Pay revision and setting rules for calculating Pay Arrears. 3 Provision for Arrear Processing It shall be possible to process the employee’s salary and apply the arrear changes and generate the arrears for any period. This shall be done as a separate process and transferred into the monthly salary or merged with PF for disbursement. Salary account wise split up of arrears shall be stored in the system. It shall be possible to compute arrears of retired/relieved employees. 4 Provision for Arrear Disbursement It shall be possible to disburse the arrear through the monthly salary or can be merged with PF. Percentage of the amount to be merged shall be defined. Cheque disbursement provision shall also be given for arrear payment. 5 Provision should be there for editing data generated by system for adjustments. 6 Provision should be there for generating Arrear schedules. 7 Provision should be there for printing due-drawn statement.

Page 151 / 277 20.8.3 Surrendering of Leaves TDB employees those who are in regular pay can surrender their earned leaves (EL), etc. They can surrender 30 days EL in a financial year, otherwise they can surrender at the time of retirement. During retirement they can surrender a maximum of 300 ELs This is computed separately and disbursed to employees. The surrendering of leaves at the time of retirement is treated as Terminal Benefits

SL. No. Requirements Specification – Surrendering of Leaves

1 Provision should be there to apply leave encashment for all employees. 2 Provision should be there to get the balance days of leaves for employees.

3 Provision should be there to calculate the amount based on leave surrendering rules. 4 Provision should be there to account the transactions in corresponding budget heads. 5 Provision should be there generate various types of report.

20.8.4 Surety Monitoring TDB employees have the privilege to take loans and give surety to other employees within their salary limitations. Based on their salary and loan/surety amount employees can take any number of loan/surety, but conditions applied A system which can monitor all activities.

SL. No. Requirements Specification – Surety Monitoring

1 Provision for defining surety type, liability limit etc 2 Provision for entering employees loan/surety data and for updation 3 Provision should be there to generate the salary certificate 4 Provision should be there to generate loan/surety details 5 Provision for non-interest loan through medical reimbursement 6 Provision should be there to generate employee wise/ undertaking wise etc 7 Provision to view status 8 Provision to generate non-liability/ liability Certificate

20.8.5 PF Computation As per Kerala Public Service Acts 1968, TDB employees are eligible for availing Provident Fund. Employees can nominate family members as nominees. Employees can fix the PF amount and this may range from 6% of the emoluments (basic) and not more than the emoluments. The employee

Page 152 / 277 can intimate the fixation of the amount of his/her monthly subscription in every financial year. PF is computed monthly as part of salary computation. The fixed PF amount is deducted from salary and credited to employees PF account. Interest-bearing at such rate as prescribed from time to time by GoI and adopted by GoK subject to a minimum of four percent will be credited to the employees account. PF can be surrendered only at the time of retirement (an exemption of 3 months is given), but employees can avail PF loans on refundable or non-refundable basis based on rules. No interest will be calculated for PF loans. Similarly Temporary Advance for specific purposes can be sanctioned based on rules. The final withdrawal of accumulations in the PF is possible for an employee when he/she quits the service (on retirement, dismissal, resignation, compulsory retirement, removal, death while in service etc., the amount standing to his credit in the fund shall become payable to the employee.

During the service period if an employee gets any pay revision arrears or DA arrears then it will be transferred to PF account. A locking period is enforced for availing loans or advances from arrear amount transferred into PF.

SL. No. Functional Requirement – Provident Fund

1 Provision for fixing employees PF amount and with effect date.

2 Provision for capturing nominee details.

3 Provision for re-fixing the PF amount .

4 Provision for defining interest percentage and the periodic changes in interest percentage keeping the with effect date . 5 Provision for allotting employees to take temporary advance. 6 Provision for employees to take refundable and non-refundable loans. 7 Provision for defining general rules for calculating PF. 8 Provision for calculating Interest amounts.

9 Provision for merging DA/ Pay arrears to PF.

10 Provision for setting lock period from availing loans or advances from arrear amount transferred into PF. 11 Provision for employees to view the opening balance and PF statement through HR portal. 12 Provision to view PF balance for the purpose of loan eligibility calculation i.e. excluding the arrears amount credited to PF a/c which is still under lock period. PF balance for purpose of eligible loan calculation will always be <= actual PF balance at credit of the employee.

Page 153 / 277 13 Provision to calculate the balance installments’ in the case of refundable loans.

20.8.6 Pension Computation

TDB IS permitting Pension facilities to employees under State government rules, KSR part III (Pension Rules). Administration section prepares a list of employee’s those who are going to retire within a period of six months. This is circulated in order to get the non-liability/liabilities of the retiring employee’s. This is finally circulated to Finance for calculating the employee's monthly Pension amount, Death-cum Retirement Gratuity (DCRG), Commutation Pension etc. The employee’s last month salary/average salary for the last 10 months prior to retirement is reckoned for calculating Pension. Terminal benefits will be calculated based on employees number of years service, EL balance etc. If employees have any recoveries then, that amount can be deducted from terminal benefits. The TDB will keep Pension Book for each employee. Similar to salary computation, monthly pension computation process which includes IT deductions if any, any other recoveries implied to pensioners should be done. Pension can either credited to the employees bank account or cheques can be issued.

SL. No. Functional Requirements - Pension

1 Provision to verify employees' non-liability/ liability details.

2 Provision for enrolling/updating an employee in Pension Service Book.

3 Provision for calculating the terminal benefits under the contributory pension scheme and also non-contributory pension scheme. 4 Provision for verifying the checklist

5 Provision for defining Qualifying Service Criteria's. Years of experience for Minimum pension Years of experience for Maximum pension Years of experience for Minimum DCRG Years of experience for Maximum DCRG Years of experience for Minimum pension to handicapped etc. Years of experience in other organizations prior to joining (which is reckonable for pensioner benefits as per rules) 6 Provision for defining Average Emoluments.

7 Provision for defining DCRG computation rules.

Page 154 / 277 8 Provision for defining Family Pension rules.

9 Provision for defining Commutation Pension rules. Like max. pension that can be commuted restoration period of commutation etc. 10 Provision for recovering any balance amount as loan from DCRG, Commutation Pension etc. 11 Provision for Pension Arrear computation.

12 Provision for calculating revised pension, if applicable Listing of employees who are eligible for revision Period of revision Defining revised slab Computation of revision 13 Provision for deducting IT from Pensioners. 14 Provision for defining IT slabs for pensioners. 15 Provision to generated IT Projections. 16 Provision for recovering loans from pension as a continuation from service. 17 Provision for defining rules for Family pension. 18 Provision for computing monthly pension. 19 Provision for generating bank statement for pension. 20 Provision for ITR submission. 21 Provision for generating form16 for pensioners. 22 Provision for generating monthly/annual reports etc.

20.8.7 Income Tax Computation Anticipatory statement for Income tax will be prepared for all employees with their salary details. Based on this IT deductions are forced to employees. Form16 will be prepared at the end of the tax year and given to employees.

Through the new income tax system, all the facilities for computing the employee’s income tax will be automated with salary details . It shall be possible to define the income tax rules and enter the tax related information of employees. Savings items will be categorized into different sections as per the income tax rules. Income tax processing will calculate the tax of employees based on the salary, other income, savings etc and applying the income tax rules. Anticipatory statement and monthly IT projections can be automatically generated with the employee's salary data. Employees can view their IT statements through HR portal.

Page 155 / 277 SL. No. Requirement Specifications - Income Tax Computation

Page 156 / 277 1 Provision for defining different income types. 2 Provision for defining IT savings section/ savings types etc. 3 Provision for defining Tax exemption limits. 4 Provision for defining Tax rates. 5 Provision for defining Tax cess. 6 Provision for defining rules/slabs etc. 7 Provision for entering Pan Card number, if not entered through HR. 8 Provision for entering employee’s saving data. 9 Provision for entering house rents. 10 Provision for entering house loan interests. 11 Provision for entering tax refunds. 12 Provision for Income tax processing. 1. Tax Projection Provision shall be given in the system to generate the tax projection of employees based on the month and year selected by the user. The system will automatically take the salary up to the previous month as actual salary and last month's salary will be projected for the future months. Savings and other taxable information entered into the system will also be considered in tax projection. 1.1 Tax Projection Processing It shall be possible to process the tax projection of employee’s individually or as a group. The system will generate the tax projection data and store it in the system as projection for the particular month. 1.2Confirm Tax Recovery After the tax projection processing, it shall be possible to recover the monthly tax by transferring the tax recovery data into payroll (Salary computation). Monthly tax recovery amount will be total projected tax divided by the remaining number of months. Through the confirm tax recovery option user can update the salary recovery in payroll. 2.Year End Tax Processing At the end of the financial year, the final tax processing will be done and final tax of employees will be generated. It shall be possible to update any other tax refund/recovery into the system. 2.1 Tax Processing Actual salary of employees for that financial year will be taken for the final tax processing. Savings details that are verified and confirmed will also be considered for tax calculations.

Page 157 / 277 2.2 Confirm Tax Provision shall be given in the system for reprocessing the tax in order to incorporate changes and corrections in the final income tax data. After processing the tax, it shall be verified and once the tax is finalized it should be confirmed in the system. After that it will not be possible to incorporate any changes to the income tax data. 13 Provision should be there for taking the projection statement. 14 Provision should be there for generating Form16. 15 Provision should be there for generating quarterly and annual statement. 16 Provision should be there for verifying savings declaration and statement.

17 Provision should be there for listing out of employees those who didn't submit savings statement and proof. 18 Provision should be there for generating IT variance report.

20.9 Estate Office 20.9.1 Estate Management Sl. No Activities 1 Capture Details of Estate 2 Estate Staff details 3 Plantation 4 Revenue generated details on each activity 5 Alerts 6 Reports

Sl. No Functional Requirements Specification 1 Provision to capture the details of estate like no: of trees, no: of blocks, area etc 2 Provision to know the details of employees assigned to estate 3 Provision to capture the no: of trees planted, the time and date of plantation, no: of blocks divided etc 4 Provision to capture the details of purchasers 5 Provision to capture the quantity, batch no/no’s: , and income after each sale 6 Provision to monitor the account head related to estate 7 Provision to capture the date of sale, date of payment receipt, staff id of officer in charge of sale etc

Page 158 / 277 8 Provision to capture the date of sale, date of payment receipt, mode of payment details like cash, cheque (if cheque then cheque no:, cheque date etc),Electronic Bank transaction(capture Transaction no:), staff id of officer in charge of sale and auction etc 9 Provision to generate dynamic reports based on various parameters involved in this module

20.9.2 Nilakkel Rubber Estate Management TDB owns a Rubber Estate at Nilakkel which draws in a good revenue to TDB. Rubber plantation is to be properly cared and managed. TDB has appointed many staffs as rubber tappers and care takers. Income is proportional to the Dry Rubber Content generated (DRC) from Rubber Milk.

Sl. No Activities 1 Capture Details of Rubber Estate 2 Estate Staff details 3 Rubber Plantation 4 Rubber tapping 5 Rubber Latex Sale based on DRC 6 Rubber Scrap sale 7 Rubber wood sale 8 Other plantation item sale(plastic items/buckets etc)(mainly scraps) 9 Revenue generated details on each activity 10 Alerts 11 Reports

Sl. No Functional Requirements Specification 1 Provision to capture the details of estate like no: of trees, no: of blocks, area etc 2 Provision to know the details of employees assigned to estate 3 Provision to capture the no: of trees planted, the time and date of plantation, no: of blocks divided etc 4 Provision to capture the date and blocks of tapping 5 Provision to set minimum interval between two tapping for a block 6 Provision to assign staffs to specific blocks 7 Provision to capture the quantity of rubber latex and other related rubber materials (Scrap etc) obtained in each tapping from each block . Provision to capture these with respect to staff i.e. quantity of latex and scrap collected by each staff. 8 Provision to set an estimated value for quantity of latex, scrap etc to be collected in a tapping 9 Provision to set the collected quantity from each tapping into a batch

Page 159 / 277 10 Provision to capture the quantity and batch of latex sent for DRC checking(to find the percentage of Dry Rubber Content in Latex) 11 Provision to capture the percentage of DRC after testing for a batch 12 Provision to capture the details of purchasers 13 Provision to capture the quantity, batch no/no’s: , and income after each sale 14 Provision to monitor the account head related to rubber estate 15 Provision to capture the date of sale, date of payment receipt, staff id of officer in charge of sale etc 16 Provision to sale Rubber latex, Scrap, Rubber wood etc through auction 17 Provision to capture the date of sale, date of payment receipt, mode of payment details like cash, cheque (if cheque then cheque no:, cheque date etc),Electronic Bank transaction(capture Transaction no:), staff id of officer in charge of sale and auction etc 18 SMS/Email Alerts for next tapping date, Tapping date due warning, First tapping date for new plantation, alert if tapped quantity goes very below/above from estimated quantity etc 19 Provision to generate dynamic reports based on various parameters involved in this module

20.9.3 Vehicle Management Sl. No Activities 1 Master data management for Vehicles 2 Master data management for places 3 Master data management for Government approved garages and fuel stations 4 Maintenance and Management of Log Book 5 Vehicle Requisition and requisition logging 6 Vehicle expenditure management 7 Provision to calculate depreciation and save the current market value 8 Due dates alerts (tax, test, insurance) 9 Maintenance and Management of vehicle history 10 Management of contract & hired vehicles 11 Provision to record suggestions and remarks from drivers and travelers 12 Various Reports

Sl. No Functional Requirements Specification 1 Ability to give a unique id for each vehicle. Ability to add/ delete or

Page 160 / 277 modify vehicle details 2 Provision to manage the vehicle information 3 Provision to manage the driver information 4 Provision to capture the vehicle details in the log book 5 Provision to provide the vehicle management to contractors 6 Provision to give monthly payment for the contractors 7 Provision to capture the billing information for vehicle management from contractors and the details of the payment 8 Provision to maintain the Bills for usage of petrol and diesel separately 9 Provision to capture the details about vehicle service 10 Provision to capture the immediate maintenance details like accident management. Depends on the damage the approval levels will vary 11 Provision to maintain the vehicle requestor details and vehicle details like vehicle number, distance travelled, start time etc. 12 Provision to capture the vehicle availability details 13 Provision to capture the hiring agency details 14 Provision to maintain the service given by the existing agency 15 Provision to maintain and generate the trip sheet information on a daily basis 16 Provision to make vehicle request by employees 17 Provision to allocate vehicle based on the availability of the vehicle 18 Provision to maintains the trip details of the vehicle 19 Provision to record the fuel usage of the vehicle, provision to display the breakup of the fuel usage information date wise/month wise 20 Provision to maintain the accident details of the vehicle 21 Provision to maintain the spared parts and other expenditure towards the vehicle 22 Provision to maintain the insurance provided details of the vehicle 23 Provision to record revenue collected by disposing old or damaged vehicles 24 Provision to maintain the vehicle service details with all applicable charges 25 Provision to record the details of Insurance and tax of vehicle 26 Provision to generate alerts for Insurance and tax renewal 27 Provision to record vehicle testing report and service report 28 Provision to record payment details after any reimbursement 29 Provision to record warranty and guarantee details

Page 161 / 277 30 Provision to generate the fuel usage report to view the filling details of the vehicle 31 Provision to generate the performance analysis report to verify the fuel efficiency and mileage 32 Provision to maintain vehicle Maintenance History Details - Vehicle Repair History 33 Provision to set ceiling points for different expenditure of the vehicle 34 Provision to raise alerts when ceiling point of expenditure is crossed 35 Provision to track each vehicle with a GPS (Optional) 36 Provision to maintain the monthly abstract for quick reference 37 Provision to generate dynamic reports based on various parameters involved in this module

20.9.4 Guest House and Auditoriums Sl. No Activities Guest House 1 Allocation of rooms to guests 2 Management of occupant register 3 Management and accounting of Income & expenditure 4 Collection of rent 5 Maintenance Auditorium 6 Auditorium booking and allocation 7 Management of occupant register 8 Security deposit option 9 Management and accounting of Income & expenditure 10 Maintenance

Sl. No Functional Requirements Specification 1 Provision to add any number of guest houses with parameters like no of rooms, location etc. 2 Provision to book guest house online 3 Provision to authorize the guest house booking request by official in charge 4 Provision to capture the details of officer who has approved a guest house request 5 Provision to add room rent for each guest house

Page 162 / 277 6 Provision to allocate guests to guest house 7 Provision to capture important details of guests like Id Card etc 8 Provision to collect and record caution deposit from occupants 9 Provision to capture the purpose of guest's visit 10 Provision to set rules regarding Auditoriums/Guest House admissions 11 Provision to calculate & collect rent 12 Provision to inform the need for maintenance 13 Provision to accept online payments 14 Provision to report maintenance activity of guesthouse 15 Provision to uniquely identify each hall, stadium, room 16 Provision to set rent 17 Provision to book hall or stadium 18 Provision to record rent collected and expenditures incurred 19 Alert Mechanism 20 Provision to generate dynamic reports based on various parameters involved in this module

20.9.5 Special Thahasildar Office Management Special Tahsildar office of TDB deals with the collection and furnishing of basic data for Land Acquisitions, Land Reforms, and check encroachments of TDB owned lands etc.

20.9.5.1 Reporting Cases of Encroachment Cases of land encroachments may be reported from commissioner office / Board office / public. On reception of land encroachment reports, Revenue Inspectors conduct surveys on disputed lands and report cases of unauthorized occupation of land to the Tahsildar and the details of such occupation shall be reduced to writing in A form along with sketches.

SI. Activities No.

1 Receive complaints regarding land encroachments

2 Schedule survey for Revenue Inspectors

3 Preparation of A Form by Revenue Inspector along with sketches

4 Report to Tahsildar regarding encroachment of property in A Form

5 Report to Tahsildar regarding transfer of materials in AA Form

Sl. No Functional Requirements Specification

Page 163 / 277 1 Should have provision to receive land encroachment reports from various offices

2 Should have provision to schedule survey for detecting reported land encroachments

3 Should have provision to assist Revenue Inspectors in preparing A report

4 Should have provision to assist Revenue Inspectors in preparing AA form regarding transfer of materials

5 Should have provision to forward A/AA report to Tahsildar

20.9.5.2 Land Register Special Tahsildar office maintains a land record containing the present status of lands acquired by each Devaswom owned by TDB. Land recoveries made will be intimated to commissioner office. The commissioner office updates land records and publishes another copy.

SI. No. Activities

1 Maintains land record

2 Intimates commissioner office regarding new land recoveries

Sl. No Functional Requirements Specification

1 Should have provision to view and update land records maintained by commissioner office

2 Should have provision to update land records based on new land recoveries

20.9.5.3 Land Encroachment Case Management On reception of land encroachment reports, Revenue Inspectors conduct surveys on disputed lands and report cases of unauthorized occupation of land to the Tahsildar and the details of such occupation shall be reduced to writing in A/AA form along with sketches. Tahsildar issues notice for hearing in B form. If the party appears, a statement of the person may be recorded. Evidence may be marked initialized with date and filed. Tahsildar now issues final order in C form. The final order of Tahsildar shall be in his own handwriting and contain the reason for decision.

SI. Activities No.

1 Issues notice for hearing in B Form

2 Issues final order in C Form

Page 164 / 277 Sl. No Functional Requirements Specification

1 Should have provision to maintain status of each land encroachment case

2 Should have provision to update land records with land recovered through each case

20.9.5.4 Advanced Tour Programme scheduling The Revenue Inspectors in Tahsildar office conducts tour programmes for periodic surveys or detect encroachments of lands owned by TDB. A tour programme is schedule each month which will be followed for Revenue Inspectors

SI. No. Activities

1 Prepares a tour programme schedule each month

Sl. No Functional Requirements Specification

1 Should have provision to automatically schedule tour programmes each month listing locations of land encroachment or locations for periodic survey

2 Should have provision to intimate concerned officers about tour schedule

20.10 General 20.10.1 Contract Management Contract can be said to be a voluntary, deliberate, and legally binding agreement between two or more competent parties. Contracts are usually written but may be spoken or implied, and generally have to do with employment, sale or lease, or tenancy. In TDB many contract agreements can be seen like canteen contract, Tractor service contract(in Sabarimala), contract staff agreement etc. A lot of overhead is involved in managing and monitoring a contract. So automating some parts of this procedure helps in reducing a good work load on TDB.

Sl. No Activities

1 Selecting the parties involved in contracts 2 Fixing the term, period, payment, penalty and other terms and conditions of contract 3 Fixing allowances, leave and other benefits in the case of employment contract, fixing penalty in case of contract breaking.

Sl. No Functional Requirements Specification

Page 165 / 277 1 Provision to capture details of the parties involved in the contract agreement.

2 Provision to capture the type of contract

3 Provision to capture term, period, pay, allowances, leave etc. of contract

4 Provision to capture items involved in a contract say rate contract, contract for buildings, AMC etc.

5 Auto payment facility

6 Alert mechanism for contract expiry, renewal, payment etc.

7 Provision to capture service tax rate, vat and other taxes included in the payment.

8 Provision to mark any defaults, to blacklist a contract party etc.

9 Ability to generate reports based on payment, term, default, items, contract party etc.

20.10.2 Work Flow Management Sl. No Activities

1 File Management System 2 File Flow Management 3 Document editing tools 4 Decision support system 5 Precedence linking 6 Dynamic Checklist for different types of applications 7 Dynamic file flow 8 Dynamic structural organization 9 Dynamic role setting 10 Internal logging of all activities from logging in to logging out. 11 Organization chart 12 Add roles and privileges 13 Templates and proformas 14 Non online requests scanning and forwarding 15 Manual overriding of predefined file flow 16 Provision to give additional charges to employees

Page 166 / 277 17 Management of Designation

20.10.3 File Management System

It is observed that the basic work of administration departments can be summarized as placing a request by one person or a body and approving that request by another person or body. Usually the request or any query submitted becomes a file which is circulated across its respective sections and finally an action is taken for that file which then becomes a closed file. The same procedure is behind RTI filing also. So the crux is the implementation of an efficient file and information flow system.

In order to create a file flow hierarchy a user in the system should have a role that defines the domain of his activities. It would not be an efficient idea to create an automated fixed file flow hierarchy implemented in the software itself since the rules regarding the request and approval changes time and again. So a better adapted idea is to allow the system administrator to set up the rules of file flow hierarchy and to set the role of each user as per the orders issued by the competent authority.

Details of existing system for File Flow Management : The tapal/Postal section receives a request from a department or a person. The tapal official redirects the request to its corresponding section after entering it in inward register. A valid request becomes a file in that section .The file can be processed there itself or may be forwarded to higher officials (with any comments if needed) with respect to the authority delegated to the official. The file may go through many sections which depends on case to case. Each section officer maintains a register to record the details of files received at his end say time and date of receipt, subject, status, relevance etc. of the received file.

The established system enables a systematic flow and processing of requests. But file tracking becomes a cumbersome task and the transparency involved is almost nil. The applicant is not able to get the status of his request. Files can be kept pending in one section without the knowledge of a superior official until an issue rises up. A staff is not able to search the list of files based on any criteria. This results in the poor performance of the office, wastage of time for productive work.

Sl. No Functional Requirements Specification

1 System should be able to capture the details of receiving documents/letters like Letter Ref, Letter Date, From Address etc. 2 Provision to generate a unique id for each document based on document type, receipt date, subject type etc. 3 System should be able to generate an Inward Letter No as a running serial number for each documents received. 4 System should be able to restrict or allow uploading of documents for Confidential documents 5 System should have the provision to forward the letters to various section 6 System should have the provision to capture to whom the letter is addressed to

Page 167 / 277 7 System should generate report for the letters received for the current date 8 Provision to display the list of all received currents in the First In First Out basis 9 Provision to display the returned Currents for further assignment and highlight them for differentiation 10 Provision to assign the currents to Departments and If user selects "No Action Required" then Priority should be as "Normal" and user should not be allowed to select the Priority (Disable the Dropdown with value as normal). 11 Provision to set Priority for the Currents like Normal, Urgent and Most Immediate 12 Provision to forward the assigned currents for authorization 13 System should allow re-assigning of the Current to any Department and authorize the assignment and forward to the assigned Department 14 Provision to mark the current that are not required to take any action 15 Provision to capture remarks for those marked currents and forward to respective Department 16 Provision to display the list of all authorized currents assigned to any Department 17 Provision to either accept or return the currents 18 Provision to capture the remarks for the returned currents 19 Provision to assign the accepted currents to departments 20 Provision to overwrite the Priority that is being set during Assignment to Department 21 Provision to forward the returned currents 22 Provision to view all the currents that are assigned to a section 23 Provision to attach the current or Note to a respective Current File or Temp File 24 Provision to re-attach the current to appropriate current file 25 Provision to create a new Current File for a subject 26 Provision to capture the File Name, File Initiation Date and File Closing Date 27 Provision to create/view Note for the latest Current to bring out all relevant facts to facilitate decision making 28 Provision to forward the Notes to the Departments/Sections for their views/comments 29 Provision to capture and maintain the Threads given for the Note 30 Provision to approve/disapprove the current 31 Provision to forward the approved current to the Initiator

Page 168 / 277 32 Provision to forward the disapproved currents to the selected Department/Section 33 Provision to print Thread wise given against a Note for a particular current 34 System should have a provision to initiate Note and to capture details like Internal No, Date, To Address etc. 35 Provision to auto -generate a number for Internal Note for unique identification and should re-start for every calendar year 36 System should have the provision to create Temp File to attach the Internal Note that are created for Internal Communication purpose 37 Provision to make the Current File ready for Close 38 Provision to close the Current File and capture the Closing Date of the file 39 Provision to bring the current to an end i.e., without allowing the current for further process 40 Provision to view the entire Note history maintained for a Current/Note against a particular Current File 41 Provision to view the Files under Pending status 42 Provision to view the files linked to the selected files 43 Provision to capture the gallery for the selected file 44 Provision to capture the audio/ video files for the selected file 45 Provision to capture the Minutes of meeting for the selected file 46 Provision to view file details in separate screen. On click of the file reference number File details screen should be invoked 47 Provision to maintain different types of registers like Office Order Register Call book register Dispatch Register Personal register

48 Provision to circulate all Circular to all the employee or for a particular employee or for the selected department 49 Provision to send Office Order to all the employee or for a particular employee or for the selected department 50 Provision to display the approved Currents/Note 51 Provision to make the currents/note ready for dispatch and also make as Dispatch Not required 52 Provision to define multiple CC for the purpose of multiple dispatch of single current/note 53 Provision to capture the To address for each CC 54 Provision to display the Outward Files 55 Provision to auto -generate a unique number for each outward entry

Page 169 / 277 56 Provision to select the Current/Note for which the dispatch needs to be done. 57 Provision to create individual Outward Entry for a Current/Note for each CC to be done during dispatch 58 Provision to capture the details of the outgoing documents like Communication Mode, Date of Dispatch. 59 Provision to maintain the various communication modes like Special Messenger, Registered Post under acknowledgement due, Courier, ordinary post, personal delivery, Fax, telegram etc. (Communication is done manually) 60 Provision to create outward for the current/note to send an acknowledgement to the sender before the current/note goes for circulation 61 Provision to send Current Files to Record Room 62 Provision to dispose the Current Files from Record Room 63 Provision to retrieve the Current Files from Record Room 64 Provision to forward the retrieved files to the Initiator 65 Provision to display the Disposed File Details 66 Provision to create and maintain Subject Type details like Code, Description 67 Provision to create and maintain Priority like Normal, Urgent and Most Immediate with its corresponding No of Days 68 Provision to search on File details, Current Details, Note History as well as Thread History 69 Provision to search Department wise, Section wise Current File details and its corresponding currents with relevant notes 70 Provision to generate reports on Note and Current File 71 Provision to re-assign the File to any other Department or Section 72 Provision to search for Current Details based on From Address, Letter Reference, Letter Date etc. 73 Provision to search the Data received through inward register 74 Provision to generate report on Inward Letter Details (Inward Register) 75 Provision to generate report on Outward Details (Outward Register) 76 Provision to generate report on Department wise File Details 77 Provision to generate reports on File Status Details 78 Provision to generate report on Department wise Pending Inward Letter Details 79 Provision to generate report displaying the list of Inward Letters/Internal Notes with no of days being delayed from the actual (based on priority) 80 Provision to generate reports on Note History and the header should come with all the pages

Page 170 / 277 81 Provision to generate report on Department wise Pending Internal Note Details 82 Provision to generate report on tappal Details (Inward Register based on the letter type) 83 Provision to generate reports on Dispatch Details (Inward Register based on the letter type) 84 Provision to generate report on Department wise pending file details. 85 Provision to generate reports on various registers 86 Provision to generate reports on Arrear List for section 87 Provision to generate reports on Arrear List for department 88 Provision to generate reports on Officer order register 89 Provision to generate reports on Consolidated Circular register 90 Provision to generate reports on Stamp account register 91 Provision to display Organization Structures, Reporting to hierarchy 92 Provision to define workflow based on the hierarchy 93 Provision to route the workflow based on the assignment given dynamically through the system 94 Provision to display the list of Currents Pending for action based on the login 95 Provision to display the list of Files under Movement for action based on the login 96 Provision to navigate to file search screen from dash board 97 Provision to navigate to tappal search screen from dash board 98 Provision to display the list files pending for the personal register approval based on the login person. 99 Provision to display the list of pending files based on the login person.

20.10.4 Tappal Management Now there is no centralized inward tappal system in TDB. Each section handles its own inward files. But despatch is centralized. Inward deals with receiving of tappal and a file number is assigned to all incoming letters, parcels etc and forwards to staff concerned. The file may go through many sections which depend upon the case. Each section head maintains a register to record the details of files received at his end say time and date of receipt. Despatch section deals with the centralized despatch of letters received. But file tracking becomes a cumbersome task and the transparency is almost nil. The applicant is not able to get the status of his request. Files can be kept pending in one section without the knowledge of a superior official until an issue rises up. A staff is not able to search the list of files based on any criteria. This results in the poor performance of the office, wastage of time for productive work. The proposed system enables a systematic flow and processing of requests.

Sl. No Functional Requirements Specification

Page 171 / 277 1 Provision to assign a file number of all incoming tubes with appropriate keywords

2 Provision to view all incoming and outgoing tappal

3 The system should have provisions to view the list of tappal received during a period

4 A digitized version of tappal movement registers to be maintained for each section 5 A digitized version of Stamp Out Register

20.10.5 Scheduler Since TDB offices deal with a lot of Scheduling tasks, system proposes the use of a separate scheduler module to schedule activities. This scheduler should allow an official to schedule an activity and the official in charge to approve the schedule.

Sl. No Activities 1 List the activities to be scheduled for a day/period 2 Prepare the schedule 3 Approval/denial of schedule

Sl. No Functional Requirements Specification 1 Provision to identify a schedule by a unique id(related to date) 2 Master data management of major activities (Major activities can be meeting, inspection, audit, tour, inauguration etc 3 Provision to set priority of activity 4 Provision to set the date of activity 5 Provision to set the start time, end time of activity 6 Provision to capture the personals involved in the activity 7 Provision to set reminders as alerts for the activity (alerts to all/selected members involved in the activity) 8 Provision to set reminder date and time frequency, no: times etc 9 Provision to enter the details, venue, purpose etc of activity 10 Provision to keep status for the activity like no: of days remaining, postponed, cancelled etc 11 Provision to generate dynamic alerts based on all parameters involved in this module(ex: no: activities scheduled for a future period, no: of failed scheduled activities, postponed activities etc

Page 172 / 277 20.11 Cultural The Cultural Wing of TDB deals with the preservation and promotion of the cultural ethos and religious traditions of Kerala. In addition to organizing programmes and initiating cultural activities, the Directorate prints and publishes various religious books and magazines.

20.11.1 Printing & Publishing The printing and publishing services of Cultural wing include printing of Vazhipadu Tickets, Devaswom Calendar, Panchangam, religious magazine and other religious books like Ramayana. The wing also offers religious CDs. Most of book printing is done in TDB press itself. Books like Devaswom Diary are printed in presses outside TDB.

SI. No. Activities

1 Keeps track of number of books and CDs in each book stall owned by TDB

2 Keeps track of number of tickets printed, serial numbers issued to each Devaswom office

3 Monitors items in stock and determine when to reorder for printing

4 Issues orders for printing tickets, books and magazines

5 Determines the price and discount offered to books, magazines and CDs

6 Allows subscription to magazines

Sl. No Functional Requirements Specification

1 Should have provision to get a structured view of items in stock

2 Should have provision to discover optimum stock levels

3 Should have provision to access e-copies of books and magazines

4 Should have provision for keeping data for vazhipadu ticket registers – number of tickets printed, serial numbers issued to each office etc.

5 Should have provision to receive request for vazhipadu tickets

6 Should have provision forward orders for book, magazine and ticket printing to TDB press

7 Should have provision for maintaining prices and seasonal discounts offered to books, magazines and CDs 8 Should have provision for public to subscribe online to magazines

9 Should have provision to access list of subscribers to magazines

Page 173 / 277 10 Should have provision to subscribe to e-copies of magazines

11 Should have provision to automatically generate address slips to subscribers

12 Should have provision to maintain details of various committees in Cultural wing

13 Should have provision to maintain list of stores under TDB, view list of staffs in each bookstall

20.11.2 Library Currently, TDB has only one library. A library management system should be developed for managing the processes and workflow of library

SI. No. Activities

1 Keeps member lists

2 Keeps list of books available in library

3 Adds new members to library

4 Handle book issues

5 Handle book returns

SI. No Functional Requirement Specification

1 Should have provision to maintain details of members

2 Should have provision to add new library members

3 Should have provision to maintain details of books

4 Should have provision to add new books

5 Should have provision to search and view member details

6 Should have provision to search and view book details

7 Should have provision to check-in book

8 Should have provision to check-out book

9 Should have provision for collecting late fees

10 Should have provision to generate member wise book issued / received report

Page 174 / 277 11 Should have provision to generate book movement report

12 Should have provision to generate daily book issued/receive report

13 Should have provision to generate member wise late fee report

14 Should have provision to generate publisher wise book report

15 Should have provision to generate supplier wise book report

16 Should have provision for maintaining the cash transactions related to library processes

17 Should have provision to maintain details of cash remittance to TDB account

20.11.3 Book Stall Sl. No Activities

1 Sale of Books, devotional Song CDS,DVDS, Paintings, art works, sculptures etc 2 Consolidation of income received and remitting the income to TDB accounts 3 Requesting TDB for stall items 4 Procuring stall items from Local suppliers with the permission of higher authorities 5 Payment to local suppliers(after sale of items procured/advance payment/payment on receipt of items) 6 Item stock management 7 Complaint box/register 8 Alerts

Sl. No Functional Requirements Specification 1 Provision to identify each stall item by unique id. 2 Master data management of store items 3 Login authorization to store keeper 4 Provision to set and record the cost of each item, to set title, author details, subject, publisher details, video quality and sound quality (in case of songs and videos), artist details etc 5 Provision to generate sale vouchers 6 Provision to record sale details which include sold item unique id, date and time of sale, details of book stall keeper who conducted sale

Page 175 / 277 7 Provision to save the details of regular customers 8 Provision to record current balance of sale 9 Provision to give ceiling limit to current balances 10 Provision to generate remittance vouchers 11 Provision to save the details of person who carries cash to bank with his authorized consent 12 Provision to scan and save the bank challan after remittance. 13 Managing a mirror account to record remittances and withdrawals from book stall account and to reconcile with bank account balance periodically 14 Provision to make request to higher offices for stock procurement, with ability to quote required item id, item quantity, item author/artist ,any comments etc. 15 Provision to record the details of local suppliers, their bank account details etc to facilitate easy payment 16 Provision to blacklist a particular supplier with reasons 17 Stock updating after sale 18 Provision to public to give complaints online. 19 Provision to scan and forward to higher ups, any written complaints 20 Provision for SMS alerts , email alerts 21 Alert to inform if a stock is going to get finished 22 Provision to alert(SMS/email) regular customers (intimate details of new books, stock availability etc) 23 Provision to configure various alerts

20.11.4 Temple Arts Academy Temple Arts Academy is an academic initiative to promote temple art forms such as Panchavadya, Thakil, Nadaswaram, Chakyarkoothu, Koodiyattam etc. Kalapeedam and Anushatana Kala Kendram conduct these courses on temple art forms.

SI. No. Activities

1 Conducts admission for Kalapeedam and Anushatana Kala Kendram

2 Conducts examination for Kalapeedam and Anushatana Kala Kendram students

3 Issues diploma certificates to Kalapeedam and Anushatana Kala Kendram students

4 Approves stipend to Kalapeedam and Anushatana Kala Kendram students

Page 176 / 277 Sl. No Functional Requirements Specification

1 Should have provision to maintain list of applicants to courses conducted

2 Should have provision to schedule interviews

3 Should have provision to manage interview process

4 Should have provision to publish selection list to these courses

5 Should have provision to manage attendance and academic details of student admitted

6 Should have provision to conduct examinations and manage related processes

7 Should have provision to publish results

8 Should have provision to generate diploma certificates

9 Should have provision to maintain stipend details for students

20.11.5 Fund Management Various fund accounts are maintained by Cultural Wing of TDB. For different purposes, funds deposited or withdrawn from these accounts.

SI. No. Activities

1 Maintain accounts for various fund transactions

2 Deposit / Withdraw money from respective accounts for various purposes

3 Keeps log of entire transactions

Sl. No Functional Requirements Specification

1 Should have provision to allocate fund to various offices

2 Should have provision to monitor fund allotted according to privileges of various offices

3 Provision to maintain log of account transactions

4 Should have provision prepare expenditure statements – activity wise / account wise etc.

5 Should have provision to search and view activity wise / account wise / transaction wise income / expenditure details according to privileges

Page 177 / 277 assigned to various offices / officers

20.12 Audit Audit is an evaluation of a person, organization, system, process, enterprise, project or product. The term most commonly refers to audits in accounting, internal auditing, and government auditing, but similar concepts also exist in project management, quality management, water management, and energy conservation. Auditing is defined as a systematic and independent examination of data, statements, records, operations and performances (financial or otherwise) of an enterprise for a stated purpose. In any auditing the auditor perceives and recognizes the propositions before him for examination, collects evidence, evaluates the same and on this basis formulates his judgment which is communicated through his audit report. In TDB local fund auditing section, it directly reports to Ombudsman in High Court. Some relevant issues which need more attention, Ombudsman forwards it to General Pleader who presents the matter in High Court.

Sl. No Activities

1 Generating reports for inspection or auditing 2 Schedule and Conduct inspection 3 Compiling Audit Report 4 Reporting to respective authorities with priorities of irregularities 5 Monitoring, action taken by departments to rectify reported irregularities

Sl. No Functional Requirements Specification 1 Provision to set the type of Audit(internal/external etc) 2 Provision to generate reports related to inspection 3 Provision to record irregularities and assign the rectification work to a particular person or office 4 Provision to identify each irregularity by a unique id 5 Provision to attach files to irregularities 6 Provision to set severity levels to irregularity(Serious/ regular/simple etc) 7 Provision to forward the irregularity to Higher authorities 8 Provision to give status to irregularity like "Open", "Pending", "Closed/rectified", "Suspended", "Deleted" etc 9 Provision to give priority levels to irregularities 10 Alert mechanism based on priority/time constraints or other parameters like pending duration, subject etc 11 Provision to generate dynamic reports based on various parameters involved in this module

Page 178 / 277 20.13 Law Office Sl. No Activities 1 Providing Legal Advises to Departments 2 Suite Register 3 Advocate Fee Register 4 Case Status, Alerts (for summons etc) 5 Communication with other Departments 6 Reports 7 High Court & Lower Court petition management 8 Land Cases Management

Sl. No Functional Requirements Specification 1 Provision to receive/send files from/to Departments as requests or orders 2 Provision to scan and attach files 3 Provision to add comments/recommendations/legal opinions etc to a file 4 Provision to approve/recommend or reject a request 5 Provision to give a unique id to each Suite files 6 Provision to record the status of each case , next summon date, details of court hearings and appearances 7 Provision to record the details of advocate for a case, his fees , payment details etc 8 Alert mechanism for parameters like next summon date, advocate fees etc 9 Provision to record the expenses incurred for a case 10 Provision to generate dynamic reports 20.14 Vigilance Sl. No Activities 1 Schedule and Conduct inspection 2 Petition Management 3 Recording irregularities 4 Recommending disciplinary actions 5 Monitoring the activities of security staffs 6 Vigilance Report 7 Alerts

Page 179 / 277 Sl. No Functional Requirements Specification 1 Provision to receive a petition 2 Provision to uniquely identify each petition 3 Provision to set various status to a petition like Open, Pending, Cancelled, Settled etc 4 Provision to know the user details on whom the petition is residing. 5 Provision to schedule inspection 6 Provision to capture irregularities 7 Provision to uniquely identify each irregularity 8 Provision to give different levels of severity and relevance to an irregularity 9 Provision to assign a person to rectify or to regularize an irregularity 10 Provision to give a time period to regularize the irregularity 11 Provision to set various status to an irregularity like Open, Pending, Cancelled, Settled etc 12 Provision to generate a report to show the irregularities noted between a period(Vigilance report) 13 Provision to alert higher authorities by the severity and relevance of an irregularity, if the irregularity is not regularized within the given time 14 Provision to configure various alerts(SMS/email) 15 Provision to generate dynamic reports based on various parameters involved in this module 20.15 Sabarimala Sabarimala is located in the Western Ghat mountain ranges of Pathanamthitta District, Perunad grama panchayat in Kerala. It is the largest annual pilgrimage in the world with an estimated 45–50 million devotees visiting every year. Sabarimala is believed to be the place where the Hindu God Ayyappan meditated after killing the powerful demoness, Mahishi. Ayyappan temple is situated here amidst 18 hills. The temple is situated on a hilltop at an altitude of 468 m (1535 ft) above mean sea level, and is surrounded by mountains and dense forests. Sabarimala is under Travancore Devaswom Board (TDB) and is the main source of revenue to TDB.

The function areas identified in Sabarimala are listed below. Sl. No Functional Areas 1 Counter Billing 2 Hand Held Devices 3 Accommodation 4 Online Booking of Vazhipadu 5 Dolly & Tractor Management 6 Parking 7 Hospital Management

Page 180 / 277 8 Queue Management 9 Duty Deployment 10 Appam, Aravana Production & sales Management 11 Annadhanam 12 Store Management 13 Auction 14 Video Surveillance 15 Kanikka Counting 16 Auditing 17 Mess Management

20.15.1 Counter Billing Billing Counters are maintained to charge the devotees for the Vazhipadu they are requesting. Each vazhipadu will have its cost saved in its master table (The table where all the details of vazhipadu are recorded). So the person sitting in the counter accepts payment from the devotee based on the vazhipadu request from him and issues receipt. The devotee can receive the vazhipadu from the counter itself (ex: Appam, Aravana etc) or he can submit the receipt to shanti for conducting the vazhipadu.

Sl. No Activities 1 Counter receives a Vazhipadu request(can be for more than one) from a devotee 2 Collection of basic details for vazhipadu from the devotee, like his name, star sign etc 3 Receipt of payment and issue of receipt to devotee 4 Deliver the vazhipadu over the counter itself for vazhipadu like appam, aravana etc 5 Updating stock for vazhipadu like appam, aravana 6 Updating respective cash account 7 Remitting the cash collected to bank account(periodically/ when balance goes above some limit/urgent requirement etc)

Sl. No Functional Requirements Specification 1 Provision to identify each vazhipadu by a unique id 2 Master data management of vazhipadu i.e. a data table to maintain its cost, timings , description etc 3 Provision to maintain a daily scroll of vazhipadu conducted (maintaining a view) 4 Provision to identify each receipt by a unique id

Page 181 / 277 5 Provision to generate receipts for each vazhipadu requested with name of vazhipadu, receipt no(receipt unique id); name of devotee, star sign of devotee, cash paid, date and time of request, login id of counter operator, phone no: of the person to be contacted in case of any issues, TDB office no: and website 6 Provision to allocate a cash account/Teller account to each counter operator 7 System should automatically update the cash account of a counter operator after each successful vazhipadu request 8 Provision to generate a daily scroll for cash tallying purpose 9 Provision to transfer cash balance of all vazhipadu counter to a revenue account 10 Provision to set ceiling to cash counter balance and revenue account balance. 11 Provision to save the details of person who carries cash to bank with his authorized consent i.e. the person carrying cash should also approve his cash carrying duty. 12 Provision to scan and save the bank challan after remittance. 13 Managing a mirror account as in bank to record remittances and withdrawals from temple counter revenue account and to reconcile with bank account balance periodically

20.15.2 Hand Held Devices: The system proposes the use of hand held devices for vazhipadu counter mechanism in sabarimala. Each hand held device will have a SIM to communicate to its application software via GPRS. During season time due to heavy rush it becomes very difficult for pilgrims as well as sabarimala officials to conduct and service vazhipadu properly. A person has to get the receipt of a vazhipadu before standing in the queue to reach 'Nada' and conduct the vazhipadu. So if a pilgrim who does not know about this may stand in the queue before getting the receipt from vazhipadu counter. So when he reaches 'Nada' , learning the fact that he has to get the receipt first, he will have to go to vazhipadu counter and then again stand in the queue. In order to eliminate these kinds of issues, use of hand held devices to request vazhipadu will be an efficient idea. So a TDB official can receive requests from a pilgrim standing in the queue and can issue receipt at that moment itself after receiving the payment. The receipt details will be synchronised to the billing application periodically via GPRS. The receipts generated by this device will have a separate identification mechanism from typical Counter receipts and from other hand held billing device.

Sl. No Activities 1 TDB official with the device receives a vazhipadu request d 2 Collection of basic details for vazhipadu from the devotee, like his name, star sign etc 3 Receipt of payment and issue of receipt to devotee 4 Bill details synchronization

Page 182 / 277 5 Respective cash account updation Sl. No Functional Requirements Specification 1 A separate application module for device billing mechanism 2 Provision to give an id to each device 3 Provision to write/ update details of vazhipadu into device 4 synchronize receipt details to its application  Periodically  On demand  During switch on  As last automatic activity before the battery of the device goes down 5 Provision to generate receipts for each vazhipadu requested with name of vazhipadu, receipt no(receipt unique id); name of devotee, star sign of devotee, cash paid, date and time of request, login id of counter operator, device id, phone no: of the person to be contacted in case of any issues, TDB office no: and website. etc. 6 Provision to check the current cash balance of the device for instant cash tallying 7 Provision to generate a print of daily scroll for cash tallying purpose 8 A separate vazhipadu account for cash collected through hand held devices 9 Provision to transfer cash balance of a device to a revenue account 10 Provision to generate reports like daily cash balance, revenue from a particular vazhipadu, to generate various

20.15.3 Donations and sponsorships Sl. No Activities 1 Receive and record Donations/Sponsorships 2 Accounting 3 Alerts 4 Reports

Sl. No Functional Requirements Specification 1 Provision to capture the details of donations 2 Provision to capture donor/sponsor details 3 Provision to capture the mode of payment like Cheque, DD, money order 4 Provision to capture Cheque no, cheque date, bank details, DD no, DD date etc

Page 183 / 277 5 Provision to alert higher authorities (SMS/email) if the validity of the cheque or DDis going to end 6 Provision to configure various alerts 7 Provision to generate dynamic reports based on various parameters involved in this module

20.15.4 Accommodation

Sabarimala has many guest houses to accommodate the pilgrims. Some of the guest houses (called Donor House) are built by collecting funds private parties and leaving some privileges to these parties.

SL. No Activities 1 Guest House booking and allocation of rooms to pilgrims 2 Management of occupant register 3 Management and accounting of Income & expenditure 4 Collection of rent 5 Maintenance 6 Management of occupant register 7 Management and accounting of Income & expenditure 8 Maintenance

Sl. No Functional Requirements Specification 1 Provision to add any number of guest houses with parameters like no: of rooms, location etc. 2 Provision to add room rent for each guest house for all guest categories 3 Provision for online booking of guest house 4 Provision to allocate pilgrims to a guest house and to a room 5 Provision to capture details of a pilgrim/guest 6 Provision to collect and record caution deposit from occupants(optional) 7 Provision to set rules regarding Guest House admissions(Donor houses)

8 Provision to calculate & collect rent 9 Provision to collect compensation in case of any damage made by a guest 10 Provision to set the maximum capacity of pilgrims in a room 11 Provision to save the details of furniture and other accessories in a room

12 Provision to inform the need for maintenance

Page 184 / 277 13 Provision to accept online payments 14 Provision to report maintenance activity of guesthouse 15 Provision to generate reports like no: of bookings in a day/week/month etc, daily scroll of cash remittance, no: of complaints received in a day/ month etc 16 Provision to generate various reports based on the parameters involved in this module

20.15.5 Online Booking of Vazhipadu: SL. No Activities

1 Devotee can book vazhipadu requests for a future date through Sabarimala Website 2 Devotee makes payment through e Payment 3 The date and time of Vazhipadu along with Vazhipadu registration no: or booking no: is given to devotee through email or SMS 4 The devotee can come on the booked date with his booking no: and conduct his vazhipadu 5 An official can check the booking no: in the system for verification 6 Alerts

Sl. No Functional Requirements Specification 1 Provision to maintain a master data of all vazhipadu in a temple 2 Provision to record holidays for a particular vazhipadu in the master table( based on Malayalam calendar ) 3 Provision to identify an online vazhipadu booking by a unique id 4 Provision to record the details of booking person like email, phone no: , address, phone no: etc 5 Provision for a devotee to select a date while booking online 6 Provision to display the list of vazhipadu available on the selected date 7 Provision to select a vazhipadu and make online payment 8 Provision to generate receipt for booking and send it to devotee via email or SMS 9 Provision to configure various alerts , say alert if the vazhipadu is postponed , time change etc.

20.15.6 Dolly and Tractor management: 20.15.6.1 Dolly Management Since Sabarimala is located at high altitude, some pilgrims who are not able to climb the altitude

Page 185 / 277 use a carriage system called Dolly to reach Sabarimala. Dolly is basically carriage system with a chair where the pilgrim sits and 4 persons lift the dolly to Sabarimala. Many parties run this Dolly service after getting approval from Sabarimala.

SL. No Activities 1 Registration of Dolly Service with TDB 2 Online Dolly Booking 3 E payment facility 4 Receipt Generation 5 Alerts

Sl. No Functional Requirements Specification 1 Provision to maintain/enter master data of all Dolly services in Sabarimala which records details like its name , details of its members, its Bank details etc(Only after the Dolly service gets the authorization from TDB)//Registration Process. During registration, either data can be entered by Dolly agents by themselves or a TDB official can receive a written request from Dolly agents and he can enter the details in the system. 2 Verification of details entered 3 Provision to identify each Dolly service by a unique id. 4 Provision to add new Dolly services to Dolly Mater data 5 Provision to record holidays for Dolly services 6 Provision to identify an online Dolly booking by a unique id 7 Provision to record the details of booking person like email, phone no: , address, phone no: etc 8 Provision for a devotee to select a date while booking online 9 Provision to display the list of Dolly services available on the selected date 10 Provision to select a Dolly service and make online payment 11 Devotee gets the receipt and booking no: along with the location and estimated time to board 12 Provision to generate receipt for booking and send it to devotee via email or SMS 13 Provision to configure various alerts , say alert if the vazhipadu is postponed , time change etc.

20.15.6.2 Tractor Management Since Sabarimala is located at high altitude, tractors are used to carry goods and other items from

Page 186 / 277 Pamba to sabarimala and back. So this brings out the necessity of a logistics Management. TDB has its own tractors as well as tractors hired from private parties who are approved by TDB. This facility with private parties runs on contract.

Sl. No Activities 1 Registration of a Tractor Agent with TDB on contract 2 Assign an available tractor for a freight purpose 3 Examine the items loaded to the tractor before loading and record the details of items in a register in accordance with the tractor driver. 4 A copy of this record is given to tractor driver 5 This copy is verified with the loaded items at the place of unloading by a TDB official 6 Any discrepancies are reported to higher authorities

Sl. No Functional Requirements Specification 1 Provision to maintain/enter master data of Tractor service in Sabarimala which records details like no: of tractors, its name ,its drivers name, Bank details of agent etc(Only after the Tractor service gets the authorization from TDB)//Registration Process. During registration, either data can be entered by Tractor agent by himself or a TDB official can receive a written request from tractor agent and he can enter the details in the system. 2 Verification of details entered 3 Provision to add more than one tractor agent 4 Provision to identify a tractor by a unique id 5 Provision to allot a tractor to a job and change its status(say "not available"/"assigned to job no XX" etc) 6 Provision to record the load items details before loading 7 Provision for the driver to accept the details recorded as load item details 8 Provision to forward this data to the official at load receiving end (Unloading end) 9 At the unloading end ,provision to approve/deny/report to higher authorities/add comments to the load items details record after verification of load with the load items details record 10 Provision to count the no: of assignments given to a tractor and utilize all tractors based on this count value 11 Provision to generate dynamic reports based on all the parameters involved in this module

Page 187 / 277 20.15.7 Parking Sl. No Activities 1 Parking Space management 2 Master data Management of vehicles (different parking rates for different vehicles) 3 Duty Allocation to Identified Areas 4 Parking Ticket Issuance 5 Alerts 6 Reports & Analytics

Sl. No Functional Requirements Specification 1 Provision to Parking space into blocks 2 Provision to identify each block uniquely 3 Provision to assign duty staffs to blocks (Duty Deployment Module) 4 Provision to generate a parking ticket for each vehicle 5 Provision to identify each ticket uniquely 6 Provision to manage data of various type of vehicles and their respective parking charges per hour 7 Provision to set a minimum parking duration and to set multiples of this duration as parking duration 8 Provision to include in ticket, details like ticket no, date, entry time, vehicle no:(optional),allowed or requested parking duration, block no, vehicle type, parking charge, user id of counter operator, contact information of the TDB official to be contacted in case of any issues 9 Provision to allocate Ticket Counters at the entry of various blocks 10 Provision to allocate cash teller accounts to the counter operator 11 Provision to configure various alerts 12 Provision to generate dynamic reports based on various parameters involved in this module

20.15.8 Hospital management 20.15.8.1 Hospital Management System (HMS) for TDB

HMS is an integrated health management system, which addresses the critical requirements of hospitals. It is an integrated clinical information system to improve hospital administration and patient health care. It also provides an accurate, Electronic Medical Record (EMR) of the patient. A data warehouse of such records can be utilized for statistical and research requirements. The software could help in the following fields:

1) Hospital Administration

Page 188 / 277 2)Out Patient Management 3)In Patient Management 4) Ward Management

1. Administration: The administrator can create User accounts for the staff, define the departments of the hospital, add Discount, add Tax and define the schedule for the doctors and other staff members which can be viewed all through the application.This module will covering the flowing Activities.  User creation  Password Resetting  Role Creation  Role Allocation  Access Privilege Creation  Access Privilege Settings

2. OP Management Module shall be capable of handling Patient Registration and Report Generation. All patients have to report at the OP registration Counter, and then proceed to the concerned OP Clinic after being allotted a Token Number. Token Display shall be provided at the OP Clinics. This module shall also have facilities for entering and maintaining the details of Clinic Schedule like Units and Doctors, OP categories, States, Districts etc. This module will covering the flowing Activities.

 New OP Registration  Review OP Registration  Queue Management  Search Patient  Accident Register  Infectious Disease  Patient Details Edit Log  Token Reprint  Reports

3. IP Management Module shall be capable of handling In Patient Admission, Re- admission, Pass issue and Report Generation. This module will covering the flowing Activities.

 IP Admission  IP Cancellation  IP Re-Admission  IP Change Ward  Edit IP or OP Number  Reports

4. Ward Management Module is capable of handling Patient Ward Admission, Patient Bed Allotment, Patient Ward\Department\Unit Transfer, Patient Treatment Recording, Investigation Entry and Investigation Results, Diet Register, Death Register, Discharge Summary, Census Report , Case sheet Entry and Report Generation. . This module will covering the flowing Activities.  Categorize ward/ rooms  Assign Patient to Ward(room)/beds or Ward Admission

Page 189 / 277  Checking room/bead availability  Bed Allotment  Patient Bed/Room Transfer Details  Patient Department Transfer Details  Keeping of patient discharge summary or Patient History  Reports

20.15.9 Volunteer Service (Sanaddha Pravarthanam) Sl. No Functional Requirements Specification 1 Provision to register all Volunteer Services 2 Provision to capture the details of all members in the Volunteer Services 3 Provision to identify the leader for the Service 4 Provision to uniquely identify each Volunteer Service 5 Provision to allocate a job to each member/service 6 Duty Deployment(ref: Duty Deployment Module in this Volume) 7 Provision to give alerts (SMS/email) to each Volunteer Service 8 Provision to generate dynamic reports based on various parameters involved in this module

20.15.10 Queue Management 20.15.11 Duty Deployment: The system proposes a GIS based interface for deploying staffs at various duty points. Major posting points will be plotted on the GIS map. Selected employees for selected category of job will be assigned to these duty points. Presence of surveillance cameras at these points (optional) will enable an efficient monitoring of workforce.

Sl. No Functional Requirements Specification 1 Provision to plot major points of interest/deployment in the GIS map 2 Provision for live streaming and monitoring through cameras deployed at these points 3 Availability of employee master data for duty assignment 4 Provision to select and assign an employee to a point of duty 5 Provision to alert the employee about his duty 6 Provision to access the camera at a particular duty point 7 Provision to allocate his duty hours, type of duty, major objectives etc 8 Provision to set special payments to duty staffs 9 Provision to send the order of posting to staffs 10 Provision for the staff to accept his posting

Page 190 / 277 11 Provision to generate various alerts from duty points and to duty points from administration(email/SMS alerts) 12 Provision to generate dynamic reports based on all parameters included in this module

20.15.12 Appam, Aravana production and Sales Management: Sabarimala maintains production plant for Aravana. Raw materials are feed to this unit as per the quantity and ratio specifications for Appam and Aravana. Specific quantity of raw materials can produce a specific number of aravana cans. For Appam, production is done manually but the specific quantity of raw materials required for making a specific number of appam is determined and the production is monitored accordingly.

Sl. No Activities 1 Required raw material quantity for production is intended to store for supply 2 Received quantity of raw materials are recorded in a stock register item wise 3 Workers put raw materials mix into machine in front of an official and reducing the quantity taken for production from stock register 4 The estimated quantity of aravana/appam is recorded in the register and the quantity actually produced is also saved in the register. 5 The quantities of damaged products are also recorded. 6 The finished goods are transferred to store

Sl. No Functional Requirements Specification 1 Provision to request /intend raw materials from store 2 Request should contain parameters like item name, required item quantity, requesting/forwarding/denying person's id, reason for request, date and time of request etc 3 Provision to approve/recommend/deny the request by the person in charge of production. Provision to add comments to this request 4 Provision to record the quantity of raw materials received against a store request/intend (Internal Production store) 5 Provision to record the date and time receipt of raw materials (The batches of received raw materials are to be arranged or named to understand the date and time of receipt to facilitate 'First Come First Serve' method of raw material utilization) 6 Provision to record the quantity of raw materials consumed for each production line and to update the stock. 7 Provision to enter estimated number of finished goods during each production line(in different units like packets, dozen, numbers etc)

Page 191 / 277 8 Provision to record the actual produced finished goods 9 Provision to record the quantity of damaged items 10 Provision to identify each finished item unit by a unique id say a unique id for a packet of appam and a unique id for a can of aravana or a batch of aravana. 11 Provision to transfer the finished goods to store

20.15.13 Annadhanam: Sabarimala provides food to pilgrims during season time. Sometimes Pilgrims themselves sponsor this activity as a vazhipadu. A huge amount is donated by pilgrims for Annadhanam.

Sl. No Functional Requirements Specification 1 Provision to account the donation received for annadhanam into an account head for this purpose 2 Provision to record revenue and expenditure to/from this account 3 Provision to intend store , items for annadhanam 4 Provision to place Purchase request for items for annadhanam 5 Provision to forward/deny/approve an intend/ Purchase order 6 Provision to add comments to an intend/purchase request 7 Provision to know the balance in Annadhanam account head 8 Provision to capture the details of items purchased and intended (details like item, quantity, unit cost etc) 9 Provision to capture the details of items used for one batch of food preparation 10 Provision to give an estimated quantity(in plates/persons) of food for one batch input of raw items (Estimation purpose) 11 Provision to capture the actual no of plates consumed in one batch(Estimation purpose/Approximate) 12 Provision to issue serial tokens to each pilgrim coming for annadhanam which facilitates counting purpose approximately 13 Provision to generate dynamic reports based on all parameters involved in this module

20.15.14 Store management Store in sabarimala stores items that are given to temple as offerings like grains, jaggary, ghee etc. Store also receives items that are purchased by various departments, examines it with the purchase order and intimates the intender. Appam and Aravana Production units transfer the finished goods to the store by entering the transfer in movement register.

Sl. No Activities

Page 192 / 277 1 Receipt of intends from temples/ Production units etc 2 Supply of material requested if the material is available 3 Receipt of items in the store 4 Examination of items with Purchase Order or Movement Register 5 Rejection of items if the item is defective, not of the specification mentioned in PO or movement register, defective packing, old stock, damaged stock etc. 6 Accounting the accepted stock in Stock register 7 Communicating to the vendor about the rejected items if any 8 Intimating the indenter about the item arrival, certifying the receipt of items for payment clearance after getting confirmation from the indenter. Sl. No Functional Requirements Specification 1 System should have the provision to capture the details of defected items and provision to maintain the purchase return details 2 System should maintain the stock registers 3 System should have provision to make adjustments to inventory after physical audit 4 Ability to classify the materials on the basis of electrical, electronic etc. 5 System should have the provision to maintain invoices that have been received from suppliers 6 Ability to maintain system generated invoice no, date, supplier Invoice no, invoiced by, Item Code, Item description, Unit cost, Total cost, quantity received, quantity rejected, quantity invoiced, Taxes, Location, Address and Remarks 7 System should have the provision to associate Invoice to a goods receipt 8 System should have the option to Post invoice data to the financial system 9 System should have the provision to associate an invoice number to purchase order number 10 Provision to attach an item to a project 11 Provision to enter utilization of various assets 12 Provision to calculate depreciation of an asset and save current market value 13 System should have the provision to capture the freight charges and clearance charges 14 Ability to maintain a perpetual Stock Ledger 15 Ability to prepare a stock reconciliation statement on a daily basis 16 Ability to generate a stock report as on any date, based on the pre- determined categories 17 Ability to generate a report on the adjustments to inventory arising from

Page 193 / 277 Physical verification 18 Ability to provide stock aging report 19 Ability to show up reports based on stock value 20 Ability to generate reports on adjustment type of transactions

20.15.15 Maramath If any of the contractors wants to bid for any of the Sabarimala tender, contractor must register with the TDB. Tender forms are issued to only those registered contractors and firms of approved by the TDB.

SI. No. Activities

1 Contractors submit predefined application forms / written request

2 TDB verifies eligibility and approves / rejects the contractor

Sl. No Functional Requirements Specification

1 Should have provision to submit contractor registration forms electronically / offline mechanism

2 Should have provision to enter details from contractor registration forms received offline

3 Should have provision to assist in the verification of contractor eligibility

4 Should have provision to maintain list of registered contractors in TDB

5 Should have provision to renew / expire contractor registration

6 Should have provision to search and view approved list of contractors

7 Should have provision to view and track various work done by TDB contractors 20.15.15.1 Estimation Proposals for various works including both civil and electrical are identified from temples, auditoriums and other offices under TDB. The estimates are prepared by Assistant Engineers (AEs) based on the standard Schedule of Rates (SoR) published by Public Works Department (PWD), Govt. of Kerala. These estimates are prepared as per the standard data which includes specific standards and rates for arriving at the cost for different structures. The materials / items for which standard SoR are not available, market rates are used for preparing estimates. Plan drawings are prepared manually. The approving authority for estimates is Executive Engineers of respective Divisional (District) offices. Payment approval authority up to a certain limit fixed by Board office is respective Executive Engineer. Presently, this limit is Rs.50,000/- for Executive Engineers, for estimates above

Page 194 / 277 Rs.50,000/- and up to Rs.1,00,000/- needs approval from concerned Chief Engineer and estimates above Rs.1,00,000/- is to be approved by Board Office.

SI. No. Activities

1 Receive work proposals from various offices under TDB

2 Prepare estimates based on SoR

3 Prepare abstract estimate form, data form and plan drawings

4 Submit for approval

SI. No Functional Requirement Specification

1 Should allow user to login the system with a user name and password

2 Should allow to register the category of the funding agency like • Self(TDB) • Government • State Funds • Private fund • International

3 Should allow registering the funding agency details. The different sources of funds are maintained here. This will include • Agency ID (auto number) • Agency Name • Address • Contact number

4 Should have Provision to allocate the project to a department

5 Should have Provision to allocate the in charge officer of the project

6 Should have Provision to enter the Estimated Start Date and Estimated End Date of the project

7 Should have Provision to create a hierarchy of activities in the project with details like Start Date, End Date, Status, Allocated resource, etc.

8 Should have Provision to capture the agreement/MOU/Undertaking details

9 Should allow to register the project. The system should capture the following details • Project details • Fund Allocation • Project Schedule • Project Amendment

Page 195 / 277 10 Should have Provision to attach any documents related to the project

11 Should allow capturing the principal investigator details. List of principal investigator for projects are maintained here • Principal investigator ID (auto number) • Principal investigator Name • Principal investigator Address • Principal investigator email

12 Should have provision to update the business partner types like Employee, Contractor, etc. with reference to the TOR and the agreement/MOU/ Undertaking

13 Should allow entering total manpower number, manpower categories, manpower number in each category. The different categories of employees who work on a given project and their standard rate are given here. This is used to calculate the manpower cost of the project. • Manpower • Manpower Category • Manpower rate

14 Should provide a provision to update the role of the team member

15 Should have provision to update the allocation percentage of the team member in the project

16 Should allow entering the project head. The list of project heads (capital, material, travel, overhead, etc.) for projects are stored with the following details. • Project head code • Project head description

17 Should allow to capture the project status. The details of whether a project is ongoing or is completed are stored here. If a project is closed the closing date is also stored. The information stored are • Project code • Project status • Closed date

18 Should provide the project information. The information about the project based on which the monitoring is to be performed is maintained here. This includes • Project code • Project type • Project title • Project area • Principal investigator details • Foreign travel details • Project commencement date

Page 196 / 277 • Project member details

19 Should allow to enter amount heads. When a project is registered with the fund allocated for different heads are stored here. The details include • Project code • Project head • The amount allocated

20 Should have provision to create the different roles in the project

21 Should allow to enter fund utilization details. The amount utilized by a project in different heads is stored here. The details include • Project code • Project head code • Amount utilized

22 Should allow to enter transaction details. Details about expenses incurred against each project head is maintained here • Transaction code (auto number) • Project code • Purchase order number • Purchase order date • Project head of transaction • Amount • Remarks

23 Should allow to schedule project dates. The project schedule dates such as technical closure, financial closure (original or amended ) are maintained here • Project code • Date of Technical closure • Date of financial closure

24 Should allow to enter project funding schedules. Funding/payment schedule of the project is maintained here • Project code • Event of completion • Scheduled date • Amount to be received

25 Should allow to enter project fund receipts. Details about fund received for the project is stored here • Project code • The fund received • Received date • Scheduled date

Page 197 / 277 26 Should allow to generate the utilization certificate. Utilization certificate is issued for the funds received for each project. The details of whether issued or not and other information about the certificate are also stored which is used to remind the personnel to issue a certificate. The details include • Project code • Utilization certificate issue date • Amount

27 Should allow to enter receipt of funds. The funds of each project are received at different stages. The details of the amount received for each project is stored here. The details include • Project code • Date • Number • Amount

28 Should have the provision to amend the project. The system should capture the following details. • Budget Reallocation • Rescheduling

29 Provision to view fund details of various projects

30 Should have provision to capture and monitor any time extension, deviation in the schedule of work etc.

31 Should have provision to capture and issue work completion certificate

32 Should have provision to issue testing certificates and maintain the details of the testing done at various buildings/sites

33 Should have provision to generate the report for the list of resources allocated to the project

34 Should have provision to generate the project chart as per the plan set in the project template

35 Should have provision to generate the report for the financial estimate of the project (Budget Estimate vs. Actual)

36 Should have provision to generate all the receipt and expense related to the project

37 Should have the provision for fund clearance certificate in equipment, travel and capital heads

38 Should have the provision to view/print individual project details

39 Should have the provision to take reports based on various parameters

Page 198 / 277 40 Should have the provision for sending mails/alerts while underutilization or overutilization of funds

41 Should have the facility to generate fund closure certificate

42 Provision to update the status of the project like Initiated, In-progress, Completed, Cancelled

43 Provision to submit proposal to government and other agencies for projects

20.15.15.2 Fund Management Various fund accounts are maintained by Maramath department of TDB. For different purposes, funds deposited or withdrawn from these accounts.

SI. No. Activities

1 Maintain accounts for various fund transactions

2 Deposit / Withdraw money from respective accounts for various purposes

3 Keeps log of entire transactions

SI. No Functional Requirement Specification

1 Should have provision to allocate fund to various offices

2 Should have provision to monitor fund allotted according to privileges of various offices

3 Provision to maintain log of account transactions

4 Should have provision prepare expenditure statements – activity wise / account wise etc.

5 Should have provision to search and view activity wise / account wise / transaction wise income / expenditure details according to privileges assigned to various offices / officers 20.15.15.3 Project Management This module handles all the information related to Project fund Monitoring and Control. The information given at the time of registration of a project is saved and the fund and date of closure are monitored. Alerts are displayed when a project runs on low funds or when it exceeds the allocated Budget. The main activities of project management module are

SI. No. Activities

Page 199 / 277 1 Submission of proposal

2 Project Registration

3 Fund Management

4 Budget monitoring

5 Report generation

Sl. No Functional Requirements Specification

1 Should allow user to login the system with a user name and password

2 Should allow to register the category of the funding agency like • Self(TDB) • Government • State Funds • Private fund • International

3 Should allow registering the funding agency details. The different sources of funds are maintained here. This will include • Agency ID (auto number) • Agency Name • Address • Contact number

4 Should have Provision to allocate the project to a department

5 Should have Provision to allocate the in charge officer of the project

6 Should have Provision to enter the Estimated Start Date and Estimated End Date of the project

7 Should have Provision to create a hierarchy of activities in the project with details like Start Date, End Date, Status, Allocated resource, etc.

8 Should have Provision to capture the agreement/MOU/Undertaking details

9 Should allow to register the project. The system should capture the following details • Project details • Fund Allocation • Project Schedule • Project Amendment

10 Should have Provision to attach any documents related to the project

Page 200 / 277 11 Should allow capturing the principal investigator details. List of principal investigator for projects are maintained here • Principal investigator ID (auto number) • Principal investigator Name • Principal investigator Address • Principal investigator email

12 Should have provision to update the business partner types like Employee, Contractor, etc. with reference to the TOR and the agreement/MOU/ Undertaking

13 Should allow entering total manpower number, manpower categories, manpower number in each category. The different categories of employees who work on a given project and their standard rate are given here. This is used to calculate the manpower cost of the project. • Manpower • Manpower Category • Manpower rate

14 Should provide a provision to update the role of the team member

15 Should have provision to update the allocation percentage of the team member in the project

16 Should allow entering the project head. The list of project heads (capital, material, travel, overhead, etc.) for projects are stored with the following details. • Project head code • Project head description

17 Should allow to capture the project status. The details of whether a project is ongoing or is completed are stored here. If a project is closed the closing date is also stored. The information stored are • Project code • Project status • Closed date 18 Should provide the project information. The information about the project based on which the monitoring is to be performed is maintained here. This includes • Project code • Project type • Project title • Project area • Principal investigator details • Foreign travel details • Project commencement date • Project member details

Page 201 / 277 19 Should allow to enter amount heads. When a project is registered with the fund allocated for different heads are stored here. The details include • Project code • Project head • The amount allocated

20 Should have provision to create the different roles in the project

21 Should allow to enter fund utilization details. The amount utilized by a project in different heads is stored here. The details include • Project code • Project head code • Amount utilized

22 Should allow to enter transaction details. Details about expenses incurred against each project head is maintained here • Transaction code (auto number) • Project code • Purchase order number • Purchase order date • Project head of transaction • Amount • Remarks

23 Should allow to schedule project dates. The project schedule dates such as technical closure, financial closure (original or amended ) are maintained here • Project code • Date of Technical closure • Date of financial closure

24 Should allow to enter project funding schedules. Funding/payment schedule of the project is maintained here • Project code • Event of completion • Scheduled date • Amount to be received

25 Should allow to enter project fund receipts. Details about fund received for the project is stored here • Project code • The fund received • Received date • Scheduled date

26 Should allow to generate the utilization certificate. Utilization certificate is issued for the funds received for each project. The details of whether issued or not and other information about the certificate are also stored

Page 202 / 277 which is used to remind the personnel to issue a certificate. The details include • Project code • Utilization certificate issue date • Amount

27 Should allow to enter receipt of funds. The funds of each project are received at different stages. The details of the amount received for each project is stored here. The details include • Project code • Date • Number • Amount

28 Should have the provision to amend the project. The system should capture the following details. • Budget Reallocation • Rescheduling

29 Provision to view fund details of various projects

30 Should have provision to capture and monitor any time extension, deviation in the schedule of work etc.

31 Should have provision to capture and issue work completion certificate

32 Should have provision to issue testing certificates and maintain the details of the testing done at various buildings/sites

33 Provision to request an item from Store/Request with item name, quantity, reason, any comments, no: of days of usage, date and time of request etc

34 Should have provision to generate the report for the list of resources allocated to the project

35 Should have provision to generate the project chart as per the plan set in the project template

36 Should have provision to generate the report for the financial estimate of the project (Budget Estimate vs. Actual)

37 Should have provision to generate all the receipt and expense related to the project

38 Should have the provision for fund clearance certificate in equipment, travel and capital heads

39 Should have the provision to view/print individual project details

Page 203 / 277 40 Should have the provision to take reports based on various parameters

41 Should have the provision for sending mails/alerts while underutilization or overutilization of funds

42 Should have the facility to generate fund closure certificate

43 Provision to update the status of the project like Initiated, In-progress, Completed, Cancelled

44 Provision to submit proposal to government and other agencies for projects

20.15.15.4 e-Tendering / Quotations /Comparative Statements There should have the provision to e-Tendering. The facility should allow processing of tenders on line. The system should enable the vendors to download the tender schedule free of cost and submit the bids on line through this portal.

SI. No. Activities 1 Tender invitation 2 Receiving tenders 3 Fixing a tender 4 Execution of security agreement with the tenderer and receiving security deposits 5 Processing of tenders to obtain best tender

Sl. No Functional Requirements Specification 1 Capability of a user to request a material for purchase/ indent 2 System should capture the details of the indent that is identified by a unique number 3 Ability to add more than one material to an indent 4 System should have the provision for the indent to undergo various status changes like created, submitted, approved, closed, rejected and cancelled 5 Ability to check the availability of requested items in store. 6 System should have the provision to notify the appropriate persons for the indents waiting for approval 7 Ability to modify the Sanction or approval amount limit for a particular User 8 Provision to capture the remarks by different approvers

Page 204 / 277 9 Ability to push the tender to any committee for approval 10 Provision to check availability of sufficient funds from the budget for an indent 11 Provision to set up Types of Tender and the days required to respond to that type of Tender 12 Provision to capture tender details like Title, Place of execution, Mandatory documents, Earnest money deposit, etc. 13 Provision to associate a tender to more than one indent 14 Ability to capture response from more than one supplier 15 Should capture the Response number, date, supplier details, contact person for a quotation 16 Ability to capture advance requested for supply of materials 17 System should have the provision to capture Indian currency, foreign currency amount and exchange rate 18 Ability to capture Guarantee/ Warranty and Validity details 19 Ability to capture the Quotation Number and Quotation Date details 20 Provision for vendor management 21 Provision for Purchase Order Integration 22 Provision to view Purchase Order Status 23 Provision for e-Payment 24 Provision for e-Invoicing 25 Provision for contract management

20.15.15.5 Work Order After finalizing tenders, work order will be issued to contractors. Selection notice and contract agreements will be executed.

SI. No. Activities

1 Prepare selection notice, agreements, and handover site

Sl. No Functional Requirements Specification 1 Should have provision to prepare selection notices 2 Should have provision to prepare contract agreements 3 Should have provision to prepare draft schedule agreements 4 Should have provision to maintain details of work order, contract agreements etc. 5 System should have provision to intimate concerned group offices 6 System should have provision to search and view work order details according to roles assigned to various offices / officers

Page 205 / 277 20.15.15.6 M-Book Payments for all works which are susceptible of measurement are done on the basis of measurement recorded in the Measurement book (M-Book). The M-Book is, therefore, an initial and very important book of accounts record which should be properly maintained and safely kept by the person to whom it is issued.

All M-Books should be serially numbered and an account of their issue and receipt back should be kept in the Register of M-Books. All pages of an M-Book should be machine numbered and a certificate of number of pages contained in the M-Book should be recorded by the user on its first page. Instructions given in the fly leaf of MB should be carefully followed and its index should be regularly filled in. Measurements in the M-Book should be recorded by a person not below the rank of Assistant Engineer. Each set of measurement (record entry) in case of a works contract may include the following entries:

Full name of the work (as given in the estimate/agreement)  Site of work  Name of the contractor  Agreement number and date  Estimate number and date  Date of record entry (measurement)  Reference to last measurement  Stipulated date of commencement of work  Stipulated date of completion of work  Actual date of completion of work (if completed)

SI. No. Activities

1 Keeps a register of M-Books with name of custodian, M-Book number with serial numbers, number of pages etc.

2 Assistant Engineers visits work sites and records measurements of work so far completed in M-Book

3 Submits M-Books for verification and approval by Executive Engineer

4 Submits M-Books for bill settlement and part / full payment

Sl. No Functional Requirements Specification

1 Should have provision to maintain M-Book electronically so that the same can be forwarded online for verification and payment approvals

2 Should have provision to identify each M-Book by a unique number

3 Should have provision to keep a log of M-Books issued, custodian, serial numbers etc.

Page 206 / 277 4 Should have provision to forward M-Book to Executive Engineers for verification and approval

5 Should have provision to forward M-Book details to Executive Engineer / Chief Engineer / Board Office for full / part payment approvals

20.15.15.7 Recovery of Unserviceable materials A survey report of unserviceable materials is prepared by concerned Assistant Engineers. The value of these unserviceable materials is calculated and a fixed percentage (currently, 20%) of this is deducted as keeping charge. If this was done as part of work contract, the recovery bill is usually adjusted in the bill of contractor itself with the consent of contractor. A recovery certificate is also issued to the contractor stating recovery will be adjusted against contractor’s bill and hence it is contractor’s property.

If the contractor is not willing to adjust bill for recovery part, auction notices will be declared and until the auction process is completed, the security deposit from the contractor will not be released. The recovery bill is approved by Executive Engineer / Chief Engineer / Board Office based on limits setup by Board.

SI. No. Activities

1 Prepare survey report of unserviceable materials

2 Calculate unserviceable material value and keeping charges

3 Adjust the amount in the recovery part of final / part bill of contractor, if recovery is part of a work contract and contract willing to do so. Conduct auctions, otherwise

4 Submit recovery bill for approval to concerned Executive Engineer / concerned Chief Engineer / Board Office

Sl. No Functional Requirements Specification

1 Should have provision to maintain data from survey report of unserviceable materials

2 Should have provision to calculate value of unserviceable materials and also keeping charges

3 Should have provision to adjust the recovery bill against a work contract

4 Should have provision to conduct auctions, if point 3 above is not done

5 Should have provision to forward recovery bill to Executive Engineer /

Page 207 / 277 Chief Engineer / Board Office as per the amount limits set by Board

20.15.15.8 Part Bill preparation The contractor shall notify TDB upon completion of any part of the work in respect of which any part payment is claimed pursuant to the contract. The Assistant Engineer evaluates the work so far completed by the contractor and updates M-Book. The M-Book is referred for preparing part bills.

Bills are prepared in relevant formats on the basis of measurements recorded in M-Book and any deviations from draft schedule agreements will be recorded. A fixed percentage of contractor’s part bill (currently, 10%) is withheld as retention amount and should transfer to Security Deposit account. Recovery part, if any for the bill is also calculated. Survey Report of unserviceable materials during renovation or construction works is prepared. The value of these unserviceable materials is calculated and a fixed percentage (currently, 20%) of this is deducted as keeping charge. The value of unserviceable materials is usually adjusted in the bill of contractor as recovery part of the bill. The part bill is approved by Executive Engineer / Chief Engineer / Board Office based on limits setup by Board.

SI. No. Activities

1 Receive requests from contractors for part payments

2 By referring M-Books and Draft schedule agreements, prepare part bill

3 Include retention amount and recovery amount, if any in part bill calculation

4 Submit part bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office

Sl. No Functional Requirements Specification

1 Should have provision to receive part payment requests from concerned Assistant Engineers

2 Should have provision to refer and view current M-Book data for the work and Draft schedule agreements

3 Should have provision to assist in preparing part bill amount

4 Should have provision to calculate retention amount

5 Should have provision to calculate and include recovery amount, if any

6 Should have provision to forward part bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office based on limits set by Board

Page 208 / 277 20.15.15.9 Final Bill preparation The contractor shall notify TDB upon successful completion of contract work in respect of which full payment is claimed. The Officer in charge evaluates the work done by the contractor and updates M-Book. The M-Book is referred for preparing final bills.

Bills are prepared in relevant formats on the basis of measurements recorded in M-Book and any deviations from draft schedule agreements will be recorded. Recovery part, if any for the bill is also calculated. Survey Report of unserviceable materials during renovation or construction works is prepared. The value of these unserviceable materials is calculated and a fixed percentage (currently, 20%) of this is deducted as keeping charge. The value of unserviceable materials is usually adjusted in the bill of contractor as recovery part of the bill. The final bill is approved by Executive Engineer / Chief Engineer / Board Office based on limits setup by Board.

SI. No. Activities

1 By referring M-Books and Draft schedule agreements, prepare final bill

2 Include recovery amount, if any in final bill calculation

3 Submit final bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office Sl. No Functional Requirements Specification

1 Provision to view status of contract works

2 Should have provision to refer and view current M-Book data for the work and Draft schedule agreements

3 Should have provision to assist in preparing final bill amount

4 Should have provision to calculate and include recovery amount, if any

5 Should have provision to forward final bill for payment approval to concerned Executive Engineer / concerned Chief Engineer / Board Office based on limits set by Board

20.15.15.10 Defects, Liability Period There shall be a Defects Liability Period of fixed months (currently, 6 months) for all works executed by the contractor under the agreement. If any defects detected during this period, the Security Deposit of the contractor will not be released until the work is redone. If the contractor refuses to repair, Security Deposit will be forfeited to Devaswom Commissioner Account.

SI. No. Activities

1 Check whether any defects reported from work sites within 6 months of work completion by contractor

2 If defects detected, withheld security deposit of the contractor and intimate

Page 209 / 277 contractor about the defect

3 If no defects detected, recommend release of security deposit to the contractor

Sl. No Functional Requirements Specification

1 Should have provision to set defects, liability period

2 Should have provision to receive defect reports from work sites

3 Should have provision to prepare communications to concerned contractors

4 Should have provision to withheld security deposit of contractor

5 Should have provision to forfeit security deposit of contractor

6 Should have provision to release withheld security deposit of contract once work is redone.

20.15.15.11 Release of Security Deposits After a contract has been fulfilled, any payment made as security deposit should be released or refunded to the contract/firm. As per the current rule, the Security Deposits should be released after a period of six months of expiration of the contract.

SI. No. Activities

1 Release Security Deposits to contactors

2 Issue of No Liability Certificate (NLC) to contractors

Sl. No Functional Requirements Specification

1 Should have provision to verify whether any defects during liability period reported

2 Should have provision to release Security Deposits to contractors

3 Should have provision to issue NLC to contractors

4 Should have provision to view the status of works and contractors to concerned offices / officers

20.15.15.12 Auctioning of shopping complex/Estate property/Furniture

Page 210 / 277 SI. No. Activities

1 Prepares list of items to be auctioned

2 Assigns auction number and schedules auctions

3 Publishes auction notices in websites, newspapers etc.

4 Auction values sent for approval to respective Chief Engineer or to the Board office

Sl. No Functional Requirements Specification

1 Should have provision to prepare and maintain list of items to be auctioned

2 Should have provision to identify each auction by a unique number

3 Should have provision to schedule auction date, venue and to maintain various other parameters such as EMD etc.

4 Should have provision for maintaining various amounts received in auctioning process

5 Should have provision to prepare various bills

6 Should have provision forward auction details to Chief Engineer office / Board office for approval

7 Should have provision for maintaining asset hand over details

8 Should have provision to remit auction values to Devaswom Commissioner account electronically

9 Should have provision to search and view auctions and status according to privileges assigned to various offices

20.15.16 Auction

SI. No. Activities

1 Prepares list of items to be auctioned

2 Assigns auction number and schedules auctions

3 Publishes auction notices in websites, newspapers etc.

4 Auction values sent for approval to respective Officer in Charge or to the Board office

Sl. No Functional Requirements Specification

Page 211 / 277 1 Provision to prepare and maintain list of items to be auctioned

2 Provision to identify each auction by a unique number

3 Provision to schedule auction date, venue and to maintain various other parameters such as EMD etc.

4 Provision for maintaining various amounts received in auctioning process

5 Provision to prepare various bills

6 Provision to forward auction details to Officer in Charge / Board office for approval

7 Provision for maintaining asset hand over details

8 Provision to enter the amount received in an auction, its mode of Payment details like cash/cheque no:, cheque date/ Electronic Bank account transaction no: and the approval of details entered by officer in charge

9 Provision to search and view auctions and status according to privileges assigned to various offices

20.15.17 Video Surveillance Sl. No Activities 1 Access control for cameras 2 Streaming of video 3 Recording of video 4 Mobile interface

20.15.18 Kanikka Counting Sl. No Activities 1 Schedule Kanikka Counting 2 Conduct of Kanikka Counting 3 Updating of related registers 4 Surveillance 5 Reports

Sl. No Functional Requirements Specification 1 Provision to allot staffs for Counting 2 Provision to save details of Kanikka Counting like total amount,

Page 212 / 277 denominations, fake notes, soiled notes, valuables etc 3 Provision to enter details of Kanikka Counting in Mahassar 4 Provision to update register 5 Provision to record and stream Kanikka Counting video footage 6 Provision to configure various alerts , say alert if the vazhipadu is postponed , time change etc. 7 Provision to generate dynamic reports based on various parameters involved in this module

20.15.19 Vigilance Sl. No Activities 1 Schedule and Conduct inspection 2 Petition Management 3 Recording irregularities 4 Recommending disciplinary actions 5 Monitoring the activities of security staffs 6 Deploying security staffs 7 Vigilance Report 8 Alerts

Sl. No Functional Requirements Specification 1 Provision to receive a petition 2 Provision to uniquely identify each petition 3 Provision to set various status to a petition like Open, Pending, Cancelled, Settled etc 4 Provision to know the user details on whom the petition is residing. 5 Provision to schedule inspection 6 Provision to capture irregularities 7 Provision to uniquely identify each irregularity 8 Provision to give different levels of severity and relevance to an irregularity 9 Provision to assign a person to rectify or to regularize an irregularity 10 Provision to give a time period to regularize the irregularity 11 Provision to set various status to an irregularity like Open, Pending, Cancelled, Settled etc 12 Provision to generate a report to show the irregularities noted between a period(Vigilance report) 13 Provision to alert higher authorities by the severity and relevance of an

Page 213 / 277 irregularity, if the irregularity is not regularized within the given time 14 Provision to deploy security staffs at various duty points(ref: Duty Deployment) 15 Provision to configure various alerts(SMS/email) 16 Provision to generate dynamic reports based on various parameters involved in this module

20.15.20 Auditing Sl. No Activities 1 Generating reports for inspection or auditing 2 Schedule and Conduct inspection 3 Compiling Audit Report 4 Reporting to respective authorities with priorities of irregularities 5 Monitoring, action taken by departments to rectify reported irregularities

Sl. No Functional Requirements Specification 1 Provision to set the type of Audit(internal/external etc) 2 Provision to generate reports related to inspection 3 Provision to record irregularities and assign the rectification work to a particular person or office 4 Provision to identify each irregularity by a unique id 5 Provision to attach files to irregularities 6 Provision to set severity levels to irregularity(Serious/ regular/simple etc) 7 Provision to forward the irregularity to Higher authorities 8 Provision to give status to irregularity like "Open", "Pending", "Closed/rectified", "Suspended", "Deleted" etc 9 Provision to give priority levels to irregularities 10 Alert mechanism based on priority/time constraints or other parameters like pending duration, subject etc 11 Provision to generate dynamic reports based on various parameters involved in this module

20.15.21 Mess Management Sabarimala runs a mess for its staffs or is given to private parties on contract. The proposed system uses the staff's id card itself to deduct the amount of his canteen expenses. The contactless smart cards can be read by a smart card reader which can be placed in the mess. Every staff coming to the mess has to place his id card in the proximity of the detector. The charge of the food is deducted from his salary and is credited to the Mess account head. The charge of the food is determined by the time of swipe. Hand held devices with smart card detectors can also be introduced for fast and

Page 214 / 277 mobile food service. Provision for a staff to book his lunch in the morning can also be introduced which helps the mess to manage food quantity efficiently.

Sl. No Activities 1 Staff swipes his id card in the morning at a RF id reader device to book his lunch(separate reader device only for booking) 2 Mess manager gets the no: of bookings and makes food accordingly 3 Staffs have their lunch after using their id card to make the payment 4 Total amount credited to the mess account head transferred to Mess management monthly.

Sl. No Functional Requirements Specification 1 Provision to manage a master data ofMess food items, its cost, quantity per person, lunch timings , different rates for different employee categories etc 2 A smart card detector device to identify the staff and programmed to book lunch for the staff who places his id card to device's proximity. 3 A separate application to manage Mess bookings through Smart card 4 Provision to identify the type of food(lunch/breakfast) by the timing of swipe or to set and write the next swipe category to particular food type to the reader device 5 Hand held devices to collect charges of miscellaneous food items and to support mobile serving of food. 6 Provision to deduct charges from a staff's salary and credit the amount to mess account head during his id card swipe

Page 215 / 277 21 Annexure B - Infrastructure Requirement

21.1 Technology Architecture

Details of proposed IT solutions and its functional requirements for CTDB Project are covered in this section. Based on the revenue and grade of the Temples, hardware requirement for each grade is analyzed separately and list. The section also provides the details of the proposed Technology Deployment Architecture with focus on how the solution will enable the TDB to provide services through this consolidated suite of applications.

CTDB is deployed on a centralized architecture where various offices and temples of TDB connect to the system through Data Centre located at Head Quarters.

21.2 Deployment Architecture

The proposed CTDB solution framework for the TDB is depicted in this section. The picture given in this section is showing the key target areas of IT initiatives and their inter-relationships. This blue print would be used as a communication tool that provides a snapshot of the overall goal/ direction to be taken up for implementation of CTDB project. Stakeholder can easily understand the functionalities of CTDB project by viewing this blueprint, without getting into the complex details of the internal workings of each of these initiatives. All the modules depicted in the overall solution framework and explained in detail as part of the Functional Requirement Specification – provides the overall goal of the Devaswom Board.

Page 216 / 277 Figure 1: Overall Solution Blueprint

The ‘User’ Layer:This layer forms the internal users accessing the applications over a prioritized virtual network overlaid on the Internet using KSWAN/Internet as a backbone. Role based access would be defined for the internal users for having access to the respective application modules, such

Page 217 / 277 as HRMS, which would be accessed by all the TDB Officers. Higher TDB authorities would essentially be accessing reporting modules which would help them in decision making and monitoring the overall activities at various levels. Integrated database structure would ensure a one point stop search available to all the TDB units The ‘Data’ Layer: The overall solution would be based on a hybrid architecture comprising of centrally located databases at TDB Data Centre as central repository and locally deployed databases at other TDB units (mainly TDB Temples). The system proposed for Temples would be able to function in an offline mode, data would automatically replicate with the central repository in TDB Data Centre in frequent intervals. This approach would cater to the functionalities of all the key processes and functions performed at temple level and would also allow the users to have an access to the central repository for comprehensive information as whenever required. The TDB Data Centre would securely host the aforementioned information databases on servers specifically for TDB. It is recommended that the TDB should focus mainly on the following:  The specialized skills needed to manage a data-centre (such as security access management through multiple delivery channels, data encryption, storage management, database administration, etc.). To replicate, maintain and continually upgrade these skills at a Board level would be extremely difficult, time consuming and waste of effort and resources.

 The IT infrastructure investments would be required for enhancing the capacity of DC (e.g. Servers, Storage capacity, upgraded connectivity, etc.).

Networking: The overall networking solution would be based on a combination of Leased line, VPN over Broadband and Kerala SWAN (i.e. the State Wide Area Network established by the State Government) ensuring optimum uptime at all the desired locations. The‘Application’ Layer represents the modules that were identified based on the FRS proposed by the Board for computerization. These modules will communicate with each other by sharing data with one another. Users can easily access solution components (CTDB Core Application Software modules) having a single sign-on facility either through internet or through SWAN. All the modules would be supported by Business Intelligence, Multi-lingual support, e-Payment gateway and workflow engine.

Page 218 / 277 The‘Service Delivery’ Layer represents the different modes/media of service delivery, which would be used for availing/accessing the services of TDB. Services would be primarily provided through over internet, Mobile, SMS etc.

Page 219 / 277 21.3 Network Architecture

Figure 3: Network Architecture

Figure 4: TDB Temple Network

Page 220 / 277 21.4 ICT Infrastructure Requirement

This section details out the ICT infrastructure requirement for successful implementation of CTDB project in TDB. Category wise ICT infrastructure requirement is also detailed in this section. The prices and numbers shown for the hardware & Networking items in this section are indicative only

Page 221 / 277 21.4.1 Summary of Temples & Offices The table below lists the coverage of Temples and TDB Offices for Hardware & Network deployment which would be used in subsequent sections to describe the requirement of hardware at each location and infrastructure deployment schedule. Temples & Offices for ICT Implementation at TDB Category Nos. Hardware Grade I Temples 236 Grade II Temples 479 Grade III Temples 481 Sub Group Office 282 Group Office 21 District Office 5 TDB HQ 1 Sabarimala 1 Network TDB HQ 1 Sabarimala 1 DataCentre TDB HQ 1 Video Streaming Grade I Temples 236 Grade II Temples 479 Sabarimala 1

21.4.2 Hardware for TDB Head Quarters TDB Head Quarters located at Thiruvananthapuram consists of 5 independent buildings. Now very few computer systems are used, so no network infrastructure facilities at HQ.

List of Hardware Items for HQ Automation Sl. No. Product Manufacturer Qty /No 1 Desktop Computer DELL/HP/IBM/HCL/Acer 20 2 Printer 132 col dot matrix Epson LQ1150 2 3 Laser Printer HP/Epson 3

Page 222 / 277 4 Multifunction printer HP/Epson 3 5 UPS 5 KV Emerson/APC/Hycon 2 6 UPS 3 KV Emerson/APC/Hycon 2 7 Scanner HP/Epson 2 8 3 Feet patch cord 30 9 Laser Duplex Printer HP/Epson 2

List of Hardware Items for HQ Networking Sl. No. Particulars Qty

25 24 100/1000BASE-X unpopulated SFP, 8 1 No. 10/100/1000BASE-T (4 10/100/1000BASE-T and 4 10 g ports shared with SFP ports), XGM3 slot, Stacking module slot, AC PSU with one unpopulated PSU slot, Fan module and out of Band ethernet Management Port. (Extreme , Juniper , Cisco or equivalent) 26 24 10/100/1000BASE-T,4 1000 BASE-X unpopulated (4 8 No. SFP shared with 10/100/1000 BASE-T ports),1 x Serial (console port) and 1 x 10/100BASE-T out-of-band management port , 1 x Redundant Power Supply connector. (Make: Extreme, juniper, cisco or equivalent )

27 Gigabit Module– LX SC Connector Fiber Transceiver 16 No. (Make: Extreme, juniper, cisco or equivalent ) 28 SC-SC OFC 2 mtr Patch Cords – SMF. [Make: Digilink , 4 No. AMP ,Krone or equivalent ] 29 SC-LC OFC 2 mtr Patch Cords – SMF. [Make: Digilink , 22 No. AMP ,Krone or equivalent ] 30 UTP CAT6 Cable Rolls of 305 meters PVC conduit 2000 Meter /Capping casing / cable management. [Make: Digilink , AMP ,Krone or equivalent ] 31 CAT6 I/O key stone w/o Face Plate and SMB (single) 75 No. [Make: Digilink , AMP ,Krone or equivalent ] 32 CAT6 7’ Mounting Cords. [Make: Digilink , AMP ,Krone 75 No. or equivalent ] 33 CAT6 3’ Mounting Cords. [Make: Digilink , AMP ,Krone 75 No. or equivalent ] 34 CAT6 loaded Jack Panel (24 ports). [Make: Digilink , AMP 9 No. ,Krone or equivalent ]

35 Supply and Fixing of 19” Floor Mount Rack 27 U 600W X 1 No. 800 D with 4 cable Manager, 6x5 Amps Power Distribution Box, 4 Fan , 1 Hardware Kit (Valrack or equivalent)

Page 223 / 277 36 Supply and Fixing of 19” wall Mount Rack 12 U 600W X 9 No. 600D with 2 cable Manager, 6x5 Amps Power Distribution Box, 2 Fan , 1 Hardware Kit (Valrack or equivalent)

37 Supply and laying of 24 core SMF outdoor armored type 400 Meter cable through HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink , AMP ,Krone or equivalent ]

38 Supply and laying of 12 core SMF outdoor type cable 400 Meter through HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink , AMP ,Krone or equivalent ] 39 Supply and laying of 6 core SMF outdoor type cable 225 Meter through HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink , AMP ,Krone or equivalent ] 40 Supply, installation, testing and commissioning of fiber 9 No. optic patch panel 24 port 1 U rack mountable with SC duplex adaptor with plate loaded complete as required. [Make: Digilink , AMP ,Krone or equivalent ] 41 Supply, installation, testing and commissioning of OFC SC 100 No. pigtail -1.5 meter -SMF as required.[Make: Digilink, AMP, Krone or equivalent ] 42 SITC of 32mm ISI PVC Conduit / Casing Capping with all 400 Meter accessories required (Make: precision, Modi or equivalent ]

43 SITC of 25mm ISI PVC Conduit / Casing Capping with all 300 Meter accessories required (Make: precision, Modi or equivalent ]

44 Supply and laying 50mm/47.5mm (outer/inner dia) double 500 Meter wall corrugated HDPE pipe with all accessories at a depth of 60cm with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ]

45 Supply and laying 50mm/47.5mm (outer/inner dia) double 125 Meter wall corrugated HDPE pipe with all accessories at a depth of 60cm in hard soil with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ] 46 Supply and laying50mm dia. B- class GI pipe at a depth of 100 Meter 60cm including excavation, refilling the trench and providing 20cm deep 1:3:6 cement concrete mix on top etc. as required. 47 SITC of brick masonry chamber with inner size of 45cmx 25 No. 45cm with cement concrete top cover slab as required. 48 Supplying and making cable route marker Route marker 60 25 No. X 30 X 10 with cement Plastering ,Lettering& painting as required.

Page 224 / 277 List of Hardware Items for Attendance Management System at HQ As part of TDB computerization, all employees under TDB shall be provided with Smart Identity Card. Facility for recording daily attendance shall be envisaged along with this e-Governance Implementation.

Sl. No. Product Qty /Nos

1 Smart Card 6000

2 Smart card Enrollment Kit 2

3 Biometric Enrollment Kit 2

4 Smart Card Printer 1

5 Printer Cartridge 60

6 Biometric Smart Card Reader 10

21.4.3 Hardware for Temples The hardware requirement for the smooth functioning of Temples is categorized based on the grade assigned to these Temples. TDB distinguished the Temples into Grade I, II & III based on their revenue, etc.

List of Hardware Items for Grade I Temples Sl. No. Product Manufacturer Qty /No 1 Workstation DELL/HP/IBM 1 2 Desktop Computer DELL/HP/IBM/HCL/Acer 3 3 Printer Epson LQ 50 3 4 Multi Function Printer HP/Epson 1 5 UPS 3 KVA Emerson/APC/Hycon 1 6 ** Connectivity BSNL 1 7 Networking 6 8 Electrical Work 10 9 Biometric Smart Card 1 Reader

Page 225 / 277 List of Hardware Items for Grade II Temples Sl. No. Product Manufacturer Qty /No 1 Desktop Computer DELL/HP/IBM/HCL/Acer 3 2 Printer Epson LQ50 2 3 Laser Printer hp/Epson 1 4 UPS 2 kVA Emerson/APC/Hycon 1 5 **Connectivity BSNL 1 6 Networking 4 7 Electrical Work 10 8 Biometric Smart Card Reader 1

List of Hardware Items for Grade III Temples Sl. No. Product Manufacturer Qty /No 1 Desktop Computer DELL/HP/IBM/HCL/Acer 1 2 Printer Epson lQ 50 1 3 UPS 1 KV Emerson/APC/Hycon 1 4 **connectivity BSNL 1 5 Electrical Work 3 6 Biometric Smart Card Reader

21.4.4 Hardware for TDB District/Group/ Sub Group Offices TDB consists of 283 Sub Group Offices under 21 Group Offices which again comes under 4 District Offices. All the Temples come under Sub Group Offices. These Offices need a minimum infrastructure for automating the activities. The infrastructure required for these Offices are

Sl. No. Product Manufacturer Qty /No 1 Desktop Computer DELL/HP/IBM/HCL/Acer 2 3 Multi Function Printer HP/Epson 1 4 UPS 1 kVA Emerson/APC/Hycon 1 5 **Connectivity BSNL 1 6 Networking 3 7 Electrical Work 8 8 Biometric Smart Card 1 Reader

21.4.5 Hardware for Strong Room

Sl. No. Product Manufacturer Qty /No 1 Camera HD/MP/PTZ/Dome Bosch/Sony 1 2 DVR/NVR 1

Page 226 / 277 3 Desktop Computer DELL/HP/IBM/HCL/Acer 1 4 Laser Printer HP/Epson 1 5 Ups 1 KV Emerson/APC/Hycon 1 6 Room Access Security System 1 7 **Connectivity BSNL 1 8 Networking 3 9 Electrical Work 5 10 Biometric Smart Card Reader 1

21.4.6 Hardware for Sabarimala The tables below details the list of Hardware and Networking infrastructure required at Sabaramala:

List of Hardware for Sabarimala Automation Sl. No. Product Manufacturer Qty /No 1 Workstation with RAID DELL/HP/IBM 1 2 Desktop Computer(counter) DELL/HP/IBM/HCL/Acer 20 3 Printer Epson lQ 50 9 4 Multifunction printer HP/Epson 3 5 Laser Printer HP/Epson 3 6 UPS 2 kv Emerson/APC/Hycon 5 7 ** Connectivity 6 mbps BSNL 1 8 Electrical Work 50 9 Biometric Smart Card Reader 10 List of Hardware for Sabarimala Networking (Fiber) Sl. No. Particulars Qty 1 24 100/1000BASE-X unpopulated SFP, 8 10/100/1000BASE- 1 No. T (4 10/100/1000BASE-T ports shared with SFP ports), XGM3 slot, Stacking module slot, AC PSU with one unpopulated PSU slot, Fan module and out of Band ethernet Management Port. (Extreme , Juniper , Cisco or equivalent)

2 Ruckus Zone Director 1100 licensed for up to 12 ZoneFlex 1 No. Access Points. ZD1100 can be upgraded to support up to 50 APs with AP license upgrades.3 year Partner Premium Support for ZoneFlex 7762 (Detailed specification attached)

3 24 10/100/1000BASE-T,2 1000 BASE-X unpopulated (4 SFP 5 No. shared with 10/100/1000 BASE-T ports),(Make: Extreme, juniper, cisco or equivalent ) 4 Gigabit Module– LX SC Connector Fiber Transceiver 10 No. (Make: Extreme, juniper, cisco or equivalent ) 5 SC-SC OFC 2 mtr Patch Cords – SMF. [Make: Digilink , 4 No. AMP ,Krone or equivalent ]

Page 227 / 277 6 Of SC-LC OFC 2 mtr Patch Cords – SMF. [Make: Digilink , 11 No. AMP ,Krone or equivalent ] 7 UTP CAT6 Cable Rolls of 305 meters through PVC 1500 Meter conduit /Capping casing / cable management. [Make: Digilink , AMP ,Krone or equivalent ] 8 CAT6 I/O key stone w/o Face Plate and SMB (single)[Make: 40 No. Digilink , AMP ,Krone or equivalent ] 9 CAT6 7’ Mounting Cords. [Make: Digilink , AMP ,Krone or 40 No. equivalent ] 10 CAT6 3’ Mounting Cords. [Make: Digilink , AMP ,Krone or 40 No. equivalent ] 11 CAT6 loaded Jack Panel (24 ports). [Make: Digilink , 5 No. AMP ,Krone or equivalent ] 12 Supply and Fixing of 19” Floor Mount Rack 27 U 600W X 1 No. 800 D with 4 cable Manager, 6x5 Amps Power Distribution Box, 4 Fan , 1 Hardware Kit (Valrack or equivalent)

13 Supply and Fixing of 19” wall Mount Rack 12 U 600W X 5 No. 600D with 2 cable Manager, 6x5 Amps Power Distribution Box, 2 Fan , 1 Hardware Kit (Valrack or equivalent)

14 Supply and laying of 12 core SMF outdoor armored type 600 Meter cable through HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink , AMP ,Krone or equivalent ]

15 Supply and laying of 6 core SMF outdoor type through 700 Meter HDPE/Metal/HUME/PVC conduit pipe as required. [Make: Digilink , AMP ,Krone or equivalent ] 16 Supply, installation, testing and commissioning of fiber optic 10 No. patch panel 24 port 1 U rack mountable with SC duplex adaptor with plate loaded complete as required.[Make: Digilink , AMP ,Krone or equivalent ] 17 Supply installation, testing and commissioning of OFC SC 80 No. pigtail -1.5 metre -SMF as required.[Make: Digilink , AMP ,Krone or equivalent ] 18 32mm ISI PVC Conduit / Casing Capping with all accessories 250 Meter required (Make: Precision, Modi or equivalent ]

19 25mm ISI PVC Conduit / Casing Capping with all accessories 300 Meter required (Make: Precision, Modi or equivalent ]

20 Supply and laying 50mm/47.5mm (outer/inner dia) double 600 Meter wall corrugated HDPE pipe with all accessories at a depth of 60cm with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ]

Page 228 / 277 21 Supply and laying 50mm/47.5mm (outer/inner dia) double 125 Meter wall corrugated HDPE pipe with all accessories at a depth of 60cm in hard soil with all accessories including excavation, refilling the trench as required.[Make: Ashitech or equivalent ] 22 Supply and laying50mm dia. B- class GI pipe at a depth of 100 Meter 60cm including excavation, refilling the trench and providing 20cm deep 1:3:6 cement concrete mix on top etc. as required.

23 Brick masonry chamber with inner size of 45cmx 45cm with 25 No. cement concrete top cover slab as required.

24 Supplying and making cable route marker Route marker 60 X 100 No. 30 X 10 with cement Plastering, Lettering & painting as required.

21.4.7 Hardware for CCTV CCTV facilities are suggested for Video Streaming & Monitoring purposes at the temples. This is used for Security purposes and for Kanika counting. Based on the size and crowd of Temples, the number of cameras used may differ. This report suggests 3 different packages for Video Streaming.

TDB CCTV Hardware List special Grade Temples

Sl. No. Product Manufacturer Qty /No

1 Camera HD/MP/PTZ/Dome Bosch/Sony 10

2 DVR/NVR Bosch/Sony 1

3 Video Transmitter 1

4 Storage for 60 Days 1

5 Networking/Cabling(100m) 10

6 Display 1

7 Power 10 TDB CCTV Hardware List with 4 Camera

Sl. No. Product Manufacturer Qty /No

1 Camera HD/MP/PTZ/Dome 4

2 DVR/NVR 1

3 Video Transmitter 1

Page 229 / 277 4 Storage for 60 Days 1

5 Networking/Cabling(100m) 4

6 Display 1

7 Power 4

TDB CCTV Hardware List with 8 Camera

Sl. No. Product Manufacturer Qty /No

1 Camera HD/MP/PTZ/Dome 8

2 DVR/NVR 1

3 Video Transmitter 1

4 Storage for 60 Days 1

5 Networking/Cabling(100m) 8

6 Display 1

7 Power 8

21.4.8 Data Centre for TDB This section provides the details of the infrastructure requirements at Data Centre. If State Government provides State Data Centre , TDB shall utilize the infrastructure of the Kerala State Data Centre and its associated Disaster Recovery Site. Otherwise TDB can build their own Data Centre at TDB HQ. The list shown below indicates the hardware required to build a DC at TDB Office. TDB should provide room, Reduntant Power, Fire Security etc.

Data Centre at TDB HQ

Sl. No. Product Manufacturer Qty /No

1 Server HP/DELL/IBM 4

2 Storage HP/DELL/IBM/Net App 1

3 8 Port San Switch HP/Brocade 1

4 Rack 42u Rittal/HCL/HP 1

Page 230 / 277 5 UPS 3 KV Emerson/APC/Hycon 3

6 ISPN Connection BSNL 1

7 Load Balancer with Fire wall Rad ware 1

8 Server OS License Redhat 6 2

9 Backup device with media HP/DELL/IBM/Net App 1 21.5 Detailed Technical Specification 21.5.1 Networking 21.5.1.1 Core Router A CoreRouter is a powerful router used in the core-zone (such as Data Centre) of large computer networks. It deals with higher bandwidth of data and hence is faster compared with other routers in a given network. The corerouter is installed at the data centre and manages the flow of data packets within the network, often relying on lesser routers for connectivity. It is located in the central zone of very large networks and processes network traffic for further processing by lower classes of routers, such as edge routers. Edge Routers are located on the edge of a logical network and transfer packets to other part of network(s). These routers can communicate with one another using protocols such as Label Distribution Protocol (LDP) and Border Gateway Protocol (BGP) and share information about the best routes to take to reach a particular network component as well as network destinations that are/have become unreachable. This core router is used for routing different types of networks such as MPLS -VPN and WAN networks.

Specifications Network Minimum of 4 * 1 Gigabit Ethernet Interfaces (4 * 1000 Base T) Interface Ports 16*2Mbps V.35/G.703 interfaces and Service 1*Multichannel STM-1 interface, supporting SMF Modules required Chassis Design Modular Single Chassis, with available for any supported line cards & should have Redundant Control Processors Processing Power Forwarding rate of minimum 30 Million packets per second and Router throughput of at-least 20 Gbps and should be scalable. Power Supply Redundant AC power supplies Architecture:  Should have support for Data, Voice & Video services.  Should be chassis based & modular architecture for scalability and preferably be a single box configuration for ease of management.

Page 231 / 277  Should have controller card and power supply redundancy.  There should not be any impact on the router performance in case of failure of primary controller or power supply.  Should support On-line insertion and removal of all cards and power supplies for high availability.  The offered router should be able to support the following interface types: a) Serial port with synchronous speed up to 2 Mbps with following interface b) V.35,G.703, Channelized E1 interfaces for provisioning n*64 Kbps connectivity c) E3 & DS3, STM1 for high speed interface requirements, d) Channelized E3 / Channelized STM-1 interfaces for aggregating multiple 2 Mbps interfaces onto a single Channelized interface e) Ethernet Interfaces – 1Gbps, 10Gbps,10/100 Mbps  Should have at-least 2 free slots to have scalability thereby accommodating future expansion and growth without replacing the router.  Should have hardware based Encryption card  Should have capability to learn the latest MPLS route information and reflect the same to every router across the network. Bidder can fulfil the requirement by providing external hardware. 21.5.1.2 Load Balancer

Load Balancer allows the distribution of traffic across locations based on availability, performance, and user-defined rules to provide business continuity and improved performance across globally distributed locations.Connection multiplexing pools a large number of incoming TCP connection requests from individual clients into a small number of connections to the application servers, bringing big performance and capacity gains. Compresses HTTP content returned to the client to speed content delivery and provide better user.Protecting your application infrastructure requires deployment of multiple prevention tools. This is a real-time network and application attack mitigation solution that protects the application infrastructure against network & application downtime, application vulnerability exploitation, malware spread, information theft, web service attacks and web defacement. This features the dual Stateful Packet Inspection (SPI) and Network Address Translation (NAT) firewall with Denial of Service (DoS) attack protection to safeguard our network.

Specification Available Throughput 50Mbps or higher 4-port 10/100Mbps RJ-45 LAN Auto-MDI/MDIX; 802.3/802.3u Concurrent Established Connections 75000 and above Security: NAT, UPAP, CHAP Protocols Network: TCP/IP, HTTP, DHCP, PPP, UPAP, PPPoE

Page 232 / 277 Multi-session PPPoE, ICMP, ARP proxy Connection: Static IP, Dynamic IP, PPoE, PPTP VPN PPTP & IPSec pass through NAT (Network Address Translation) NAPT (Network Address Port Translation) DoS (Denial of Service) Access control by group SPI (Stateful Packet Inspection) Firewall ICMP filter for WAN Ping to Death Port Scan Packet filter URL block Admin passwords Security Authentication with UPAP and CHAP for PPPoE Management through WAN & LAN port HTTP web based management Management Email alert of WAN fail Syslog Support MSN & Net meeting Support with H.323 VoIP products Multi-session PPPoE(Point to Point Protocol over Ethernet) SMTP bind SNMP UPnP NAT status & connection list Application Virtual server Multi-DMZ MTU changeable for WAN Dial-on-demand & Auto-disconnect Dynamic DNS MAC address clone QoS HTTP web based download Firmware upgrade TFTP download Warranty Minimum 3 years onsite software and hardware support.

21.5.1.3 Switch Unmanaged Switch is providing MAC address based packet distribution within a network segment, similar to postal delivery to houses located on both sides of a street. One or more switch is provided in each TDB office depending on the number of PC terminals allotted for that office and number of ports available for the switch. Wherever Boardal configurations necessitating partitioning of information are needed (may be at TDB Headquarters), we may have VLAN settings made within a switch. For this, we may need to have managed switch. Detailed specifications for switch is given below:

Page 233 / 277 Sl. No Features Details

1. 16 -port Unmanaged Ethernet Switch Type

2. + IEEE 802.3 10Base-T Ethernet + IEEE 802.3u 100Base-TX Fast Ethernet + IEEE 802.3 Nway Auto-negotiation Standards + IEEE 802.3x Flow Control + IEEE 802.1p QoS Prioritization

3. 32°F to 104°F (0°C to 40°C) Operation Range

4. CSMA / CD Protocol 5. + Ethernet: 10Mbps (Half-duplex) NETWORK DATA + Ethernet: 20Mbps (Full-duplex) TRANSFER RATE + Fast Ethernet: 100Mbps (Half-duplex) + Fast Ethernet: 200Mbps (Full-duplex)

6. 16 Ports 10/100BASE-TX Number of Ports 7. + MAC Address Table: 8k Features + Switch Fabric: 3.2Gbps + Buffer Memory: 160KB 8. RJ-45: 10BASE-T, 100BASE-TX Universal UTP Interface Options Cable Recognition for Straight-through or Crossover cables

9. Power cable, other connectivity cables. Cables 10. Suitable to Indian operating environment Other parameters 11. Integrated adapter with AC power Cord Power (220~240VAC, 50 Hz) (No external Adapter) 12. Minimum 3 years onsite hardware and software Warranty support 13. Cisco / D-Link/ 3Com/ Zyxel or Equivalent Make

21.5.2 Software 21.5.2.1 Proposed Mail Solution The mail solution has to be for the WAN based solution and should be platform independent. Mail solution should support dynamic creation of email accounts with all required features to meet the requirements of TDB. The mail servers will be placed in the Data Center. The users across the network will use their mailboxes on the central server using POP3 clients or any other platform

Page 234 / 277 independent web interface. Mail solution will consist of the following components:  Implementation of Postfix based Relay Server in DMZ (This mail relay will receive the mails from public network through the firewall and forward the mail to the same server on the Local Network (MZ)).  Implementation of Postfix based Mailing Solution.  Configuration of IMAP Service.  Implementation of Web Server.  Implementation of Web mail Interface for Mail Users.  Implementation of spam assassin as Antispam.  Implementation of Message Filtering.  Implementation of Mail Quota.  Implementation of Open LDAP as central Directory database.  Implementation of Global Address Book.  Implementation of DNS Server.  Implementation of Proxy Server.  Implementation of FTP Server.  Integration with available Firewall.

21.5.3 Storage and Backup Solution Tape Library:  Should support LTO-6 or latest technology based library with at least two LTO-6 tape drives and at least 20 LTO Ultrium cartridge slot attachable to SAN with native FC network and should be rack mountable.  The proposed LTO library solution should be upgradeable to minimum 4 drives over 40 slots.  The native LTO-6 capacity should be 1 TB compressed and native data transfer speed should be 120Mbps.  The compression ration should be 2:1  The library should be natively configured with Barcode Reader  The vendor shall provide 25 x LTO 5 label Cartages + 5 Cleaning Cartages. Backup Software:  The proposed Backup Solution should be available on various OS platforms such as Windows and UNIX platforms and be capable of supporting SAN based backup / restore from various platforms including UNIX, Linux, and Windows.  As envisaged the proposed Backup Solution should provide a backup window of about 8 hour and multiple frequencies per day. It should also provide a complete backup every weekend and incremental backup per day.  Software should have full command line/ GUI support on above mention OS  Software should have an inbuilt feature for Tape-to-tape copy feature (cloning, within the tape library)

Page 235 / 277  The proposed backup solution shall be offered with appropriate Client license for SAN based backup as well as LAN based backup.  The proposed Backup Solution has in-built media management and supports cross platform Device & Media sharing in SAN environment.  Backup Software is able to rebuild the Backup Database/Catalogue from tapes in the event of catalogue loss/corruption.  The proposed Backup Solution has online backup solution for different type of Databases such as Oracle, MS SQL, DB2 etc on various OS  The Proposed backup solution shall be designed in such a fashion so that every client/server in a SAN can share the robot.  Backup solution should have the capabilities of backup restore & archival.  Backup Solution shall be able to copy data across firewall.  Backup solution should support multi-streaming.  The Backup software must reduce the recovery window by collating data based on certain parameters like clients, application, etc onto single tape or single set of tape. This activity must not be done during backup, and must be an offline activity, within the tape library.  The Backup software must also be capable of reorganizing the data onto tapes within the library by migrating data from one set of tapes into another, so that the space available is utilized to the maximum. The software must be capable of setting this utilization threshold for tapes.

IT Hardware Specifications The Hardware specifications for various devices are listed below Desktop PC 3rd Gen Intel® Core™ i3-3210 with Intel HD Graphics 2500 (3.2 Processor: GHz, 3 MB cache, 2 cores) Memory Type: 4GB DDR3 SDRAM at 1600Mh (Upgradeable upto 8 GB) Memory Slot: 4 DIMM Slots Chipset: Intel® Q77Chipset Internal Hard 500 GB SATA hard drive(7200 rpm) Disk/Speed: Optical Drive: SATA Super Multi Light Scribe DVD Writer Drive Display size: 18.5 inch LED Operating system Standard Linux OS installed: Graphics Controller: Intel® HD Graphics 2500 Form Factor: Convertible Minitower Rear: 6 USB 2.0, 1 standard serial port, 1 optional serial port, 1 External I/O ports: optional parallel port, 2 PS/2, 1 RJ-45, 1 VGA, 1 Display Port, audio in/out; Front: 2 USB 2.0, headphone and microphone Network interface: Integrated 10/100/1000 Ethernet

Page 236 / 277 Input voltage 90 – 264 / 100 – 240 VAC, 50/60 Hz, 47 – 63 Hz, Power requirements: active PFC (85% High Efficiency) Management: Desktop Management Tool Keyboard: PS/2 or USB Standard Keyboard PS/2 2-Button Optical Scroll Mouse, USB 2-Button Optical Pointing device: Scroll Mouse Warranty: 3 Years Part, 3 Years Labor, 3 Years On-Site

Workstation Intel® Xeon® E3-1230v2 (3.3 GHz, 8 MB cache, 4 cores)/ Processor: Higher Cache: 8 MB or higher Memory Type: 8GB (2x4GB) 1600MHz DDR3 Memory Slot: 4 DIMM Slots Chipset: Intel® C216 /Higher Internal Hard 2 * 500GB Serial Attached SCSI hard drive (10000RPM) Disk/Speed: Drive Controllers RAID card with four 2Gb/s ports supporting SATA/SAS/SSD drives and RAID 0, 1, 5 configurations Optical Drive: SATA Super Multi Light Scribe DVD Writer Drive Display size: 18.5 inch diagonal Operating system Standard Linux OS installed: Graphics Controller: Intel Graphics Media Accelerator Form Factor: Micro tower External I/O ports: Rear: 6 USB 2.0, 1 serial port, 1 parallel port, 2 PS/2, 1 RJ-45, 1 VGA, 1 audio in, 1 audio out, 1 MIC; Front: 2 USB 2.0 Display size: 18.5 inch LED

Network interface: 10/100/1000 Gigabit Ethernet controller Power requirements: Two Power Supply with a 230v Management: Management Tool Keyboard: PS/2 or USB Standard Keyboard Pointing device: PS/2 2-Button Optical Scroll Mouse, USB 2-Button Optical Scroll Mouse Warranty: 3 Years Part, 3 Years Labour, 3 Years On-Site

Database Server Processor Server should be populated with 2 x Intel® Xeon® E5-4640 (20M Cache, 2.4 GHz) or Higher Chipset Intel C600 Chipset / Equivalent Cache Up to 20 MB Of L3 Cache Memory The server should be supplied 64 GB RAM with 8 GB

Page 237 / 277 DIMMs. Memory Slots The Server should support minimum 32 DIMM Slots. The memory type should be DDR3 SD RAM Network Controller 2 *Quad Port Multifunction Gigabit Network Adapters Server – Storage HBA The server should be supplied with 2* 4GB FC Ports Storage Controllers The Server should have a RAID Controller with 512MB FBWC or BBWC or equivalent Controller Storage Bays The server should have a minimum of 6 numbers of SFF Hot Plug drive bays Hard Disk Drive The server should be populated with 4 x 900 GB SAS SFF Hot Plug drive bays, provided drives should be configured with RAID0,1 and 5 Optical Drive Slim DVD Interfaces The server should have 2*Serial, 1*Key Board, Video (1front and 1rear), 1 Mouse, 4 USB, 4 Network RJ-45 (Ethernet) ports, 1*Remote Management Port, 15 pin VGA connector Graphics The server should have an Integrated 8MB embedded video SDRAM. Max Resolution 1280 x 1024 x 16M color Graphic Form Factor The server form factor should not be higher than 2 U Rack Mountable Manageability The server should have Dedicated Hardware Controller based Management Expansion Slots The server should have a minimum of 5 Slots or Higher Warranty (parts-labor-onsite) 3/3/3

Application Server Processor Server should be populated with 2 Intel® Xeon® E5-2640 2.50GHz, 15M Cache, 7.2GT/s QPI, Turbo, 6C, 95W, Max Mem 1333MHz Chipset Intel C600 Chipset / Equivalent Cache Up to 15 MB Of L3 Cache Memory The server should be supplied 48 GB RAM with 8 GB DIMMs. Memory Slots The Server should support minimum 32 DIMM Slots. The memory type should be DDR3 SD RAM Network Controller Quad Port Multifunction Gigabit Network Adapters Server – Storage HBA The server should be supplied with 2* 4GB FC Ports Storage Controllers The Server should have a RAID Controller with 1GB FBWC or BBWC or equivalent Controller Storage Bays The server should have a minimum of 6 numbers of SFF Hot Plug drive bays Hard Disk Drive The server should be populated with 4 x 900 GB SAS SFF Hot Plug drive bays, provided drives should be configured with RAID0,1 and 5 Optical Drive Slim DVD

Page 238 / 277 Interfaces The server should have 2*Serial, 1*Key Board, Video (1front and 1rear), 1 Mouse, 4 USB, 4 Network RJ-45 (Ethernet) ports, 1*Remote Management Port, 15 pin VGA connector Graphics The server should have an Integrated 8MB embedded video SDRAM. Max Resolution 1280 x 1024 x 16M color Graphic Form Factor The server form factor should not be higher than 2 U Rack Mountable Manageability The server should have Dedicated Hardware Controller based Management Expansion Slots The server should have a minimum of 5 Slots or Higher Warranty (parts-labor-onsite) 3/3/3 Mail Server/ Web Server

Processor Server should be populated with 1 x Intel® Xeon® E5-2640 2.50GHz, 15M Cache, 7.2GT/s QPI, Turbo, 6C, 95W, Max Mem 1333MHz Chipset Intel C600 Chipset / Equivalent Cache Up to 15 MB Of L3 Cache Memory The server should be supplied 32GB RAM with 8 GB DIMMs. Memory Slots The Server should support minimum 32 DIMM Slots. The memory type should be DDR3 SD RAM Network Controller Quad Port Multifunction Gigabit Network Adapters Server – Storage HBA The server should be supplied with 2* 4GB FC Ports

Storage Controllers The Server should have a RAID Controller with 512MB FBWC or BBWC or equivalent Controller Storage Bays The server should have a minimum of 6 numbers of SFF Hot Plug drive bays Hard Disk Drive The server should be populated with 4 x 900 GB SAS SFF Hot Plug drive bays, provided drives should be configured with RAID0,1 and 5 Optical Drive Slim DVD Interfaces The server should have 2*Serial, 1*Key Board, Video (1front and 1rear), 1 Mouse, 4 USB, 4 Network RJ-45 (Ethernet) ports, 1*Remote Management Port, 15 pin VGA connector Graphics The server should have an Integrated 8MB embedded video SDRAM. Max Resolution 1280 x 1024 x 16M color Graphic Form Factor The server form factor should not be higher than 2 U Rack Mountable Manageability The server should have Dedicated Hardware Controller based Management Expansion Slots The server should have a minimum of 5 Slots or Higher Warranty (parts-labor-onsite) 3/3/3

Page 239 / 277 File Server Processor Server should be populated with 1x Intel® Xeon® E5-2640 2.50GHz, 15M Cache, 7.2GT/s QPI, Turbo, 6C, 95W, Max Mem 1333MHz Chipset Intel C600 Chipset / Equivalent Cache Up to 15 MB Of L3 Cache Memory The server should be supplied 32 GB RAM with 8 GB DIMMs. Memory Slots The Server should support minimum 32 DIMM Slots. The memory type should be DDR3 SD RAM Network Controller Quad Port Multifunction Gigabit Network Adapters Server – Storage HBA The server should be supplied with 2* 4GB FC Ports Storage Controllers The Server should have a RAID Controller with 512 GB FBWC or BBWC or equivalent Controller Storage Bays The server should have a minimum of 6 numbers of SFF Hot Plug drive bays Hard Disk Drive The server should be populated with 4 x 900 GB SAS SFF Hot Plug drive bays, provided drives should be configured with RAID0,1 and 5 Optical Drive Slim DVD Interfaces The server should have 2*Serial, 1*Key Board, Video (1front and 1rear), 1 Mouse, 4 USB, 4 Network RJ-45 (Ethernet) ports, 1*Remote Management Port, 15 pin VGA connector Graphics The server should have an Integrated 8MB embedded video SDRAM. Max Resolution 1280 x 1024 x 16M color Graphic Form Factor The server form factor should not be higher than 2 U Rack Mountable Manageability The server should have Dedicated Hardware Controller based Management Expansion Slots The server should have a minimum of 5 Slots or Higher Warranty (parts-labor-onsite) 3/3/3 Storage and Backup SAN Storage Model Storage must feature full Fibre Channel end- to-end architecture. It should not be a SAN emulated on File System. The storage system should support FCSAN. The system must support dual-ported Fibre Channel drives. The architecture should allow modular upgrades of hardware and software for investment protection. Storage should have minimum hot spares of FC disks & FATA/SATA Disks (as per offered system architecture requirements Spindle Flexibility The array should support the following spindles: 450GB ,600GB,900GB or above; 15K RPM 4Gbps FC disks, 1TB, 2TB 7200

Page 240 / 277 RPM, 6Gbps SATA II/ FATA / NL SAS. It should support SSD drives. Mix and match of different type of spindles should be supported behind the same pair of controllers. Array Architecture The array should be equipped with N+N( with minimum of 2 array controllers) Nos. of array controllers for better performance redundancy. The storage system should be provided with 16GB cache (8GB per controller) The storage system should be provided with 16GB cache (8GB per controller) upgradeable to 32GB The storage system should have native support for 10GB iSCSI and 10GB FCoE ports. The SAN must support synchronous, asynchronous replication. Further, the replication must be bi-directional to support multiple replication options

Host interface 4 * 8 Gb/s Fibre Channel ports

Array Features (If any of the features Intelligently restripe data as disks are added Mentioned requires license the same to optimize performance. should be included) Boot from SAN - Allow diskless servers to share storage resources and boot from the SAN. Allocate space based on actual data written (Thin Provisioning). The SAN must allow RAID levels to be changed on the fly without taking down the server to which the volume is attached. 20 TB Usable using 900GB 15K rpm SAS disks The array should be scalable to a minimum of 75 disks of the offered configuration of the disk count behind the same controller pair by adding the appropriate number of spindles and disk shelves System should be configured with necessary multi-pathing & load-balancing components for high availability.The Storage should support SAN Boot.Data deduplication and data compression. Industry leading Operating System platforms including: Windows Server® 2003, Windows Server® 2008, SunSolaris®, HP-UX®, IBM- AIX®, Linux® 2.6 and above, RHEL-5®, RHEL-6®, Oracle Linux-6®, Xen, VMware®, Hyper-V®. Storage system to

Page 241 / 277 support HARDWARE based RAID only. Must support various Hardware RAID levels such as 0, 10, 5 and 6 (Dual Parity Protection). Must support inter-mixing different RAID groups within one storage system. Different type of RAID levels should co-exist within the same array simultaneously to match different protection requirements of data. The array should be scalable to a minimum of 200 disks of the offered configuration of the disk count behind the same controller pair by adding the appropriate number of spindles and disk shelves The array should allow scalability to 2048 LUNS behind the controller pair.

Warranty (parts-labor-onsite) 3/3/3

Tape Library

Capacity Shall support Native data capacity of 50 TB (uncompressed) expandable to 100 TB (2:1 compressed). Shall be offered with Minimum of two LTO5 FC tape drive. Drive shall support encryption Shall be offered with 48 Cartridge slots Tape Drive Architecture Offered LTO5 drive in the Library shall conform to the Continuous and Data rate matching technique for higher reliability. Speed Offered LTO5 drive shall support 140MB/sec in Native mode and 280MB/sec in 2:1 Compressed mode.

Connectivity Tape Library shall provide 8Gbps native FC connectivity to SAN switches. Scalability Tape Library shall be further scalable to 160 slots and 6 LTO-6 drives either within the same frame or by cascading another frame. Management Tape Library shall provide web based remote management. Other Features Shall be rack mountable. Tape Library shall have GUI Panel. Shall have option for redundant power supply. Tape Library shall be supplied with software which can predict

Page 242 / 277 and prevent failures. Offered Software shall also have the capability to determine when to retire the tape cartridges and what compression ratio is being achieved Warranty 5 years 24x7 Support

San Switch 8 port

Port speed: 8 Gbps Fibre Channel Number of ports 16 Fibre Channel Active Management features B-series SAN Network Advisor., Integration with Storage Essentials Software Advanced Fabric OS, Advanced Zoning, Web Tools Power supply Minimum two numbers Ethernet 10Gbit/sec Warranty 5 years 24x7 Support

Application Load Balancer

Description  10/100/1000Mbps Ethernet Ports – minimum 2 ports upgradeable to 4 ports  Memory: Minimum 8GB  Minimum of 4 Gbps throughput  Minimum of 2 Gbps SSL throughput  Minimum of 4000 SSL connections scalable to 7500 SSL connections  Server Load Balancing Mechanism  Cyclic, Hash, Least numbers of users  Weighted Cyclic, Least Amount of Traffic  NT Algorithm / Private Algorithm / Customizable Algorithm / Response Time  Redundancy Features  Supports Active-Active and Active-Standby Redundancy  Segmentation / Virtualization support along with resource allocation  Server Load Balancing Features  Server and Client process coexist  UDP Stateless  Service Failover  Backup/Overflow  Direct Server Return  Client NAT  Port Multiplexing-Virtual Ports to Real Ports Mapping  DNS Load Balancing

 Load Balancing Applications  Application/ Web Server, MMS, RTSP, Streaming Media  DNS, FTP- ACTIVE & PASSIVE, REXEC, RSH,  LDAP, RADIUS

Page 243 / 277  Content Intelligent SLB  HTTP Header Super Farm  URL-Based SLB  SLB should support below Management options  Secure Web Based Management  SSH  TELNET  SNMP v1, 2, 3 Based GUI  Command Line Five year 24x7 warranty

KVM Console

Screen type Active Matrix TFT LCD Maximum resolution Max resolution of 1280x1024 or higher Screen size 15 inch or higher Supported refresh rates 75 Hz or higher Pointing device 3 button touchpad w/scroll bar Connectivity PS2 and USB Form factor 1 u Other Features KVM in same U space Inverted T cursor keys Windows Shortcut keys USB pass-through

UPS and Battery System ISO 9001 certified brand True On Line Type Backup period should be at least 2 Hr. IGBT with High Frequency PWM (Pulse with Modulation) Technology Output wave form should be Sine wave Compatible with local Electricity Power Generator Total Harmonic Distortion should be less than 3% Support input voltage range of 160 V to 270 V Output Voltage should be 230 Volt AC (+/- 1%) Output frequency should be 50 Hz +/- 0.05 Hz (Crystal Controlled) Closed housing for batteries with suitable stand Inherent protection should be provided for overloading, low battery, over temperature, short circuits, over and under input voltage LED indicators should be provided for at least a load indication, load on battery, low battery, overload, Mains ON Audible indicator should be provided for at least load on battery, low battery, Mains failure, Overload

Printers Multifunction Laser Printer LAN 3 in 1 Printer (Black & White)

Page 244 / 277 Printer High-speed printing, Black-and-white: up to 35ppm (draft); up to 15ppm,Duty Cycle: Up to 15,000 pages per month, Automatic two-sided printing,250-sheet input tray, Print, scan and copy unattended with the Automatic Document feeder, enhanced print permanence, Capable of installation, configuring, monitoring and troubleshooting in the network, from anywhere on the network

Scanner Flatbed with automatic document feed, up to 4800 dpi; Enhanced up to 19200 dpi; Scan size maximum (flatbed): 215.9 x 297 mm (8.5 x11.7 inches), front panel scan (scan to application. Copier Black-white colour-Upto 1200x600 dpi, Copy speed (black, draft quality, A4):Up to 35 cpm, Copy resolution (black graphics): Up to 1200 x 600 dpi, Copier resize: 25 to 400%, Maximum number of copies: Up to 99, Copier smart software features: Up to 99 multiple copies, reduce/enlarge from 25 to 400%, 2-up or 4-up allowing 2 or 4 pages to be copied onto 1 page, contrast (lighter/darker), resolution (copy quality), tray select, collate, margin, shift Multifunction Laser Printer 3 in 1 (Coloured) Printer Print speed (black, best quality, A4): Up to 12 ppm, Print speed (color, normal quality, A4): Up to 8 ppm, First page out (black, A4): < 25.5 sec (from ready mode), First page out (colour, A4): < 31.5 sec (from ready mode), Duty cycle (monthly, A4): Up to 30000 pages, Print quality (black, best quality): Up to 600 x 600 dpi, Print quality (colour, best quality): Up to 600 x 600 dpi, Maximum input capacity (sheets): Up to 150, Maximum output capacity (sheets): Up to 125, Standard media sizes: A4, A5, A6, B5 (ISO, JIS), Custom media sizes: 76 x 127 to 216 x 356 mm, Media types supported: Paper (bond, brochure, colour, glossy, letterhead, photo, plain, preprinted, prepunched, recycled, rough), transparencies, labels, envelopes, cardstock, Processor speed: 450 MHz, Memory: 128 MB, Standard printer languages: HP PCL 6, HP Postscript level 3 emulation, HP PCL 5c emulation, Standard connectivity: 1 Hi-Speed USB (compatible with USB 2.0 specifications) port Scanner Scan type: Flatbed, Enhanced scanning resolution: Up to 19200 dpi, Optical scanning resolution: Up to 1200 dpi, Bit depth: 24-bit, Scan size maximum (flatbed): 21.6 x 29.7 cm,

Page 245 / 277 Copier Copy speed (black, best quality, A4): Up to 8 cpm, Copy speed (colour, best quality, A4): Up to 12 cpm, Copy resolution (black graphics): Up to 600 x 600 dpi, Copy resolution (colour text and graphics): Up to 600 x 600 dpi, Copier resize: 25 to 400%, Maximum number of copies: Up to 99, Copier smart software features: Up to 99 multiple copies, scan once print many, collation, reduce/enlarge from 25 to 400% (with page-size presets), fit to page, two or four pages to one page, customisable copy presets, contrast (lighter/darker), resolution (copy quality), network protocols supported

Disaster Recovery A disaster recovery plan (DRP) is a comprehensive set of measures and procedures put into place within an organization to ensure that essential, mission critical resources and infrastructures are maintained or backed up by alternatives during various stages of a disaster. A DRP must address three areas: 1. Prevention (pre-disaster): 2. Continuity (during a disaster): 3. Recovery (post-disaster):

Preparedness is the key. The planning process should minimize the disruption of operations and ensure some level of organizational stability and an orderly recovery after a disaster. The Disaster Recovery methodology is described below. 1. Obtain Top Management Commitment Top management must support and be involved in the development of the disaster recovery planning process. Management should be responsible for coordinating the disaster recovery plan and ensuring its effectiveness within the organization.

2. Establish a planning committee A planning committee should be appointed to oversee the development and implementation of the plan. The planning committee should include representatives from all functional areas of the organization and the planning process shall have scope of DRP in all 3 areas as listed above. 3. Perform a risk assessment The planning committee should prepare a risk analysis and business impact analysis that includes a range of possible disasters, including natural, technical and human threats. Each functional area of the organization should be analyzed to determine the potential consequence and impact associated with several disaster scenarios.

4. Establish priorities for processing and operations The critical needs of each Board within the organization should be carefully evaluated in areas such as functional operations, network deployment architecture, key personnel, information, processing systems, service, documents and vital records, etc. 5. Determine Recovery Strategies

Page 246 / 277 The most practical alternatives for processing in case of a disaster should be researched and evaluated. It is important to consider all aspects of the organization such as facilities, hardware, software, communications & connectivity, data files, end-user systems, other processing operations, etc. 6. Perform Data Collection All critical data and documents should be properly backed up based on a defined strategy. This strategy shall also lay down procedures for recovery as well as minimal operations. 7. Organize and document a written plan An outline of the plan’s contents should be prepared to guide the development of the detailed procedures. Top management should review and approve the proposed plan. The outline can ultimately be used for the table of contents after final revision. 8. Develop testing criteria and procedures It is essential that the plan be thoroughly tested and evaluated on a regular basis (at least annually). Procedures to test the plan should be documented. The tests will provide the organization with the assurance that all necessary steps are included in the plan. 9. Test the Plan After testing procedures have been completed, an initial test of the plan should be performed by conducting a structured walk-through test. The test will provide additional information regarding any further steps that may need to be included, changes in procedures that are not effective, and other appropriate adjustments. Relevant periodic revision shall be effected to take care of changes in the structural configuration of the network resources from time to time. 10. Approve the plan Once the disaster recovery plan has been written and tested, the plan should be approved by top management. It is top management’s ultimate responsibility that the organization has a documented and tested plan.

Page 247 / 277 22 Annexure C - Data Digitization &Migration

22.1 Objective of Data Digitization A significant part of the envisioned benefits of CTDB would not be realized unless historical data relating to Temples, Staffs and TDB offices is digitized and made available through CTDB to the various stakeholders. The effective implementation and functioning of CTDB depends on the availability of historical data to assist TDB in the following ways:

 To provide online access to historical data  To Search/Query the master database  Reporting functionality for statistical information’s  To manage huge volume of data in storage controlled access, Transfer and phase-out In order to achieve the said purposes, the CTDB project would include a one-time effort to digitize and digitize both electronic and non-electronic data to the master CTDB database. The historical data to be digitized includes data from all the temples and TDB Offices. Digitization of historical data would help TDB maximize benefits from features such as Search and Reporting.

Data entry help offers Data digitization services with scanning, archiving, indexing, digital imaging and analysis of ancient documents, manuscripts, paper documents, newspaper, text, sound, image or voice. Data digitization services of Data entry help is performed with sophisticated infrastructure, high tech technology and skilled work force. Use data digitization services of Data Entry help to safeguard or share corporate archives, newspapers, government records and documentation, library collections, or fragile books and documents. Data digitization services of Data entry help facilitates clients to search across voluminous documents for obtaining a specific piece of information in quickest possible time.

22.2 Scope of Data Digitization The data is available both in electronic format and non electronic format. Electronic data if any from TDB Offices would be digitized to the CTDB system. Non Electronic/Paper based data accounts for most of the historical data in TDB. This data resides in the form of paper files/records/registers and is maintained in various TDB Offices. These data need to be manually entered into the new system.

Digitization of historical data would help the TDB to maximize benefits from features such as Search and Reporting. Digitization of historical data is covering the last 10 years. The historical data to be digitized includes data from all the TDB forms and other registers.

The table details the number of records which is required to be digitized to the new system.

Page 248 / 277 Sl. No. Registers/Form Name Number of records (approx)

1. Service book 5000

2. Pension Book 5000

3. Office/Court/Govt. Orders 1000

4. Mahassar 1000

1. Typical Data Digitization Model

 Extract – read and gather data from source data store(s).  Source validation – confirm content and structure of extracted data.  Transformation and Integration - convert the extracted data from its previous form into the target form. Transformation occurs by using rules or lookup tables or by combining the data with other data.  Target validation – confirm content and structure of transformed data is valid for target.  Load - write the data into the target database.

2. Data Digitization Strategy for CTDB Digitization of data from existing manual operations to the new System will include identification of data digitization requirements, collection and digitization of user data, collection and digitization

Page 249 / 277 of master data, and digitization of data from the legacy systems. The Software Development Agency will digitize data from the existing and external systems to the new system. The Data digitization to be performed by the SDA shall be based on an appropriate data digitization methodology, prepared by Software Development Agency and approved by TDB. Though TDB is required to provide formal approval for the Strategy, it is the ultimate responsibility of SDA to ensure that all the data sets that are required for operation of the agreed-upon user requirements are digitized. Any corrections identified by TDB or any appointed agency, during Data Quality Assessment and Review, in the data digitized by SDA, shall be addressed by SDA at no additional cost to TDB. It is responsibility of the SDA to ensure that the legacy TDB data into the new System is successfully completed.

Data Digitization Utility The SDA shall provide the data digitization utility along with the forms and templates to capture the data from the existing systems. This utility/application will have all the formats and tools to load the paper data into TDB databases. This will enable SDA to digitize data from paper based systems to the new System’s databases.

This utility will be the first to be developed and tested while Software solution for TDB project is being developed by the Software Development Agency, so that it could be handed over to the TDB at the earliest, thereby enabling TDB to initiate their effort while rest of Software solution for TDB project is being developed.

22.3 Data Digitization Requirements

The followings are indicative requirements for performing:  Since there could be differences in the data as stored currently from the new system there should be a mapping done between the source and target data models that should be approved by TDB.  Carry out the migration of legacy electronic data if any.  Provide checklists to TDB for verification, including number of records, validations (where possible), other controls / hash totals. Highlight errors, abnormalities and deviations in the digitized data.  Clean the data and incorporate corrections as proposed.  Get final sign off from TDB for digitized data.  At the end of migration, all the data for old cases and registers must be available in the new system.  Old data must be indexed and should be easily searchable by running database query.

Page 250 / 277 22.4 Recommended Methodology for Data Digitization Data digitization methodology will comprise of the steps explained as below. However, this is just a guideline for data digitization effort and the SDA will be required to devise its own detailed methodology and get it approved by TDB. Analysis: Analysis of the legacy data and conversion, migration and transfer to the proposed new data base schema will be started during the scoping phase and shall take a parallel path during the design and development phase of the application. It will have the following steps:  Analyze the existing formats of data in lieu of the new proposed system to understand the amount of the data and the applicability in the new System.  Write a specification to create, transfer and digitize the data set.  Document all exceptions, complex scenarios of the data.  This phase will generate the specification for Data Take–On routines. Transformation: Transformation phase can be commenced after integration of testing phase. It will entail the following steps:  Identify the fields, columns to be added/ deleted from the existing system.  Identify the default values to be populated for all “not null” columns.  Develop routines to create (Entry if any by data entry operators), digitize and convert the data from hard copies, from old database (if any) and from computer records to the new database.  Develop test programs to check the digitized data from old database to the new database.  Test the digitization programs using the snapshot of the production data.  Tune the digitization programs and iterate the Test cycle.  Validate digitized data using the application by running all the test cases.  Test the success of the data take-on by doing system test. Data Take–On: Take–On phase will be initiated when the proposed solution is ready to be deployed. It will entail the following steps:  Schedule data transfer of the computerized data that has been newly created by the data entry operators based on the hard copy records.  Schedule data transfer of the existing digital data in the proposed new format.  Digitize the data from an old system (legacy) to the envisaged database.  Test on the staging servers after the data take-on with testing routines.  Deploy and rollout the system as per the project plan.

Data Quality Assessment The data quality assessment is performed to gain a complete and thorough understanding of both source and target data. Understanding data will avoid unpredictable transformation results.  Systematic approach to gaining knowledge about data.

Page 251 / 277  Identify data anomalies.  Materially improve the quality of data content. An Audit and Certification Agency (Third Party / Hired Agency) or TDB shall perform the Data Quality Assessment for the Data digitized by the Software Development Agency (SDA) to the system. The errors / gaps identified during the Data Quality Assessment shall be addressed by SDA before moving the data into production environment, which is a key milestone for Go-live of the solution. After moving the data into production environment, TDB with the help of SDA and/or Third Party will have to verify and confirm that all data have been digitized successfully into production environment. 22.5 Additional Guidelines for and Digitization  SDA shall digitize the data at the implementation sites of TDB  SDA shall formulate the “Data Digitization Strategy document” which will also include internal quality assurance mechanism. This will be reviewed and signed–off by TDB prior to commencement of data digitization.  SDA shall incorporate all comments and suggestions of TDB in the Data digitization and Digitization Strategy and process documents before obtaining sign–off from TDB.  SDA shall perform mock data digitization tests to validate the conversion programs.  SDA shall ensure complete data cleaning and validation for all data digitized from the legacy systems to the new application.  SDA shall validate the data before uploading the same to the production environment.  SDA shall generate appropriate control reports before and after migration to ensure accuracy and completeness of the data.  SDA shall convey to TDB in advance, all the mandatory data fields required for functioning of the proposed solution that are not available in the legacy systems and have to be obtained by TDB.  In the event TDB is unable to obtain all the mandatory fields as conveyed by SDA, SDA shall suggest the most suitable workaround to TDB. SDA shall document the suggested workaround and sign-off will be obtained from TDB for the suggested workaround.  SDA shall develop data entry programs / applications that may be required for the purpose of in order to capture data available with / obtained by TDB in non – electronic format.  SDA shall conduct the acceptance testing and verify the completeness and accuracy of the data digitized from the legacy systems to the proposed solution.  TDB may, at its will, verify the test results provided by SDA.

Page 252 / 277 23 Annexure D - Capacity Building 23.1 Training Plan Training programs would be organized under the following themes:

1. Creating awareness about the benefits of ICT and basic computer skills 2. Role-based training on the CTDB application 3. “Train the Trainer” programs, where members of the TDB staff would be trained to enable them to conduct further training programs, thus helping build up scalability in the training program and also reducing the dependency on external vendors for training. 4. System Administrator training: a few members of the TDB staff with high aptitude would be trained to act as system administrators and trouble-shooters for CTDB.

The above themes are expanded below:

1. Creating awareness and sensitization regarding the benefits of ICT; and creating Basic Computer Skills o This part of the training focuses on the awareness of the general benefits of IT systems such as automation of routine and redundant tasks or moving from the paper-based records management to a more sophisticated electronic records system that can alleviate the efforts to create reports for senior management. o Fundamentals of computer usage should focus on the basics of using the computer, keyboard, and mouse in order to make the users feel comfortable with the computer. o Email and Office suite training o Training on analytical functions of the computers such as worksheet applications should be imparted to the users to actually derive the benefits of analyzing the data.

2. Role based training on application software o The training should focus on the users getting comfortable to use the CTDB application. o This training would be tailored according to the unique requirements of each user category.

3. “Train the Trainer” Programs o Selected set of TDB staff with high aptitude group and/or relevant prior training, are to be trained as trainers who would, in turn, train their colleagues. o “Train the Trainer” program could be held at a central location or two o The trained trainers would, in turn, conduct training programs for their colleagues at lower levels such as the district o Trainers would be trained to impart training in basic computer awareness & skills, and role-based training on CTDB.

4. Specialized training on system administration and troubleshooting o Selected set of TDB staff with high aptitude group and/or relevant prior training, are to be imparted with the training/skills to act as system administrators and also as trouble- shooters with basic systems maintenance tasks including hardware and network.

Page 253 / 277 Estimate for number of personnel for direct training

Training Program Group A Group B Group C % % % to be covered to be covered to be covered Awareness and sensitization of benefits of IT and Basic Computer 50% 70% 90% Awareness Role based training for application 100% 100% 50% users Trainers Training 0% 3% 0% Administration & Support Training 1% 2% 0%

The following is an indicative training plan for members of TDBbased on the nature of their responsibilities:

Sl. No. Level Type of Training Training Content

1 Group A Awareness and sensitization . Principles of e-Governance. of benefits of ICT. . Leadership and Team building skills. . Technology update. . Skills in troubleshooting vis-à-vis application, standard software and networking (for those with the aptitude and/or prior training). Basic computer awareness. . Fundamentals of computer usage. . Office Suite. . Analytical & Search Capabilities. 2 Group B Awareness and sensitization . Principles of e-Governance. of benefits of ICT. . Leadership and Team building skills. . Technology update. . Skills in troubleshooting vis-à-vis application, standard software and networking (for those with the aptitude and/or prior training). Basic computer awareness. . Fundamentals of computer usage. . Office Suite. . Analytical & Search Capabilities.

Page 254 / 277 Role based system training on . This module is required to train the CTDB Application Software. Officers at various levels in operating the CTDB application. The topics under the scope of this training would cover mainly the post-operationalisation of CTDB. The training is to be provided to the TDB staff depending upon their role and responsibilities in the service workflow. Training would include mechanism for demonstration, practical exercises and evaluation of trainees. During this training, the trainees could also be asked to carry out the routine functions using the software. Trainers Training . Principles of e-Governance. . Leadership and Team building skills. . Technology update. . Skills in troubleshooting vis-à-vis application, standard software and networking (for those with the aptitude and/or prior training). . Fundamentals of computer usage. . Office Suite. . Analytical & Search Capabilities. . Role based system training on CTDB Application Software. 3 Group C Awareness and sensitization . Principles of e-Governance. of benefits of ICT. . Leadership and Team building skills. . Technology update. . Skills in troubleshooting vis-à-vis application, standard software and networking (for those with the aptitude and/or prior training). Basic computer awareness. . Fundamentals of computer usage. . Office Suite. . Analytical & Search Capabilities.

Page 255 / 277 Role based system training on . This module is required to train the CTDB. officials at various levels in operating the CTDB application. The topics under the scope of this training would cover mainly the post-operationalisation of CTDB. The training is to be provided to the employees depending upon their role and responsibilities in the service workflow. Training would include mechanism for demonstration, practical exercises and evaluation of trainees. During this training, the trainees could also be asked to carry out the routine functions using the software. Trainers Training . Principles of e-Governance. . Leadership and Team building skills. . Technology update. . Skills in Troubleshooting vis-a-vis application, standard software’s and networking (for those with the aptitude and/or prior training). . Fundamentals of computer usage. . Office Suite. . Analytical & Search Capabilities. . Role based system training on CTDB Application Software. . Administration & Support Administration & Support . System administration Training . Network administration . Remote software support and maintenance . Application configuration . IT security administration 4 New Awareness and sensitization . Principles of e-Governance. Recruits of benefits of IT. . Leadership and Team building skills. . Technology update. . Skills in Troubleshooting vis-à-vis

Page 256 / 277 application, standard software and networking (for those with the aptitude and/or prior training). Basic computer awareness. . Fundamentals of computer usage. . Office Suite. . Analytical & Search Capabilities.

Page 257 / 277 24 Annexure I – Agreement by sucessful bidder

Tender No IT 001 dated 04/04/2016 (Agreement to be executed by the successful Tenderer in Stamp paper worth Rs.100)

FORM OF AGREEMENT

Articles of Agreement made the ...... day of ...... Between Sri ...... , Devaswom Commissioner, Travancore Dewasom Board, Thiruvananthapuram, Kerala. acting for/on behalf of Travancore Dewasom Board.. hereinafter called the TDB of the one part and Sri...... of...... and ...... Company Limited incorporated under the ...... and having its registered Office at ...... (herein after called he Contractor) of the other part.

WHEREAS the Contractor has tendered for the supply of articles for the use of M/s Travancore Dewasom Board as per Tender notification No...... Dated ......

And WHEREAS M/s Travancore Dewasom Board, have been pleased to accept the contract in respect of the articles mentioned in the copy of order attached.

And WHEREAS the Contractor has security for the satisfactory fulfilment of this contract deposited Rs...... ie. a sum equal to ...... percent of the value of the contract as per Bank Draft No...... dated...... Bank Guarantee No...... dated...... of the ...... Bank duly approved by Travancore Dewasom Board,

Now these presents witness and it is hereby mutually agreed as follows:-

5. The Contractor shall undertake to supply and install material according to the

Page 258 / 277 standard samples and specifications.

6. No representation for enhancement of rates once accepted will be considered.

7. The approximate quantities to be supplied are shown in the copy of order No...... herewith attached which shall be treated as a part of this agreement as nearly as can be foreseen. But they are merely estimates of quantities that may be required for general guidance of tenderers and the Travancore Dewasom Board in no case binds itself to purchase any quantity at all during the period of contract if no necessity arises therefore, but the Contractor shall supply any quantity of any article at the rate tendered by him, for that article up to 25 percent, in excess of the estimated quantity quoted, and in the event of his inability to do so or to offer a suitable alternative to the satisfaction of Travancore Dewasom Board is at liberty to purchase the articles or an article of similar quality from elsewhere and should the price of the articles so purchased be in excess of the tendered rate to deduct the difference of cost from the contractor’s bills or his security deposit, as the case may be. The Contractor shall not however be entitled to the excess, if any, of the tendered rate over such purchase amount.

8. In case the Contractor fails to supply and deliver any of the articles and things tendered for by him within the time provided for delivery of the same or in case the Contractor commits any breach of any of the covenants, stipulations and agreements here in contained and on his part to be observed and performed, then and in any such case, it shall be lawful for Travancore Dewasom Board (if it shall think fit to do so) by an order in writing to put an end to this contract, and in case Travancore Dewasom Board shall have incurred, sustained or been put to any costs damage or expenses by reason of this contract having been so put an end to or in case any difference in price, compensation, loss, costs, damages, expenses or other money shall then or at any time during the continuance of this contract be payable by the contractor to Travancore Dewasom Board under and by virtue of this contract it shall be lawful for Travancore Dewasom Board from and out of any moneys for the time being payable or owing to the contractor from Travancore Dewasom Board under or by virtue of this contract or otherwise to pay and reimburse to Travancore Dewasom Board all such costs, damages and expenses they may have sustained, incurred or been put to by reason of this contract having been so put an end to as aforesaid, and also all such difference in price, compensation loss, costs, damages, expenses and other moneys as shall for the time being be payable by the Contractor aforesaid.

9. Every notice hereby required or authorized to be given may be either given to the Contractor personally or left at his residence or last known place of abode or

Page 259 / 277 business or may be handed over to his agent personally or may be addressed to the Contractor by Post at his usual or last known place of abode or business and if so addressed and posted shall be deemed to have been served to contractor on the date on which in the ordinary course of Post a letter is addressed and posted would reach his place of abode or business.

10. All payments to the Contractor will be made in due course: (i) By Bank’s cheques

11. The Contractor shall not assign or make over the contract or the benefits or burdens there of or any part thereof to any other person or person or body corporate. The Contractor shall not underlet or sublet to any person or body corporate the execution of the contract or any part thereof without the consent in writing of Travancore Dewasom Board, Travancore Dewasom Board shall have absolute power to refuse such consent or rescind such consent (if given) at any time, if they are not satisfied with the manner in which the contract is being executed and no allowance or compensation shall be made to the Contractor or the subcontractor upon such rescission. Provided always that if such consent be given at any time, the Contractor shall not be relieved from any obligation, duty or responsibility under this contract.

12. In case the contractor becomes insolvent or goes into liquidation or makes or proposes to make any assignment for the benefit of his creditors or proposes any composition with his creditors for the settlement of his debts or carries on his business or the contract under inspection on behalf of his creditors, or in case any receiving order or orders for the administration of his estate are made against him, or in case the Contractor shall commit any act of insolvency, or in case in which, under any clause or clauses of this contract, the Contractor shall have rendered himself liable to damages amounting to the whole of his security deposits, the contract shall thereupon, after notice given by the Chief IT managerTravancore Dewasom Board, Thiruvananthapuram, Kerala, to the Contractor, be determined and the Chief IT managerTravancore Dewasom Board, Thiruvananthapuram ,may complete the contract in such time and manner and by such person asTravancore Dewasom Board, Thiruvananthapuram shall think fit. But such determination of the contract shall be without any prejudice to any right of remedy of Travancore Dewasom Board against the Contractor or his sureties in respect of any breach of contract committed by the Contractor.

13. All expenses and damages caused toTravancore Dewasom Board by any breach of all or any of the terms of this contract by the Contractor shall be paid by the Contractor to the Bank and may be recovered from him.

Page 260 / 277 14. The Security Deposit/Performance Guarantee shall, subject to the conditions specified herein be returned to the Contractor within six months after completing the entire warranty period, but in the event of any dispute arising between Travancore Dewasom Board and the Contractor, the Bank shall be entitled to deduct out of the deposits or the balance thereof, until such dispute is determined the amount of such damages, costs, charges and expenses as may be claimed the same may also be deducted from any other sum which may be due at any time from Travancore Dewasom Board to the Contractor.

15. The Contractor/hereby declares that the goods/stores/articles sold to buyer under this contract shall be of the best quality (and workmanship) and shall be strictly in accordance with the specifications and particulars contained/mentioned in the copy of the order mentioned in clause 3 here of and the contractor/hereby guarantees that the said goods/stores/articles would continue to conform to the description and quality aforesaid for a period of ...... days/months from the date of delivery of the said goods/stores/articles toTravancore Dewasom Board and that notwithstanding the fact that Travancore Dewasom Board (Inspector) may have inspected and/or approved the said goods/stores/articles, if during the aforesaid period of ...... days/months the said goods/stores/articles be discovered not to conform to the description and quality aforesaid or have deteriorated and the decision of Travancore Dewasom Board in that behalf will be final and conclusive Travancore Dewasom Board will be entitled to reject the said goods/stores/articles or such portion thereof as may be discovered not to conform to the said description and quality. On such rejection of goods/articles/stores will be at the contractor’s risk and all the provisions herein contained relating to rejection of goods & c, shall apply. The contractor/Seller shall if so called upon to do replace the goods & c, or such portion thereof as is rejected by Travancore Dewasom Board , Otherwise the Contractor/Seller shall pay to Travancore Dewasom Board such damages as may arise by reason of the break of the conditions herein contained. Nothing herein contained shall prejudice any other right of Travancore Dewasom Board in that behalf under this contract or otherwise.

16. The tender documents viz: Tender Notice, Declaration by Tenderer, General Instructions, Technical Conditions, Commercial Conditions, Performance Guarantee, Price Bid – Schedule, General Conditions will form part of this Agreement. The terms & conditions given in this agreement and/or the Order referred to in Clause 3 above shall supercede all the terms and conditions contained in the tender/quotation submitted by the Contractor or in the covering letter forwarding the said tender/quotation. Where the contractor’s terms and conditions are at variance with

Page 261 / 277 this agreement and/or the order for the supply, the latter shall prevail.

17. In case where a successful tenderer after having made partial supplies fails to fulfil the contracts in full, all or any of the materials not supplied may, at the discretion of the purchasing Officer be purchased by means of another tender/Quotation or by negotiation from the next higher tenderer who had offered to supply already and the loss, if any, caused to Travancore Dewasom Board shall thereby together with such sums as may be fixed by towardsTravancore Dewasom Boardes be recovered from the defaulting, tenderer.

18. Even in cases where no alternate purchases are arranged for the materials not supplied the proportionate portion of the security deposit based on the cost of the materials not supplied at the rate shown in the tender of the defaulter shall be forfeited and balance alone shall be refunded. i. The equipments supplied under this contract will be under performance guarantee valid for the period...... to...... (three years). The supplier shall maintain systems and peripherals supplied and installed under this contract in accordance with the provisions laid down in the clauses below during the above period. ii. The supplier shall provide the following services under the performance guarantee to keep the systems and peripherals in good working order. a. Un scheduled on call corrective and remedial maintenance service to set right the malfunctioning of the system. This includes replacement of unserviceable parts. The parts replaced will either be new parts or equivalent in performance to new parts. In the case of a part, the defective part removed from the system will become the property of the supplier, b. Application Support : The supply is comprehensive inclusive of Application support on all the systems supplied and installed under this contract. Any problem related with Application, device drivers, System configuration and network configuration (if required) shall be attended & rectified by the supplier. All required device drivers shall be provided by the supplier. The supplier shall also keep a copy of all device drivers. a. Maximum acceptable down time will be 24 hours for remote location . The supplier shall also ensure an availability of 95% for all modules& accessories on a yearly basis. This means that all the modules and accessories covered under this performance guarantee clause shall be in operating condition at least on 95% of the normal working hours in a year.

Downtime penalty shall also be imposed for in excess of 5% allowed. This shall be calculated

Page 262 / 277 yearly and the downtime penalty already charged during that year on account of maximum twentyfour hour continuous downtime clause shall be deducted from the downtime penalty so calculated.

Downtime penalty shall be settled every year failing which the amount due to Travancore Dewasom Board is liable to the realized from the Bank Guarantee furnished by the supplier.

Terms of performance guarantee and Annual Maintenance Contract. a. If the User is not able to hand over the system to the supplier’s engineer for maintenance purpose, such time will not be considered for the down time penalty. b. In case of intermittent failures and repetitive problems due to improper diagnosis or repair, the system will be treated as continuously down. out of damages caused due to fire, theft, riots, accidents, earthquakes, storm and other natural calamities. c. CALL REGISTRATION AND COMPLETION: All the maintenance calls will be logged using the System Maintenance Register. Also, they may be registered with the nearest supplier’s office. The supplier shall acknowledge each call with a unique Call no: which is to be used for reference in future. A call service slip may be made for each call. The Call service slip shall contain the following details: call number, reported problem, affected items, date and time of call reporting, date and time of call attending, date and time of call completion, down time in days, fault diagnosed, repairs carried out, components replaced etc. Completion of calls will be certified by Travancore Dewasom Board official or by a nominee. The supplier shall prepare the call service slips in duplicate. These will be signed by Travancore Dewasom Board Officials& the supplier. One copy will be given to the user and one copy will be retained by the supplier. The entries in the System Maintenance Register may also be completed based on the entries of the Call service slip after closing the call. d. FORCE MAJEURE: The supplier shall not be liable or deemed to be default of any delay or failure in performance stated herein resulting directly or indirectly from causes beyond its reasonable control. If the supplier is prevented from performing its function under the instrument for a period longer than six months, the supplier’s liability ceases. Then both the parties shall discuss the course of action to be taken afterwards .

In witness where of the parties hereto have hereunto set their hands the day and year first above written.

Signed sealed and delivered

Page 263 / 277 by...... Travancore Dewasom Board, Thiruvananthapuram, Kerala

In the presence of: Witness

1.

2.

Signed sealed and delivered by......

In the presence of (Contractor) Witness:- 1.

2.

Page 264 / 277 25 ANNEXURE II - Gurantee Bond

GUARANTEE BOND Tender No IT 001 dated 04/04/2016 (To be used by approved Scheduled Bank) 1. In consideration of Travancore Dewasom Board. (hereinafter called “the Travancore Dewasom Board”) having agreed to exempt ...... herein after called “the said Contractor(s)” from the demand. (Under the terms and conditions of an Agreement dated to be executed as per order made between...... and ..... for...... herein after called “the said Agreement” of security deposit for the due fulfillment by the said Contractor’s of the terms and conditions contained in the said Agreement on production of a Bank guarantee for Rs...... (Rs ...... only). We ...... Bank Ltd (herein after referred to as the Bank) do hereby undertake to pay to the Board an amount not exceeding Rs...... (Rs...... only) against any loss or damage caused to or suffered by or would be caused to or suffered byTravancore Dewasom Board by reason of any breach by the said Contract(s) of any of the terms and conditions contained in the said Agreement.

2. We...... Bank Ltd. do hereby undertake to pay the amounts due and payable under the guarantee without any demur merely on a demand from the Travancore Dewasom Board. stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by Travancore Dewasom Board by reason of any branch by the said contractor(s) of any of the terms and conditions contained in the said Agreement or by reason of the Contractor’s(s) failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive, as regards the amount due and payable by the Bank under the guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs......

3. We ...... Bank Ltd. further agree, that the guarantee herein contained, shall remain in full force and effect during the period that would be taken for the performance of the Agreement and that it shall continue to be enforceable till all the dues of M/s Travancore Dewasom Board, under or by virtue of the said Agreement have been fully paid and its claims satisfied or discharged till the Chief IT Manager,Travancore Dewasom Board or other Officer in charge of the Work, certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharges the guarantee. Unless a demand or claim under

Page 265 / 277 this guarantee is made on us in writing on or before the ...... we shall be discharged from all liability under the guarantee thereafter.

4.. We...... Bank Ltd. further agree with Travancore Dewasom Board that shall have the fullest liberty, without our consent and without affecting in any manner or obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor(s) from time to time or postpone for any time or from time to time any of the powers exercisable by Travancore Dewasom Board against the said Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension or forbearance being granted or allowed to the said Contractor(s) or for any of the forbearance act or omission on the part of the Bank or any indulgence by Travancore Dewasom Board to the said Contractor(s) or by any such matter or thing whatsoever which under law relating to sureties would but for this provision have the effect of so relieving us.

5. To give effect to the guarantee it shall be competent for Travancore Dewasom Board to so act, as thought the Bank were the principal debtor.

6. It is hereby expressly agreed and declared that this guarantee and the powers and provisions herein contained are in addition to and not by way of limitation of or substitution for any former or other guarantees or guarantee here to fore given by the Bank to Travancore Dewasom Board and now existing un cancelled and this guarantee is not intend to and shall not revoke or limit such other guarantees.

7. We...... Bank Limited lastly undertake not to revokes this guarantee during its currency-except with the previous consent of Travancore Dewasom Board in writing.

Dated he...... day of...... For...... Bank Limited, ......

Page 266 / 277 26 ANNEXURE III -Format of Agreement to accompany the Tender

Tender No IT 001 dated 04/04/2016 (Format of Agreement to accompany the Tender To be executed in Stamp paper worth Rs 100/-) AGREEMENT

Articles of agreement executed on this ...... the ...... day of ...... two thousand and ...... Between Travancore Dewasom Board action through (here enter the designation of the officer who has invited this tender...... (hereinafter referred to as “Travancore Dewasom Board”) of the one part and M/s...... (here enter name and address of the tenderer) herein after referred as “The bounden” of the other part.

WHEREAS in response to the invitation for tenders contained in Notification No...... date...... inviting tenders the bounden has submitted to the Travancore Dewasom Board a tender for the ...... specified therein subject to the terms and conditions contained in the said tender:

WHEREAS the bounden has also deposited with Travancore Dewasom Board a sum of Rs...... as earnest money for execution of an agreement undertaking the due fulfilment of the contract in case his tender is accepted by Travancore Dewasom Board.

Now THESE PRESENTS WITNESS and it is hereby mutually agreed as follows:

1. In case the tender submitted by the bounden is accepted by Travancore Dewasom Board and the contract for ...... is awarded to the bounden, the bounden shall within ...... days of acceptance of this tender execute an agreement with the TDB incorporating all the terms and conditions under which Travancore Dewasom Board accepts his tender.

2. In case the bounden falls to execute the agreement as aforesaid incorporating the terms and conditions governing the contract Travancore Dewasom Board shall have power and authority to recover from the bounden any loss or damages caused to Travancore Dewasom Board in by such

Page 267 / 277 breach as may be determined by Travancore Dewasom Board, appropriating the earnest money deposited by the bounden and if the earnest money is found to be inadequate, the deficit amount may be recovered from the bounden and his properties movable and immovable also in the manner here in after contained.

3. All sums found due to Travancore Dewasom Board under or by virtue of this agreement shall be recoverable from the bounden and his properties, movable and immovable under the provisions of the Revenue Recovery Act for the time being in force as though such sums are arrears of land revenue and also in such other manner as Travancore Dewasom Board may deem fit.

4. In witness where Sri ...... (here enter name and designation) for and on behalf of Travancore Dewasom Board and Sri ...... the bounden have hereunto set their hands the day and year shown against their respective signatures.

Signed by Sri ...... (date)

In the presence of witness

1

2

Signed by Sri...... (date)

In the presence of witness

1

2

Page 268 / 277 27 Letter from bidder

PRE-QUALIFICATION INFORMATION

1. LETTER OF TRANSMITTAL.(To be submitted in applicants letterhead with complete postal address, telephone no, fax no, and e-mail address) Date:

To Devaswom Commissioner Travancore Devaswom Board Sir,

Sub :- Submission of application for pre-qualification of firms for Design, Supply, Installation, Commissioning and Maintenance of Computerization of Travancore Dewasom Board Project. (CTDB) for a period of Three Years

Having examined the details given in the invitation for pre-qualification of firms for the aforesaid project, we hereby submit the application for pre-qualification with relevant documents.

We hereby certify that all the statements made and the information supplied and uploaded are true and correct.

We submit the requisite Solvency Certificate and authorize Travancore Dewasom Board. to approach the Bank issuing the Solvency Certificate to verify the correctness thereof. We also authorise Travancore dewasom Board. to approach Individuals, Employers, Firms and Corporations to verify our competence and general reputation.

Travancore dewasom Board.and its authorized representatives are hereby authorized to conduct s or investigations to verify the statements, documents and information submitted in connection with this application.Travancore dewasom Boar and its authorized representatives may contact the following persons for further information.

Page 269 / 277 FINANCIAL ENQUIRIES

Name & Designation Tel No. Fax No. Email Contact 1

Contact 2

TECHNICAL ENQUIRIES

Name & Designation Tel No. Fax No. Email Contact 1

Contact 2

PERSONNEL ENQUIRIES

Name & Designation Tel No. Fax No. Email Contact 1

Contact 2

Signature of the authorised signatory of the Applicant/Firm

Page 270 / 277 28 FORM – II

Tender No IT 001 dated 04/04/2016

MEMBER OF A GROUP OF COMPANIES (If the applicant is a member of a group of companies please give the following information otherwise state, ’not applicable’)

1 Name and address of Group :

2 Name and address and description : of other companies in the group.

3 Name and address of the Bankers :

Signature of the authorized signatory of the Applicant/Firm

Page 271 / 277 29 FORM – III

Tender No IT 001 dated 04/04/2016

SUBSIDIARY OF A LARGE CORPORATION (If the applicant is a subsidiary of a large corporation please give the following information otherwise state, ’not applicable’)

1 Name and address of the parent : Organization

2 State the involvement if any, the : parent company have in the project

3 Name and address of the Bankers :

Signature of the authorized signatory of the Applicant/Firm

Page 272 / 277 30 FORM – V Tender No IT 001 dated 04/04/2016 FINANCIAL STATEMENT (Must be given separately for each partner in case of Consortium)

1 Name of firm :

2 Name of partners/Director :

3 Capital a) Authorized :

b) Issued and Paid up :

4 (a) What is the maximum annual : value of the project that you can handle?

(b) What is the maximum value of : the project that your Company/ group of companies have handled so far?

5 Have you ever been declared bankrupt? (If yes, please give : details in separate sheet)

Certified that the following documents are furnished along with the Pre-qualification Bid

1. Balance sheet and profit and loss statement with auditors report for last two years. 2. Income tax clearance certificate

Note :Fiscal year of the company can be followed.

Signature of the authorized signatory of the Applicant/Firm

Page 273 / 277 31 FORM - VI

Tender No IT 001 dated 04/04/2016

KEY MANAGEMENT: PERSONNEL (Please attach an Organization Chart showing the structure of the Company)

A. BOARD OF DIRECTORS :

Details of key Technical and Administrative personnel who could be assigned to the work in the following pro-forma.

B. KEY TECHNICAL PERSONNEL

1. Name :

2. Qualification :

3. Present position of office :

4. Professional Experience in years :

5. No of Years with the applicant :

C. KEY ADMINISTRATIVE PERSONNEL

1. Name :

2. Qualification :

3. Present position of office :

4. Professional Experience in years :

5. No of Years with the applicant :

Signature of the authorized signatory of the Applicant/Firm

Page 274 / 277 32 FORM – VII Tender No IT 001 dated 04/04/2016 KEY TECHNICAL PERSONNEL IN KERALA STATE

Sl No. Name Designation Qualification Experience Location in Years

Signature of the authorized signatory of the Applicant/Firm

Page 275 / 277 33 FORM – IX

Tender No IT 001 dated 04/04/2016

ADDITIONAL INFORMATION.

Any further information which the applicant considers relevant in regard to the capabilities

Signature of the authorized signatory of the Applicant/Firm

Page 276 / 277 34 Form X

Tender No IT 001 dated 04/04/2016

Undertaking

I/we ...... hereby agree to adhere to the conditions of Travancore dewasom Board regarding delivery, Guarantee, Payment and Penalty mentioned in this tender document.

Signature

Name and address of the Supplier.

Page 277 / 277