CKK

HARYANA STATE AGRICULTURAL
            MARKETING BOARD
      MANDI BHAWAN, C-6, SEC-6, PANCHKULA
                 HAR...
RFP FOR FUNCTIONAL INFORMATION SYSTEM




                                       TABLE OF CONTENTS

INTRODUCTION ............
RFP FOR FUNCTIONAL INFORMATION SYSTEM



4.5 Introduction ...................................................................
RFP FOR FUNCTIONAL INFORMATION SYSTEM



COMMERCIAL BID EVALUATION ..........................................................
RFP FOR FUNCTIONAL INFORMATION SYSTEM




Introduction
1.1 About HSAMB

Haryana State Agricultural Marketing Board (HSAMB)...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



HSAMB implements these administrative and infrastructural arrangements through
va...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



by the state govt. and eleven other members of whom four are officials and seven
...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



 Improving the Quality of Service and Information to all the market functionarie...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



1.3 Scope of Work
The scope of the project involves development of a comprehensiv...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



1.4 Deliverables
The deliverables of the project would be as follows:

 Detail P...
RFP FOR FUNCTIONAL INFORMATION SYSTEM




     Roles and Responsibilities
 A clear definition of roles and responsibilitie...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



 ii. To prepare a System Requirement Specification (SRS) Report and get it approv...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



 iii. To review the installation, commissioning and maintenance of the software

...
RFP FOR FUNCTIONAL INFORMATION SYSTEM




    Functional Requirements
1.93.1 Functional Requirement Specifications

The So...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



 Reconciliation of market fee deposited vis-à-vis the market fee due. The entire...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



various officials of HSAMB. The proposed Mandi Management System (MMS) would
be e...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



evaluation processes, which need to be taken care on priority basis. The proposed...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



application would be an important input for the management to watch and monitor
i...
RFP FOR FUNCTIONAL INFORMATION SYSTEM



                             requirement.




                   Figure 3: Functi...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                        HSAMB




1.113.3 Detailing of Functional Req...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                                                     ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                                                     ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                        HSAMB



the    implementatio...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                           HSAMB



l)      Provision for core anti-s...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                             HSAMB



    1.17.13.9.1 User Accounts
...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                          HSAMB



1.193.11 System Integration
It sha...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                        HSAMB



  Application must have the capabili...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                        HSAMB



9. Data Analysis

  The systems shou...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                             HSAMB



13. Short Message Service:
  An...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                          HSAMB




     Technical Requirements
1.214...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                          HSAMB



information of the complete assets...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                         HSAMB



 1.21.44.1.4 Land Acquisition Syste...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                       HSAMB



 1.21.64.1.6 Management Facilitation ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                         HSAMB




1.224.2 Proposed Architecture
The ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                       HSAMB



 All Applications would be deployed ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                          HSAMB



 It may be noted that the 6 modul...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                       HSAMB



 1.23.24.3.2 Master Data
The Accounts...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                            HSAMB



characters. Scanning charge per ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                          HSAMB




  Service books of the employees ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                             HSAMB



                               Head Office, Pan...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                           HSAMB




1.24.24.4.2 Curr...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                     HSAMB




    Operational Requirements
1.254.5 I...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                    HSAMB




 1.26.14.6.1 Implementa...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                 HSAMB




 1.26.24.6.2 Time Schedule...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                          HSAMB



adopts critical path method and co...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                        HSAMB




8          End of Warranty period  ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                        HSAMB



1.274.7 Project Management
Software ...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                         HSAMB



 Cumulative deviations to date fro...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                         HSAMB



 Training material

     User Man...
RFP FOR FUNCTIONAL INFORMATION SYSTEM                                                                           HSAMB




...
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
SUGGESTIONS/COMMENTS ON RFP OF HSAMB
Upcoming SlideShare
Loading in...5
×

SUGGESTIONS/COMMENTS ON RFP OF HSAMB

1,255

Published on

Published in: Technology, News & Politics
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
1,255
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
10
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

SUGGESTIONS/COMMENTS ON RFP OF HSAMB

  1. 1. CKK HARYANA STATE AGRICULTURAL MARKETING BOARD MANDI BHAWAN, C-6, SEC-6, PANCHKULA HARYANA- 134109 RFP for Design, Development and Implementation of Functional Information System Software
  2. 2. RFP FOR FUNCTIONAL INFORMATION SYSTEM TABLE OF CONTENTS INTRODUCTION .................................................................................................. 5 1.1 About HSAMB ..........................................................................................5 1.2 Objectives of FIS Development ...............................................................7 1.3 Scope of Work .........................................................................................9 1.4 Deliverables ..........................................................................................10 ROLES AND RESPONSIBILITIES..................................................................... 11 2.1 Responsibilities of HSAMB .....................................................................11 2.2 Responsibilities of Selected Vendor .......................................................11 2.3 Responsibilities of Project Coordinator, HSAMB ....................................12 2.4 Responsibilities of the Consultants........................................................13 FUNCTIONAL REQUIREMENTS ....................................................................... 14 3.1 Functional Requirement Specifications ..................................................14 3.2 Functional Architecture .........................................................................18 3.3 Detailing of Functional Requirements ....................................................20 3.4 Network Architecture ............................................................................20 3.5 Application Architecture and Application System Design .......................22 3.6 System Specification .............................................................................22 3.7 Mail/Messaging System ........................................................................23 3.8 Disaster Recovery Plan ..........................................................................24 3.9 Security .................................................................................................24 3.10 Integration Requirements ...................................................................25 3.11 System Integration .............................................................................26 3.12 Critical Success Factors .......................................................................26 TECHNICAL REQUIREMENTS ......................................................................... 30 4.1 Modules overview..................................................................................30 4.2 Proposed Architecture ...........................................................................34 4.3 Data Migration Plan ...............................................................................36 4.4 Existing IT Infrastructure at HSAMB. ....................................................39 OPERATIONAL REQUIREMENTS .................................................................... 42 Page 2 of 145
  3. 3. RFP FOR FUNCTIONAL INFORMATION SYSTEM 4.5 Introduction ..........................................................................................42 4.6 Support Requirement ............................................................................42 4.7 Project Management .............................................................................47 4.8 Documentation ......................................................................................48 4.9 Training Requirement ............................................................................48 4.10 Service Level Parameters ....................................................................50 4.11 Handover Clause .................................................................................53 TESTING AND USER ACCEPTANCE ............................................................... 54 5.1 Acceptance Criteria ...............................................................................54 5.2 Requirement from Software ..................................................................54 BID DOCUMENTS.............................................................................................. 56 6.1 Distribution of Tender Documents .........................................................56 6.2 Cost of Bidding ......................................................................................56 6.3 Instruction for the Bidder ......................................................................56 6.4 Documents comprising the bidder’s bid .................................................56 6.5 Preliminary Process to be confidential ..................................................56 BIDDING PROCESS .......................................................................................... 57 7.1 Important Dates ....................................................................................57 7.2 Bid Submission, Format and Signing .....................................................57 7.3 Language of Bid ....................................................................................58 7.4 Earnest Money Deposit (EMD) ...............................................................58 7.5 Venue for submission of Bids ................................................................59 7.6 Late Bids ...............................................................................................59 7.7 Modification, Substitution & Withdrawal of Bids ...................................59 TECHNICAL BID EVALUATION ........................................................................ 60 8.1 Venue of Opening the Technical Bids .....................................................60 8.2 General Guidelines for Opening of Bids .................................................60 8.3 Opening of Technical Bids .....................................................................60 8.4 Clarification of Bid .................................................................................60 8.5 Correction of errors ...............................................................................60 8.6 Eligibility Criteria of Bidder ...................................................................61 8.7 Evaluation Procedure ............................................................................61 Page 3 of 145
  4. 4. RFP FOR FUNCTIONAL INFORMATION SYSTEM COMMERCIAL BID EVALUATION .................................................................... 62 9.1 Venue of Opening of Commercial Bids ...................................................62 9.2 Opening of Bids .....................................................................................62 9.3 Clarification of Bids ...............................................................................62 9.4 Correction of errors ...............................................................................62 9.5 Evaluation Procedure and Criteria .........................................................62 9.6 Acceptance or Rejection of Bids ............................................................63 AWARD OF CONTRACT ................................................................................... 64 10.1 Notification of award ...........................................................................64 10.2 Signing of contract ..............................................................................64 10.3 Performance Guarantee ......................................................................64 MISCELLANEOUS ............................................................................................. 66 11.1 Delays in Performance Schedule .........................................................66 11.2 Corrupt, fraudulent and unethical practices ........................................66 11.3 Resolution of disputes and jurisdiction ...............................................67 11.4 Notices ................................................................................................67 11.5 Use of documents and Information .....................................................67 11.6 Currency of the bid ..............................................................................67 11.7 Period of bid validity ...........................................................................67 11.8 Force Majeure .....................................................................................68 ANNEXURE 1: DETAILED FUNCTIONAL REQUIREMENTS ........................... 69 ANNEXURE 2: PROCESS MAPS .................................................................... 107 ANNEXURE 3: BID LETTER ........................................................................... 135 ANNEXURE 4: TECHNICAL BID EVALUATION CRITERIA ........................... 137 ANNEXURE 5: INDICATIVE COMMERCIAL BID TEMPLATE ....................... 141 6: PRESS NOTICE INVITING TENDER ........................................................... 142 LIST OF ABBREVIATIONS ............................................................................. 145 Page 4 of 145
  5. 5. RFP FOR FUNCTIONAL INFORMATION SYSTEM Introduction 1.1 About HSAMB Haryana State Agricultural Marketing Board (HSAMB) was constituted in 1969, with the objective of development and management of an optimized and well-regulated market infrastructure for agrarian sector in Haryana for facilitating the sale, purchase, storage and processing of agricultural produce in a planned and regulated manner. The entire agricultural marketing process in the State of Haryana is governed by the Punjab Agricultural Produce Markets Act, 1961, which makes necessary administrative and infrastructural arrangements to ensure competitive purchases of agro produce and bringing the best prices to the farmers through open auctions and support prices. These arrangements include setting-up of regularized and controlled markets, with all the necessary infrastructure and resources, operating upon pre-defined rules and regulations, and encompassing and monitoring the entire sale-purchase process. 1.1.1 Core Activities of HSAMB  Creation of statewide agriculture marketing infrastructure, comprising of various MCs, market yards, purchase centers, link roads, etc.  Profit maximization for farmers by ensuring best-possible prices for their produce at the various market yards, sub yards and purchase centers.  Regulation and administration of various MCs all across the state as HQ per the Punjab Agricultural Produce Markets Act, 1961. Zonal Offices/  Collection of Market Fees, HRDF and ZMEOs other levies from the purchasers on various transactions taking place at District Offices/ DMEOs the Mandis.  Creation of additional facilities, along Market with expansion and maintenance Committees/ Mandi Level works on behalf of various MCs.  Facilitating the procurement Geographical Spread of HSAMB activities of organizations such as FCI, Warehousing Corporation HAFED, etc at various markets/Mandis. Page 5 of 145
  6. 6. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB implements these administrative and infrastructural arrangements through various Market Committees (MCs). There are in all 106 Market Committees all over Haryana, with 106 principal market yards (Mandis) and 177 of sub-yards and 162 purchase centers. The said Mandis are divided into 29 vegetable Mandis, 6 fodder Mandis and 248-grain Mandis. The MCs have been provided with necessary infrastructural facilities, such as shops, booths, common auction platforms, covered sheds, individual platforms, cattle sheds, water supply, link roads, etc., and all the transactions taking place at these MCs are regulated and controlled by the Board. 1.1.2 Structure of HSAMB For efficient and effective administration, the Haryana State Agricultural Marketing Board has created five wings namely Marketing and Enforcement, Construction, Administrative, Accounts and Enquiry wing headed by Additional Chief Administrator, Chief Engineer, Secretary Board and Chief Controller of Finance and Accounts and Enquiry Officer respectively. The overall administrative structure of HSAMB is shown below: Figure 1: Administrative Structure The Haryana State Agricultural Marketing Board consists of a Chairman and a Chief Administrator (who is an officer of the rank of Head of Department) to be nominated Page 6 of 145
  7. 7. RFP FOR FUNCTIONAL INFORMATION SYSTEM by the state govt. and eleven other members of whom four are officials and seven non-officials nominated by the state govt. The Additional Chief Administrator (ACA) is the overall in charge of the enforcement wing to assist the Chief Administrator. The Zonal Administrator/Chief Marketing Enforcement officer performs the supervisory duty and is assisted by Zonal Marketing Enforcement Officers and District Marketing Enforcement Officers to see that provision of the act, rule and bye laws are properly enforced by the market committees. Each Market Committee has Chairman (Nominated by Govt.) and Executive Officer Cum Secretary along with supporting staff appointed by the board except class IV employees of market committees for the implementation of provisions of act, rules and by-laws. The market committees in the State have been divided into three zones headed by the Zonal Administrators who are Haryana Civil Services officers and are placed at Karnal, Gurgaon and Hisar. There are four Zonal Marketing Enforcement Officers and 12 District Marketing Enforcement Officers. HSAMB has a full-fledged Construction Wing headed by a Engineer in Chief for development works. There are 5 Circles headed by the Superintending Engineers and one Superintending Engineer at HQ. There are 22 Divisions situated at each district headquarter (except Mohindergarh) . The Controller of Finance & Accounts is accounts advisor and is responsible for handling the Accounts and Audit part of the Board / Market Committees accounts in the entire state. The Inquiry Officer conducts the departmental enquiries entrusted to him by the competent authority of the Board. 1.2 Objectives of FIS Development The Functional Information System would cater to the needs of each wing and pervade across the length and breadth of the state. The proposed Functional Information System would eliminate duplication in effort as a result the employees shall be able to concentrate more on their task. The main objectives of the computerization of HSAMB are as follows:  Ease of Administration and reduction in Manual work.  Improving Revenue generation and collection from Market Activities. Page 7 of 145
  8. 8. RFP FOR FUNCTIONAL INFORMATION SYSTEM  Improving the Quality of Service and Information to all the market functionaries and farmers.  Centralized storage and access to Internal and Market related Data. As transactions increase in volume and the needs at HSAMB become more and more complex it becomes obvious to look for scalability, better efficiency, greater convenience as well as better returns. Moreover, the geographical spread of marketing board is across the state of Haryana and this impacts the management and control of operations at Market Committee level. The operations of gate and auctioning should be made more transparent. The flow of information has a high lag time and compilation process is tedious. All these delay the management in planning and decision making. Thus to ensure meeting of objective and delivery of quality services to its stakeholders, it becomes imperative that the processes be efficient, transparent and suitably enabled by technology. The recent stride in Information Technology presents new opportunities for process improvement and efficiency enhancement within the Organization. With this aim in mind, HSAMB has undertaken the project for development of a Functional Information System (FIS). To ensure that these objectives are met, a study of the existing processes and requirements was conducted by HARTRON and approved by HSAMB. HARTRON proposed that the FIS shall have six modules, five of which, shall cover the functionalities vertically and the sixth module would be a reporting module for the senior officials of HSAMB. The modules are as follows: 1. Enforcement and Regulation System (ERS) 2. Mandi Management System (MMS) 3. Construction and Engineering System (CES) 4. Land Acquisition System (LAS) 5. Accounts Information Management System (AIMS) 6. Management Reporting and Facilitation System (MFR) The details of these functional modules with respect to the responsibility of the vendor as per scope of work in this Tender are presented in the subsequent section(s). Page 8 of 145
  9. 9. RFP FOR FUNCTIONAL INFORMATION SYSTEM 1.3 Scope of Work The scope of the project involves development of a comprehensive end-to-end software solution leading to the design, development, testing and implementation of FIS at HSAMB. The entire activity should be completed within a time period of ten months. The Detailed Functional Requirements document annexed with this Tender may be considered as an integral part of the scope of work and intending bidders should take it into account while estimating their efforts and bids. The broad scope of work of this engagement would include:  To prepare a Software Requirement Specification (SRS) Report – based on an independent assessment of the requirements of the HSAMB and the functional requirements as specified in this Tender document for designing, development and implementing Functional Information System in HSAMB and market committees.  To design and develop the software solution – based on Requirement Specifications, Technological and Operational Requirements.  To design and develop software to integrate an external devise with real-time printer to capture live auction data at the mandis. The devise should be store the data on daily / weekly basis and should synchronize with the web application.  To design appropriate Network Architecture.  To test and implement the proposed software – based on an independent assessment of the software, user acceptance and testing.  To ensure that the software design and implementation takes care of necessary security aspects such as data safety, access controls, integrity, backup measures and disaster recovery.  To provide training and handholding support - the software vendor should ensure that the users are suitably trained for using their respective application areas.  To provide full documentation of the design (including Entity Relationship (ER) diagrams, Data flow diagrams, GUI etc.), installation and implementation of the software and user manuals both in hard copy and soft copy.  To provide two years onsite Warranty of the software  To undertake relevant data entry for running the application software suites. Page 9 of 145
  10. 10. RFP FOR FUNCTIONAL INFORMATION SYSTEM 1.4 Deliverables The deliverables of the project would be as follows:  Detail Project Plan and Schedule.  System Requirement Specification Report.  System Design Report including the user interfaces and network design.  Functional Information System software to be provided and deployed at all relevant installation sites.  Software with source codes in two sets, along with source code of third party API/COTS or any other software used.  Training of the software developed.  Setting up of help desk during warranty period. Documents to be provided  User Manual of the software  Technical Manual of the software developed  Training Manual  Installation Manual  Implementation Strategy Project Status Reports - monthly progress reports summarizing:  Results accomplished during the period  Cumulative deviations to date from schedule of progress on milestones  Corrective actions to be taken to return to planned schedule of progress  Proposed revisions to planned schedule  Other issues and outstanding problems and actions proposed to be taken Page 10 of 145
  11. 11. RFP FOR FUNCTIONAL INFORMATION SYSTEM Roles and Responsibilities A clear definition of roles and responsibilities of all the partners involved brings transparency, accountability, manageability and efficiency in any project. The following are the roles and responsibilities of HSAMB, the Selected Vendor, the Project Coordinator and the Project Consultants. 1.52.1 Responsibilities of HSAMB As owner of the Project, the role of HSAMB in the successful implementation of the application software includes discharging the following responsibilities: i. To ensure that all the participating branches take active part in project. ii. To identify the Divisions, Districts, Zonal Offices and Market Committees for conducting detailed SRS. iii. To identify key points of contacts who would be able to dedicate quality time with the vendor. iv. To conduct review meetings at regular intervals to monitor the overall progress of the project. v. To ensure participation and support from all the Branches and employees in the implementation of the project. vi. To ensure speedy centralized issue resolution. vii. To ensure timely sign – offs. viii. To provide necessary infrastructure support and resources to the vendor during the development stage. ix. To handle the crucial change management. x. To coordinate with other government agencies and departments. For points (vii) to (ix) above, the vendor should clearly specify in their tender, the requirements from the HSAMB. 1.62.2 Responsibilities of Selected Vendor The following are roles and responsibilities of the vendor to be selected for design, development, testing and implementation of the software at HSAMB. i. To design, develop, test and implement a secure, scalable Application Software system for the HSAMB, adopting open, interoperable standards Page 11 of 145
  12. 12. RFP FOR FUNCTIONAL INFORMATION SYSTEM ii. To prepare a System Requirement Specification (SRS) Report and get it approved by HSAMB. iii. To ensure security of the data with adequate back–up measures. iv. To provide training to the user community to make them conversant with the application software v. To provide handholding support to the user community during the warranty period. vi. To meet the functional requirements specified in this document and cover any other related functionality identified by HSAMB whilst preparation of detailed SRS. vii. To provide full documentation of the design, installation and implementation of the software and user manuals viii. To undertake maintenance of software during Warranty Period ix. To provide new patches of software as warranted by needs of HSAMB x. Define terms of reference with HSAMB for updating new patches xi. To ensure successful integration of the system xii. To make reports at specified periodic intervals on progress of the project xiii. To identify and describe the data entry points in consultation with HSAMB, to eliminate/ minimize the duplication of data entry xiv. To interface with Project Coordinator and Management of HSAMB for managing the Change xv. To prepare user feedback forms for service level parameters in consultation with HSAMB and Project consultants xvi. To follow the terms and conditions as specified in this Tender document and in any other subsequent related documents 1.72.3 Responsibilities of Project Coordinator, HSAMB The Project Coordinator is the key person who serves a pivotal role in this project. The roles and responsibilities of the Project Coordinator are as follows: i. To ensure close coordination of all the participants and the external agencies involved in the project ii. To identify the Zonal Offices, Field offices, Divisions, Market Committees to support SRS preparation Page 12 of 145
  13. 13. RFP FOR FUNCTIONAL INFORMATION SYSTEM iii. To review the installation, commissioning and maintenance of the software iv. To take steps to mitigate any potential risks that might surface during the course of the project v. Set up and administration of an issue and escalation management process vi. To identify the staffs, who need to undergo user training at various levels vii. To identify employees who can be trained by selected vendor for learning the technical details of the Software. viii. Handle change management ix. To finalize the formats for the pre-printed stationery in consultation with HSAMB and the Software vendor x. To monitor the overall progress of the project xi. To ensure timely release of the payments as per agreed Schedule 1.82.4 Responsibilities of the Consultants The roles and responsibilities of the Consultant Partner for this initiative are as follows: i. To provide offsite project management assistance during the entire SDLC. ii. To provide clarification to the vendor on the functionality as specified in the RFP. iii. To interface with HSAMB to evaluate interim outputs and discuss progress reports with HSAMB on a monthly basis. iv. Set up and administration of project scope and change control process. v. Set up and administration of a process for reporting progress on key project metrics to HSAMB. Page 13 of 145
  14. 14. RFP FOR FUNCTIONAL INFORMATION SYSTEM Functional Requirements 1.93.1 Functional Requirement Specifications The Software development envisages meeting the requirements of HSAMB through a Functional Information System (FIS). The FIS would cover the various functions of HSAMB and its inter-linkages with the Market Operations. The proposed FIS for HSAMB needs to incorporate the organizational structure vertically and the functional infrastructure horizontally. For this purpose, the information system for the Board has been functionally decomposed into modules. Annexure 1 gives the detailed functional requirements of the Functional information System. The proposed modules for HSAMB are shown in the below figure: Figure 2- Integrated Management System 1.9.13.1.1 Enforcement and Regulation System (ERS) It is the mandate of the Board to ensure that all the transactions taking place pertaining to agricultural produce are within the realm of the Punjab State Agriculture Markets Act 1961, along with the definition and management of the complete financial and business cycle at different market yards and sub-yards. The main source of revenue for the Board is through the collection of market fees from different sale-purchase processes and transactions taking place at the various market yards and sub-yards across the state, and it is the responsibility of the Enforcement Wing to manage the complete revenue collection cycle in an optimized manner. The proposed system will initiate, facilitate, regulate and monitor all the pre-sale, sale and post sale activities concerned with agro products at different market yards and sub-yards, along with planning and estimation of expected revenues on the basis of various field data by utilizing standard GUI for various officials concerned with physical and financial movement of the crops. The main functionality of the Enforcement and Regulation system is discussed as under: Page 14 of 145
  15. 15. RFP FOR FUNCTIONAL INFORMATION SYSTEM  Reconciliation of market fee deposited vis-à-vis the market fee due. The entire cycle of market fee assessment and deposit should be inter-linked to give an instant status of the same.  Collection and analysis of committee-wise data regarding the expected grain arrivals for planning and estimation of expected revenues and finalization of various procurement details and schedules.  Compilation and analysis of committee-wise data on revenues during any stipulated time-period on the basis of arrivals and purchases made, in correspondence with the pre-decided targets.  Monitoring the functioning and operations of various Market Committees on periodic basis, including generated revenues, arrivals and purchases and the financial status.  Monitoring the status and progress of various vigilance and court cases pending against the wings on periodical basis.  Provision for capturing auction data from PDA‟s / external devices. 1.9.23.1.2 Mandi Management System (MMS) The Market yards or Mandis are the focal points through which all the physical and financial transactions take place in real-time. In all reality, the Mandis are the place of implementation of HSAMB‟s mandate, that is, the facilitation and management of sale, purchase, storage and processing of agricultural products. From receiving the raw, unprocessed crops at its premises, supervision of processing and dressing at various commission agents, monitoring the sale-purchase processes by open auctions and management of final deliveries and storage. Development of complete infrastructure, including the appointment of various process facilitators, licensees and dealers, Mandi does it all. Majority of revenue of HSAMB are generated at Mandis only, and the complete administrative, capital and infrastructural resource-structure of the Board is Mandi-oriented. But, Mandi by itself is a non-entity. In fact, they are just another part of the extensive tool-set available with supervising authority within any particular notified market area. This authority has been entrusted by state government to Market Committees (MCs). The MCs are constituted under Punjab State Agriculture Markets Act 1961, that supervise complete agro marketing process within their respective Notified Market Areas with assistance and support from Page 15 of 145
  16. 16. RFP FOR FUNCTIONAL INFORMATION SYSTEM various officials of HSAMB. The proposed Mandi Management System (MMS) would be encompassing all activities carried out at the MC-level. 1.9.33.1.3 Construction and Engineering System (CES) The construction and maintenance of state-wide agricultural marketing infrastructure is an essential duty as prescribed in HSAMB‟s mandate and is carried out through the Construction Wing of the Board for the maintenance and construction of various market yards and sub-yards with necessary shops, booths, platforms, etc., purchase centers, village and link roads, Kisan Bhawans and other ancillary infrastructures. Starting from project cost estimation, acquiring appropriate administrative and technical sanctions, inviting and processing of tender proposals for initiation of works to periodical monitoring of various works, the Construction and Engineering Wing is involved in every process step of various constructional activities of HSAMB. 1.9.43.1.4 Land Acquisition System (LAS) The process of land acquisition is initiated by the concerned MC sending a proposal to the Board for acquiring a specific amount of land. The Land Acquisition Wing at the head office then carefully and comprehensively reviews all the submitted proposals on the basis of various determinants, like current ownership of the land, location with respect to existing infrastructure of the concerned MC, cost of the land as per government norms, sanitation, drainage and water issues, constructional and engineering plans, etc. based upon the recommendations of a High-level Committee of officials from concerned market committees, public health, town planning and sanitation department along with construction wing of the Board. The most viable proposal, fulfilling all required criterion, is then approved for acquisition and the concerned MC initiates the acquisition process under the Punjab Agricultural Produce Market Act, 1961. Currently, for determining the land-needs of any particular Market Committee, the figures on total arrivals of agricultural produce in the previous seasons are the only deciding factor. Other essential factors, like current Mandi-space management, arrival estimations, agro-market trends, revenue-space ratios, etc. are not being utilized by the Land Acquisition Wing. Similarly, majority of proposal for land acquisition, if not initiated politically, take a lot of time to be reviewed and approved. Land Acquisition Wing faces a lot of pending litigations regarding the various acquisitions made throughout the state, which means that the Board spends both, money and man-hours, for paying various compensations, legal fees and monitoring court cases, as certain gaps are left during the proposal Page 16 of 145
  17. 17. RFP FOR FUNCTIONAL INFORMATION SYSTEM evaluation processes, which need to be taken care on priority basis. The proposed Land Acquisition System (LAS), based at the HQ Level, would be to re-define, re- structure and automate all the processes and sub-processes related to the selection, evaluation and acquisition of appropriate lands for time-bound and optimized expansion of MC infrastructures. 1.9.53.1.5 Accounts Information Management System (AIMS) HSAMB is one of the pioneers in the fields of adopting and implementing a planned, optimized and growth-oriented model of accounting. The magnitude of transactions taking place all over the state pertaining to agro products necessitate that in order to properly document and monitor all these activities, the Board adopts a strategy which includes all the micro and macro issues of HSAMB‟s accounting. The HSAMB Accounts Manual 2001 is one such document fulfilling most of the pre-requisites and accounting needs of the Board, and any information technology module catering to the accounting and financial needs of HSAMB would have to fully encompass the manual within its realm. The proposed Accounts Information Management System (AIMS) would facilitate the proper and efficient discharge of various finance and accounts functions of the Board. 1.9.63.1.6 Management Facilitation and Reporting (MFR) The Management Facilitation and Reporting Module would be the focal point, around which the complete application architecture would be constructed. This module shall facilitate the Top-level Management at HSAMB Head Office to gather the required process data from various information systems functioning at different levels in the Board, and process the same for generation of desired reports for the State Government, Legislative Assembly and the Accountant General Office. This application shall have interface with all the Master and Transaction Databases of various wings and MCs. The MFR System would have an optimized integration of technologies and tools to create a user-friendly graphical user interface with appropriate checks and business logic embedded into the system. The focus of Integrated Management System has been “automation” of the current manual processes with very little or no process re-engineering involved. Most of the processes are governed by the Acts/Rules/Notifications and hence the benefit of computerization would arise mainly from automation/ online connectivity rather than any Business Process Reengineering. The application is important to have control over the market/ mandi and improve the efficiency. The MIS generated by the Page 17 of 145
  18. 18. RFP FOR FUNCTIONAL INFORMATION SYSTEM application would be an important input for the management to watch and monitor important activities and thereby improve revenues for the organization. 1.103.2 Functional Architecture The salient features of the Functional Architecture are as follows:  The Central Server of HSAMB would be the hub of the applications and transactions; it should be possible to install any new application or enhanced version of an existing application on the application server at the Central Server. The application would be deployed and would be accessed through web browser on HSAMB intranet.  FIS would also be accessed from HSAMB website with adequate security measures.  The basic data relating to the transactions effected at the locations and through the website would be maintained at HSAMB, Mandi Bhawan, Panchkula.  The functional architecture should permit transactions of all types to be undertaken at the front-end.  The system should be immensely scalable, secure and reliable.  The system should support offline connectivity / data synchronization with the central server incase some of the locations do not have internet connectivity.  The system should support collecting auction data from hand held / PDA devices at various Mandis.  The application should be scalable to provide Government to Government (G2G) interfaces so that the other departments/corporations interacting with the Haryana State Agriculture Marketing Board should able to login to get the requisite information normally required by them.  The bidder should consider application interface with Common Service Centers(CSC) and other initiatives started by Government of Haryana.  The bidders are required to design suitable solution architecture to support the functional architecture as illustrated below: Note 1: HSAMB reserves the right to outsource one or more modules to another vendor based on their Page 18 of 145
  19. 19. RFP FOR FUNCTIONAL INFORMATION SYSTEM requirement. Figure 3: Functional Architecture Page 19 of 145
  20. 20. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.113.3 Detailing of Functional Requirements Indicative functional requirements have been detailed in Annexure 1. The detailed Functional Requirement Specifications have been specified here for use by the vendor for effort and cost estimation. It is expected that the vendor would do a detailed system study and prepare Software Requirement Specifications based on the functional requirements mentioned in Annexure 1. 1.123.4 Network Architecture The Software Vendor shall plan a suitable network design based on latest technologies to implement the application taking into consideration the parameters specified by HSAMB and HARTRON. The Network architecture proposed by the software vendor shall be evaluated by HARTRON / NIC. The network resources required shall be clearly identified and communicated to HSAMB by the software vendor. HSAMB shall provide the Hardware resources to the vendor. HSAMB may ask the vendor to provide network software on a case to case basis. While designing the Network Architecture, the bidder should consider the State Wide Area Network (SWAN) and State Data Centre being planned by Government of Haryana. The details of the same shall be arranged from HARTRON / NIC. Indicative network architecture of HSAMB is schematically portrayed below: Page 20 of 145
  21. 21. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB HSAMB, Head Quarter, Panchkula Internet Connection Internet Connection Internet Connection Zonal Office Zonal Office Zonal Office Internet Connection District Office Division Office District Office Division Office District Office MC ! MC 2 MC 51 MC 52 MC 106 MC 105 Figure 3 Indicative Network Architecture Page 21 of 145
  22. 22. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.133.5 Application Architecture and Application System Design The proposed architecture of the solution is a web-based front end with the applications residing on application servers. It is proposed that the FIS for HSAMB should be developed using open Internet technologies platform. Proper Web technology with n - tiered architecture should be employed for implementing enterprise-class applications and web based applications. The main aim of technology should be to create simple development model for enterprise applications using component based application model. Application Architecture Presentation Layer Middle Layer Data Layer Firewall Business Processing Layer DB Connection Business Functional Logic Information System Decision Logic DB Connectivity RDBMS Client Client Validation Input Output Plug in Client Software / Script Language Data Data HTML, XML) Middleware Client Tier Middle Tier FIS Tier Figure 4 Application Architecture 1.143.6 System Specification HSAMB has adequate IT infrastructure like Computers and Printers in Head Quarter, Field Offices and Market Committees. An illustrative list of the current IT infrastructure is given in section 4.4. It shall be the responsibility of the software vendor to optimally employ the existing IT infrastructure. Requirement of additional IT infrastructure shall be raised by the software vendor in a planned manner so that it does not affect the progress and schedule of the development process and thereby Page 22 of 145
  23. 23. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB the implementation activity. Plan for optimal utilization of the existing IT infrastructure is one of the selection criteria of the software vendor. 1.153.7 Mail/Messaging System The proposed solution shall offer mail/ messaging and related collaborative services for facilitating HSAMB users to communicate among themselves and other user communities. The mail server should support minimum 2000 users The mailing solution should support the following features: a) The mail server should support standard protocols like POP, IMAP, SMTP, HTTP, LDAP b) Support browser based email access with features including schedulable Out of Office messages (internal and external), Managed E-Mail Folder access etc. c) Support for Separate out-of-office messages to be set for internal and external recipients. d) Support Sent messages to be recalled by the sender e) Provision for out-of-box push based mail, any information on Windows Mobile based PDAs, Symbian, Nokia & Palm Pocket PC and smart phones f) Provision to support for HTML Messages. Should provide support for collaborative application development and support for integrated workflow scenarios and Web services g) Support single integrated directory for NOS and messaging with unified management capabilities h) Compliance: Messaging System should have inbuilt compliance engine to enforce government compliance & regulation requirements i) Email Classification: Messaging solution should be able to provide customizable message classification like confidential, personal, company/department confidential, do not forward. Compliance engine should be able to create rules based on the message classifications and other message parameters j) Should support Multi-Mailbox Search - Administrators should be able to perform fast, full-text search across all mailboxes if required for legal or other purposes. k) Messaging Solution should support clustering with a minimum of one passive node Page 23 of 145
  24. 24. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB l) Provision for core anti-spam capability out-of-box; Mail server should have an ability to have an internet mail filtering functionality to Separate spam; the messaging server should have built-in server-side filtering and also Client-side filtering m) Connection filtering, Real time safe & block lists, Sender and recipient filtering including blank sender filtering, Recipient lookup, Real-time block list–based filtering, Suppression of sender display name resolution, Ability to restrict relaying, Ability to restrict distribution lists to authenticated users, Should support Dynamic distribution lists, Should support virus scanning API n) Support single sign-on integrated with the supported network operating system‟s Directory Services authentication database; Should able to support Smart card Authentication and Finger-Print authentication 1.163.8 Disaster Recovery Plan The requirement of Disaster Recovery has been planned by deploying DR server at Panchkula or any other site as later decided by HSAMB, which will have a replica of the database server and the application server at the central server location of HSAMB. The synchronization between these two servers will have to be timed in such a way so as to ensure that the database is replicated in the fastest possible time and that there is no peak load on the connectivity due to any other transactions happening through the application. Accordingly, it is recommended that the replication take place in the second half of each day (preferably between 4pm to 10pm), after the peak load is over and before the peak load of arrivals at the gates begins. The selected bidder should ensure that at any time there is an availability of a back-up database. 1.173.9 Security The highest level of security through encryption, firewall etc. is required to be provided. The Vendor shall formulate a detailed policy on the security approach to be adopted in the system. The vendor should develop the software employing coding standards for security and perform security audit on the system to assure threat from hacking and intrusions. The vendor is expected to observe guidelines with regard to the security of data and the software, an indicative list is as below: Page 24 of 145
  25. 25. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.17.13.9.1 User Accounts  A single login should be provided to a user for an application.  Login filters should be built-in.  Time-out should be built-in for inactivity, and the access should get locked, such that a reauthorization is required to continue.  Multiple accesses using a single login account should not be possible.  Last login for every user should always be displayed. 1.17.23.9.2 Password Usage  Password for authentication should be sent to the server in an encrypted form.  User should be able to change his/her password.  A password policy for the users should be formulated and implemented. 1.17.33.9.3 Audit Trails  All audit trails at the database levels should be enabled.  Audit trails should be built at the application level  A policy for audit generation, review and retention should be formulated and implemented. 1.17.43.9.4 Backup and Recovery  A rugged backup policy with detailed procedures should be formulated.  Audit trail for the database and procedures for database recovery from the audit trail should be developed. 1.17.53.9.5 Anti-Virus Checks  An anti-virus policy should be formulated for the server and the clients. 1.17.63.9.6 Database and System Administration  A detailed policy for system and database administration shall be formulated and implemented. 1.183.10 Integration Requirements The Functional Information Systems to be implemented under the project should be integrated for information interchange based on indicative requirements listed in this Tender document and based on the successful bidder‟s interaction with different departments/ offices at HSAMB. Page 25 of 145
  26. 26. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.193.11 System Integration It shall be the responsibility of the software vendor to successfully integrate the hardware, network and the software. Software vendor will develop the application, identify and request hardware components and design the network. Therefore, it shall be the exclusive responsibility of the software vendor to ensure the fool proof system integration. Project Coordinator reserves the right to seek the assistance of HARTRON and Wipro Consultant to review the system integration plan submitted by the vendor. 1.203.12 Critical Success Factors Critical Success Factors are vital elements of strategy to achieve the project mission. The key areas of performance are made explicit to provide a common point of reference for the entire organization. Thus, the project initiative that HSAMB undertakes must ensure consistently high performance in these key areas; otherwise, the organization may not be able to achieve its goals and consequently may fail to accomplish its mission. The identified critical success factors must be addressed during the execution of the project. 1. Ease of Use The extent of user friendliness of the proposed application will be the prime factor for the acceptability of the developed application. The vendor must consider the E-readiness of the users for development of application and should ensure that the user is comfortable in using the application. The system should provide menu driven graphical user interface with bilingual support in English and Hindi, as required by HSAMB. 2. Contents The reports generated by the application must ensure the standards of relevance, accuracy and currency. Any form of deviation in content of report generated will impact the acceptability of the application. 3. Service Delivery and Management Reports The proposed application aims to improve the quality of service for accessing the information and decision making. The application must generate instant need based reports, as and when required by stakeholders. The application should enable the storage of reports in exportable formats. The System must generate reports in the form of Tabular charts involving one or more than one field. The Page 26 of 145
  27. 27. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Application must have the capability to convert these reports into charts viz., Bar Charts, Pie Charts etc. Reports for time series analysis, trend analysis should be designed using charts viz., Pie Charts, Bar Charts, Tabular Reports etc. Information which is not up-to-date becomes trivial. Hence, the vendor must ensure the timely updation of data as defined by HSAMB. Any delays in the updation of data will deteriorate the performance of the application. 4. Inter-Department information exchange The application should enable instant data updating and inter department information sharing as governed by authority to access the information. 5. Feedback and Control There should be a mechanism to capture feedback of system users at all levels. The vendor should consider the feedback to control and enhance the performance of the developed application. 6. Information Need Assessment The vendor must perform a detailed information need assessment exercise through discussions with Top & Senior management and with other users of the system. This would define the type, nature, periodicity and structure of reports to be generated by the application. 7. Human Resource Development and Change Management The vendor should assess the training needs for the users and facilitate the capacity building of HSAMB employees. Management of change is crucial to effectiveness, efficiency and success of a project. Many a times resistance occurs simply because people do not know what the change is meant for. Educating the user about the advantages of information system and empowering him with the required know how about it‟s usage would bring smooth transition from the existing system to the envisaged IT enabled system. Effort must be made by the vendor to achieve the above. The vendor in coordination with HSAMB would make effort to manage the change. 8. Process Champions The identification of the appropriate process champion helps in developing better understanding of the required application. The vendor in consultation with the process champion would capture all the processes in detail to cover the functionality of the application. Page 27 of 145
  28. 28. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 9. Data Analysis The systems should also be able to perform intelligent analysis on vital data like Accounts reconciliation, Project costs, Project progress, Produce arrival and any other data as required by HSAMB. The system should intimate the users with necessary alarms to initiate appropriate actions as and when the need arises. 10.Data Uploading The systems should facilitate uploading of data as may be deemed fit by the competent authorities on the HSAMB‟s website on a regular basis. 11.Service Oriented Architecture The system should support a service oriented architecture to incorporate new services and modules for accomplish future needs. This may include amongst others, services to farmers providing information on pricing, produce arrival, weather, agricultural inputs, biometric identification of Farmers, Commission Agent or other intermediaries. The application should be accessible from Common Service Centres, being developed across the state by the Government, so as to provide information to and facilitate farmers. The software should also have the provision to transmit the data to the national agramarknet website/application. The application should be designed to communicate with futuristic applications such as Artiya/Purchaser Management applications etc and provide complete end- to-end computerization solutions of the procurement, marketing, purchase and warehousing. 12.Business Logic and Performance of the System Business logics should be implemented at the Middle tier or Database level to achieve optimum performance in terms of lesser response time. Single data entry points must be defined to eliminate duplication of efforts. All validation of data must be done at the interface level by using scripting language. This would reduce data entry error in the system. Page 28 of 145
  29. 29. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 13. Short Message Service: An interface with the back-end server application/ database is also proposed to be incorporated into the proposed project to make a provision for auto messages through short message service of the related information to the concerned stake holders. 14.Implementation strategy The software should be develop considering role based access and availability of existing infrastructure at Mandis i.e Computer and internet availability. Initially, all the data entry will be done through one computer at each location and later on all the users will be provided computers/required infrastructure. In addition, at Mandi level, Internet connectivity may or may not be available. In case, internet connectivity is available then a separate application/ utility would be developed which will transmit the data ( as & when required ) to update the centralized database through net. On the other hand, in case of non-availability of internet connection at Mandi level, the data backup would be taken through proper backup utility, which can be restored at some other place like concerned District Office/Market Committee Office or other nearest office wherever internet is available and from there itself it will be transmitted (as & when required) to update the centralized database through net. Page 29 of 145
  30. 30. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Technical Requirements 1.214.1 Modules overview In its endeavor to streamline operations and deliver better services, HSAMB, has embarked upon deployment of Software to control and manage their operations. The proposed solution framework would form the Functional Information System (FIS) aimed at serving the stakeholders of HSAMB and Market Committee. Based on the functional requirement study, it was proposed by HARTRON and approved by HSAMB that the software would have 6 functional modules, which are: 1.21.14.1.1 Enforcement and Regulation System In this module the focus has been “automation” of the current manual processes of Enforcement and Marketing functions. The module comprehensively captures all the functions of the Enforcement Department. Planning for new mandi, market fee collection, making license for market functionaries, rent collection etc are covered in this module. It also covers the recording and reporting of Court Cases of Market Committee. As the spread of HSAMB is across the entire state of Haryana, automation of the operations would empower the Management with their information needs for better control over the Market Committees and decision making. The functions covered under this focus will be:  Gate recording and Agent Allocation  License making process and track record of the licensees.  Heuristic analysis with past data for planning for development of mandi.  Monitoring the functioning of Market Committees.  Sale transaction of Agriculture produce and capturing the details of auction and inserting the data in the System.  Capture the details and progress of Court Cases of Market Committee.  The system to should be designed to allow Commission Agents/Artiyas to directly enter the data through a web portal, view their market fees payable and make the payments online. 1.21.24.1.2 Mandi Management System This module will cover the functions carried out in the Mandi. It would have the information of the assets of the mandi and their usage, the current works going on in the mandi, financial management of the mandi, detail employee information. The Page 30 of 145
  31. 31. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB information of the complete assets, physical, financial and human resource shall come in the system and the same shall be available online to the Management for better control and monitoring. This layer is an important layer to have control over the market/ mandi and improve the efficiency. The information captured in this module would be an important input for the management to watch and monitor important activities and thereby improve the performance for the organization. The functions covered under this focus will be:  Assets management  Market Committee budget planning.  Personnel Management of the Market Committee.  Interfacing with Enforcement and Marketing department.  Interfacing with Construction department in respect of existing construction work being pursued. 1.21.34.1.3 Construction and Engineering System The module automates the functioning of Construction wing of HSAMB. Construction wing is spread across the entire state of Haryana, as such; there is time lag in flow of information in the various functions performed at the different levels of hierarchy. This module would expedite the two flow of information from the bottom to top and vice versa and speed up the decision making. Top management shall have the information regarding the development work being performed at the division layer. This would abet the management in monitoring and controlling the work and quick decision making. Reports and Performa shall be designed for online flow of data. The functions covered under this module are:  Assessment of work and subsequently create a Preliminary Report.  Design Layout planning.  Preparation of Rough Cost Estimate and corresponding online approval.  Preparation of Detailed Estimate and its corresponding online approval.  Preparation of NIT/DIT and its corresponding online approval.  Tender Works execution measurement.  Automation of Inventory planning and management and vehicles monitoring.  Capture the details and progress of Court Cases of Construction department. Page 31 of 145
  32. 32. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.21.44.1.4 Land Acquisition System The module would capture the processes in Land acquisition. The module would provide the management the information required for tracking an acquisition process and taking quick decisions. The details of the acquisition process captured in the module would abet the management in pursuing the acquisition with government agency. Suitable interface with accounts and market committee would eliminate the time lags of inter – department / market committee communication. Information related to delay in acquisition process shall be available with the management and accordingly help the management in taking prompt decisions. The functions covered in this module are:  Assessment and evaluation of land needs.  Site selection process.  Acquisition process passing through different stages of the Land Acquisition Act.  Auction of plots  Capture the details and progress of Court Cases relating to Land Acquisition. 1.21.54.1.5 Accounts Information Management System The focus of this module would be to cover the accounts functions in all the layers of HSAMB and the Market Committee. It would automate the accounts functions of all the layers of management of HSAMB. It would automate the processes being pursued manually to a Software based system. This would bring benefits as it would eliminate duplicate efforts of entry of data. Calculations shall become accurate with no possibility of mistake. The functions covered in this module are:  Consolidated Expense Monitor  Consolidated Income Monitor  Consolidated Budget Monitor  Deposit Work Monitor  Loans and Advance processing and monitoring.  Payroll processing.  Bank Reconciliation  Pension Monitor  Investment Monitor Page 32 of 145
  33. 33. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.21.64.1.6 Management Facilitation and Reporting The module is essentially intended for the senior management of HSAMB in reviewing the various activities going on in HSAMB and Market Committee. GUI based customized reports shall be generated about the different activities and works pursued in HSAMB and Market Committee. The module would assist the senior management in reporting to the government the status and progress of the works being pursued by HSAMB in different parts of Haryana. Management would get the information with prompt and alacrity to control and monitor the functioning of Market Committees and review and control the various development works. Reports Control and disciplinary procedures of HSAMB has been automated in this module and various pending disciplinary proceedings can be tracked for ensuring strict discipline. The module would empower the Senior Management with information to control and monitor the operations of HSAMB. The functions and reports covered in this module are:  Report on progress of CM announcement works  Customized report for State Government  Reports on ongoing different Construction Works  Reports on Revenue collection in different mandis  Reports on various Courts Cases of HSAMB.  Disciplinary proceedings against erring employees of HSAMB and their status report.  Pension and ex gratia functions of Board Page 33 of 145
  34. 34. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.224.2 Proposed Architecture The proposed architecture of the solution is a web-based client/ browser based front end with the applications residing on application servers and accessed within the HSAMB, intranet. The bidders are expected to decide upon the development platform and tools. Figure 5 Technical Architecture 1.22.14.2.1 Instructions  The RDMBS should support Windows or Linux based platforms and should work with CPU based licenses.  Suitable design/ CASE tools and Project Management tools shall be provided by the software vendor.  The application software should support both Firefox/Internet Explorer browsers as front ends.  The web server should be compatible to the framework proposed. Page 34 of 145
  35. 35. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  All Applications would be deployed in the HSAMB, Intranet Environment with physical servers located in the Mandi Bhawan, Sector 6, Panchkula, Haryana.  The user community will be accessing the applications on Windows based machines (Win 2003/2000/XP/NT/98) using a web browser over the intranet and internet.  The application architecture/ framework needs to be homogenous across all the application suites.  Use of XML for standardization of data exchange protocols wherever required.  The system should have provisions for bilingual support and should support Hindi language, so that if HSAMB, wants to go ahead with some activities in Hindi the software can support the same.  Ensure data security and integrity by scheduling backups, tight user access controls, and encryption techniques.  Suitable anti virus software should be proposed.  The system would be deployed on a prospective basis with all operations to be taken up on line from the date of installation. However, relevant data to run the application software needs to be created as elaborated in the subsequent section.  The system should have adequate Artificial Intelligence Tools that should be able to perform robust data mining exercise for generating Analytics and MIS reports as required by HSAMB.  The project Software Development Life Cycle (SDLC) and project plan should ideally follow the Waterfall model of execution with clear demarcation and timelines for various phases: SRS preparation, System Design, Prototyping, Software Development, Testing, User Training and Handholding, User Acceptance & Final Deployment followed by the Warranty period  The bidder has to provide an on site warranty of 2 years and subsequently Annual Maintenance for 3 years for all the application software suites from the date of user acceptance. Adequate staff should be deployed in Mandi Bhawan, Panchkula, Haryana during the entire on site warranty period of 2 years for troubleshooting, maintenance, training and handholding of users.  The Intellectual Property Rights of all the software code, data, algorithms, documentation, manuals, etc. generated as a part of implementation of this project shall solely vest with the HSAMB, Haryana. Page 35 of 145
  36. 36. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  It may be noted that the 6 modules mentioned above are not necessarily compartmentalized. There would be sets of data and users overlapping across the applications and it are imperative that they must be able to talk to one another wherever required to generate meaningful reports/information.  The application modules are likely to share master tables and common data files  The final configuration of the FIS application suite along with functional requirements will be freezed at the time of the SRS sign off.  The application should have the capacity to handle 5000 transactions per hour for 250 concurrent users.  The Proposed solution should support Unicode standard for Hindi on server operating system, RDBMS & desktop operating system etc.  The Operating System and Database Software shall be proposed with Two Years of Patches and with Security updates cost. 1.234.3 Data Migration Plan The objective of Data Entry is mainly to utilize the data for searches and modification. The current process is completely manual and hence the data digitization is not happening. 1.23.14.3.1 Historical Data Historical Data entry means the capturing of the past transactions in Digitized form. Due to the nature of working of HSAMB the Historical data is equally significant for meeting the objectives of HSAMB. HSAMB requires historical data for two major reasons; one to understand the region wise commodity inflow in mandis and their trend and time series analysis as also for record keeping. Based on these information management can make future development plans. Secondly, HSAMB has made significant investment in development of infrastructure across the state. Detailed information of the same would abet the management in planning optimal utilization of the current infrastructure as also make plans for future investments. In addition to the above, historical data may be required for Legal cases, Licensee details, financial transactions etc. The exact plan for undergoing this exercise would be developed post selection of the final Software Implementation Vendor. Page 36 of 145
  37. 37. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.23.24.3.2 Master Data The Accounts branch, HSAMB has a Tally application running. Office of the Chief Engineer, Construction department has project related data in Fox pro based utility. Details of current applications and their functionalities at HSAMB are given in the subsequent section. Thus, HSAMB has, some of the master data for Accounts, Construction wing, details already captured in the existing applications, however, there is a need of Master data entry for other sections of HSAMB and the Market Committees. The data in digitized form shall be migrated by the successful bidder to the proposed application. The vendor shall develop a data migration strategy for migrating the digitized data to the proposed system and get is approved by HSAMB. Market Committees have all their data in hard form in various books of accounts. These data are required to be inserted into the system. The Vendor needs to develop an exact plan for the Master and Historical data entry exercise. The FIS would be capable of entering the Historical data at any stage even after the implementation and handover. For the purpose of data creation, the following needs to be provided:  Data entry screens  Adequate Manpower with data entry skills  Hardware and software setup within the HSAMB Panchkula and / or Market Committees, for data entry  Integration of the data created with application software  Quality checks to ensure error free data 1.23.34.3.3 Terms & Conditions of Data Entry The bidders will estimate the volume of data to be entered in consultation with project coordinator, HSAMB as per the requirement of PAPM Act, 1961 and bye-laws and schedules of HSAMB as also for RTI Act. It shall be the responsibility of the successful bidder to enter the non digitized data in the proposed system. The vendor shall make an estimate of the historical data to be entered in consultation with HSAMB. Data entry may require scanning of some records also. The bidder shall submit in the commercial proposal the rate for entering data in the system. Rate should be quoted per record basis. A typical record may consist of on an average of 10 fields (both numeric and alphanumeric) with each field around 10 Page 37 of 145
  38. 38. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB characters. Scanning charge per page shall also be quoted in the commercial proposal. The data entered in the system by the successful bidder shall be tested for its correctness. The bidder should ensure correct data entry in the system. Payment for data entry is subject to the correctness of data entered in the system. Preservation of Data The bidder should give due consideration to the preservation of data at HSAMB. The respective records of the Board and Market Committee are preserved for the periods noted against each in the schedule hereto annexed. SCHEDULE Description Period Budget 5 Years General Cash Book Permanently Establishment Bill 35 Years General Bill 3 Years Balance Sheet 10 Years Ledger 10 Years Register of Deposit Permanently Application in Form A Permanently Other Application Form 5 Years Returns of daily purchase and sales One year after audit Sales 3 Years Receipts 3 Years Register of sale and purchase of 10 Years agricultural produce Register of Licences 10 Years Provident Fund Register 10 Years or till all account to which it relates are closed Page 38 of 145
  39. 39. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Service books of the employees 5 Years after retirement or death (which ever is earlier) Register of proceedings of the Board or Permanently Committee or Sub – Committee Register of Correspondence Permanently Cheque Books 10 Years Pass Book 10 Years Traveling Allowance Bills 3 Years Lease deeds Allowance Bill 10 Years from the date they cease to have effect Security Bonds - do - Treasury Challans 5 Years Imperest Account Register 3 Years Attendance Register 1 Years Moveable Property Register 10 Years Library Register 10 Years Demand and Collection Register 10 Years Register of Court cases 10 Years Investment Register Permanently Files about the appointment, removal 35 Years and dismissal of employees Other record which the Board or Such period (not less than 10 years) Committee may decide to preserve for as may be prescribed by the Board or more than three years Committee In addition to the above, legacy data as identified by HSAMB, shall be maintained for a period not less than 20 years. 1.244.4 Existing IT Infrastructure at HSAMB. 1.24.14.4.1 Current IT set up in HSAMB and Market Committees S# Item Quantity Page 39 of 145
  40. 40. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Head Office, Panchkula 1. Server (with 1 GB RAM) 2 Nos 2. P-IV Computers 44 Nos 3. P-III Computers 10 Nos 4. P-II Computers 5 Nos 5. P-I Computers 1 No 6. DeskJet Printers 23 Nos 7. LaserJet Printers 19 Nos 8. Dot Matrix Printers 18 Nos 9. Web Camera 3 Nos 10. Scanners 3 Nos 11. CVT 7 Nos 12. UPS 53 Nos In Market Committees 1. P-IV Computers 97 Nos 2. P-III Computers 34 Nos 3. Dot Matrix Printers 131 Nos 4. UPS 131 Nos Page 40 of 145
  41. 41. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.24.24.4.2 Current Applications at HSAMB S# Application Department Key Functionalities/ Data Platform/Future Value Use 1 Construction Construction Data regarding updates on Stand Alone System Update construction works from different divisions is inserted. Lotus/ Negligible Reports are generated High 2 CM Announcement Construction Data of works undertaken by Stand Alone System Works Updates C&E department on CM announcement in different Fox Pro / Negligible divisions is inserted. Reports are generated and sent to NIC. High 3 MC 30 Accounts Report of Revenue collected Stand Alone System (Market Fee) which is spent on HSAMB employees are sent Fox Pro / Negligible on a monthly basis. These data are inserted in this Software. Consolidation of monthly accounts is done. High 4 MC 70 Accounts Report of expenditure on Stand Alone System deposit works are entered in this system and the account is Fox Pro / Negligible consolidated. High Fox Pro / Negligible 5 Salary Accounts Salary is prepared manually Stand Alone System and the data of the Salary of each employee is fed in this Fox Pro System and Salary slips are generated High 6 Tally Accounts Accounting Product Very High 7 Excel worksheet Accounts Worksheet has been MS Excel / Negligible programmed through macros for aggregating and consolidating various accounts received from Market Committees Medium Page 41 of 145
  42. 42. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Operational Requirements 1.254.5 Introduction This section outlines the operational requirements of Software development at HSAMB. It should be noted that the Vendor selected for the Software development would be involved in the implementation of the solution as well as ongoing support during the warranty period. 1.264.6 Support Requirement Vendors must specify the support they propose to offer under the following heads. The selected Vendor would assume primary responsibility for:  Authenticity of bid(s)  Implementation support  Testing  Warranty support and Annual Maintenance Page 42 of 145
  43. 43. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.26.14.6.1 Implementation Plan The software vendor shall implement the system on pilot basis, at HSAMB (HQ) and one Market Committee within a district, to ascertain its stability. The above shall be done upon successful user acceptance testing of modules and the system. Similarly, the Software shall be tested in one of Construction Divisions. On successful implementation the stability of the software shall be tested across all the other mandis and field offices within the same district. Thereafter, the system shall be rolled out across the state in all the mandis and field offices. The indicative Project Plan for the implementation activity is given below: Months Project Activity 1 2 3 4 5 6 7 8 9 10 System Design Preparation and approval of SRS Preparation and approval of Systems Integration Plan Preparation and approval of Technical Design Document Legacy Data Entry Estimation of Volume of data entry Data entry of legacy data Software Development Coding of Modules UAT of Modules and fixing of bug UAT of Functional Information System and fixing of bug Deployment of Software on Pilot basis and UAT Deployment of Software on Pilot basis UAT of Functional Information System on test data UAT of Functional Information System on live data Rolling out of Software and UAT Rolling out of Functional Information System across state UAT of Functional Information System (on test and live data) Training Preparation of Training Plan and Course Content Training of HSAMB and Market Committee employees Page 43 of 145
  44. 44. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.26.24.6.2 Time Schedule The indicative time schedule for execution of Software Development and implementation initiative would be as follows: Sr. No. Milestones Time of Completion Signing of agreement with the successful 1 T1 bidder 2 Project Initiation (P1) T1 + 0.5 months 3 Preparation of SRS Document & Sign Off P1 + 2 months Design, Development & Customization of 4 P1 + 6 months Software 5 UAT of modules P1 + 6 months Testing, Modification & User Acceptance (Pilot 6 P1 + 8 months basis) Testing, Modification & User Acceptance 7 P1 +10 months (across state) 8 User Training P1 + 6 months onwards 9 Data Entry and Migration Complete P1 + 6 months 10 System ready to go live P1 + 10 months “System go live” onwards 11 Hand Holding for next 24 months Time Schedule for Software development It should be noted that suitable penalty would be imposed on the Software vendor in case of delay from their end and the same would be finalized in the contract. It may be noted that T1 is the event marking HSAMB signing the agreement with the successful bidder, who is also called the Software vendor. P1 is the event marking the project initiation. The Software vendor has to design and implement a very detailed plan of implementation that seeks to execute several activities in parallel, Page 44 of 145
  45. 45. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB adopts critical path method and commits additional resources to activities falling behind schedule so as to keep up with the overall deadline of implementation in 10 months. The “go-live” means that the software is ready in all respect i.e. designing, development, testing & implementation and can be used by all the end users together as has been envisaged in the initial Detailed Software Requirement Specifications document. “Hand Holding” is that period for which the Software vendor provides active support to the end user in using the software application and solving the teething problems that may occur during the usage of the software by the users. It may be noted that the time schedule for each milestone shown in the table above would be enforced independently, even though some of them are inter-dependent. This would have a cascading effect of penalties for delays in all other milestones dependent on the precedent milestone. Therefore, the Software vendor will have to be extremely careful in establishing an excellent project management set-up. 1.26.34.6.3 Payment Schedule The payment process followed will be milestone based as per the following schedule. It is made clear that the payment schedule is not including the AMC component. AMC payment schedule shall be decided by HSAMB at any later stage after the system goes live and before the expiry of two years of warranty period. Sr. No. Milestones Payment 1 Signature of Letter of Intent with PO. 18% SRS and Technical Design Document & Sign 2 10% Off Testing, Modification & User Acceptance of 3 15% modules Testing, Modification & User Acceptance after 4 10% rolling across state 5 Data Entry and Migration Complete 10% 6 User Training Complete 10% 7 System go live 11% Page 45 of 145
  46. 46. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 8 End of Warranty period 16% The outstanding payment of 16% of contract value mentioned in serial 8 of above table shall be made in 8 equal quarterly installments of 2%. These payments shall be made at the end of each quarter from the commencement of the warranty period. The payments are subject to compliance of Service Level Parameters discussed in section 5.6 of this document. 1.26.44.6.4 Penalties In case of delays in achieving milestones by the successful vendor, penalties will be charged based on the following:  In case of delay in a single milestone based on reasons solely attributable to the vendor, 5% of the Payment amount of that milestone will be charged as Penalty.  In case there is delay in subsequent milestones as a result of a cascading effect, the penalties will also be suitably cascaded. For example, if there is a delay in third milestone because of a delay in first milestone, a penalty of 5% of the payment amount of the third milestone will be charged as penalty.  In case the vendor is able to cover up for the delay by maintaining the total time schedule constant, then the penalty amount may be refunded.  In any case the total penalty amount shall not be greater than 10% of the total cost of the tender. 1.26.54.6.5 Warranty Support and Annual Maintenance Contract (AMC) The warranty for the software developed will be for a period of two years from the date of its acceptance by HSAMB. This warranty should also cover adapting the software for any additional requirements that might come to the notice of the HSAMB at the time of actual use of the software. Adequate support staff per application module should be deployed at HSAMB for the on site warranty period. The vendor has to provide an on site warranty of 2 years and Annual Maintenance for the next 3 years for all the application software suites from the date of User Acceptance. After completion of warranty period a supplementary agreement shall be drawn for Annual Maintenance Contract. The vendor shall provide adequate maintenance support for the next three years to ensure smooth functioning of the software and reduces downtime to the minimum possible extent. Page 46 of 145
  47. 47. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.274.7 Project Management Software development is a multi-departmental initiative. Its implementation is complex and can go out of control in absence of comprehensive and effective project management methodology. The following requirements are therefore prescribed in this regard: The Software vendor must employ appropriate software project management techniques to ensure that the software is developed and implemented in the defined time period. A copy each of the project management schedule shall be handed over to HSAMB and Wipro Consultants to keep track of the progress of the project. 1.27.14.7.1 Work Program The vendor shall design a detailed Project Plan, which should include the following components: A copy of the following documents should be handed over to the Project Coordinator, HSAMB and to the Wipro Consultants for monitoring the Software development plan.  Project Organization and Management Plan  Software Development Plan  Delivery and Installation Plan  Testing Plan and Methodology  Training Plan, Methodology and Training Details  Change Management Plan  Any other relevant items related to the Program Development 1.27.24.7.2 Program Implementation The vendor shall:  Assume overall responsibility of managing and monitoring the project as per the indicative Time Schedule as specified in the Tender  Monitor the progress of change management plan and data migration plan as laid out in the Tender in order to enable smooth transition to the new system  Keep HSAMB updated about the above activities on a monthly basis. 1.27.34.7.3 Reporting The vendor shall submit Monthly progress reports to the Project Coordinator, HSAMB summarizing:  Results accomplished during the period Page 47 of 145
  48. 48. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  Cumulative deviations to date from schedule of progress on milestones as specified in Tender read with the agreed and finalized Project Plan  Corrective actions to be taken to return to planned schedule of progress  Proposed revisions to planned schedule  Other issues and outstanding problems, and actions proposed to be taken  Interventions which the Software vendor expects to be made by the Project Coordinator, HSAMB and/or actions to be taken by the Project Coordinator, HSAMB before the next reporting period  Test results of training 1.284.8 Documentation The Software vendor is required to submit documents as mentioned in different sections in this Tender. 1.294.9 Training Requirement This section provides broad outlines of the different types of training to be provided as part of the Software Development and Implementation project:  Training on new Processes  Software Training  System Administration Training 1.29.14.9.1 Training on new Processes  The topics to be covered under this have to be prepared and would cover mainly the post operationalization of the Software.  The training is to be provided to the selected employees of HSAMB identified for accessing the computers.  Training material:  User manual 1.29.24.9.2 Software training a) Training on the Software  The software vendor would prepare a comprehensive training course on the FIS application for the different user groups of the respective modules  During this training the trainees could also be asked to carry out the routine functions using the software. Page 48 of 145
  49. 49. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  Training material  User Manual b) Training on Master Data Entry  Preparation of a comprehensive training course for the master data entry software by Vendor  Training material: User Manual 1.29.34.9.3 System Administration Training  Training on system and database administration, basic hardware problems and solution. Training on basic networking and transmission of data should also be covered in this module  The training would be provided to selected staff of HSAMB and Market Committees.  Training Material: Appropriate literature on System Administration topics Page 49 of 145
  50. 50. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.304.10 Service Level Parameters Baseline Lower Performance Breach Basis of S.N. Service metric parameters Metric Credit Metric Credit Metric Debit Measurement Ease of Use 15 5 -5  User Interface User Feedback  Language support 1 >85% 15 60-85% 5 <60% -5 Form (per  Data insertion forms month)  Other parameters Report Generation 15 5 -5  Selection of multiple fields  Structure & Formats  Styles (Charts etc.)  Exportability  System generated alerts User feedback 2  Other parameters >85% 15 60-85% 5 <60% -5 Form(per month) Page 50 of 145

×