MUNGER UNIVERSITY MUNGER, BIHAR
REQUEST FOR PROPOSAL (RFP)
FOR Selection of an Agency to Design, Develop, Implement & Maintain UNIVERSITY MANAGEMENT INFORMATION SYSTEM for all the Constituent and Affiliated Colleges of Munger University, Munger
Last date of submission of Bid January 16, 2019 Date of opening Technical Bid January 23, 2019 Date of opening of Commercial Bid: January 28, 2019
TABLE OF CONTENTS
Contents PREFACE ...... 4
Salient Features of the Proposed System: ...... 4
PROJECT OBJECTIVES: ...... 4
INVITATION FOR BIDS ...... 5
TENDERER’S QUALIFICATION CRITERIA: ...... 5
INSTRUCTION TO TENDERERS ...... 7
TECHNICAL EVALUATION ...... 9
OPENING OF COMMERCIAL BID ...... 11
EVALUATION OF COMMERCIAL BIDS ...... 12
COMPUTING THE FINAL SCORE ...... 12
AWARD CRITERIA ...... 12
TERMS AND CONDITIONS OF THE TENDER ...... 13
SCOPE OF WORK AND TECHINICAL SPECIFICATIONS ...... 22
BID PROPOSAL PROFORMA ...... 73
PARTICULARS OF TENDERER'S ...... 74
PRICE SCHEDULE ...... 75
BIDDER’S DETAILS/PROFILE ...... 76
AUTHORIZATION LETTER ...... 76
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Abbreviations/ Acronyms
AMC Annual Maintenance Contract
EMD Earnest Money Deposit
LD Liquidated damages
PBG Performance Bank Guarantee
RFC Request For Proposal
UAT User’s Acceptance Test
Univ University
SI System Integration
IT Information Technology
PF Provident Fund
BOOT Build, Own, Operate and Transfer
SLA Service Level Agreement
UEPF University Employee Provident Fund
DCPS Defined Contribution Pension Scheme
MIS Management Information System
OCR Optical Character Recognition
HRD Human Resource Development
UMIS Integrated University Management System
DC Data Centre
DR Disaster Recovery
CMMI Capability Maturity Model integration
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
PREFACE
Munger University, Munger (BIHAR)was established on 18 March, 2018 with its headquarters at Munger. The Educational area of this university is spread over the five districts of Munger, Khagaria, Jamui,
Sheikhpura and Lakhisarai in Bihar. According to the University Act 1976U (Amendment 2017) of the Government of Bihar, the University is entrusted with the responsibility of Teaching, Research, Extension Education and Evaluation. University is recognized under section 22 of the UGC Act, 1956 for imparting education and awarding degrees upto Ph. D Level under regular (non-distance) modes. The University is also a member of AIU and is gearing up to take up large number of innovative courses including dual degree courses which shall be attracting and retaining quality faculty and students.
SALIENT FEATURES OF THE PROPSED SYSTEM Following are the key aspects of the proposed Integrated University Management Software Solution:
• The implementation of this solution should help Munger University, Munger (BIHAR)in creating a centralized education, evaluation, research and extension related database for all the colleges, research stations and extension centres.
• The ownership of these databases and other data of this entire project shall be vested with Munger University, Munger (BIHAR) and not the solution provider.
• This solution should be platform based, easily customizable and hosted centrally at theUniversity’s Data Centre and space for the servers from solution provider will be provided by MUNGER UNIVERSITY, BIHAR in the Data Centre to setup the IT infrastructure required to implement the solution.
• The solution shall also provide workflow automation for the proposed system, details of which are given in the detailed scope of work.
PROJECT OBJECTIVES: The primary project objectives of Munger University, Munger (BIHAR) are:
• Creation of robust system to eliminate possibility of malpractices in existing system
• Proper and accurate report generation through University Management Information System (UMIS) for the Vice-Chancellor and other Senior Administrative staff for monitoring and quick decision making. • Providing automation of other work flow related activities. • Introduction of transparency and accountability in operations • Elimination of Redundancy • Electronic security and control of confidential data • Fast disposal of stakeholder grievances • Timely Dissemination of information as per public requirements • Creation of robust system to eliminate malpractices in existing system • Applying ICT for modernization of teaching learning interfaces. • Applying ICT for research works. • Creating virtual class room by applying ICT • Integrating third party E-library for student and teachers
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
SECTION I
INVITATION FOR BIDS 1. This invitation for bids is issued to the bidders who possess the following qualification criteria.
TENDERER’S QUALIFICATION CRITERIA:
1.1 The Tenderer / Bidder should be primarily an IT Company registered under the Indian Companies Act, 2013 and rules of the Company (incorporation) Rules 2014 only, Since last 3(three) years. Certificate of incorporation issued by the Registrar of Companies must be submitted.
1.2 Bids can be submitted by an individual firm. No Consortium or Joint Venture is allowed.
1.3 The Tenderer / Bidder should be dealing with infrastructure management services, application development & management services for which the bid is quoted in the tender form.
1.4 The bidder should have a turnover of Rs. 50, 00,000 (Fifty lakh only) per annum for the last financial years and have audited balance sheet of last 3 financial years. The bidder should submit Chartered Accountant’s certificate/ PSU status attesting to the same.
1.5 The Bidder must have been working experience in India for at least 5 years.
1.6 The Bidder must have in their name, a PAN with IncomeTax authority in India & GST (Must include Latest GST return certificate)
1.7 The Bidder should preferably be rated CMMI-Level 3 and above certified. In case the certificate is under process of renewal, a copy of the existing certificate should be submitted and the bidder should submit an undertaking to the extent that they will submit a valid copy of the Certificate to MUNGER UNIVERSITY, MUNGER (BIHAR) in the event of their being selected as the successful bidder.
1.8 The Bidder must have a working office in Bihar having minimum developer strength of 10 (Having Qualification either of BCA, MCA, B.Tech).
1.9 The Bidder should have been engaged in at least one project involving development&Implementation of similar solution (Compulsorily having any of admission, enrolment, and examination modules in any one or more Universities/Govt. colleges in India. Copy of Purchase Order and project progress / completion report / testimonial from the concerned University/Govt. colleges to be attached.
The individual signing the tender or other document in connection with this tender must be duly authorized through a suitable letter or power of attorney issued by the Managing Director/Director of the bidder.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
2. This document is a Request for Proposal (RFP) for ‘Implementation of Web based Integrated University Management Information System Solution at MUNGER UNIVERSITY, MUNGER(BIHAR) and its constituent and affiliated colleges, research stations. This project will be developed by bidder within the tenure for this project will be for a term of 3 years from the date of successful implementation and completion of scope of work. The solution provider will implement this project in a structured and time bound manner. Upon successfully implementing this project (Go Live) the solution provider will maintain it for 3 years. The contact can be extended further 2 years at the end of the maintenance period on mutual agreement and the cost revision.
3. This invitation to the Tenderers is for carrying out following tasks for Munger University, Munger (BIHAR) Implementation of Integrated University Management Software solution
a) Process study and Gap Analysis. b) System Implementations c) Creation of necessary IT infrastructure. d) Training and capacity building e) Support &Maintenance services. f) Manpower Services
4. Tenderers are advised to study the Tender Document carefully. Submission of Tender shall be deemed to have been done after careful study and examination of the Tender Document with full understanding of its implications.
5. Sealed offers prepared in accordance with the procedures enumerated in clause 1 of Section 2 should be submitted of the University not later than the date and time laid down at the address given in Clause B – ‘Key Events’ of Section 2 in the Schedule for Invitation to Tender.
6. All bids must be accompanied by the earnest money of 1,00,000/-. (one Lakh Only) in the form of Demand Draft / Bank Guaranty in favor of Assistant Registrar, of the University from Nationalized Bank along with a demand draft for non-refundable tender fees of Rs. 5,000/- (Rupees Five Thousand Only). Both the demand drafts/ Bank Guarantee should be drawn on a nationalized bank payable in Munger.
7. The tender response should be stamped and signed across all the pages by the authorized representative of the bidder. Only the authorized representative of the bidders should sign in the tender response. The authorization will be in the form of an authorization letter duly signed by the Director of the company.
8. This tender document is not transferable.
9. Schedule for Invitation to tender.
Name of the University: MUNGER University, Bihar Address at which Tenders are to be submitted: Registrar, Munger University Date till which the tender is valid: Till the date of agreement
last date of Sell of Tender Document 11/01/2019 4:00 PM
last date of submission of bids 16/01/2019 4:00 PM
Date of opening Technical Bid 23/01/2019 1:00 PM Date of opening Commercial Bid 28/01/2019 1:00 PM
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
❖ Agreement shall have to be executed within fifteen days of the finalization of the bid, failing which the security shall be forfeited and the bid will be declared invalid.
10. Bid can be submitted by Hand/Registered Post only. 11. No Bid will be accepted after end of last date of submission of bids and will be termed as Late Bid and returned. 12. Bidder must ensure that at the document and information submitted for the bid is correct before the submission No change request will be accepted after any bid document after submission. IF any mistake found in the bid regarding the documents during the technical evaluation of bid then it will be cancelled then and no further evaluation will take place in any circumstances. 13. The Munger University, Munger-811201 (Bihar) shall not be responsible for any postal delay about non-receipt or non-Deliver of Tender Documents. 14. The Munger University,Munger-811201 ( Bihar) Reserves the right not to accept a tender or reject all tenders without assigning any reason.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
SECTION II
INSTRUCTIONU TO TENDERERS
Creation of robust system to eliminate malpractices in existing system
A. INTRODUCTIONU
1. Procedure for submission of Bids.
It is proposed to have a two-bid system for this tender.
i) Technical Bid in First envelope.
ii) Commercial Bid in Second envelope.
1.1 The tenderer must place their technical and commercialbids in separate envelopes, super- scribed with separate BID tittles as follows.
1.2 Commercial Bid of only those tenderers shall be opened who qualify based on the Technical discussion and presentation as detailed in the section on Evaluation Criteria.
1.3 Technical Bid should contain EMD of Rs. 100000/-.(one Lacks Only) As indicated in clause 6 of Section I. Bids enclosed without EMD shall summarily rejected.
1.4 Please note that prices should not be indicated in the technical bid and should be quoted only in the commercial Bid.
1.5 The bids, received after the last date and time for receipt of bids prescribed in the tender document and declared late by the Tender Evaluation Committee, shall be rejected and or returned unopened to the tenderer.
1.6 The cover thus prepared should also indicate clearly the name and the address of the tenderer to enable the bid to be returned unopened in case it is received “Late Bid”.
1.7 Each copy of the tender should be a complete document and should be bound as volume different copies must be bound separately.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
2 COST OF PREPARATION OF TENDER DOCUMENT.
2.1 The tenderer shall bear all costs associated with the preparation and submission of its bid, including cost of presentation for the purpose of clarification of the bid, if so desired by the University shall in no case be responsible or liable for those costs, regardless of the conduct or outcome Of the Tendering process.
3 RESPONSIVES
3.1 The tenderer is expected to carefully examine all instructions, forms, terms and specifications in the tender document. Failure to furnish all information required in the document or submission or a bid not substantially responsive to the tender document in every respect shall be at the tenders risk and may result in the rejection of the bid.
4 CLARIFICATION REGARDING THE TENDER DOCUMENT
4.1 A prospective tenderer requiring any clarification of the tender document may notify the University in writing at the university mailing address indicated in clause 8 of section I. The university shall respond in writing to any request for clarification of the tender document, received, not later than 06 days prior to the last date for the receipt of bids prescribed by the University. Written copies of the university response (including an explanation of the query but without identifying the source of Inquiry) shall be sent to all prospective Tenderer who have received the tender documents.
A prospective tenderer requiring any clarification of the bidding documents must submit his queries in writing in the following format only to be considered for clarification.
Sr No. Section No Clause No Reference / Subject Clarification Sought
The queries not adhering to the above mentioned format shall not be responded.
5 AMENDMENT OF TENDER DOCUMENT.
5.1 At any time up to the last date for receipt of bids the University, may, for any reason, whether at his own initiative or in response to a clarification requested by prospective tenderers modify the tender document by an amendment.
5.2 The amendment shall be notified in writing or by mail to the prospective tenderers who have received the tender document and shall be binding on them.
5.3 In order to offer prospective tenderers reasonable time or otherwise for any other reason, in which to take the amendment into account in preparing their bids, the University may at its discretion, extend the last date for receipt of Bids.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FPR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
B. PREPARATION OF BIDS
6. LANGUAGE OF BIDS
6.1 The Bids prepared by the tenderer and all correspondence and documents relating to the bids exchanged by the Tenderer and the University shall be written in the English language.
7 DOCUMENTS COMPRISING THE BIDS.
7.1 The bids prepared by the tenderers shall comprise of following components.
a) Technical bid (2 copies + 1 soft copy) shall consist of the following:-
i) Original Bid document along with clarifications issued by University if any duly signed & stamped by the bidder.
ii) Proposed solution and its existing functionalities in detail. Proposed implementation methodology, Customization methodology and development tool and detailed technical specifications for undertaking tasks/projects specified under section IV, along with supporting documents and all information necessary for proper technical evaluation as per the parameters in technical evaluation table.
iii) Soft copy of PPT presentation to described the point (ii).
b) Commercial Bid (only one copy) consisting of the following:-
i) The Tenderer shall indicate the firm price for indicated tasks/scope of work in the Performa III as per the terms of reference given in the Technical Specifications.
C. KEY EVENTS & DATES:
Earnest Money Deposit Rs. 100,000/- Cost of the Tender Form Rs. 5,000/- Last Date for submission of Technical and 16/01/2019 Commercial Bid Date and Time of Opening Technical Bid 23/01/2019 11:00 AM Date of Technical Presentation 25/01/2019 Date and Time of Opening Commercial Bid 28/01/2019 Validity of tender Till the signing of agreement Contact Person Registrar, Munger University, Munger
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
D. BID OPENING
OPENING OF TECHNICAL BID
The University will first open the technical bid on the notified date and time of the tenderer in the presence of the Tenderer or his representative who choose to attend.
TECHNICAL EVALUATION The bidders will be evaluated on Quality cum Cost-Based Selection (QCBS)
The information furnished by the bidders in the technical bid and technical presentation shall be the basis for this evaluation. In case any of the information is not made available, the Committee will assign zero marks to that item. Bidders must note that the technical evaluation will be carried out prior to opening of any Commercial Bids.
The guidelines for evaluation have been designed to facilitate the objective evaluation of the Technical &Commercial bids submitted by the bidder. The evaluation process would rank the bidders based on theirComposite score computed as weighted average of the Technical and Commercial scores in the manner prescribed below. There will be a weight age of 70% for Technical Bid and 30% for Commercial Bid.
The evaluation process would comprise of two stages as Technical evaluation and Financial evaluation.
A maximum of 100 marks will be allocated for the Technical Bid. The evaluation of functional and technical capabilities of the Bidders will be completed first as per the guidelines given below. If any bidder is found to be technically inadequate to the requirements of the University, i.e. if the technical score is lower than 60, then that bidder’s Commercial Bid will not be opened.
After technical evaluation, the University will open the commercial bid of those bidder(s) whose technical score is higher than 60, even if there may be a single qualified bidder.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM Technical evaluation of the bidders will be done based on the criteria and points system as specified below.
Point Sr. Criteria Description/documents to System Max be submitted Points 1 Past Experience of Bidder 15 1.1 The bidder should The bidder should have 3 have experience in experience in running running Govt. projects Govt. projects least two projects details
Required) Compulsory. Networth (At least last financial 1.2 year) Certificate issued by Rs. 50lakh or above 2 Chartered Accountant
1.3 CMMI/ Valid certificate 10 Certification (Level 3 and above)
2 Solution Proposed for this Project 30 Evaluation Committee 2.1 Proposed Requirements addressed will 30 evaluate whether all the points Software as mentioned in different / requirem Solution parts of the RFP and the ents mentioned in The RFP are addressed well and compulsorily quality as well as the award points accordingly, the having its own relevance of the solution important inbuilt parameters being: a) Proposed demonstrable methodology b) & fast Solution Architecture. With demonstr customization & able Customization
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Platfor Implementation m capability. And c) Security Architecture d Functional) Architecture With demonstr able Customization Platfor m e) Project Team deployment plan f) E-content creation g) Application deployment and testing strategy h )Quality Control Procedures suggested by bidders i) Comprehensiveness of Bill of Materia ls along with Their quantities j) Proposed solution is multi- lingual and takes input at field level in local language k Proposed) solution Provides output reports in local language and Dynamic Report Write 2.2 Detailed Implementation Plan l o o k e d o v e r a l l
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The overall approach The overall approach 2.3 Project and and methodology to be Methodol Approach and looked ogy adopted by The into with emphasis on Bidder to implement the Methodology with the project applicat to meet the emphasis on the ion platform Timelines capabili application ties and technology platform availability Capabilities. T h Subjective Criteria:- 2.4 Detailed Work edescription and The q u a l i t detailed Project Plan including Plan y day wise, week wise activities of the work plan to be with looked Work into Breakdown Structures, Project estimates, milestones etc. Proposed Subjective 2.5 Training Training and Criteria:- T Change Management h plan e Evaluation Committee Will descript evaluate on the basis ion to of be looked - Proposed Training into Schedule - Areas/domains covered - Number of personnel to be deployed for training with location of training Number and Relevance of the 2.6 Quality and Quality of profiles people along with their profile of people proposed educational qualifications, proposed experience 3 Power Point Presentation 35 Power point presentation regarding the explanation of point 2.1 to 2.6 35
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
OPENING OF COMMERCIAL BID:
Commercial bids of only those bidders who qualify on the basis of evaluation of technical bid and presentation will be opened in the presence of the qualified bidder and their representatives on notified time and date which will be communicated to the qualified bidders well in advance.
The Commercial Bids of only those bidders will be opened, whose technical bids were found to be substantially responsive and who scored the minimum 70% marks for technical qualification as mentioned in this RFP. The date and time declaration of the results of technical bids and the opening of commercial bids will be communicated to all the bidders who have submitted the bids.
EVALUATION OF COMMERCIAL BIDS
The commercial bids of only technically successful bidders will be opened. MUNGER UNIVERSITY, MUNGER is not bound to select the bidder basis lowest cost.
a) The evaluation will carry out if Commercial bids are complete and computationally correct.
Lowest Commercial bid (denoted by symbol “F (m)”) will be allotted a Commercial score of 100 marks. The Commercial score will be denoted by the symbol “S(r)”. The Commercial score of other bidders will be computed by measuring the respective Commercial bids against the lowest proposal.
b) These Commercial scores will be computed as: S(r) = 100 * (F (m) / F ) where F is the Commercial bid of the bidder whose Commercial score is being calculated. The Commercial score shall be out of a maximum of 100 marks.
COMPUTING THE FINAL SCORE:
The composite score is a weighted average of the Technical and Commercial Scores. The weight ages of the Technical vis-à-vis the Commercial score is 0.70 of the Technical score and 0.30 of the Commercial score. The composite score (S) will be derived using following formula:
S = (S (t) * 0.70) + (S (r) * 0.30).
Thus, the composite score shall be out of a maximum of 100 marks.
AWARD CRITERIA
The responsive bidders will be ranked in descending order according to the composite score as calculated based on the above formula. The highest-ranking vendor as per the composite score will be selected.
In case of a tie for total highest marks, the bidder with a superior solution who has been given the higher technical score amongst the bidders with the tied composite scores shall be awarded the contract.
In the event of this winning bidder not accepting the contract or not completing the formalities after the issue of the Letter of Intent within the stipulated period, then MUNGER UNIVERSITY, MUNGER(BIHAR) shall award the contract to the bidder with the next highest composite score, provided the commercial bid of this bidder is less than or equal to that of the original winning bidder. In the event of the commercial bid of the bidder with the second highest composite score being higher than that of the original winning bidder, MUNGER UNIVERSITY, MUNGER(BIHAR) shall seek written confirmation from the second-ranked bidder to match the commercial bid of the original winning bidder. If the second ranked bidder agrees in writing to match the commercial bid of the original winning bidder, then MUNGER UNIVERSITY, BIHAR shall award the contract to this second-ranked bidder.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
SECTION III
TERMS AND CONDITIONS OF THE TENDER
1 STANDARDS:
1.1 Work executed under this work order shall conform to the standard mentioned in the Fine-tuned Technical Specifications.
2 ELEGIBLE TENDERERS.
2.1 The Munger University reserve the right to carry out the capability assessment of the tenderers and the University decision in this regard shall be final and binding to all.
2.2 Upon award of work order, within 15 days the successful tenderer shall sign a service level agreement with the University.
3 DELIVERY PERIOD AND INSTALLATION
3.1 The successful completion period of the said tasks should be adhered to as shall be mentioned in the AWARD OF WORK ORDER. The supply of each phase shall actually be deemed to have been completed on completing the User Acceptance Test (UAT) for that phase.
3.2 The software shall be implemented at the University at the cost of the tenderer.
4 DELAYS IN THE TENDER PERFORMANCE AND PENALTY:
4.1 Delivery of the items shall be made or the work order Services shall be completed provided by the tenderer in accordance with the time schedule specified by the University in this schedule of requirement.
4.2 Any delay failure by the tenderer in the performance of its delivery obligations shall render him liable to penalties as specified in the service level agreement (SLA) to be signed within 15 days from the date of issuing of the work order.
5 TIME LIMIT FOR COMPLETION OF THE TASK:
5.1 The University requirement for the completion schedule of different tasks under the work order is given below:
5.2 Task I to Task VII of the scope of work indicated in section IV shall be completed within period agreed/specified by the university.
5.3 The above time limit may be fine-tuned in consultation with the tenderer at the time of award of work order depending upon the nature/scope of the work, which will be binding on the parties thereafter.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
6 STANDARD OF PERFORMANCE.
6.1 The tenderer shall carry out the supply order/ services and carry out its obligations under the work order with due diligence, efficiency and economy in accordance with generally accepted norms techniques and practices used in the industry. Then tenderer shall also adhere to professional engineering and consulting standards recognized by international professional bodies and shall observe sound management, technical and engineering practices. He shall employ appropriate advance technology, advanced software development tools and effective methods. The tenderer shall always act in respect of any matter relating to this work order, as faithful advisors to the University and shall, all times support and safeguard the University legitimates interests in any dealings with the third party.
7 USE OF DOCUMENT AND INFORMATION:
7.1 The tenderer shall not, without the university’s prior consent, disclose the agreement or any provision thereof or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of University in connection there with to any person other than a person employed by the tenderer in the performance of the agreement. Disclosure to any such employed person shall make in confidence and shall extend only as far as may be necessary for purpose of such performance.
7.2 Any document, supplied by the University other than the work order itself shall remain the property of the University and shall be returned in all copies to the University on completion of the tenderers performance under the work order if so required by the University.
7.3 The tenderer shall own all the software, hardware, fixtures, fittings, machinery and equipment on the site, supplied in connection with the implementation of the University Management System in the University till the contract period.
8 EARNEST MONEY:
8.1 Tenderer shall submit the earnest money (EMD) of 1,00,000/- in the form of DemandDraft /Bank Guaranty in favor of the Registrar, Munger University, Mungerfrom Nationalized bank. The EMD of the unsuccessful tenderer will be returned not later than 30 days from the date of award of the work order to the successful tenderer.
9 SCHEDULE OF PAYMENT
9.1 Payment shall be made by the University only after completion, installation, commissioning and acceptance of the task allotted in each phase (phase wise) in the schedule to the entire satisfaction of the University or any other agency nominated by the university. However, some proportionate amount (approx. 20 % of estimated cost of the project) will be disbursed in advance against initial investment to be done by bidder in hardware for data centre setup, which will be adjusted in future payments.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
10 SERVICE PERIOD:
10.1 The service period for the running of software shall be five years from the date of successful installation and the date of UAT during which period the tenderer shall extend all support free of cost to attend to all complaints and fix them successfully.
However, the tenderer shall be responsible for providing Technical Support for successfully running of the Application software, so developed, at least for the period of 2 years after the date of expiry of agreement period under annual maintenance contract.
11 PRICES:
11.1 The price quoted for the Services shall be valid for a period of two years and shall not be subject to any changes what over. The rates should be quoted inclusive of supply, installation, commissioning, acceptance, warranty and maintenance during service period and delivery as per schedule specified in the award of work order.
12 TAXES AND DUTIES:
12.1 The tenderer shall be entirely responsible for all taxes and if it is increased or decreased in future then tenderer will have to pay extra or less.
12.2 The tenderer must also note that in the event of the University making available of any special form applicable to Government Purchase sales tax shall be payable only as per the rates application there in.
13 TERMINATION FOR DEFAULT:
13.1 The University may, without prejudice to any other remedy for breach of agreement, terminate the work order in whole or in part, by written notice of default sent to the tenderer, and the performance guarantee shall stand forfeited if.
13.1.1 The tenderers fails to delivery any or all of the obligations within the time period(s) specified in the work order/ agreement, or any extension thereof granted by the University.
13.1.2 The Tenderer fails to perform any other obligation(s) under the work order/agreement and fails to rectify it within the notice period for the rectification of the same.
14 TERMINATION FOR INSOLVENCY:
14.1 The University may at any time terminate the work order by giving written notice to the tenderer without compensation to the tenderer if the tenderer becomes bankrupt or otherwise insolvent, provided that such termination shall not prejudice or effect any right of action or remedy which has accrued thereafter to the University.
15 “NO CLAIM” CERTIFICATE:
15.1 The tenderer shall not be entitled to make any claim, whatsoever, against the University under or by virtue of or arising out of this work order/agreement nor shall the University entertain or consider any such claim, if made by the tenderer after he shall shave signed a “NO CLAIM “certificate in favor of the University in such forms as shall be required by the University after the works are finally accepted.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
16 SUSPENSION :
16.1 The university may by a written notice of suspension to the tenderer suspend all payment to the tenderer under the work order if the tenderer fails to perform any of its obligations under this work order/agreement, (including the carrying out of the services) provided that such notice of suspension.
17.1.1 Shall specify the nature of the failure and
17.1.2 Shall request the tenderer to remedy such failure within 60 days period form the date of receipt of such notice of suspension by the tenderer.
17 CONFIDENTIALITY:
17.1 The tenderer and their personnel shall not, either during the terms or after expiration of this work order, disclose any proprietary or confidential information relating to the services, agreement or the universities business or operations without the prior written consent of the University.
18 PASSING OF PROPERTY:
18.1 Ownership of the hardware, software, documentation and any other assets created during the service period under the work order shall pass to the University immediately after completion of the service period.
The tenderer shall transfer the ownership of the entire solution in a functional state and all the hardware installed by them also in functional state without any cost to the University only at the end of full term.
19 FORCE MAJEURE:
19.1 Notwithstanding the provisions of the tender, the tenderer shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, and to the extent that, its delay in performance are other failure to perform its obligations under the work order/agreement is the result of an event of Force Majeure.
19.2 For purposes of this clause, “Force Majeure” means an event beyond the control of the tenderer and not involving the tenderer and not involving the tenderer’s fault or negligence and not foreseeable. Such events may include but are not restricted to act of the University either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.
19.3 If a Force Majeure situation arises the tenderer shall promptly notify the University in writing of such condition and the cause thereof. Unless otherwise directed by the University in writing, the tenderer shall continue to perform its obligations under the work order/agreement as far as reasonably practical and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The University may terminate this work order by giving awritten notice of minimum 30 days to the tenderer if as a result of ForceMajeure, the tenderer being unable to perform a material portion of the services for a period of more than 60 days.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
20 GOVERNING LANGUAGE:
20.1 The work order /agreement shall be written in the language of the bid, as specified by the University in the instructions to the tenderer. Subject to clause 6 of section 2 that language version of the work order/agreement shall govern its interpretation. All correspondence and other document pertaining to the work order/agreement which are exchanged by the parties.
21 OTHER CONDITIONS:
21.1 The University shall be free to use the software at any number of its location. The Tenderer shall provide implementation support at agreed terms and conditions.
21.2 When some latest technology or equivalent is introduced on these systems by the tenderer the same shall have to be offered to the University, if needed, on mutually agreed charges.
21.3 All disputes, differences claim and demand arising under or pursuant to or touching the work order/agreement shall be referred to the sole arbitrator who shall be appointed by the Vice Chancellor of the MUNGER UNIVERSITY, MUNGER(BIHAR). The award of the sole arbitrator shall be final and binding on the both parties under the provisions by statutory modification reenactment thereof for the time being in force. Such arbitration shall be held at university.
21.4 In all matters and disputes arising there under, the appropriate Courts in the state of University shall have jurisdiction to entertain and try them.
21.5 HRD and training shall be integral part of the work order. The tenderer will have to place required numbers of professionals at the University during the service period for managing the entire services.
22 RIGHT TO ACCEPT ANY BID OR REJECT ALL BIDS:
The Munger University, reserve the right not to accept any bid and to annul the tender process and reject all the bids at any time prior to award of work order, without thereby incurring anyliability to the affected tenderers or any obligation to inform the affected Tenderers of the grounds for the action. MUNGER UNIVERSITY, MUNGER (BIHAR) also reserves to itself the right to accept any bid in part or split the order.
23 NOTIFICATION OF AWARD:
Prior to the expiration of the period of the bid validity, the University will notify the successful tenderer in writing that his bid has been accepted. The notification of award will follow signing of the agreement by both the parties.
24 SIGNING OF AGREEMENT:
The University and the successful bidder will sigh the Service Level Agreement (SLA) Incorporating all the term and conditions agreed between the two parties. This will be completed within 15 days of issue of the work order.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
25 PERFORMANCE GURANTEE.
Within 15 days of the receipt of notification of award of work order, the successful Tenderer shall furnish the Performance Guarantee in accordance with the conditions laid down. Failure of the successful tenderer to comply with this requirement can constitute sufficient ground for the annulment of the award and forfeiture of the bid security in which event the University may makes the award to the next lowest evaluated Tenderer or call for new bids.
The Performance Guarantee should be in the form of Bank Guarantee (to be denominated in Indian Rupees) issued by a Public Sector Bank. No Interest shall be payable on the amount.
26 PAYMENTS:
The University will make payment at the agreed rate on per user basis and on terms andconditions as laid down in the agreement.
27 CHANGE ORDERS:
The University many, at any time during the period of implementation by written order to the Service Provider, make changes within the general scope of the work order/agreement in any one or more of the following:
Design, Specifications, Requirements and the Software or Service to be provided under the work order/agreement.
28 SITE PREPARATION:
The University is solely responsible for the preparation of the site in compliance with the technical land environmental specification defined by the tenderer. The University will designate the installation sites before the scheduled installation date to allow the service provider to perform a site inspection to verify if any, should be submitted within the first 30 days after signing the Service Level Agreement (SLA) with the University.
29. SCHEDULE OF IMPLEMENTATION:
The total time limit for the successful implementation of the solution shall be 24 months from the date of signing the agreement which will be excluding the time required for approvals for the critical intermediate submissions. Time required for approval in normal circumstances may not exceed 20 working days for each such critical deliverables.
Milestones for the accomplishment of various stages of the project shall be as under:
Phase Activities Timeline (Month) Phase 1 Student Life Cycle System Management 2 Month
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
A. Admission Management Part/Section 1. Admission 2. Registration 3. Attendance 4. Exam Assessment System(20 Marks) 5. Library card 6. Examination form filling 7. Form Scrutiny 8. Admit Card
Phase 2 B. Administrative Examination Part/Section 1. Examination centre management 2. Room Chart Preparation 3. Question paper preparation 4. Moderation (DEEN and HOD) 5. Printing of Question Paper 6. Copy printing 2 Month 7. Evaluation 8. Tabulation 9. Cross List Preparation 10. Mark sheet Preparation 11. Result Publications 12. Provision Certificate 13. Degree (Convocation) 14. Duplicate Certificate 15. Migration Certificate 16. Alumni Management 17. Event Management
Note: Since, Munger University Munger is a newly Establish university there is dearth of infrastructure & found at the initial stage Consequently the rest other recommendation will be adopted in due course / Phase wise initially during the first phase the university will adopt only the Student life Cycle system in to. Phase 3 C. General Administration System 1. Academic Calendar Management 2. Personal Management – Posting / Current Posting / Pay Scale / Basic / Increment Due Date / Pension 3. Attendance and Leave Management 4. Employee ID 5. Faculty - KPI / KRA Management (Life Cycle of Teacher and Employee) from appointment to pension.15 Days 6. Teaching / Non-Teaching / Contractual Teacher / Staff Appointment. 7. University Overview 8. Email Integration Management 9. BULK SMS 10. E-Tendering 11. Others Phase 4 Financial Management a) Budget Preparation b) Salary Unit 1 Month c) Provident Fund d) Loan, Scholarship and Grant (UGC) e) Pension 22
MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
f) UGC Fund g) Sports / Cultural Fund h) Student scholarship (SC/ST other) i) Other Fund (entire Finance and Account related to teaching and non-teaching) Phase 5 Appointments a) University Head b) Teacher - PG Department c) Principals - Constituent Colleges d) Teachers - Constituent Colleges e) Non-Teaching - Class 3rd and 4th and employees f) University - Teacher and Staff Promotion System g) Others Phase 6 Courses and Studies Board a) Affiliations Board b) Academic Council c) Syndicate d) Senate e) Aided and Unaided course f) online distance education g) Thesis Research Management h) Others Phase 7 Student Information Management a) ID Card b) Bulk SMS c) Certification Management d) Alumni Management e) Attendance Management f) Migration and Transfer Management g) Hostel Management h) Student Information i) RTI j) Transport Management k) Others Phase 8 Court Case Management a) Complain b) Feedback c) RTI d) Others Phase 9 Grievance Redressal System a) Gender Sensitization Phase 10 Hostel Management System Phase 11 Canteen Management Phase 12 Library Management b) Thesis Research Management c) Knowledge Management i) E- Learning Management d) Learning Management e) Knowledge Management f) Thesis Research Management (Gyan Ganga) Phase 13 Event Management g) Seminar / Conference h) Hall Tactical Management
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
i) Ticketing Phase 14 Bulk SMS Phase 15 Email Integration Phase 16 Purchasing Assets and Inventory Management Phase 17 Affiliation of College - New / Renewal / Continuous / Permanent Phase 18 College Autonomy Phase 19 Donation Management Phase 20 Election Management a) Student Election b) Teachers Election c) Teachers Representative in GB (for Affiliated Colleges) d) Senate Election Phase 21 Blog Module Phase 22 Third Party E-Library installation and Integration Server (4) Setup and 50 PC Client Setup for Intranet facility in Phase 23 university Phase 24 College wise line setup and create port to access UMIS on intranet Phase 25 Station Brief
30 SERVICE LEVELS:
Service Level Agreement (SLA) is the contract between Purchaser and the Successful Bidder. SLA defines the terms of the successful Bidder’s responsibility in ensuring the timely delivery of the deliverables and the correctness of the same based on the agreed Performance Indicators as detailed in the Agreement. The SLA’s shall be defined post award of contract between the
University and the bidder. The successful Bidder has to comply with Service Levels requirements to ensure adherence to project timelines, quality and availability of services. The successful bidder has to supply software/ automated tools to monitor all the SLAs mentioned below.
1. Timely Delivery 2. Correctness of Delivery 3. Complaint Resolution Time 4. Installation of Hardware and Network Equipment
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
SECTION IV
SCOPE OF WORK AND TECHINICAL SPECIFICATIONS
A. SCOPEU OF WORK.
Objective and benefits
University has decided to implement of UMIS solution which suits the needs of all informatics across the state universities in Bihar and it has envisaged the following benefits from the same.
• Common integrated system platform across different functions and processes of the university: • Process standardization across the universities to bring in unfiled approach. • Monitor research activities and funds utilization • Monitoring and governance of the process • Analysis of budget and actual data. • An expected solution to provide scalability options to accommodate the expected growth plan.
• Data integrity across various functions like departments, centre s, administrative units, finance and accounts, etc. • Facilitate paperless working and provide decision support mechanism. • Automate management controls and approvals to reduce cycle time.
• Seamless integration of student information across the institute viz. integration between Admission system, Constituent & Affiliated colleges, finance and accounts and examination.
• Real time reporting on the performance of the individual operating departments through dashboards and streamlined management information system (UMIS)
StrategicU Consideration
The strategic considerations for the envisaged integrated university management system across these universities are:
• Future Expansion - The solution will be used for automating all the functions of the universitiesand all required to meet future expansions in terms of programs, departments centre s scale of student intake capacity etc. • Integration - To protect the current investments in the stand-alone IT applications in place
……………………………………. DBT portal and enterprise content management framework) and the university intend to integrate them with the proposed integrated university management solution. To ensure this, one of the key elements of the solution strategy is to ensure having solution with open standards for integration of different third party / legacy / in house developed application solutions.
• Proven Solution - The processes across universities are moderately unique in the areas offinance, human resource, payroll, academics, etc. as compared to general university / institute practices, but similar in some areas to the ones in public sector / government sectors in India. keeping this uniqueness and maturity of the process in mind, the University intends to opt for a proven solution which has been used implemented successfully in the leading universities / education institute / colleges around the world.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
ImplementationU methodology
The methodology to be deployed by the bidder to implement the solution will have different work elements and activities. All these activities and work elements should coherently focus on achieving following key results.
• Quality of the solution deployed. • User satisfaction which deploying and usage. • Successful implementation in terms of completeness and timely accomplishment of the outcome. which there are different techniques and tools available as a part of the methodology following are expected to be part of the implementation methodology to be adopted by the bidder.
• Workshops with different stake holders for capturing business requirements, creating awareness of best practices, communicating the changes, building consensus on system design, for signing of the deliverable etc.
• Stakeholder consultations other than workshops, with those stakeholders who will be identified by the respective universities, for the purpose of critical inputs, review, suggestion etc.
• Review Sessions with different stakeholders for signing off the deliverables, walking through the deliverable for facilitating quick understanding etc.
• Internal review mechanisms of bidder for ensuring the quality of the solutions deliverables, using standard methodology and tools available with the solution. • Work standards / Practices for documentation, configuration, testing, data migration etc. • Training different stakeholders on a continuous basis
ScopeU of work
The bidder shall response to Each Requirement stated in detail and provide information of how the solution proposed meets the requirements of Munger University. The Discussed Web‐based, University Management & Information System (UMIS) using state of the art open source technologies broadly divided into six essential modules and integration of following described features involving but not limited to; 1. Student Life Cycle – Automation 2. Teaching Learning Process – IT Intervention 3. Financial Management a. Accounting application Integration with Automation Packages (like Tally) b. FUND/Budget Integration (e-commerce) c. Fee Management 4. Academic Resources Management – Automation and Integration with e-content world (e- library, e-inventory, e-depositories -SCOPUS, INFLIBNET, etc.) 5. Examination – Automation with added requirements 6. Human Resource Management (HRM) - Automation (API/HR data in SAR of NAAC)
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
1. Student Life Cycle – Automation
This Module should be capable of managing complete Student Lifecyclefor Munger University, Academic Programs, the module will cover the entire life cycle of a student; Entrance Examination, admission, Research Activities, Class & Practical Scheduling, Attendance, Examination, Assessment and Evaluation, Grading, Mark sheets/ Certificates/ Degrees award etc. There shall be Self Service Portal for Faculty members for mentoring, Attendance, Marks entry, monitoring & to plan academic activities etc. There shall be Self Service Portal for students to Submit Applications, to View their Record, Progress, Grades etc. Self Service Portal shall also be provided to parents to check the progress of student, there shall be Student Dashboard, Parents Dashboard, Support Service to easy/user friendly navigation.
Detailed Specification/ Features with this module:
• Academic –requiredSystem have thecapability to create Program Master. Program Name, Approval of Program, Program allotted to colleges by the Munger University, Start Date, Course Structure, Curriculum / Syllabus, Academic Session & Calendar, Course Credits in core curriculum and professional curriculum per Year/ Semester, Mandatory information/criteria for students to complete the program, Evaluation & Examination System, Assessment & Grading System.
• Entrance Examination –Student able to get Pre-Examination enquiry,Munger University Management Set eligibility criteria and rules for admission courses/colleges wise, define admission route, whether through entrance examor merit,students can pay their Entrance- Exam fees Online, screen applicants, shortlist students, generate cut-off lists and register students for admission. Counseling services should also be available to help students select the desired courses/colleges under Munger University. Set the days for admissioncourses/colleges wise, Student upload their photos and eligibilities documents, download their Exam hall-tickets/admit -cards, login password for the Student Portal and complete all other formalities of enrolment from a single window.
• Admission Master–Shortlisted students can download their Admission Letter can enroll into offered Courses/program/colleges. Once a new student enrolls, student is assigned a student id. Verification & approval by Munger University panel, Allocation of Program, Up- gradation/transfer of seat, from/to various streams, Student Master Data creation (with photograph, signature, essential eligibility documents upload) and online approval, Updating / Import of short-listed student data into database, cancellation of student registration, Allocation of Registration no. etc. Transfer the student details the concern Admission head/colleges.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
• Academic – There should be provisions for the following features; ➢ Course allocation to college faculty members. ➢ Availability of Online Course, Syllabus and Study Materials. ➢ Online project submission. ➢ Online quiz/test for various purposes. ➢ Others
• Class time table Scheduling – Ability to create/edit class time table for colleges affiliated Munger University as per the academic calendar on the basis of Program wise & Course wise Faculty Guest/Visiting Faculty availability for academic year. Online allotment of Class Room / Lecture Hall for classes on the basis of student strength. Online allotment of Class Room / Tutorial Rooms for study and other proposes. Ability to change class assignment of Faculty without affecting other classes. Ability to transfer / substitute Faculty during term. Provision to create/edit slotting pattern Provision to adjustment / swapping of classes
• Attendance – Incorporate master data from Academic Program module, this module should be able to capture daily attendance through Bio-metric / Smart Cards as well as manual entry. Online leave application and approvals. Alert generation for short attendance as per rule. Maintenance of academic year wise, course wise, student wise leave/attendance record. Adjustment of attendance claims taking into, Internship, conference, seminars, medical leave, academic leave, sports or any other competition representing the Munger University. Publication of Cumulative attendance, attendance certificates, debarred list for examinations etc.for example: -There shall be provisions for color coding of attendance below 75% as per set by the Munger University concern administrative.
• Student feedback/Support–under this a student can place theirFeedback and raise any Grievance for further forward to concern authority for Redressal System, Student can send Support Request, student can Connect to Faculty also.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
2. Teaching Learning Process – IT Intervention
There should be provisions for the following features;
➢ Online Academic Program list with details of Course/program wise Faculty ➢ Students Registration Register (fully automated) – Academic Year wise, Program wise ➢ StudentsAdmission Register (fully automated) –Academic Year wise, Program wise, Student Category wise ➢ Student Page – This page should be dynamic &contain every updated information of student like personal details, photograph, admission channel, attendance, semester wise grades, fees paid, scholarship received, seminar / workshop attended, awards / prizes received, research papers presented / published, final result and grade sheet etc. ➢ Id-Card generation ➢ Academic Calendar ➢ Time Table of classes, examination etc. ➢ Attendance Register ➢ Tabulation Register of theory / project marks in examination. ➢ Program wise, Student wise, Head wise, Academic Year wise Fees Deposit & Fee Dues Register ➢ No Dues Certificate ➢ Student’s Complaint Redressal Register ➢ Existing data, if any, exists relating to Examination /student /staff are mostly in excel format. The University is using accounting software in the accounts department for which data needs to be migrated 3. Financial Management Thesemodules bifurcated into following categories, with the provisions for the following features; a. Accounting application Integration with Automation Packages (like Tally)
➢ General Ledger Chart of Accounts ➢ Dynamic Ledgers Creation ➢ Budget Wise Ledger Creation ➢ Colleges wise Budget Head Ledger Creation Option ➢ Ledger Postings from different location that can be compiled at central level ➢ Day Book, Group Summary Bank Book, Cash Book Creation Option ➢ Bank Reconciliation, Cash Flow, Balance Sheet, Trail Balance ➢ Income & Expenditure Statement, Monthly/ Periodical Expenditure, Monthly/Periodical Income Statements, Month Statement if Account Receivable ➢ Periodic Reports, Funds/Grants received, Statement of Expenditure, Statement of Revenue Realization ➢ Budget Allocation Reports, Budget Vs. Actual reports
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
b. Fund/Budget Integration (e-commerce)
➢ Unit/Division Wise Budget Requisition ➢ Consolidation of Budget Requirement of all Units/Division of University ➢ Creation of Estimated and Revised Budget Statements ➢ University Budget head wise Expenditure statement ➢ Fund Type Wise Income & expenditure statement ➢ Auto Creation of Budget Allocation Certificate ➢ Budget Approval Budget Allocation ➢ Budget Re-appropriation ➢ Location / Branch wise budget distribution
c. Fee Management This module allows the users to setup and define fee structure of any complexity with creation of different fee heads. ➢ Fee type/sub types creations ➢ Fee head creations ➢ Examination fees management ➢ Late fees ➢ Fee installments management ➢ Fee integration with accounts ➢ Scholarship management 4. Academic Resources Management – There should be provisions for the following features;
➢ Resources/Asset/Inventory procurement/reordering with requisition, approval, Purchase order, Vendors etc. And their online management. ➢ IT & Non-IT Resources/Asset/Inventory Control Management in reference to consumable and non-consumable itemsand their management. ➢ Receipt Management ➢ Software Installation Management to keep track of software installations in laptop/desktop of University and colleges ➢ PM (Preventive Maintenance) Management ➢ Data entry of Resources/Resources/Asset/Inventory in the system with the following details; Sl. No., Description of item, Date of Purchase, Quantity with unit Source/supplier name, value(Rs), Invoice no. & Date, location, Identification No., Purchase file no., verification details etc. (Any other field shall be required at the time of development of system) ➢ Generate bar code and affix it on the Resources/Resources/Asset/Inventory via furniture, fixtures, laboratory Instruments, IT equipment
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
➢ Options to Import/ExportResources/Asset/Inventory master data to system from MS- excel, MS Access, or Text format ➢ Provision of tracking the existing Resources/Asset/Inventory with or without barcode ➢ Multi-level user management & permissions ➢ Branch, Department, Location management ➢ Incorporation of images of the Resources/Resources/Asset/Inventory along with the assets date ➢ Resources/ Asset/Inventory transfer of different branch/department/location ➢ Asset breakdown, Service/Repair management, Call Escalation ➢ Price Depreciation, Disposal Management/discard of obsolete assets ➢ Vendor Management ➢ Management of depreciation of each asset with rates and automatic calculation ➢ Download the data defined by the user in excel format ➢ Resources/Asset allocation ➢ Advanced Open Query System/ Customizable Reports(Employee/location wise asset tracking/Email alerts on Warranty, AMC, Insurance expiry)
• Resources Management –Transport Fleet Management
➢ Vehicle Details ➢ Vehicle Officer Mapping ➢ Vehicle Make/Vehicle Type ➢ Vehicle Driver Mapping ➢ Vehicle Logbook Creation ➢ Vehicle Maintenance(preventive) ➢ Vehicle Insurance ➢ Accident Particulars
5. Examination – Automation with added requirements There should be provisions for the following features;
➢ Contain complete details of all the activities of examinations and assessment ➢ Various pre-conduct- conduct- post-conduct Examination activities/ procedures ➢ Entire process of evaluation for all the courses ➢ Registration for Exam/Revaluation, Exam schedule, Examination hall Ticket generation ➢ Appointment of vigilance squad for External/Internal examinations ➢ Marks Moderation, Grade Sheet with built in security Printing, Revaluation Changes ➢ Exam hall real time Attendance / Absentee List generation
➢
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
➢ There shall be provision for System secured online entry of grades by faculty members with Dean’s/HOD’s approval ➢ Result Processing, Final Marks, Percentile calculation, Grade Calculation, Tabulation of Grades, Printing of Grade/Marks Sheet ➢ Provisional Certificate, Conduct Certificate & various MIS reports ➢ Preparation of master result, Panel of Examiners, Record of used/ unused answer sheets/ Question papers etc. ➢ Eligibility of student to upgrade for next semester, Provision of Re-Admission, unfair means, record & re-checking, ➢ Online submission and course evaluation. Payment of honorarium/remuneration to invigilator, examiner, evaluator and co-coordinators etc.
6. Human Resource Management (HRM) There should be provisions for the following features;
Complete Human Resource Managementsystem considering all kind/level/grade Employee personal & professional details, employee appraisal, payroll process, salary slip generation, detailed bank statement to be sent to the bank, PF, loan, ESI and conveyance as per the vouchers to name a few.
• Documentation: appointment letters, creation of masters, maintenance of increments, other allowances like arrears, calculation of supplementary bills, advances taken against salary, etc. Confidential report & Appraisal report
• Placement Services:Placement services modules shall manage all the activities related to Employer (Munger University) as follows;
➢ Job Openings. ➢ Employer Visit Scheduler ➢ Online Candidates Registration for Placement ➢ Searching and Short listing of Candidates ➢ Placed Student Details. ➢ Employee Registration ➢ Grooming/Training and finishing workshop management. ➢ Integration with Self Service Portal. ➢ Integration with Alumni Services. ➢ Seminar/Conference Management.
➢ 32
MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM • Alumni Management Alumni management system promotes interaction among alumni and provides newcomers to that Munger University with valuable social and professional contacts. There should be provisions for the following features;
➢ Member registration ➢ Auto Verification by registration number ➢ Alumni Group management ➢ Discussion Forum management ➢ Alumni member search ➢ Alumni Donation opportunity ➢ Scheduling/events/Mass Messaging (Buck- SMS, Email) / circulars to all members ➢ Opinion Polls ➢ Album ➢ Integration with Placement cell ➢ Alumni meeting reports ➢ Duplicate certificate request ➢ Alumni student verification by external
GeneralU scope of work
Following are the general feature required in the solution:
• Web - based application with secure web access (e.g. https instead of http) • The solution should be interoperable across different platform.
• Provision to use or configure the solution or related modules such as examination, faculty for other educational institutions like schools and private universities / colleges as well in future. • Access with single sign on • Supporting bio metric, integrated payment getaway • Capability for continuous improvement and up gradation • configurability through when interface and client interface • Provision for decision support mechanism • Facility paperless working
• Workflow based process approval and archival mechanism which should be a rule based engine and not hard code workflow. • Digital signatures for selected high level functionaries • Comprehensive data and application security features • Adequate security provisions for preventing tempering of the software as well as data • Archival of information and data • provision for role-based access rights • Provision of interactive validations of data entries • Provision for reports generation as per requirements • Provision to be made for a Mobile Application for online admission and other facilities as per requirement of the universities.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
FunctionalU Scope of work
The solution is envisaged to be implemented across the indicative functional areas listed below -
Sr. Functional Are Brief Description of sub Required Integration requirements
No. modules / Sub Function in the solution
1 Admission This will include enrollment of Yes Integration with relevant management students, verification, payment modules . e.g. Finance and
of fees and admission process, accounts (Payments / Fees /
migration and transfer process Salary) offered as a part of the
envisaged Integrated UMIS.
2 Attendance To record the attendance of the Yes Integration with relevant management students in university campus modules offered as a part of the
envisaged integrated UMIS.
3 Student ID Printing of student ID Card by a Yes Card / Library third party vendor based on the
Card final list of students confirmed
Management after admission
4 Exam Access to module for Exam Assessment assessment of examination Assessment
papers.
5 Examination Pre-examination / Form Filling / Yes Integration with the admissions
management - Scrutiny module, college affiliations Pre Including student Registration module and finance and
examination for examination, panel Accounts module to be offered as
appointment for Question paper a part of the envisaged
Setting Question paper integrated UMIS.
management, Centre code
generation, Hall ticket
general/Admit Card
6 Examination Examination : Including Yes Integration with the admissions management Question paper Delivery module college affiliations
Post Management, actual conducting module and finance and accounts
examination of examination / Moderation / module to be offered as apart of Printing of Questions Paper / the envisaged invigorated UMIS.
Copy Printing / Evaluation /
Tabulation / Cross List, Marks
Sheet & Result preparation
7 Grievance For students, including Yes NA redressal grievance submission, provision
System to upload relevant documents,
workflow based resolution
mechanism etc.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
8 Alumni Maintaining alumni and Yes Integration with relevant
Management corporate directory, recording modules offered as a part of the
biographic data, tracking alumni envisaged integrated UMIS. academic employment history
etc.
9 Degree For Students - Degree Yes Integration with relevant certificate management and certificate modules offered as a part of the
management management to enable the envisaged integrated UMIS.
students maintain and access
their documents anytime. The
solution should also make a
provision for demitting of
degrees.
10 Hostel For Indian and International Yes Integration with relevant Management Student - Hostel facility modules offered as a part of the
information room allocation and envisaged integrated UMIS availability management,
attendance and visitor records
expense calculation, mess bill
calculation, collection of fees /
fine etc.
11 Degree For Students - Degree Yes Integration with relevant certificate management and certificate modules offered as a part of the
management management to enable the envisaged integrated UMIS.
students Maintain and access
their documents anytime. The
solution should also make a
provision for demitting of degrees.
12 Migration and To enable the students to apply Yes Integration with relevant transfer for migration And transfer modules offered as a part of the
certification after They have envisaged integrated UMIS.
completed the course.
13 Right to Generation submission of RTI Yes Integration with relevant Information application, online payment of modules offered as a part of the
(RTI) associated fees, assignment of envisaged integrated UMIS.
applications to concerned units
section / Departments etc.,
allocation of officer for handling
RTI application, penalty in case
of delays, document management etc.
Student Life Cycle System Management A to Z End.
14 Personal For Teachers and Employees --- Yes Integration with relevant Management E- Service book including their modules offered as a part of the
personal, education, job related envisaged integrated UMIS.
details etc.
15 College Recruitment of teachers, Yes Integration with relevant
Principal / payment of requisite fee at the modules offered as a part of the Teachers / time of application submission, envisaged integrated UMIS.
Staff workflow based approval
appointment mechanism, Submission of 3
page report and 7-page report
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
as per the college involved (Minority, non-minority, aided and un - aided) 16 Clock Hour Recruitment of teachers on Yes Integration with relevant basis clock hours basis which include . modules offered as a part of the appointment of submission of application forms. envisaged integrated UMIS teachers online. payment of requisite fee at the time of application submission, workflow based approval mechanism, etc 17 College / Promotion of teachers including Yes Integration with relevant University workflow based approval modules offered as a part of the teachers mechanism etc. envisaged integrated UMIS. promotion 18 PG Recognition To capture PG recognition Yes Na for Teacher process for teacher 19 Affiliation of Provision of application Yes Integration with relevant New colleges submission by various colleges modules offered as a part of the Renewal of covering for renewal of envisaged integrated UMIS. affiliation affiliation / continuous continuous affiliation, local inspection affiliation committee reports to be submitted online, workflow based approval mechanism and payment of requisite fee in case of new / continuous or renewal of affiliation. 20 College To make provision for colleges Yes Integration with relevant Autonomy to apply for autonomy process modules offered as a part of the and for university bodies to envisaged integrated UMIS. approve the same and monitor on a regular basis for the tracking of funds utilized. 21 Seminar To make a provision for colleges Yes Integration with relevant conference Hall to apply for booking of seminar modules offered as a part of the Management hall / conference hall etc. for envisaged integrated UMIS. convocation events etc. 22 College The system to allow all colleges Yes Integration with relevant statistical to enter their information for modules offered as a part of the information the very first time they register envisaged integrated UMIS. management themselves on the portal. The information should be used for statistical information mapping of all colleges universities. 23 Purchasing and Material code creation, Goods Yes Integration with relevant Inventory requisition, purchase order, modules offered as a part of the Management Goods Receipt, returns, scrap envisaged integrated UMIS. (Asses sales, e-procurement e- Management tendering, scrap disposal including system. movable and non - movable assets)
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Laboratory Management 24 Library Book acquisition, classification Yes Integration with relevant Management of various library medias, modules offered as a part of the pamphlet processing, queries, envisaged integrated UMIS circulation and reference except serial control, bound volumes and housekeeping, etc. The same should cover journals, publications, periodicals as well 25 Course Setting To provide relevant templates Yes Integration with relevant for course setting and have modules offered as a part of the hierarchy based approval envisaged integrated UMIS mechanism to freeze the same. 26 Thesis research Manage Project payables, Yes Integration with relevant management project receivables, fund modules offered as a part of the allocations, Student registration, envisaged integrated UMIS. student registrations for PET (PHD), PH.D. Topic approval, synopsis and thesis submission, Appointment of Committees / Guides / panel for interview, receipt of grants and funds, honorarium advances and settlements, investment, budgets, monitoring and tracking etc. 27 Knowledge Maintenance of records, Yes Integration with relevant module Management documents GRs, rules, offered as a part of the envisaged guidelines and inter - integrated UMIS. departmental and intra- departmental and intra - departmental sharing of documents to be implemented for students, employees faculty etc. 28 Academic Preparation of academic Yes Integration with relevant Calendar / calendar for all courses, sessions modules offered as a part of the Academic / calendar years by relevant envisaged integrated UMIS. Management stakeholders and to be made available to students and other officials as required This shall include course Admission, Timetable management, Examination, course evaluation scholarship etc. 29 Learning Preparation of annual course Yes Integration with relevant Management content for learning and modules offered as a part of the training, session delivery plans, envisaged integrated UMIS. provision to allow teachers to deliver session provide students with the assignments online, allow students to submit the 37
MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
responses to the assignments and assessments grading of the assignments by respective teachers.
30 Canteen Integration with e-tendering Management portal for appointment of a vendor for canteen management 31 Transport and Generation of vehicle Yes Integration with relevant fleet requisition, approval for vehicle modules offered as a part of the management requisition, ability to schedule envisaged integrated UMIS. vehicle and drivers approval of vehicles by vehicle department track and reconcile distribution of fuel cards, track performance of vehicle service providers etc. 32 E-Tendering Material code creations Goods Yes Integration with relevant requisition, Purchase order, modules offered as a part of the Goods receipt, returns scrap envisaged integrated UMIS. sales, e-procurement / E- Tendering, scrap disposal system etc. 33 E-Service Book For Student -- Degree Yes Integration with relevant Management and certificate modules offered as a part of the management to enable the envisaged integrated UMIS. students maintain and access their document anytime for teacher and Employee - E- Service book including their personal, education, job related details etc. 34 Mail Integration of email ID of all Yes Integration with relevant Integration stakeholders, to get alert during modules offered as a part of the various stages of the process envisaged integrated UMIS 35 Event Submission of request by a Yes Integration with relevant Management college, workflow based modules offered as a part of the approval, provision to send envisaged integrated UMIS. invites 36 Bulk SMS Integration of Bulk SMS for all Yes Integration with relevant stakeholders to get alerts during modules offered as a part of the various stages of the processes. envisaged integrated UMIS. 37 Court Case Repository of legal documents, Yes Integration with relevant Management tracking of legal enquiry, modules offered as a part of the recording orders against the envisaged integrated UMIS. enquiry etc. 38 Budget Provision for have online Yes Integration with relevant Preparation templates available for various modules offered as a part of the department to fill in and submit envisaged integrated UMIS. the budget requirement. /a provision (hierarchy based approval mechanism) for the
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
finance and account officer to
verify and close the budget
preparation activity.
39 Provident Fund Make provision for maintenance Yes Integration with relevant
of provident fund for staff and modules offered as a part of the to carry forward the same and envisaged integrated UMIS.
allow withdrawal basis defined
rules and appropriate approval
mechanisms.
40 Salary Unit Salary Unit ---- Drawing salary Yes Integration with relevant including allowance, bonuses, modules offered as a part of the
etc. of employees of all envisaged integrated UMIS.
categories - regular, contract,
temporary / various advances
and settlements /
reimbursement of various allowances / retirement and
final payment / dedications like
LIC professional tax etc. / issue
of annual form 16 / From 16A /
examiners, etc./ Pay fixation and
rarer payments.
41 Online Integration with relevant Distance modules offered as a part of the
Education envisaged integrated UMIS such
as Admissions examination, Fee,
Degree Certificate Management
etc.
42 Attendance For university students, faculty Yes Integration with relevant and Leave and employee modules offered as a part of the
Management envisaged integrated UMIS.
43 Faculty - KPI Employee service book, and KRA attendance management, leave
management payroll,
recruitment / appointment,
promotion, retirement, question
paper setting examination
assessment, training / learning,
online teacher diary / scheduler
with linkages to students,
module for them to get alerts based on the lectures, teacher
diary shall have fields like date
of lecture / workshop seminar
attended, topic of workshop
lectured, topic of workshop /
lectured / delivered / seminar,
status of completion is
percentage, future teaching plan
with date wise topic detail etc.
44 Finance and This area shall include the
Account following Modules / Sub Function
Budget Preparation
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Internal audit Grants Funds Bills Processing Salary Provident fund Pension Book of account Student fees and billing Cash / Bank management
General - Accounts receivable account payable, student fees and billing, asset accounting, cash / bank management funds / Grand’s management general ledger, budget preparation and planning bills processing etc.
Pension - Payment of retirement benefits i.e. gratitude, pension, family pension, commuted value of pension / pension revision and payment of arrears due to revision in pay / monthly pension disbursement etc.
GPF, CPF Subscription, a advances withdrawals and payments
Bank reconciliation / preparation of final account / investment funds in banks / budget preparation
Scholarship - Payment contingency payment for research scholars / student fee collection / refund of fees / TA-DA advances and settlement investment and expenditure etc.
Procurement related payment through purchase order etc.
Works account unit Payment for construction work bills / maintenance and repair bills / power supply and electrical maintenance works / interior renovation / decoration
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
/ design work etc. Income and expenditure Maintaining Examination Income and expenditure.
Note : The above table depicts the indicative functional areas only and bidder will be required to cover additional processes, if any, across universities under the scope of the RFP.
The details of the above-mentioned functional areas are given in section …… the scope of work in indicative / illustrative. The bidder may be required to perform certain activities which are over and above the steps defined in each of the process areas.
FunctionalU Areas / processes in Detail
AdmissionU The University provide admission to candidates on the basis of enrollment and Eligibility processes. Approximately, 2 lakh applications are received every year for the same.
FunctionalU Requirements-
University College profile and Admission Requirement Section/ Requirement Definition Requirement 1 University / College Profile Creation 1.1 Create University and College profile and allocate a unique identification number for each Constituent - 17, Affiliated - 12, B.Ed - 05 & Law College - 01. The details to be mapped are: i. Name and Location ii. Parent Entity, if any iii. VC, Registrar, HOD Details etc. 1.2 Different modes of Admissions Admission by OFSS & On Sport Admission Schedule of each type of admission.
Admission Profile Creation
Section / Requirement Definition Requirement 2 Admission Profile Creation 2.1 Proposed solution should enable creation of requirement for its different mode of admission as below- 2.2.1 a. Details for Each Admission i. Admission Types ii. Admission Result (Score/ Eligibility/ Merit List) iii. Admission Activities to be Carried out by University / College and Vender iv. Admission Modes / Types 2.2.2 Category wise No. of Seats across courses and associated locations, if any
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
2.2.2 Eligibility Criteria for admissions across categories and courses etc. ( Age/ Education/ Any Other Pre Requisite etc. 2.2.3 Relaxations in Age, Examination Fees, eligibilities etc. based on Caste Category, Disability etc.) 2.2.4 Validity of the Admission Results 2.2.5 Disqualification Criteria 2.2.6 Timelines and Deadlines for each activity 2.2.7 All necessary validations (e.g. – Correct calculations of the reservations depending upon the number of sets etc.) through I built validation mechanism, 2.2.8 List of Date on which Admissions related activities can’t be scheduled due to other admissions, holidays, elections etc. 2.2.9 A pre-approved advertisement format shall be maintained in the system and Variables types of admissions, dates etc. shall be kept blank in the format, which needs to be entered into the system by the stakeholders. The advertisement can be downloaded and then be uploaded on Website/ Printed in Newspapers etc. 2.2.10 Above details should be amendable at any stage and all such amendments should be recorded in a Log file along with justification, approval of appropriate authority and detail of user who has made amendments. 2.3 Admission Requirement submitted by department shall be subject to approval be committee members. 2.4 Committee members shall have ability approve admission request by departments on the system using their digital signatures. 2.5 System shall maintain all logs regarding approvals made by committee members. 2.6 The Solution should be able to create unique work flows of admissions i.e. Admission Process for all the Universities / Colleges who want to use the Admission Portal after proper PKI based authentication. 2.7 All these unique workflows should be mapped to each user. 2.8 It should be possible to simply add more Universities / Colleges and more unique processes to them using a simple and easy to use GUI. 2.9 It should also be possible for a University / College to use combination of admission modes. 2.10 Admission Process should act a single entity to process entire admission activities as mentioned in the Functional Requirements and process details below. 2.11 Solutions should have provision for creating multiple Admission modes for multiple admission types that are being conducted simultaneously or otherwise.
Advertisement Creation –
Section / Requirement Definition Requirement 3 Advertisement Creating 3.1 Online Portal should have provision to create new registration and admission application submission link based on details provided and advertisement by university / college
Candidate Registration
Section / Requirement Definition Requirement 4 Candidate Registration 4.1 Al shall enable Online submission of Candidate Admission Form, Online Screening
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
of the application, Facilitate acceptance of online application forms, allocate course, college to the candidate 4.2 Online Portal shall also facility for verification and validation of scores and certificates. 4.3 System should provide facility to candidates to correct the form for a period of defined number of days after submission of their forms. 4.4 System should ensure integration with the Bihar DBT & services portal with provision for candidate’s primary registration on DBT portal (With Aadhar as identifier) and subsequent redirection to UMIS portal.
Enrollment Process –The objective of this process is to enroll the candidates for a particular course. Theadmissions happen through following 3 modes –
1. Merit Based Admission 2. Qualifying Examination based Admission
3. Non – Qualifying Examination based Admission (on required sports quota, cultural quota, Donner quota. etc.)
AdmissionU Process - for Non CET Candidate.
Section / Requirement Definition
Requirement
5 Admission Process – Non Qualifying Examination based admissions : The process encompasses following steps -
5.1 The candidates will submit the registration form online and receive login credentials over email.
5.2 The candidates will login with the credentials and fill the form for the examination
5.3 The candidates will appear for the examination and obtains the result of the examination.
5.4 The Candidates will apply for the admission through the UMIS portal and select the name of the qualifying examination, enters marks obtained and pays relevant fee
online through payment gateway.
5.5 College will issue a provisional enrollment number to candidates if all document s are valid else they will call them for physical verification of documents. Candidates will
receive the notifications regarding acceptance / rejection via email and sms.
5.6 The University Admission section will login and verifies the applications college – wise on sample basis.
5.7 The University Admission section will confirm the admissions and provisional admissions convert to confirmed admission automatically for each candidate.
5.8 A notification is sent to candidates and respective colleges. Dashboard is also updated at real time for senior management for statistical purposes.
5.9 The candidate pays the admission fee though bank account. (payment getway)
Admission Process - For CET Candidate.
Section / Requirement Definition Requirement
6 Admission process – CET based Admission: The Process encompasses following steps-
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
6.1 The candidates fill the registration form.
6.2 The Candidate received the log in credentials and applies for the qualifying examination.
6.3 The candidate appears for the qualifying examination, obtains results and applies for admission based on the results, obtained in the qualifying examination, enters
roll number, marks etc. form o be pre-populated as by the concerned examination conducting authority (Example – for CET as the qualifying examination, the results
are validated on the spot with the DTE database. Once the candidate enters the
CET roll number, the rest of the details of the candidate should be pre-populated
from the CET examination details)
6.4 The college will perform basic scrutiny for records. The college will issue a provisional enrollment / admission number to candidates, sends a notification to
candidates regarding acceptance / rejection via email and sms.
6.5 The admission section will login and verify application on sample basis, college- wise.
6.6 The Admission will confirm the Admissions, provision number will become the permanent enrollment / admission number.
6.7 Notifications will be sent to candidates and colleges at the same time. Dashboard to be updated real – time for statistical purposes.
6.8 The candidate pays the admission fee.
Admission Process - Merit Based
Section / Requirement Definition Requirement
7 Admission Process – Merit Based Admission: The Process encompasses following steps-
7.1 The candidate registers on the portal and receives the login credentials.
7.2 The candidate submits the admission form for the college and pays requisite fees.
7.3 College publishes a merit list based on the details provided in the admission form and notifies candidates about the schedule for verification of documents.
7.4 College performs verification and the candidates are notified for admission acceptance or rejection. In case of acceptance, candidate pays the admission fee
at for the respective college and admission n. is provided to him / her.
7.5 The University Admission section also logs in and verifies the applications college- wise on a sample basis.
7.6 The University Admission section confirms the admission to respective college for candidates verified. Dashboard is also updated at real-time for senior
management for statistical purpose.
Transfer Migration Process
Section / Requirement Definition Requirement
8 Transfer & Migration Process
8.1 The objective of this process is to issue the transfer / migration certificate to the students who have passed out from any of colleges affiliated to a university.
8.2 The students fill the transfer form online, personal details will be captured from the student database created at the time of admission and result database.
8.3 The college issues transfer certificate and an alert is sent to the student for the same.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
8.4 The student downloads the certificate. The certificate will be made available for
download only once for the student.
8.5 The student fills the migration from, uploads documents along with a copy of the transfer certificate, photocopy of enrollment / eligibility certificate, pays fee
online. A reference number will be generated upon submission of the form.
8.6 The college forwards the migration form to Admission/ Migration Department.
8.7 The University migration section issues a migration certificate and sends
notification to college as well as the student.
8.8 The student receives the notification downloads the digitally signed certificate.
Once downloaded, the student will not be able to download the certificate again, If the certificate is lost, the student needs to re-apply for the same by paying
some fee.
Examination Process Requirements.
Section Requirement Definition Requirement
9 Application receiving using online portal (Pre - Examination)
9.1 University / College conducting the examination shall receive applications from student’s online using UMIS portal. Candidates submit online application directly
on UMIS portal. Using UMIS Portal, the agency shall consolidate all the
application forms in a database and provide it to the University / College
conducting the examination in digitally signed format.
9.2 System should be able to apply some initial validation rules like: a. Whether all the mandatory field is filled in the application date.
b. Whether application date fulfills all the mandatory eligibility criteria.
c. Whether date and other critical information is in order.
d. Any other such rule set by the concerned University / College for
different Exam modes (if any) etc.
9.3 In case of problems, system should report such incidents with supporting data and ask for appropriate decision.
10 Application Data Validation
10.1 The system shall have provision for manual data validation exercise to check integrity among various critical parameters as per pre-defined rule sets. Hence,
system should provide a dedicated interface for application validation with
following provisions.
10.2 The system should provide a dedicated interface for Application Data validation which will display key parameters of student detail for verification and it should
not provide access to manipulate data without user validations.
10.3 Application must be able to add / delete a key parameter of candidate for verification if needed in future.
10.4 System should also be able to add / delete a key parameter of candidate for verification if needed in future.
11 Test Centre Planning
11.1 Examinations may have to be conducted at different locations
11.2 For each exam phase, using the UMIS Portal, it should be possible to select test centre from online pool of Test Centre s identified by the concerned university /
college according to number of applications received.
11.3 Agency shall also ensure system-based appointment of invigilators / Observers / Exam Coordinators for test centre and test centre cities. Duty location of these
invigilators and observers will be done by the system based on a pre - defined
criteria for random distribution.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
11.4 Apart from this, agency shall assist the concerned university / college in
performing various activities to make necessary arrangements in test centre s
like inspection of test centre s, defining seating arrangements, budget allocation & disbursement, online / physical delivery of question papers, ensuring
necessary infrastructure at test centre s and other concerned offices of the
organization involved in the examination process.
11.5 All these activities require a lot of communication with exam coordinators, test centre staff and university / college administration.
11.6 System should have provision for registering all the test centre s with details like location, seating capacity, number of rooms / halls, facilities contact numbers
etc.
11.7 System should also register duty personnel like Exam coordinator, observers, invigilators etc.
11.8 System should be flexible enough to create anew category of duty personal.
11.9 System should provide dedicated interface for selecting Test centre and duty personnel for each exam mode.
11.10 System should have dedicated interface for creating budget heads and budgeting under each examination.
11.11 System should also have dedicated interface for inventory of question papers, answer sheets and other material to be supplied to the exam centre s.
11.12 System should maintain allocation of Answer sheets with their reference / serial number, so that it can be verified at the receiving answer sheet back from Test
Centre s.
11.13 System should also maintain transportation record of material that is being sent to the Test Centre along with printing challah and Receipt for destination
locations.
11.14 System should also have provision for SMS gateway integration and Mail server integration, so that automated mail and SMS can be sent to concerning to
officials and test centre duty personal with respect to exam arrangement activities.
11.15 System should also generate detailed Test Centre Plan / reports.
11.16 University / college may choose to carry out centre identification and test centre planning at their end, in such case, system must provide appropriate
functionality access to designate department users.
12 Test Admit Card Generation
12.1 System should generate student roll numbers on random basis and follow predefined rule sets
12.2 System should automatically allocate test centre s to the students as per their city preference and seating capacity of each such centre and other rules as per
university / college selected for the exam.
12.3 System should also have a dedicated web interface from where, in students can download their test admit cards after necessary authorization.
12.4 System should have provision for sending SMSs alerts to the student about their Admit Card, so that they can download same from UMIS Portal using their login
credentials.
13 Question Paper Management
13.1 For any university / college, it should be possible to create question papers / question paper banks / question banks etc. and store in secured question
repository after encryption through a set of public key of at least 2 officials
identified by the concerned university / College it should be possible to create
and assign different levels of difficulties for various questions.
13.2 The system may be required to set one question paper by selecting individual questions of select difficulties from different question sets on random basis.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
13.3 After setting question paper, the responsible officials of the concerned department will decrypt the question paper using their private key 3-4 days before the examination for printing of question paper. 13.4 This module should have the functionality of 13.4.1 Preparation of question paper template 13.4.2 Preparation of Question bank: subject matter expert shall prepare question bank using the question paper setting module. 13.4.3 In case of online examination, the proposed solution should be able to generate questions from the question bank during the exam. questions have to be answered in time bound manner 13.4.4 In case of paper based examinations, the proposed solution should able to generate multiple sets of question Paper from the question bank / question paper bank before the examination during the exam. The system has to ensure that the different sets of question papers generated for an examination should be of same difficulty level. 13.4.5 Proposed solution should be equipped for the maintenance of various types of tests and maintain a question answer database 13.4.6 Map questions to subject and create question paper template in system and design user friendly interfaces with facility for multilingual (Bangali, English, Urdu and Hindi) support 13.4.7 Configure test parameters like negative marking, optional, difficulty level etc. in the system as agreed with the concerned organization. 13.4.8 Define rules in the portal to categorize questions based on difficulty level as defined by department. 13.4.9 Ability to seal the questions / question papers with password protection (Post which no changes can be made prior to the exam) 14 Question Authoring Tool 14.1 The concerned organization shall design question papers / question paper banks / question banks for various exams. In order to support this function, following features are required. 14.1.1 System should provide question authoring (QA) Interface for creating the questions (MCQs, and Soon). This interface should be accessible after proper authentication. 14.1.2 QA interface should support text and pictures both as question or answer choice content. This will be required for reasoning of mathematical question based question answer. 14.1.3 System should also have a dedicated interface for question review at multiple levels before including questions in questions paper. 14.1.4 System should have provision for question categorization in terms of subject, difficulty level, etc. 14.1.5 System should have provision for preparing question paper by selecting question on random basis under pre-defined rule sets. 14.1.6 System should have provision for storing all the questions as question bank in highly secured environment. 14.2 Department may choose to carry out question paper management and question paper setting at their end, in such case, system must provide appropriate functionality access to designated department users. 15 Examination Process - This functional area should include the 3 important phases namely - Pre-examination, examination and Post Examination. The detailed process behind each of the 3 phases are described in the section below. 15.1 : Pre -Examination - The proposed solution should have provision for pre examination process as below - Submission of examination form and hall ticket. 15 1.1 Student submits the online examination form of the portal and pays the requisite
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
fee. The validations for fee for different courses to be added form the backend. 15.1.2 Institutes / college receives the form after long in forward the same to scrutiny section. 15.1.3 The scrutiny section performs verifications. If there are any clarifications required, then an alert message is sent to the students After receiving the clarification from the student, the exam data is sent to CCF. 15.1.4 Once forms are validated the Central computing facility (CCE) updates freezes the database. 15.1.5 Seat numbers and centre code are generated. Hall tickets are also uploaded on the portal and alerts are sent to the candidates to download the hall tickets from the portal for ticket generation.
ExaminationU process requirements
An illustrative process map for the Hall ticket generation process is depicted in the picture below -
15.2 Panel Appointment & Question paper setting process : the proposed solution should have a provision to include the following process - 15.2.1 The colleges send the chosen teacher credentials to appointment unit. 15.2.2 The appointment unit reviews the same and forwards it to the board of studies, along with last 2 terms selection information. 15.2.3 32-5(A) committee is formed to review the information. 15.2.4 The board of studies selects Teachers panel for every subject. 15.2.5 The appointment unit receives the panel information and forwards it to board of examinations (BoE) 15.2.6 The Board of examination approves 3 members for each subject (Both theory and practical) 15.2.7 Appointment unit releases appointment letter to respective paper setters. An illustrative process map for the Panel Appointment process sis depicted in the picture below
Appointment Unit Process
15.3 Question Paper setting process : the proposed solution should have a provision to include
the following process 15.3.1 As a part of the question paper setting process, 3 sets of question papers will be prepared. Question per authoring Engine will be having a provision to design / select a template for question paper for a particular subject, add number of question to be sent in the paper, set difficulty level of questions in each section etc. After the question paper is et, it will be reviewed by the reviewer, only once. Post that, it will be reviewed by the reviewer, only once. Post that, it will be secured through encryption and uploaded on the cloud. This question paper will be made available on the day of examination only and should not be made available to anyone for any kind of review before that. Further to this if anyone tries to download and check it again, it will not be in a readable format due to the secure encryption format used.
QuestionU Paper Setting process
15.4 Examination Process: the examination process encompasses the following broad steps- 15.4.1 The Controller of Examination will select any one question paper (A, B, or C) on the day of examination, 1 hour prior to the exam schedule. 15.4.2 Upon selection, the question paper will be made available to all the centre s
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
holding that examination on that day. 15.4.3 Exam centre s then download question paper securely through the portal (mix of2 Passwords) 15.4.4 The question papers once downloaded are printed with exam centre watermark so that if the paper is leaked, university can come to know from where it has been leaked. 15.4.5 The Invigilator at the centre will distribute the question papers to the students. 15.4.6 If there are any queries from students, the exam centre notified the exam house. The paper setter then addresses those issues and the clarifications are posted on the portal. A notification is sent to exam centre immediately through SMS. 15.4.7 After the exam is over, answer sheets are collected and statistics are prepared for the answer sheets. The statistics include total no. of students who enrolled for the exam, no. of Students present, no. of students absent: subject wise. 15.4.8 The exam sheets and statistics reports are then submitted to exam house at the university. An illustrative process map for the Examination Process is depicted in the picture below -
Examination Process
15.5 Post-Examination: The examination process encompasses the following broad steps- 15.5.1 Once the answer sheets are received from the students, they are sent to the scanning section at the university. 15.5.2 The answer sheets are scanned and uploaded on the cloud. 15.5.3 Assessing department gets the access to the answer sheets with the help of the login id & password. 15.5.4 Faculties at the assessing department perform the assessment online & update the marks on the system directly. 15.5.5 CCF receives the marks of both the theory & internal/practical online. 15.5.6 Calculation of overall result of the student is done by the system. 15.5.7 The rough results statistics are prepared and gracing management / normalization of marks is done. 15.5.8 Final result and statistics are prepared by system with grade, class etc. 15.5.9 Notification is sent to the colleges and students regarding the declaration of the results. An illustrative process map for the Post Examination Process is depicted in the picture below
Post Examination Process -
Note: National Academic Depository (NAD)’ services provided by NSDL and CDSL to be included.
16 Post-Examination – Unfair Means Process 16.1 The system should make a provision for student to submit the application for unfair means through the UMIS portal. 1602 The system should be to record the decisions taken by the committee and send appropriate notifications / alerts to the candidate at all stages of the process.
Unfair Means Process: -
End of Phase One
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Affiliation Process
The Affiliation process includes sub-processes- New Affiliation, Continuation / Extension of Affiliation, Permanent Affiliation process and Monitoring of Affiliated Colleges / institutes. The details of the processes which need to be automated as a part of the above modules are given below-
New Affiliation:
New affiliation process is concerned with colleges/instates who want to start a new Program / Division / Subject.
Following are the activities which are typically performed as a part of this process-
17 Affiliation Process: New Affiliation- This process is concerned with colleges / institutes who want to start a new program /Division/Subject. Following are the activities which are typically performed as a part of this process- 17.1 The Higher and Technical Education Department, Govt. of Bihar request for Perspective plan form the University’s Affiliation department. 17.2 The Affiliation department prepares the perspective plan and submission it to the Higher and Technical Department for approval. 17.3 After the plan approval, the Affiliation department advertises in newspapers, for new affiliations for approved programs / subjects / divisions as per the Perspective Plan. 17.4 The Institutes willing to apply, are required to submit application form, in person, along with the required documents and fees to the University. 17.5 The Affiliation department, after receiving the applications, conducts scrutiny of all the forms to ensure validity and completeness as per the requirements of the application. 17.6 The Affiliation department appoints an Expert Committee to conduct a physical verification of the institute(s) 17.7 The Expert Committee conducts a site visit and prepares an inspection report as per the guidelines from universities and submits the same to the Affiliation department. 17.8 Further, this Inspection report is sent to BCUD and Management council seeking their remarks. 17.9 The Affiliation department prepares a list of approved and rejected institutes, as per the remarks received from CUD and Management Council. 17.10 The approved list of institutes along with all the reports and supporting documents and list of rejected applications are further sent to the Higher and Technical Education department for its approval. 17.11 The Higher and Technical Education department takes the final decision of approving the institutes and a final list of approved and rejected applications are sent to Affiliation department. 17.12 The Affiliation department informs the respective institutes.
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NewU Affiliation
ContinuationU / Extension of Affiliation:
Continuation / Extension of Affiliation process is concerned with institutes that want to continue / extend their affiliation for an existing program/ Division / Subject. 18 Continuation / Extension of Affiliation process: Continuation / Extension of Affiliation is concerned with institutes that want to continue / extend their affiliation for an existing Program / Division / Subject. Below are list of activities typically undertaken 18.1 The Institutes willing to apply, are required to submit the application form for continuation / Extension of Affiliation, in person, along with the required documents and fees to the University. 18.2 The Affiliation department, after receiving the applications, conducts scrutiny of all the forms to ensure validity and completeness as per the requirements of the applications. 18.3 The Affiliation department appoints an Expert Committee to conduct a physical verification of the institute(s). 18.4 The Local Inquiry Committee conducts a site visit and prepares the Local Inspection Committee report (LIC) report as per the guidelines from university and submits the same to the Affiliation department. 18.5 LIC report is further sent to BCUD, Academic council and Management council, Management council seeking their review and approvals. 18.6 As per the remarks received from BCUD, Academic council and Management council, the Affiliation department informs the respective institutes about the final decision.
Permanent Affiliation:
This process is applicable to the institutes that want to apply for permanent Affiliation for any Course / Subject/ Division. For any institute to apply for Permanent Affiliation, the existing Program/ Division/ Subject should have completed at least 5 years. 19 Permanent Affiliation: This process is applicable to the institutes that want to apply for Permanent Affiliation for any Course/Subject/Division. For any institute to apply for Permanent Affiliation, the existing Program / Division / Subject should have completed at least 5 years. Below are list of activities typically undertaken - 19.1 The institutes willing to Apply are required to submit the application form for Permanent Affiliation, in person, along with the required documents and fees to the University. 19.2 The Affiliation department, after receiving the applications, conducts scrutiny of all the forms to ensure validity and completeness as per the requirements of the application. 19.3 The Affiliation department appoints an Expert Committee to conduct a physical verification of the institute(s). 19.4 The Local Inquiry Committee conducts a site visit and prepares the Local Inspection Committee report (LIC) report as per the guidelines from university and submits the same to the Affiliation department. 19.5 LIC report is further sent to BCUD, Academic council and Management council, seeking their review and approvals. 19.6 As per the remarks received from BCUD, Academic council and Management council, the Affiliation department informs the respective institutes about the final decision.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
PermanentU Affiliation Process
Monitoring of Affiliated College / Institutes: Current Process Currently, this process is only undertaken when there is a notification/ application by the affiliated colleges that either want to apply for new affiliation, continue their affiliation or apply for permanent affiliation.
This module should allow Affiliation department to conduct random verifications for all kinds of affiliated colleges during any point in time (after the institute has been granted a permanent affiliation status).
20 Monitoring of Affiliated College/Institutes 20.1 Currently, this process is only undertaken when there is a notification / application by the affiliated colleges that either want to apply for permanent affiliation.
This module should allow affiliation department to conduct random verifications for all kinds of affiliated colleges during any point in time (after the institute has been granted a permanent affiliation status)
CollegeU Autonomy Process
LabU Management
21 Lab Management 21.1 The system should allow various university / college departments to maintain a simple database / repository of all the laboratory equipment’s can be maintained with details like ‘date of purchase’ details of the equipment, category etc.
Conference Hall Management
22 Conference Hall Management
22.1 The system should be able to provide a module with a hierarchy based workflow / approval mechanism may be designed, wherein the colleges / departments will
login and submit a request for the conference hall etc. After submission, the
request will automatically be forwarded to the concerned officer who will
approve / request, the application will further be forwarded to the higher
authority for his approval and a notification will be sent to the concerned college /
department thereafter.
Statistical Information Management
23 Statistical Information Management
23.1 The system should be able to provide a module for colleges to enter their details. These details will include, the number of students course-wise, year-wise, subject-
wise, result related details. The colleges will login using the same credentials
provided during affiliation form submission and all the relevant college details will be repopulated based on the affiliation database reducing the amount of
information to be provided by the colleges. The information entered and
submitted by the colleges will then be analyzed to generate relevant pie charts,
graphs to be provided as a part of the dashboards for better decision making by
the senior management / officials.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Library Management
24 Library Management 24.1 A solution for library management needs to be implemented covering modules such as accessioning, assigning serial number and cataloguing of book. The proposed solution should be able to cover the entire lifestyle right from any authorized person / faculty requesting for a book till its purchase and circulation. This solution should also cover the journals, periodicals, online books and university published journals etc. and should be integrated with Payment getaway and further linked to the finance and accounts modules as well. A provision to have subscription of journals through central procurements.
Thesis / Research Management
This Section takes care of end - to - end activities associated with Ph.D. for M.Phil. / M. Arch. / M.Sc. / MA (research) M. Pharma / LLM. Admission, the process is the same excluding the PET entrance exam. The section currently performs work relating to fees collection, document verification and performing required activities for topic approval, course registration, synopsis submission, thesis submission and result declaration.
There are 5 different Process within the thesis section:
• PET Registration: deals with all formalities with regards to enrolling for entrance test, right from application verification, fees collection to displaying test results.
• Topic Proposal: deals with activities which result in the topic proposal being accepted or rejected by Research & recognition committee.
• Registration: once the topic is approved, this sub process registers student with the university and gives a unique registration ID for coursework to being under a guide supervision.
• Synopsis Submission: deals with activities which include passing the synopsis to referees, to getting their approval or suggestions before the final thesis report can be submitted.
• Thesis submission: deals with submission of the final thesis report for review to concerned referees, getting their recommendations and finally conducting viva for each student, before releasing the results. 25 Thesis Process
25.1 Overall Thesis Process
25.1.1 The system should allow the student to submit the PET form, pay fees online
25.1.2 Declaration of result and merit list.
25.1.3 The system should make a provision for the successful candidates to allow them to apply to Research centre through a simple for which will pre populate the
candidate details for the PET form submitted earlier.
25.1.4 Interview and selection of candidates by the research centre allocation of guides to selected candidates.
The system should be able to maintain a database of guides as per the requirement
of the universities / colleges / the system should also allow the department to
choose guides based on the research topics of the students.
25.1.5 The system should allow the students to submit online topic approval form to thesis department.
The system should also allow the department to give approvals on the topic chosen
by the student (hierarchy based approval mechanism)
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
TopicU Approval
25.3 Course Registration 25.3.1 The system should allow the student to submit online course registration form along with scan copies of certificate s/ documents as per the checklist to be made available on the portal. 25.3.2 The thesis section should be able to view the applications and accept the registration on the basis of provisional eligibility (However here a time bound submission of final eligibility must the mandated, so that there is no second check on final eligibility at synopsis stage.) 25.3.3 The research centre and the student should receive an online notification of registration being accepted and the Student commence thesis coursework, under his guide.
Course Registration
25.4 Synopsis submission 25.4.1 The system should allow the student to submit an online application form and upload the synopsis softcopy on the portal. 25.4.2 The thesis section should be able to view the synopsis applications received and forward the same to RRC for setting up a 4 member referee list. 25.4.3 RRC appoints 4 refers for synopsis view (3 home university, I outside) 25.4.4 VC selects one each from home university and outside and forwards the name to thesis section. 25.4.5 Thesis section should be able to forward an invitation letter and softcopy of the synopsis to referees. 25.4.6 The referees decide on either accepting or rejecting the synopsis, (However, sometimes there is no response in specified time frame). 25.4.7 If both referees accept the synopsis, there should be a provision to send a notification sent to student, guide and research centre s. 25.4.8 If either of the referees reject or there is no response, VC appoint 3rd or 4th (in case) referees to review synopsis and forwards the invitation letter and softcopy of the synopsis to referees. 25.4.9 If all the appointed 4 referees reject, appoint 4 more referees for synopsis review (3 home university, 1 outside) the same process is again followed starting step no. 5 till a decision is taken and thesis is accepted / rejected.
An illustrative process map for the synopsis submission process is depicted in the picture below ---
25.5 Thesis Submission 25.5.1 The student should be able to submit the thesis application form along with complete thesis report 9in both hard copy and softcopy). The timelines for submission of thesis to be built into the system. If the timelines are not followed by the student, he shouldn’t be allowed to submit the thesis without payment of fine of Rs. 0000000. 25.5.2 The hard copy of the thesis report is forwarded to the referees 9who accepted the synopsis in the last stage) by the thesis section. 25.5.3 The referees will conduct independent reviews. The system should make a provision to fill and submit a detailed report to thesis section. 25.5.4 The thesis section conducts viva process for students whose thesis has been approved and declares provisional result on the portal.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Thesis Submission
25.6 Viva and Result Declaration 25.6.1 The thesis section checks for referees remarks on the portal. If both referees recommend award, then nearest referee is sent an invite, notification to guide and viva date fixed; if either or both suggest revise, then a notification is sent to the guides to revise the thesis based on the guidelines given by referees. After the revised thesis is submitted the same process starts from step 1; If either rejects, rd the report is sent to BOE to consider 3P P referee for synopsis review, the BoE appoints a thirds referee and thesis department send a notification to him about the same and the same process is followed; If both reject, a notification is sent to the thesis section and student about the final result. 25.6.2 The referees and the guide conduct Viva enter remarks and forward the file to thesis section. 25.6.3 Thesis section forwards the file containing referee & guide’s remarks to VC. 25.6.4 VC grants approval and the student receives a notification regarding the result on the portal.
RequiredU Features/ Functionalities – • Generating a unique Reference Id for every candidate at the time of PET registration process. • Payment gateway integration for online fees payment. • Eligibility needs to be verified at the initial stage only (registration stage) instead of checking it again during synopsis submission. • A database of referees and guides may be developed. • Provision to send alerts to all stakeholders at all stages of the application. • A provision to be made for Plagiarism detection software to be included at the time of thesis submission. The software checks for potential unoriginal content and instances of plagiarism within a document by comparing submitted papers/assignments to several databases. This software scans its own databases, and also has licensing agreements with large academic proprietary databases as well as internet based documents.
Legal Cell The University deals with all its court cases through a legal cell. The objective of this process is to record and track the court cases, related to various matters, raised against any department/section of the university.
There are three types of cases- o Routine Cases- The first hearing for these kinds of cases has to be done within 10 working days. o Urgent Cases–The first hearing for these kinds of cases has to be done within 24 hrs. o Priority Cases–The first hearing for these kinds of cases has to be done within 48 hrs. 26 Legal Cell Process 26.1 The lawyer sends the petitions to the legal cell. 26.2 The legal cell makes a system entry for the petition, selects the relevant department, uploads the petition and forwards the same. At the same time, it also requests VC for appointment of an advocate. At this stage, the system will generate a unique id for the petition. 26.3 The Vice Chancellor chooses the advocate from the available list of 22 advocates in the advocate panel. 26.4 The concerned department receives an alert for the submitted petition, prepares the instructions and submits them online. Also at the same time, the Legal Cell receives the hearing date form he lawyer and updates the petition in the system. 26.5 The legal cell and the advocate receive instruction online and forwards it to the
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
concerned advocate (advocate receives an alert as well) 26.6 The court proceedings start and a verdict is given. 26.7 The Advocate receives the verdict and forwards the same to the concerned department, for compliance. 26.8 The concerned department prepares and submits compliance report to legal cell.
CourtU Case Management Process
RightU to Information (RTI) Process
This process deals with the delivery of information to citizens as per RTI Act 2005. As per the Act, the citizen must be sent the requested information within 30 days. If the information is not sent within 30 days, then the fine imposed on the concerned officer is Rs. 250 per day and can go up to a maximum of Rs. 25000. In this case, the citizen will also get the requested information for free, without any charges.
27 Right to Information Process: The RTI process encompasses the following steps- 27.1 The applicant submits the RTI application, through the portal and pay fees online. 27.2 The RTI Cell assigns the application to the relevant department. 27.3 The concerned department receives an alert regarding a new RTI application and works on the application. 27.4 The concerned officer in the department calculated the charges and notifies the applicant, regarding the payment. 27.5 The applicant receives an alert on SMS / Email regarding the payment to be made. 27.6 The applicant pays the fees through payment gateway and receives the requested information through the portal.
RTI Cell
Grievance Redressal (For Students)-
Student Grievance Redressal process deals with the resolution of complaints / grievances from the students. The types of grievances submitted by students are mostly related to –
1. Academics related issues: Student intentionally declared fail, hall ticket not provided, admission rejected, etc. 2. Financial Matters: Related to refund of fees, charging excess fees, etc. 3. Other Matters: Related to harassment ragging etc.
28 GrievanceRedressal (For students): The students Grievance Redressal
process encompasses the following steps -
28.1 The system should allow the students to fill the grievance form on the portal with a provision to provide a unique grievance reference No. at the time of
submission.
28.2 The system should enable the student grievance redressal cell to receives the grievances and forward it to the concerned departments.
28.3 The system should make a provision for the concerned department to provide a resolution and submit remarks. The system should also have a
provision for appropriate notification / alerts to be sent to the student and
the concerned stakeholder, SGRC etc. at all stages of the process.
28.4 The system should enable the student to resubmit his / her grievance if the student is not satisfied with the resolution, the same is then forwarded to
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
the grievance redressal committee by the grievance redressal cell. 28.5 The grievance committee should be able o provide a resolution and submit the remarks. At the same time, a notification should be sent to the concerned student & SGRC. 28.6 The system should have provision for appropriate MIS reports / dashboard to be provided to all stakeholders at all stages of the process.
Student Grievance Redressal Cell Process
Grievance Redressal (For Teachers and Employees)
This process deals with addressing grievances of the teachers and other employees of the University, colleges, institutions and recognized institutions.
29 Grievance redressal (For Teachers a& Employees): The Teachers / Employees Grievance Redressal process includes the following steps- 29.1 The system should allow submission of grievance by the applicants along with the submission of all supporting documents and payment of fees online. 29.2 The system should make a provision for grievance cell to review the application and send a notification to the concerned institute to submit another form from their side. 29.3 The grievance cell coordinates with the chairman for scheduling the grievance committee meeting. 29.4 The system should enable the grievance cell to prepare a report as per decisions taken by the grievance committee during the meeting. 29.5 Management council to review the recommendations and the system to make a provision for management council to share their feedback / comments with the grievance cell through the UMIS portal. 29.6 The system should make a provision for the grievance cell to prepare the decision drafts and notify the institute and the applicant to comply with the decision taken, through appropriate alert mechanisms. All illustrative process map for the Teacher / Employee Grievance Redressal Process is given below -
Grievance CEll
FacultyU Recruitment and Promotion Process
The module should typically cover the following functionalities-
TAAS – College Teachers Recruitment: Following are the activities typically undertaken in the college teacher and principal recruitment process.
30.1 Faculty recruitment& promotion process: TAAS – College Teachers Recruitment 30.1.1 Preparation of a report giving the details of the vacancies across each college. Generation of the vacancy report from the system giving the number
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
of teachers to be recruited and seeking an approval from konkan Bhawan on the same. 30.1.2 Preparation of the advertisement draft and verification as per Circular 40 and ICC40 by the TAAS –CT, of the university. 30.1.3 Publishing the advertisement in leading newspapers. 30.1.4 Submission of application forms by candidates. 30.1.5 Appointment of a VC nominee and subject expert by the Vice Chancellor and notification to the TAAS – CT. 30.1.6 Conducting the interviews, verify the documents for all applications and shortlist candidates as per ICC04. 30.1.7 Report Preparation and Notification of the final result –
In case of Aided / Un-Aided / Non-Minority college – A 3 page report is prepared in case the candidate has applied to Aided / Un-Aided / Non- Minority college; verification and approval of the 3 page report is done as per the hierarchy Junior Clerk, Senior Clerk, Head Clerk, Superintendent, Assistant Registrar, Deputy Registrar, BCUD Director, Registrar, PVC, VC. Further to the approval given by the Vice Chancellor, a notification is sent to the concerned college to prepare the 7 page report. The same process is followed for the 7 page report as well and the final decision after the approval as per the hierarchy defined above is communicated to the concerned college.
The illustrative process maps for various stages within the college teacher appointment process are depicted in the picture below -
Advertisement Process
Page Report Process TAAS – University Teachers Recruitment: Following are the activities typically undertaken in theuniversity teachers’ recruitment process-
30.2 TAAS – University Teachers Recruitment 30.2.1 The Teachers Appointment Section – University Teachers section prepares a list of open positions for university teachers. 30.2.2 The Teachers appointment section – University Teachers section prepares an advertisement draft, post an approval by the Vice Chancellor, on vacancies. 30.2.3 The advertisement is published in the leading newspapers. 30.2.4 Submission of application forms and requisite fees by the candidates. 30.2.5 Appointment of a scrutiny committee by the Vice Chancellor and scrutiny of the application forms by the committee. 30.2.6 The Teachers appointment Section – University Teachers, prepares a report (with list of eligible and non-eligible candidates), as per the remarks given by Scrutiny Committee. 30.2.7 Appointment of selection committee by the Vice Chancellor. 30.2.8 Scheduling of interviews for eligible candidates. 30.2.9 Conducting interviews and preparation of the final list of selected candidates based on the feedback given by the selection committee. 30.2.10 Final approval from the Vice Chancellor before releasing the appointment letters to the successful candidates.
The illustrative process maps for various stages within the university teacher appointment process are depicted in the picture below -
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Advertisement Process
Interview & Issue appointment letter process.
Required Functionalities – The entire Teacher Recruitment and Promotion Solution offered by thebidders should cover the following main modules / features –
• A provision for applicants to check the vacancies across various colleges and university through the portal.
• A provision for colleges / university to identify and select any applicant who has been interviewed but not appointed for a particular course, after the interview. For vacancy in physics department based on the fact that the candidate has been interviewed in the post but has not been appointed. The college can get in touch with the candidate in order to check for his / her willingness to join.
• Application receiving and processing – Submission of the application form as well as the
supporting documents (Minimum Requirements) online. Fee Payment / Collection – Payment Gateway integration.
• Screening cum Evaluation Committee / Selection Committee / university Experts Committee, VC etc. as detailed in the process above – hierarchy based approval mechanism including all the approving authorities as specified above.
• 3 Page Report & 7 Page reports – Provision of online filling and submission of the reports as per the process detailed above. A provision to be made for the applicant to view the status of the report along with its compliance with respect to the parameters specified therein.
• Online Reports / MIS / Dashboard – a provision to be made for reports and dashboard to be made available to all the stakeholders and senior management for statistical purposes decision making. • Built –in SLAs – SLAs to be defined and built-in at the backend, for all stages within the process.
• Alert mechanism – For Teachers appointment Section – college Teachers / University Teachers, applicants and department involved. • A provision to have a unique ID for each application at the time of application submission.
A provision to generate multiple dynamic reports based on various inputs by the end user, for data analysis. This is to be provided for all in scope modules for affiliation solution as well as college Teachers Principal and university teacher recruitment and promotion.
AlumniU Management
31 Alumni Management
31.1 The system should allow alumni members to submit their details including Name of the Company, Designation and other job related information, using
their respective college enrollment id (details to be pre-populated based on
admission and examination database)
The system should also have a provision of appropriate alerts / messages /notifications / emails whenever there is an event or alumni meet organized by the college. The system should allow for this alumni data may also be stored and used for getting in touch with the alumni for placement purposes.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Attendance Management
32 Attendance Management 32.1 The system should allow the attendance of all employees and teachers at university colleges to be captured through biometric machines installed at every college.The system should have appropriate linkages of attendance data with finance and Accounts and Leave etc.
Asset Management
This shall include all moveable such as Fleet, cars owned or leased by the universities and non- moveable assets such as laboratory equipment’s, guest house, conference hall etc.
33 Asset Management 33.1 Convocation Hall & Auditorium 33.1.1 The system should have a provision for having the details of all facilities – convocation hall, auditorium etc. 33.1.2 The system should allow any college / institute to submit their request for convocation hall / auditorium / other facility including such as date and time of the request and the reason for which it is required. 33.1.3 The system should have hierarchy based approval mechanism at the back end to –
Accept the request automatically – if the college is affiliated to the university 9the module to have appropriate linkages with Affiliation module to verify the same based on requesting college’s affiliation ID) 33.1.4 The system should have mechanisms of appropriate alerts / email notifications to be generated at all stages of the process. 34 Guest House
The system should have a provision for Guest house process as above except for the fact that there will only be university departments requesting for the guest house and not the outside institutes. 35 Fleet/Transport Management
35.1 The system should have a provision of recording the following details of vehicles either owned or hired by university from time to time. • Types of vehicles • Name of the person allotted to • Time from and to etc. • Name of the driver • Service related details • Spare parts related details • Spare parts related details The system should also a provision of linking this module to finance and accounts module for maintenance or servicing related work that is to be done for the vehicles. 36 Inventory/Asset Management 36.1 The department is already using e-Tendering process for procurement of assets of value above Rs. 3 Lakhs. The system should integrate the same with the Finance and Accounts section of the university / department for reconciliation. 36.2 The system should enable creation of a database for capturing the details of all the assets, their type, category, requirement threshold for each department, college etc. 36.3 The system should have built in logic defined for purchasing assets based on the
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
minimum requirement specified by department / college. 36.4 The system should have provisions for sending appropriate alert / notifications to the concerned department, once the quantity of a particular asset falls below the minimum threshold defined. 36.5 The system should integrate the inventory management process with finance and accounts section of the department / university (as in a typical supply chain process). 37 Seminar/Conference Hall Management 37.1 The system should have a hierarchy based workflow / approval mechanism to allow the colleges / departments to login and submit a request for the conference hall etc. 37.2 The system should have provision to allow the Finance and Accounts Officer (FAO) to • Approve the application and submit it to the VC for final approval. • Reject the request. 37.3 The system should have appropriate mechanism for alert / notifications to be sent to all stakeholders during the process.
Note – The proposed Integrated University Management shall have a provision for enabling the university in selling / disposing away the scrap items as well. A dashboard linking these Movable, Non-movable and Human Resource Assets could give real time information on asset utilization across the Universities and could help in optimum resource utilization. The academic calendar should also be linked with the Asset management module to give a clear picture of how the various assets are utilized.
HostelU Management (Indian and International Students)
38 Hostel Management (Indian & International Students) The system should have a provision to record the details of all hostels their capacity, 38.1 location, fee etc. The system should have a module where in all the personal details for the student will 38.2 be pre-populated form the admission database, based on enrollment ID. A dropdown
having the list of hostels may also be provided to the students for them to give 2
options which may be considered for the hostel allotment. The system should allow all concerned HODs to receive applications online and will 38.3 approve or reject the application based on the number of hostel rooms and priority
(Bihar / Outside Bihar Students). The system should have a provision of appropriate alerts to be sent to students 38.4 regarding the confirmation / rejection through a sms. The system should enable the students to pay requisite fee online through payment 38.5 gateway facility. The system should be able to send appropriate alert to students at the end of every 38.6 year, 1 month before the due date of renewal, regarding the submission of hostel form payment of requisite fee.
Note – As a best practice, the details of hostels including the number and type of rooms may also be provided to the students for their reference. For International Students, the forms will be submitted by the students, the respective college will seek MHRD’s approval before allotment of hostel to the student and a notification will be sent to the student by SMS.
E-Service Book 39 E-Service Book All the master database for employees and faculty across the university can be used to 39.1 make a provision for E-Service book for all the employees and faculty. Similarly, a provision for digital records can be maintained for the students of the university.
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Statistical Information for Colleges
40 Statistical Information for Colleges The solution should be able to provide statistical information in the form of dashboard to 40.1 Senior management as per their roles. The information may include college details, affiliation status / details courses related details, student’s information, examination and results statistical etc.
Knowledge Management
41 Knowledge Management The system should have a knowledge Management module wherein the individual 41.1 departments may be given access to upload the important documents, guidelines, GRs, Rules, Circulars etc. released from time to time. The system should allow department to choose and restrict or make available GRs / other 41.2 Documents for inter-departmental or intra-departmental use.
Bulk Email and Bulk SMS
42 Bulk Email & Bulk SMS The system should make a provision for bulk email and push sms services by integrating 42.1 All email ids and contact details of the concerned officials.
The facility can be used to send messages and emails to all officials for meetings and Events and the E-mail IDs can be integrated for various services as well.
Course Setting (UG and PG) The course setting process includes the following 3 sub-processes – • New Course introduction and Syllabus Setting / updation process. • Eligibility Amendment Process. • Student ATKT and Gap Queries Process. 43 Course Setting (UG and PG): The process encompasses the following steps- 43.1 New Course Introduction & Syllabus Setting / Updation Process: The process includes the following steps - 43.1.1 The BoS introduces a new course / syllabus design and forwards the file to Academic Council. 43.1.2 Academic Council – Management Council meeting is conducted for review of proposal. 43.1.3 Academic Council passes resolution to introduce new course, changes if any, prepares resolution and forward it to Academic Authority Department. 4.1.4 Academic Authority Department reviews the resolution and forwards it to UG / PG section. 43.1.5 UG / PG section prepare an ordinance with details and forwards it to Chancellor who further reviews the ordinance and grants his approval. 43.1.6 UG / PG section releases a circular with course details and publishes it on internet.
New course introduction and syllabus setting / updating process 43.2 Eligibility Amendment Process: The process includes the following steps- 43.2.1 The Board of Studies changes the eligibility requirements and forwards the file to Academic council. 43.2.2 Academic Council – Management Council meeting is conducted for review of proposal. 43.2.3 Academic council passes a resolution to review amendments, changes if any, prepares a resolution and forwards it to Academic Authority department. 43.2.4 The Academic Authority Department reviews the resolution and forwards it to UG / PG
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section. 43.2.5 UG / PG section prepares an ordinance with details and forwards the old as well as new ordinance to Chancellor. 43.2.6 The Chancellor reviews both old and new ordinance and grants approval. 43.2.7 UG / PS section release a circular with eligibility amendments and publishes it on internet.
Eligibility Amendment Process
43.3 Student ATKT and Gap Queries Process 43.3.1 The student applies to Principal, through a plea 43.3.2 The Principal prepares a file with student history, mark sheet details etc. and forwards it to UG/PG section. 43.3.3 UG / PG section forwards the received file to Dean of respective course/faculty. 43.3.4 Academic Council reviews the request file and provides recommendation. 43.3.5 UG/PG section receives Dean’s recommendations and puts up a note to the Registrar. 43.3.6 The Registrar reviews Dean’s recommendations and gives approval. 43.3.7 UG/PG section forwards Dean’s remarks to college. 43.3.8 The concerned Principal notifies the student about the decision.
StudentU ATKT and Gap queries Process
Choice Based Credit System – Syllabus
Different universities offer courses are offered under the choice based credit system. Some of the courses are Post Graduate level courses whereas others are interdisciplinary courses which are applicable to both Under – Graduate and Post Graduate level students. All courses are compulsory and students have to opt for them over their 2 or 3 year course. The students opt for them at the beginning of the semester, and the courses do not carry any marks, but just a pass or fail. The entire process of syllabus setting for this Choice based credit system takes about 2 months.
ChoiceU based credit system - syllabus
43.4 Choice Based Credit System – Syllabus 43.4.1 The system should allow the syllabus committee to review syllabus every 3-5 years. 43.4.2 The system should allow the user to frame or modify the syllabus according to specific requirements 43.4.3 There should be a provision to submit the updated syllabus to the Board of Studies (BoS) 43.4.4 There should be a provision for BoS to approve the syllabus and send it to the respective faculty. The system should have a hierarchy based approval mechanism to finalize the syllabus between faculty, Academic Council, Special Cell and Teachers approval section. Sports and Cultural Festival
The process captures the underlying process for sports and cultural festival being organized at various universities. This process is undertaken based on various ordinances. As an example, all sports and cultural activities at Munger University are conducted in accordance with the ordinance. The grant of additional marks is also done as specified in the said ordinance. The marks for the same are all reconciled during Post Examination phase. The said ordinance can be accessed from here.
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SportsU and Culture Festival Process
43.5 Sports and Cultural Festival Process 43.5.1 The system should make a provision to allow the concerned department to provide notification for inter-collegiate workshop on university website. 43.5.2 The student is able to apply for a specific sports or cultural activity through UMIS portal. 43.5.3 The universities should be able to notify about the top 3 candidates and consolation prize candidates as well 43.5.4 There should be a provision for grace marks to be directly sent to the examination section for each of the eligible students, during post examination stage. The system should make provision for necessary templates for grace marks to be captured for all such students.
FinanceU and Accounts
GrantsU
Grants are like contribution or subsidy bestowed by a government or other organization, called the grantor, for specified purpose to an eligible recipient, called a Grantee. Grants are usually conditional upon certain qualifications as to the use, maintenance of specified standards, or a proportional contribution by the grantee or other grantor.
44 Finance & Accounts
44.1 Grants: The encompassing steps are -
44.1.1 The system should allow various departments to submit the details of grants to the Head of Grants section.
44.1.2 The system should allow the departments to submit their expenses as per the grants allocated Or Take advance against the grants and raise bills at the time of actual expenditure.
44.1.3 The system should provide a provision to the Head of Grants section to – Seek clarification on the bills raised by any department or approve the same. The system should also make a provision to seek approval from Management Council, F & A Officer and Senate if the expenses exceed the grants limit post their approval. There should be a provision for preparation of voucher after approval and payment of
funds to the department.
Grants Process
44.2 Unassigned Grants: The Unassigned grants are approved every year in the budget for the teachers who are travelling outside for the purpose of the university related work such as
conferences, seminars, etc. The process covers the following steps: 44.2.1 The system should allow a teacher to submit the expenditure bill to General Administration
Department through the portal. 44.2.2 The department verifies the bill documents and a committee (Assigned Committee) is
formed which decides the amount which has to be given t the concerned teacher. 44.2.3 There is no particular criteria for the deciding the amount. An approximate amount of the total amount (as per the bills) is paid to the teacher.
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44.3 Budget Preparation 44.3.1 The system should have a provision for sending appropriate notifications / alerts regarding the budget Performa open date through the portal and to relevant stakeholders such as HOD as well. 44.3.2 An online budget Performa is made available online for all departments to fills in their budget requirements. 44.3.3 The requirements are approved online by the Head of the Department for the concerned department. 44.3.4 Once the deadline is over, the budget section reviews the budget details submitted by various departments and schedules a budget Scrutiny Committee meeting with the HODs of all the departments under the purview.
44.4 Cash Process for Bills Processing
44.4.1 The system should have a provision for sending appropriate notifications / alerts the concerned section and cash section once the bills have been processed and vouchers
have been prepared.
44.4.2 The system should enable the cash section to seek clarifications, if any, from the concerned departments, through the portal itself.
44.4.3 The system should have a provision to section head to provide his approvals after receiving clarifications are required.
44.4.4 The system should allow necessary payments to be made to the concerned department after the approvals.
44.5 Salary Process
44.5.1 The system should make a provision to integrate Leave and Salary Module and should enable Establishment section to verify the attendance and corresponding leave without
pay related information against each employee ID, confirms and submits the same to
Salary section.
44.5.2 The system should make a provision for the salary section to view the salary details and add make any voluntary deductions related details (LIC, VPF) if any
44.5.3 The system should have a provision for Maker – Checker – Approver (by authorized officials such as Salary section, assistant Registrar and finance and Accounts Officer)
concept built into the system.
44.5.4 The system should allow the Assistant Registrar (Salary) and F & A Officer to view the final salary details for all employees and approve the same.
44.5.5 The system should have a provision to send appropriate notifications/ alerts to salary / cash section and other stakeholders on the final approval or payment of salary for the
current, month.
44.5.6 The system should have a provision to transfer the salary to all employees account at the end of each month.
44.6 Provident Fund Process
44.6.1 The system should have a provision to provide the provident fund related information to the Provident Fund section directly from the salary related
information for each employee.
44.6.2 The system should automatically update the Provident Fund related information will be updated for each employee at the end of every year.
44.6.3 If the Provident Fund amount is to be given to the employee at the time of retirement, then the system should allow the employee to apply for a
retirement letter from establishment section & upload the same once
received.
44.6.4 If the Provident Fund amount is needed before retirement, then there should be a provision for the employee to fill the related forms online and
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
submit them.
44.6.5 The Provident Fund related information for each employee should be updated on real time and the system should have a provision to generate
monthly Provident Fund statement of each employee.
44.6.6 The system should have a provision to allow Finance & Accounts Officer to
approve the Provident Fund statement through the Portal and also make payment to the concerned payment to the employee, directly to his / her
account.
44.7 Book of Accounts
44.7.1 Once all the passed vouchers are uploaded and corresponding entries are
made in the system by the Cash section, the date related to the same is to be made available to the Book of Accounts section to viewing purpose.
44.7.2 The system should be able to reconcile the voucher entries received from the cash section with the bank statement and a summary of annual
statement should be generate in the system which will in turn be used to
generate the final statement at the end each year.
44.8 General Funds
44.8.1 The system should make available to the departments, a statement of expenses along with the bills and vouchers.
44.8.2 The system should make a provision for the Head of General Funds section to perform verification as per General Fund rules and if there are any
clarifications, then send appropriate alerts / notifications to the individual
departments.
44.8.3 The system should also allow him to submit the vouchers to the management Council, Finance & Accounts Officer and Vice Chancellor for
their respective approvals.
44.8.4 The system should make available these approved vouchers to the cash section automatically to make to make payment to the concerned
departments.
44.8.5 The system should have a provision for MIS reports, and hierarchy based approval mechanism with alerts / notifications at all stages of the process.
44.9 Pension
44.9.1 The system should automatically sends alerts / notifications to the Pension section and the concerned officials and employees regarding the retirement
due in the next 6 months or 1 year (based on the requirement of the
Universities / Colleges)
44.9.2 The system should a provision to enable the concerned employee to fill and submit the Pension related forms through the UMIS portal.
44.9.3 The Pension module should be integrated with the E-Services book of the employee and once the forms are submitted, the system should allow the
Pension section verify the details in the form with the E-Service book.
If the file is complete then the pension is processed else an alert is sent to
the Establishment section (concerned with maintenance of E-Service Book of the employee) for clarifications. Once the clarifications are received, the
Pension is processed.
44.9.4 The system should have a built in hierarchy based approval mechanism to allow the Management Council, Assistant Accountant, Deputy Accountant,
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Assistant Registrar, Chief Accountant, Finance & Accounts Officer, Registrar (In that order) to approve the same. 44.9.5 There should be a provision to send appropriate notifications / alerts to the Joint Director and a provision for him, to provide his approval. The system should also allow the Joint Director to submit his queries against and receive clarifications against the Pension amount directly to /from the Pension. 44.9.6 There should be a provision to send appropriate notifications / alerts to the AG and a provision for him, to provide his approval on the Pension amount. The system should also allow the AG to submit his queries against and receive clarifications against the Pension amount directly to /from the Joint Director. 44.9.7 The system should be able to send appropriate alerts to the employee about the status of Pension and allow him to download the approval letter from the UMIS portal.
45 Academic Calendar 45.1 The solution should be able to facilitate the academic departments to configure the academic calendar and lesson plan that helps them monitor academic progress during the entire term. The calendar should include links to the courses offered, faculty for each course during the year, Affiliated College Information, New Programs offered for the year, Curriculum Updates, Admission Requirement updates etc. 45.2 There should be a provision to enter important dates for registration and payment of fees etc. and schedules for the events and festivals during the year to the calendar and view important dates for the current term. 45.3 The system should make a provision to search the calendar as per any date or event or activity
46 Learning Management 46.1 The system should have a provision to assign, manage, report and evaluate eLearning courses. 46.2 The system should have a provision to manage users, courses, roles, instructors, and generate reports which includes uploading courses, assigning roles, recommending courses and generating various reports. 46.3 The system should have a provision to making a learning course calendar, enabling users to view the available raining programs or courses at one glance so that they can send requests for registrations to those that they are interested. 46.4 Provision to send messages and notifications by faculty to send reminders and notifications to students on upcoming training events or deadlines. 46.5 The system should make provisions for assessments that can handle the student’s pre-post testing and provision to generate Grade / Score and certificates. This will enable students and Faculty to access students’ scores and transcripts and maintain an ongoing record of the performance of the individual. 47 KPI/KRA Reporting (Performance Management) for Faculty 47.1 To make a provision for recording parameters regarding Faculty for their
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Performance Management. 47.2 The system should make provision for having appraisal form online and record performance against the indicators. 47.3 To integrate the data available in the KRA / KPI reporting module with the teacher’s progression and promotion.
48 Email Integration, Bulk email, Bulk SMS
48.1 The solution should be able to integrate the Bulk Email and Bulk SMS with email ids and contact details of the concerned officials of the departments as per the detailed scope of work mentioned in the RFP.
49 College and University Development Section Process 49.1 The system should allow university departments to submit the details of the fellowship programs, schemes etc. to the college university development section. 49.2 The system should have a built in hierarchy based approval / details submitted by university departments. 49.3 The system should have a provision for appropriate alerts / notifications to be sent to all stakeholders regarding approvals etc. at all stages of the process.
ElectionU Process
Elections for various Statutory Bodies – The Munger University Act , in chapter IV, lists out in detail the statutory bodies for which elections are to be help in public universities, It also specifies the composition of each board or body and the procedures for their elections. The Act can be accessed from here –
Elections to these various boards and bodies are currently underway. All cannot be help simultaneously; hence it takes time to complete the election process.
Student Elections – These are conducted at individual college level. The process and modalities are to be managed & regulated by the colleges themselves. The colleges only depute one UR (University Representative) for representation at the university level where mandated by the Act.
Aided/Un-Aided Courses
Post May 2001, no Aided courses are being approved by the Government (in private & aided institutions). Hence by default all courses being approved post may 2001 are Un-aided. Only in some special cases occurring very rarely where the proposal is submitted to cabinet for its approval. The bidder will have to make provisions to allow a college submit proposal for such exceptional cases, if need be.
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Contractual Teacher / Staff Appointment
There are no clear guidelines regarding the appointment of faculty on a contractual basis. The respective universities give the salary from their own fund and there is no aid provided in these matters. The appointments on a contractual basis happen for a period of 1 year and can be extended based on the decision taken by the respective universities. An indicative process can be shown as follows –
50 Contractual Staff / Faculty appointment Process 50.1 The system should allow respective university departments to submit the requirements for positions pertaining to contractual teachers 50.2 The system should allow the applicants to register themselves on the portal and submit their details and supporting documents 50.3 The system should have a provision to allow recruitment committee to upload the final shortlisted candidates and should allow the Vice Chancellor of the respective university to approve / reject the same 50.4 The system should allow individual candidates to view their result on the portal itself and download the appointment later
Online / Distance Education
51 Distance and Open Learning Courses 51.1 The system should have a provision to allow candidates to register themselves for Open Learning and Distance Learning Courses with a provision to pay fee online through a payment gateway 51.2 The system should make a provision to help candidates submit their details online along with the necessary documents 51.3 The system should also have a provision for necessary reports to be generated for the users, as per their access 51.4 The system should also allow candidates to register themselves for examinations and download the results. 51.5 There should be an alert mechanism for students to know about various activities planned during the academic year such as classroom session / query sessions planned by respective universities
Proposed Enterprise Architecture & Metadata Design
The successful bidder will engage a capable Enterprise Architect who shall prepare the Database and Enterprise Architecture. The Enterprise Architect will also integrate the same with the State Architecture, in order to implement the proposed Integrated University Management System, across all 35 Constituent and Affiliated colleges and University itself.
User Interface Layer – specifies the point where the end users / target users will interact with the Portal. It represents the front end of the system and contains the actual GUI elements that users view and click
Application Layer – specifies how the functionality of a component can be accesses, or which functionality the component requires from its environment. The application layer exposes an application service to the environment / end users.
Service Integration Layer – provides the capability to mediate which includes transformation, routing, and protocol conversation to transport service requests from the end user to the correct application. It
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
supports the capabilities such as routing, protocol enablement, service virtualization, service messaging, message processing, and transformation.
This layer may use application programming Interface (API) Calls or Integration Applications, available in the market, to enable integration between various modules and route a request a to appropriate application.
Database Layer – unifies the communication between a computer application and database such as SQL Server, DB2, MySQL, PostgreSQL, Oracle or SQLite.
Universities – Current Technology Status
Independent Architecture –
• The current architecture of applications across the universities is independent i.e. they are working in silos without any data exchange between the systems.
• The applications have disparate architectures that are not integrated into a single integrated business process.
Lack of Standard Platform –
• Current archi9tecture does not have a single platform for deployment of all systems across all universities, which inherently making it difficult for exchange of data.
• Absence of Integration creates problems of maintaining real time data across the systems and increases effort duplication.
Absence of Network Infrastructure Asset Management –
• IT Infrastructure asset has not been updated or maintained.
• Change in the configuration of devices or architecture is not updated through standard configuration management policy.
Dearth of Capacity Planning
• IT resources have limited skills on the network maintenance and insufficient experience to successfully support new solutions across the user base, because of lack of IT resources and also lack of training to accomplish the tasks.
No Change Management and IT Process
• The universities neither have a standard tool for incident or problem management not a repository of common incidents, problem and their resolutions.
• No change management system exist, this impairs incident or problem resolution and slow change. A current skills inventory for IT support and development personnel does not exist in most of the universities.
Manual Intervention –
• Current IT architecture requires lot of manual intervention that showcases a lock of automation causing a lot of area for error and unethical behavior.
• This lack of automation also increases the maintenance and support cost which affects RoI of IT System negatively.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Universities – Priority Areas of Implementation
• Implementation of Enterprise Service Bus
• A Single Portal for students, faculty, colleges, administrative users, academicians etc. covering applications such as Admission, HRMS, Payroll, Finance and Accounts, Recruitment, Affiliation, Admissions, Examinations, Library Management, Research / Thesis Management, Course Setting etc.
• Service Layer Capabilities – This should include functionalities such as email services, integration with payment gateway, content management, location services, sms / messaging services etc. • Centralized Decision Support System
• Master Data Management with Data Analytics including Data Warehousing and business Intelligence • Policy for Rationalization for IT Security is encompassing the complete organization • Dashboard and real time reports for monitoring and better decision making
Principles for Enterprise Architecture
The principles for the proposed Enterprise Architecture envisaged to be followed by the state universities are depicted below –
Detailed Scope
Dashboard and University Management Information System (UMIS)
The bidder is expected to capture the detail reporting requirements of all the above mentioned departments / modules based on the discussions with the departments / universities.
In line with the implementation of the Integrated University Management System, the universities envisage reports over and above the standard reports which will enable their management to analyze, report and take suitable decisions. Advanced reports are required by the universities where additional data can be sourced from different applications and create reports ad-hoc/ on the fly by the universities which should be viewable and may be extracted in standard formats. The bidder may suggest, if any additional reporting tool may be required to create these ad-hoc reports apart from standard available reports. The reports should be accessed as per the roles and responsibilities of the respective functions. System should allow reporting on the documents and workflows of the project.
• These reports can be provided as Excel spreadsheets, PDF files, etc. They may be triggered directly by users or sent automatically by the system.
• System shall provide a facility to configure dashboard for individuals for e.g. dashboard for VC, Registrar, Controller of Examinations and other stakeholders etc.
• System shall provide users drill down form a higher level view of business processes to lower level details.
• No customization should be required to create dashboard, User should be able to configure dashboard without any coding.
Help Desk Support (Incident / Problem Management)
The bidder shall depute staff who will be contactable via phone and mail to provide assistance to the Users and address their queries and concerns. This assistance will be provided during the Service Hours as per the location classification and responsibility matrix, which will be covered in the Operations
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Manual to be provided by the University. During all other hours, users can leave their message via email. The requests received on email will be taken during the next working day.
A proper escalation procedure, as mentioned in the duly approved Operational Manual, will be followed if the problem cannot be resolved. Shared resources of operational and technical support group will provide this service at all locations. The help desk service will serve as a single point of contact for all incidents and service requests. The service will provide a single point of contact (SPOC) and escalation / closure of incidents for the user departments. The help desk service would be for Infrastructure Facility Management and Application support across all offices of Universities and Colleges. The activities shall include:
• Provide Help Desk facility during agreed service period window for reporting user department incidents / issues / problems with the IT infrastructure & Application related issues
• Provide necessary channels for reporting issues to the help desk. The incident reporting channels could be the following: - Specific E-mail account - Telephone - Online Ticket Management Tool
• Implement a call logging system in line with the severity levels as per the SLAs. The Help desk shall log user and assign an incident/ call ID number. Severity shall be assigned to each call as per the SLAs.
• Creation of knowledge base on frequently asked questions to assist users in resolving basis issues themselves • Track each incident / call to resolution • Provide feedback to callers • Analyze the call statistics • Creation of knowledge base on frequently asked questions to aid users.
• Continuous monitoring of the physical as well as the IT infrastructure at various locations, to ensure application availability as per agreed SLAs.
• Monitoring shall be done with the help of and EMS monitoring tools and system logs/counters and therefore the reports and alerts can be auto-generated.
• Escalated the calls, t the appropriate levels, if necessary as per the escalation matrix agreed between the bidder and the user section. The escalation matrix shall developed by the bidder in discussion with Universities / Colleges. • Analyze the incident / call statistics and provide monthly reports including but not limited to: - Type of incidents / calls logged - Incidents / calls resolved - Incidents / calls open - Root Cause analysis for frequently occurring incidents.
• The bidder shall provide Help Desk facility during the working hours for reporting issues / problems with the IT infrastructure as well as Non IT components. The System Integrator shall provide a service desk facility and set up all necessary channels for reporting issues to help desk. • Initiate a “Problem Management Record” or “PMR” to document service outages using a Problem Management System as stated in the approved Operational Manual. • Update concerned authority with complete and accurate system status.
• Notify designated personnel of systems or equipment failures, or of an emergency, according to the Operational Documentation.
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• Maintain an updated on-line help-desk telephone number listing in the Escalation Matrix. • Call tracking and closure. • Problem escalation in case of service levels not adhered to.
• Provide detailed contact list of Help Desk Support to Universities / Colleges and receive log and dispatch or transfer calls.
• Make the guidelines for prioritization of calls and escalation procedure for approval by Universities / Colleges. • Prioritize problem calls as per the defined Severity Codes.
• Perform problem analysis and identify the problems and arrange for on-site/off-site support for resolution of problem. • Intimate concerned authority of all the emergencies and equipment failures. • Resolve performance issues of third party vendors, if any.
• Maintain the escalation procedure and notify the concerned person (s) as per the contact list provided by the universities.
• Shall be primarily responsible for resolving third party service provider (if any) performance issues. • Provide monthly reports on calls handled by Help desk.
Department will:
• Provide the contact list of all Department’s personnel who will be intimated for the problem determination assistance and escalation and ensure their availability. • Ensure that the users are aware of the Help Desk Services and its functions.
• Assist System Integrator in resolving performance issues of third party vendors, if so required.
Implementation: The detailed process will be defined after consultations and discussions with Department.
1. The bidder would be responsible for providing at least 5 setters Help Desk Support.
2. The bidder should arrange for the necessary physical and IT infrastructure along with a toll free number for setting up the Help Desk. 3. The help Desk should be functional on all working days from 9:30 AM to 6:30 PM.
4. An open source online ticketing system needs to be used / developed to log the incidents and queries and track timely evaluation of the same. It should have ready to use out of the box reports for SLA. It should also have SMS and email integration. 5. The application should generate detailed reports on status of the complaints logged.
6. The bidder needs to factor the cost associated with setting up of helpdesk including infrastructure (IT and Non IT) etc. in the quoted final cost.
7. The Help Desk shall guide the university stakeholders as well as applicants on effective usage of the system.
The help desk support resources should be Graduate in any discipline with at least Help Desk Support one year of work experience as helpdesk support; should have working knowledge Resource of IT Service desk model and software and should have experience in government Qualification & projects; He/she should be proficient in MS Office, MS Project and Remote Desk Experience Support. Effective verbal communication skills (English, Marathi and Hindi)
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Training
The successful bidder must provide the training and documentation for all users of the system across the universities as well as registered external users like colleges and Teachers.
Capacity Building is a highly critical component of solution rollout. The objective of capacity Building (CB) initiatives is to equip the direct users and other stakeholders of universities and colleges with the right skills, and knowledge to optimally use the IT solution being implemented.
Every user group would have a separate pre and post implementation Training. The Training program would be split into series of sessions for different user groups and across functional areas of the system.
The implementation agency shall be responsible for the following activities as part of the End User and Train the Trainer Training.
a) Develop overall training plan including formation of user groups and classifications b) Develop Location-Wise Training Schedule, Curriculum, and Training material for Department Staff c) Deliver training to end users including carrying out the training effectiveness evaluation.
S. No. Training Modules (Tentative)
1 Benefits of UMIS project
2 Basics Computer Training
3 Hands on training on use of UMIS System
Role based Training: 4 Simulated training on the developed / customized System /
Application
Role Based Training for user using the Application/Web Portal 5 for generating and reviewing the MIS reports
6 Train the Trainer
The following activities need to be performed by the bidder as part of Training Documentation:
1. Defining overall training requirements in consultation with all the university representatives. 2. Preparation of training plan, schedule etc. 3. Make provision of self-guide online training modules accessible over web or offline. 4. Plan and impart training for trainers.
5. Preparation of training guides / user manuals for the application and installation manual and administration manual.
6. Documentation to be provided to universities in electronic medium and Booklet in binding form.
7. Bidder is required to provide training manuals and interactive video tutorials for all the modules and applications of the customized solution as per the university requirements. The manuals should be updated as and when features/ functionalities in the system changes.
8. Based on the skills of the users, the bidder has to provide comprehensive training, recommend approach for the same.
9. Bidder is required to provide to provide application software training to end user. The classroom trainings can be provided at taluka level / district level / as mutually decided by the bidder and various universities.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Preparation of online training modules Use of recommended training tools / software(s) for providing various training is essential. Adequate training material which includes training manuals, quick reference cards etc. should be provided during the training sessions. The recommended training material should be in paper & electronic media with courses on fundamentals, business process overview, job activity training, and delivery options being on- line, instructor led class rooms, etc. Online training modules shall be made available so that users can keep on taking these training in case of eventualities like promotion and transfers.
Online should cover all the training as mentioned in above section
Refresher Training
The System Integrator shall also be responsible for retraining the above staff whenever changes are made in the application and/or personnel. It is the responsibility of the system integrator to ensure that the staff from the department / universities involved in the operations is familiar with new versions (if any) of the IT system.
On-Site Support
The bidder shall also be required to provide onsite support for on-boarding, training and hand-holding. Three (3) support persons for every 50 colleges form respective university shall be deployed throughout the contract period which can perform onsite visit to the concerned college / university if required.
Support Person 1 – Data Entry Operators / Office Assistants
Support Person 2 – System Specialist
Support Person 3 – Software Support Engineer
Application Rights
The solution is currently envisaged to be implemented across all the Constituent and Affiliated Colleges including University itself. The bidder should have a provision to customize the solution, to adapt to user environment and integrate with other applications such as Direct Beneficiary Transfer (DBT) portal. The bidder should facilitate all internal as well as external users of the departments associated either with the functional areas specified as per the scope of work.
Data Collection and Migration
The bidder is responsible for master data collection, data entry and incorporation of the same in the system for all stakeholders under jurisdiction of the universities proposed to be covered under the scope of this RFP.
The successful bidder, under the guidance of all the university stakeholders, shall have to ensure data digitization / migration of data related to each of the existing colleges and teachers (both universities and colleges).
The successful bidder shall perform the data digitization and migration from manual and/or the existing legacy systems to the database implemented for proposed Integrated University Management System. The Data Digitization and Migration to be performed shall be preceded by an appropriate Data
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Digitization and Migration Strategy & methodology, prepared by the successful and jointly approved by the Universities. Though the universities are required to provide formal approval for the Data Digitization
/ Migration Strategy, it is ultimate responsibility of the successful bidder to ensure that all the data sets which are required for operationalization of the agreed user requirements are digitized or migrated. Any corrections identified by the university or any external agency, during Data Quality Assessment and Review, in the data digitized by the bidder, shall be addressed by the bidder at no additional cost to the universities.
The following activities (illustrative but not exhaustive) will be carried out as part of the Data Migration:
1. Define all the specifications that are needed to populate the data into the implemented system. 2. Prepare uniform codification of all data sets.
3. Develop the data migration templates/ Forms/ Format and facilitate the migration of legacy and new data elements into the system.
4. Identification, configuration or development of the data upload/ download programs for the data migration.
5. Create data extraction programs in the legacy system t convert into the format as required by the system. 6. Data entry of manual records in the requisite format to be done by the successful bidder.
7. Scanning of appropriate paper documents, naming them, entering their characteristics like author, date, etc., indexing, classifying and uploading into the Document Management System database.
a) The bidder shall ensure data cleansing of all the data migrated from the legacy system to the new application 7 data validation before uploading the same to the production environment. b) Proper documentation of the data conversion / upload.
8. The bidder shall ensure that data digitization and migration is complete in all respects and the activities are completed in time so that all the requirements of system implementation are fulfilled.
9. The data digitization and scanning work will be carried out at all constituent and affiliated colleges of the University and their appropriate offices / sections.
Timeline, Deliverables and Payment Schedule
The bidder will be responsible for Designing, Developing/Customizing, Implementing & Maintaining an Integrated University Management System across 35 constituent and affiliated colleges of the University and including the University itself , for a period of 5 years within the below given timeframe from the issue of work order.
Timeline (in
S No. Stage Deliverables Months)
System Study Conduct system study, Gap Analysis and BPR SRS, SDD and
1 Required System Study T-T+1 Preparation of SRS, System Design Document and Report
its finalization
Application Customization and Development Customized UMIS
2 Includes Design, Customize, Procure, Supply, solution, Test Cases T+1-T+3
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Integrate, Commissioning, Licensing, Configuration and Data Migration
& Development of proposed solution
Activities: Coding/ Customization of the solution as per the requirements by universities
3 Testing – Unit and integration Testing T+3-T+4 Test Cases, UAT Test Cases, UAT Reports etc. Reports etc.
Third Party Security Audio of the UMIS Portal and
Capacity Building
This includes the fixing defects and procuring the
4 security audit certificate and submitting it to the Audit Certificate T+4-T+5
concerned stakeholders at Munger University. This
also includes Capacity Building Plan for the
concerned identified users
Phase 1 – Installation & Pilot Run Pilot Project Report
Pilot Implementation across 25 colleges (or as UAT Reports, Security Audit decided by the concerned department / Munger
University) and selected state universities Certificate, Change Management 5 (minimum 2), to be chosen by the concerned T+5-T+7
department / Munger University requests and
IT Change Management including incorporation of Versioning requests
changes suggested, UAT and Security Audit, if etc.
required 6 Data Digitization / Migration of current data T+7-T+8 Data Migration
Reports etc. 7 Go-Live Report T+8-T+9 Phase 2 – Go-Live of the UMIS Portal for all the 35 Constituent and affiliated colleges under Munger
University including University itself.
Payment Schedule –
A. Payment Schedule of Factor 1 Cost (Factor 1 Cost should not be more than 30% of the Total Cost)
S. No. Milestone Payment 1 System Study – SDD and SRS 5% of the factor 1 cost 2 Application Customization and Go- 15% of the factor 1 cost Live of Pilot. 3 Go-Live of the UMIS Portal 20% of the factor 1 cost 4 Quarterly payments over span of 5 60% of the factor 1 cost years after Go-Live
All payments will be made after satisfactory report obtained from the technical committee, established for this purpose by Munger University.
B. Transaction Cost (For Factor 2 and 3 specified in Section 5.6)
The vendor shall also make a provision for the Payment Gateway for the transactions involved through the portal. The vendor shall also ensure that the relevant funds / part of the fee reconciled through the transactions are transferred to respective Universities / higher and Technical education Department / Munger University on a T+1 basis.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Documentation The successful bidder will provide detailed final system documentation for reference to all Universities and Munger University. The successful bidder shall prepare the final user manuals incorporating details of all menus and functionality provided by the system. The universities and Munger University expect the following (not limited to) in the form of documents. In addition, the successful bidder will provide ongoing product information for reference purposes and to facilitate self-education for Munger University and university personnel. Key documents required are:-
1. Business Blueprint and Revised process documents consisting of granular details of each functional activity and any changes (if any) after the system has been implemented. 2. Detailed Design document detailing technical architecture (application, network, and security.
3. Database infrastructure architecture, including clustering / mirroring, backup & recovery strategies, defining data structure, data dictionary as per standards laid-down by Government of India.
4. Data architecture, interface architecture and integration architecture. Appropriate load balancing and clustering techniques should be adopted by the selected bidder in the solution design for meeting the requirements of the RFP. 5. A Detailed Project Plan. 6. Fortnightly Progress Reports.
7. System Requirement Specification (SRS) document containing detailed requirement capture and analysis including functional requirement, Interface Specifications, application security requirements.
8. User Manual including system instruction and use cases, running of a program to perform specific task in the system with sample reports screen formats, details of menus & instructions on how to perform specific tasks in the system use screenshots etc. 9. User manual containing a detailed explanation of all applicable modules. 10. Training Manuals. 11. Installation Manuals, Operational Manuals and Maintenance Manuals. 12. Test Cases, UAT Test Cases and Reports.
13. Security policy and procedure for software including password security, logical access security, operating system security, data classification, and application security and data backups (Security compliance checklist).
14. AV Presentation / Video Tutorials including self-learning modules of the working of the solution. This shall be used to inform the working of the solution to applicable officers and staff at the universities.
15. Security Audit Report for conducting Vulnerability Assessment and Penetration Testing for the proposed hardware, in production environment.
16. Security Audit Report for conducting Web Application security testing for the proposed solution, in production environment.
Both the security audit reports (15 & 16) should be submitted by the bidder one week prior to the Go-Live of the applications. These reports should contain the closure status of the gaps identified.
Both these audits should have been conducted by a Cert-IN empanelled body / organization.
Technical Requirements
The successful bidder shall be responsible to adhere to all the technical requirements as mentioned in this section below.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
a) The solution should be web-based application based on multi-tier architecture.
b) The solution should be and be able to be integrated with various open standards, technologies, plug and play solutions etc. And should not restrict any other sections or Universities form using the solution data for any other applications.
c) The system’s development environment and databases should not restrict the concerned department form using the application or data in any future applications.
d) The solution support bilingual (English and Marathi) and should be UNICODE compliant supporting screens, data entry, search facilities. Reports etc. the solution should adhere to all the mandatory guidelines by Gol.
e) The application should be interoperable, portable and scalable towards application services, interfaces, data formats and protocols. f) The solution should be browser, platform independent.
g) The portal shall be accessible through mobile and other handheld devices like ipad, tablets etc. and the pages shall adjust suitably as per the device.
Security Requirements
The successful bidder needs to provide details of the solution design that would enable them to meet the below mentioned security requirements. The bidder should obtain the security certificate for the solution offering after getting the solution security audited by a Cert-IN empanelled agency. The solution must use the Public key Infrastructure (PKI) for security, verification and audit. The application should not store any credit card or financial data of any customer.
The bidder should submit the compliance checklist that the solution has adequate security measurements to prevent the following threats.
The threats to an electronic application can be classified into:
i. Integrity violations ii. Confidentiality violations iii. Masquerading or impersonation iv. Non-repudiation v. Time-integrity violations vi. Non-verifiable evidence
vii. Denial of service.
a. User Registration
Integrity violation: Malicious parties may change, alter, or delete the registration form submitted by the potential applicant.
Confidentiality violation: The registration forms submitted by a potential applicant may contain company sensitive information. A malicious party may gain access to this material.
Masquerading or impersonation: A malicious party may provide invalid information, including false name, in the registration form in an attempt to receive a user identity and credentials on the Solution. A malicious party may attempt to impersonate a valid potential applicant in order to prevent them from gaining user identity and credentials on the solution.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Non-verifiable evidence: A potential applicant may deny the validity of information specified in the registration form at a later time. b. Application submission and online display or Application and Approval process.
Integrity violation: A malicious party may alter the application specification document or any information. Thus applicants may submit applications for the wrong project or fail to complete all requirements. A malicious party can change, alter, or delete a submitted application prepared by the applicant.
Confidentiality violation: On closed systems, where only authorized applicants are allowed to view the case. Malicious parties may be able to view sensitive material in the case. A malicious party can access sensitive information contained in the application.
Time-integrity violation: A malicious party may alter the time on the server causing manipulations in the application submission and approval time.
Masquerading or impersonation: A malicious party may impersonate the application and issue false information, causing applicants to waste time and money in re-preparation of submission documents including drawings. A malicious party could also generate fake entries pretending to be actual staff and thus causing applicants to produce invalid application submissions. A malicious party can submit a false application under the name of a legitimate applicant. The legitimate applicant may not be able to deny ownership of this false application.
Denial of service: The server may be down due to a denial of service attack or technical failure.
Non-verifiable evidence: Applicants may be able to deny that they have received responses to explanation requests or comments from the concerned departments and falsely claim that they were not given an equal opportunity to respond to the respective applications. Pre-qualified applicants in a particular case may dispute that they never received any communication pertaining to the applications made by them and were not given the chance to provide reply or relevant supporting for the case.
Repudiation: Either applicant or the departments can deny access to content or time of submitted application document causing a dispute between the concerned departments and applicants. c. Archiving
Integrity violation: A malicious party can alter, or delete stored documents and logs. This will become an issue if a dispute occurs.
Confidentiality violation: Sensitive information may be stored in archival file. A malicious party may gain access to these file after a period of time. d. Other Security Requirements
• Virus Attack: This shall include malicious code infection of any of the desktops/servers in the network • Denial of service Attack: This shall include non-availability of service. • Data Theft: Compromise of any kind of data through network.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
• Intrusion: Successful / unsuccessful unauthorized access to the solution / network resulting in loss of confidentiality / Integrity / Availability of data and other features of the solution.
• Other requirements for system security shall include (but not limited to): Adherence to the requirements of the concerned departments and Universities.
• Encryption of Data during transfer through the network so as to minimize the scope of compromise of citizen information
Security Audit and Application Audit
It is the responsibility of the selected bidder to get the security & application audit of the application done by a Cert-IN empanelled security auditor. The selected bidder would be required to share he complete details of the audits along with copies of all communication and bug reports / removal, written or otherwise. The cost of procuring a security certificate shall be borne by the bidder. Whenever there is code change on the business/service layer, the bidder shall get the security audit done of the implemented solution with no additional cost to the Munger University etc. if there any other application security requirement of State Data Centre and NIC for hosting or other aspects of the solution and web portal then same has to be completed by bidder from Cert-IN STQC empanelled security auditor.
Hosting and Maintenance
a) It is the responsibility of the bidder t host the solution at one of the secured Data Centre by Cloud Service Providers empanelled by Directorate of Information Technology, GoM.
b) It should be noted that the bidder is expected to bear the costs for hosting the application at the CSP’s Data Centre as per the requirement of the RFP documents including the SLA.
c) All the software used for universities shall be licensed to the universities and will be the property of the university. The licenses shall be perpetual.
d) All the data created // captured under this project shall also be the property of Universities and Munger University.
e) The proposed solution is to be hosted on Cloud infrastructure provided by DIT and the bidder will also be responsible for hosting of this solution and all correspondences with the Cloud Infrastructure service provider.
f) The selected bidder will also be required to submit appropriate sizing of the solution concurrent users as well.
g) The bidder should adhere and comply with all related Government policies with regards to cloud hosting, released from time to time.
h) The bidder shall also provide for the bandwidth needed to meet the portal requirements in sizing consideration. Depending on the bandwidth usage, the bidder needs to provide monthly usage details and the Munger University can decide upon increase or decrease of bandwidth requirements. Bandwidth provided should be redundant at every level.
i) It is the responsibility of the bidders to quote for and provide all the infrastructure and applications including cloud hosting, for meeting all the requirements and SLAs of the RFP. In case it is found that additional infrastructure and applications are required for meeting the RFP requirement and the same has not been quote by the bidder, shall provide all such additional infrastructure/applications at no additional cost.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Operational Acceptance
Successful completion of the contract will be gauged through a series of formal acceptance tests performed on all aspects of the system/subsystems:
1. The bidder must ensure the application and all its related information should be based on Gol regulatory requirements and leading industry standards.
2. In the Go-Live phase, bidder will have to manage and roll out a beta stage where the system will be made available and restricted only to the users in the department through an appropriate mechanism on the web, and conduct user acceptance testing of the system based on test cases developed by the bidder in consultation with the relevant departments and validated by officials at the concerned Universities and Munger University. Based on the test results, required changers will be carried out and tested.
Post this, the services will be officially launched and operational acceptance will be complete. Final acceptance of Application
1. At the end of the application acceptance period, the concerned department(s) / Universities and Munger University will knowledge the acceptance in writing and approve it for Go-Live. This, however, will happen upon completion of the following.
• All required activities as defined in the bid document including all changes agreed by concerned department(s) / Universities and delivered by the successful bidder and accepted by the concerned departments.
• All required documentation as defined in this bid document including all changes agreed by concerned department(s) / Universities and delivered by the successful bidder and accepted by the concerned departments.
• All required training as defined in this bid document and delivered by the successful bidder and accepted by the department(s) / Universities.
• All identified shortcomings/defects in the systems have been addressed to the concerned department(s) / Universities complete satisfaction.
2. The final sign-off shall be decided by department(s) / Universities based on the first quarterly progress report submitted by the bidder and feedback from end users.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
SECTION V
Performa-I
BID PROPOSAL PROFORMA Tenderer’s Proposal Reference No. & Date Tenderer’s Name & Address Person to be contacted Designation Telephone No. with area code Email ID Fax No with area Code
To:
The Registrar
......
Subject: Proposal for Implementation of Integrated University Management Information System Solution
Dear Sir,
We, the undersigned Tenderer, having read and examined in detail the specifications and all bidding documents in respect of IT Services /Supply of IT products do hereby propose to provide Software & Technical Services as specified in the bidding document.
All the prices mentioned in our proposal are in accordance with the terms as specified in bidding documents. All the prices and other terms and conditions of this proposal are valid for a period of 180 calendar days from the last date of submission of bids.
We do hereby confirm that our bid prices include all taxes.
3. EARNEST MONEY
We have enclosed the earnest money in the form of Demand draft/ Bank Guaranty draft amounting to Rupees one lakh. It is liable to be forfeited in accordance with the provision …………………. of section III of Tender document.
4. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the fine-tuned Technical specifications and other tender documents.
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
5. BID PRICING
We further declare that the prices stated in our Commercial Bid proposal are in accordance with your terms & conditions in the bidding document.
6. QUALIFYING DATA
We confirm having enclosed the qualifying data as required by you in your tender document. In case you require any further information/documentary proof in this regard before evaluation of our bid, we agree to furnish the same in time to your satisfaction.
7. PERFORMANCE SECURITY
We hereby declare that in case the work order is awarded to us, we shall submit the performance Guarantee Bond in the form of Bank Guarantee as per terms of tender document.
8. DECLARATION
We hereby declare that our proposal is made in good faith, without collusion or fraud and the information contained in the proposal is true and correct to the best of our knowledge & belief. Bid submitted by us is properly sealed and prepared so as to prevent any subsequent alteration and replacement. We understand that you are not bound to accept the lowest or any bid you may receive.
Yours faithfully,
Thanking you,
Date:
Signature:
Name:
Designation :
Company Seal
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Performa- II
PARTICULARS OF TENDERER'S
As of this date the information furnished in all parts of this form is accurate and true to the best of my knowledge.
Signature:
Date :
Name :
Designation :
Company Seal
Witness No. 1
Signature :
Name :
Designation :
Address :
Company Seal
Date:
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Proforma-III
Price Schedule Item No. Item Specification Cost inclusive of all taxes 1. Implementation of Integrated University per beneficiary per annum Management System Solution-Price per beneficiary Rs. per year (in words) --The beneficiary to be considered for this project includes the number of students registered with said University (for implementation of modules in phase 1) as well as staff of University (for implementation of modules in phase 2 and 3 2 per beneficiary per annum Rs. (in words) Rs. (in words) Per Page Rs. (in words) Per thesis or dissertations Rs. (in words) per text book Rs. (in words)
Signature
Date :
Name :
Designation:
Company Seal:
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Proforma IV
Bidder Details/Profile Parameter Details Name of the Company Envisaged role of the Company Address of Registered Office I Head Office Phone Number (with STD Code) Fax Number & E-mail id Constitution (Public Ltd Co., I Pvt Ltd Co.I Partnership I Proprietary Concern etc) Date of Establishment Name of Chief Executive Officer Name of Contact Person and Phone No Line of Activity Date from which the bidder is experienced in similar type of activity Products Developed I Serviced (Attach product literature) Details of Quality Certifications Obtained for the Company & its Products, preferably be rated CMMI – Level 3 and above (attach Photo copies as proof's) Total Number of Employees
Performa V
Authorization Letter
Bidder to provide Authorization letter to the authorized representative.
To The Registrar ......
Reg: Authorization letter for Implementation of Integrated University Management Software solution project
Dear Sir, We, hereby authorize Mr I Mrs I Ms. to interact, submit the bids, sign the bids, attend pre-bid meeting and negotiate with the University (University) on behalf of the company for the purpose of "University Managed Service" Project. Dated this ...... Day of ...... 2018
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MUNGER UNIVERSITY, MUNGER (BIHAR) RFP FOR UNIVERSITY MANAGEMENT INFORMATION SYSTEM
Name of College under Munger University, Bihar
S District College Code College Name Mobile No 1 Mobile No 2 l Name N o. 1 Jamui 370443001 K K M College Jamui 9771702014 8266007080
2 Jamui 370843001 D S M College, Jhajha 9113391388 7052823553
3 Jamui 360431002 DHANRAJ SINGH COLLEGE, SIKANDARA, 9801583779, 7325072049 JAMUI 4 Jamui S. K. College, Lohanda
5 Jamui S. P. S. College
6 Jamui P. P. Y. College, Chakai
7 Jamui Jamui B. Ed. College, Kataona
8 Khagaria 210643001 K D S COLLEGE GOGRI 7488758423 9608646698
9 Khagaria 210243001 Mahila College, Khagaria 9431645011 9571892812
10 Khagaria 210243002 Koshi College 9472281102 9931470993
11 Khagaria 210743001 K M D College, Parbatta 9122325061 9155177033
12 Khagaria M. S. College, Sonihar, Alauli
13 Khagaria B.Ed. Teachers’ Training College
14 Lakhisarai 250143001 B N M College 9939173386 9431492955
15 Lakhisarai 250153001 MAHILA COLLEGE BARAHIYA 7050224229 9931960241
16 Lakhisarai 250543001 Karyananda Sharma Smarak Mahavidyalaya 9031449394 9334215423
17 Lakhisarai 250353001 Interntional College Ghosaith 9835407230 9006531239
18 Lakhisarai R. Lal College, Lakhisarai
19 Lakhisarai Mahatama Gandhi B. Ed. College, Lakhisarai
20 Munger 240543001 H S College, Hawaeli Kharagpur 9431501087 9867607279
21 Munger 240243001 J R S College, Jamalpur 9430667003 9430873254
22 Munger 240243002 JAMALPUR COLLEGE, JAMALPUR 9934442508 9430448835
23 Munger 240131001 S.B.N. COLLEGE, GARHI RAMPUR, MUNGER 8084276357 8521692862
24 Munger 240143001 BRM College 9431236596 8340159909
25 Munger 240143002 J M S College 9431418542 9064235358
26 Munger 240143003 R D and D J College 9431481289 9431481289
27 Munger 240843001 R S College 9472977724 9304768772
28 Munger B. N. S. Law College
29 Munger Rahmani B. Ed. College
30 Shekhpura 261143001 S K R COLLEGE, BARBIGHA 9006519835 9634899229
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31 Shekhpura 260831001 C.N.B COLLEGE, HATHIYAMA, SHEIKHPURA 9570992227 7654248587
32 Shekhpura 260831003 S.S. COLLEGE, MEHUS, SHEIKHPURA 9431418782 7739894270
33 Shekhpura 260831004 SANJAY GANDHI MAHILA COLLEGE, 9304644905 9431672146 SHEIKHPURA 34 Shekhpura 260843001 R D College,sheikpura 9631868948 9431672772
35 Sai College of Teachers’ Training College, Onama
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