Request for Proposal for Procurement & Implementation Of Complete IT Solution Web based (ERP) To Automate The Functioning OF CIT Kokrajhar
Page 1 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Disclaimer: This document contains confidential information on Central Institute of Technology Kokrajhar (CIT) which is provided for the sole purpose of permitting the bidders/consortium partners to make a proposal. In consideration of receipt of this document, the bidders/consortium partners agrees to maintain such information confidential and to not reproduce or otherwise disclose this information to any person outside the group directly responsible for evaluation of its contents, except that there is no obligation to maintain the confidentiality of any information which was known to the bidders/consortium Partners prior to receipt of such information from CIT Kokrajhar or becomes publicly known through no fault of bidders/consortium Partners, from Cit Kokrajhar or is received without obligation of confidentiality from a third party owing no obligation of confidentiality to CIT Kokrajhar.
Page 2 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Contents 1.
Tender Notification .................................................................................................................. 9
2.
Introduction ........................................................................................................................... 11
2.
Purpose of this Document ...................................................................................................... 11
3.
Bidding process ...................................................................................................................... 11
4.
Request for Proposal (RFP) Structure ..................................................................................... 14
5.
RFP Evaluation Process:.......................................................................................................... 14
6.
Eligibility criteria / Bidders/Consortium partners Qualifications .............................................. 15
i.
Pre qualification evaluation .................................................................................................... 15
7.
Technical Evaluation Criteria: ................................................................................................. 17
8.
Technical evaluation process:-................................................................................................ 19
i.
Technical Evaluation Criteria .................................................................................................. 19
9.
Financial evaluation: .............................................................................................................. 21
10.
Final Evaluation ...................................................................................................................... 27
11.
Criteria for financial and final evaluation ................................................................................ 27
12.
Award of Contract .................................................................................................................. 27
i.
Award Criteria ........................................................................................................................ 27
ii.
CIT Kokrajhar’s Right to accept or Reject any or all Bids .......................................................... 27
iii.
Notification of Award ............................................................................................................. 27
iv.
Signing of Contract ................................................................................................................. 28
v.
Performance Bank Guarantee (PBG)....................................................................................... 28
vi.
Transfer of Bid Document ...................................................................................................... 28
vii.
Compliance with Company Law .............................................................................................. 28
viii.
Exit Clause.............................................................................................................................. 28 Page 3 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
ix.
Blacklisting ............................................................................................................................. 29
13.
General condition of the tender document ............................................................................ 29
I.
Validity of the Proposal .......................................................................................................... 29
II.
One Bidder One Consortium Partner and One solution Combination ...................................... 29
III.
Publicity ................................................................................................................................. 29
IV.
Cost of Responses .................................................................................................................. 29
V.
Discrepancies, Omission and Additional Information .............................................................. 30
VI.
Confidentiality ....................................................................................................................... 30
VII.
RFP Ownership ....................................................................................................................... 30
VIII.
Proposal Ownership ............................................................................................................... 31
IX.
Bid Pricing Information........................................................................................................... 31
14.
Force Majeure........................................................................................................................ 31
15.
Conditions of the Contract ..................................................................................................... 32
16.
Organization Structure and Functions .................................................................................... 33
17.
Functional Structure............................................................................................................... 33
1.
Administration and Operation ................................................................................................ 33
2.
Administrative Function: ........................................................................................................ 34
3.
Academic Function: ................................................................................................................ 34
18.
Complete IT Solution Web based (ERP) .................................................................................. 42
1.
Objectives and Benefits .......................................................................................................... 42
2.
Strategic Considerations......................................................................................................... 42
3.
Implementation Methodology ............................................................................................... 43
19.
Scope of Work........................................................................................................................ 44
19.1.1 General Scope ........................................................................................................................ 44 19.1.2 Brief Functional Scope of work ............................................................................................... 46 Page 4 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19.1.3 Detailed Functional Requirement Specifications. .................................................................... 55 19.1.3.1 Admission Management Module:......................................................................................... 55 19.3.1.2 Branch Change Module:- ...................................................................................................... 60 19.3.1.3 Add / Drop Course Module : ................................................................................................. 61 19.3.1.4 APST Module........................................................................................................................ 62 19.3.1.5 Appeal against Termination Module..................................................................................... 63 19.3.1.6 Learning Management Module ............................................................................................ 64 19.3.1.7 Counseling Management...................................................................................................... 66 19.3.1.8 Academic mentoring process ............................................................................................... 68 19.3.1.9 Admission Process................................................................................................................ 69 19.3.1.10 Academics Management .................................................................................................... 71 19.3.1.11 Scholarship Module............................................................................................................ 73 19.3.1.12 Student Timetable and Attendance Management .............................................................. 74 19.3.1.13 Student/Staff/Faculty Leave Management: ........................................................................ 77 19.1.3.14 Student Discipline Management:........................................................................................ 78 19.3.1.15 Student Feedback Management: ........................................................................................ 79 19.3.1.16 File Tracking/Letter Management (Dak Dispatch System): .................................................. 79 19.3.1.17 Student Self Service (Interface) Portal: ............................................................................... 81 19.3.1.18 Faculty Member (Interface) Portal...................................................................................... 82 19.3.1.19 Staff Member ..................................................................................................................... 84 19.3.1.20 Administrative Users: ......................................................................................................... 86 19.3.1.21 Workflow & Tasks .............................................................................................................. 86 19.3.1.22 Exam and Grading Management ........................................................................................ 88 19.3.1.23 Graduating List and Other Reports Module ........................................................................ 92 19.3.1.24 Fees Management.............................................................................................................. 93 Page 5 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19.3.1.25 Hostel Management ........................................................................................................... 96 19.3.1.26 Transport Management ................................................................................................... 101 19.3.1.27 Library Management ........................................................................................................ 102 19.3.1.28 Faculty and Staff HR Management and Payroll ................................................................ 109 19.3.1.29 Payroll .............................................................................................................................. 111 19.3.1.30 Medical Reimbursement Module ..................................................................................... 113 19.3.1.31 Children Education Allowance Module ............................................................................. 113 19.3.1.32 Student Stipend module (SSM) ......................................................................................... 115 19.3.1.33 Fellowship module (FM) ................................................................................................... 116 19.3.1.34 Honorarium Payment Module (HPM) ............................................................................... 117 19.3.1.35 Finance and Accounting ................................................................................................... 118 19.3.1.36 Budget Module ................................................................................................................ 121 19.3.1.37 Procurement and Inventory Management ........................................................................ 122 19.3.1.38 Institute Works Department (IWD) Module ...................................................................... 132 19.3.1.39 Health Centre Module ...................................................................................................... 136 19.3.1.40 Student Placement Module .............................................................................................. 141 19.3.1.41 Placement Scheduling Module ......................................................................................... 142 19.3.1.42 Student Application Module for placement. ..................................................................... 143 19.3.1.43 Research and Development Module:................................................................................ 144 19.3.1.44 Research and Consultancy Module ................................................................................... 149 20.
Detailed Technical Requirements. ........................................................................................ 154
21.
Additional Services (Optional): ............................................................................................. 160
22.
Scope of Services for Bidder/Consortium ............................................................................. 161
23. Procurement and Supply of Web-based ERP product/s licenses and associated software solution components ....................................................................................................................... 162 Page 6 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
24.
Procurement and Supply of Database and Operating Systems .............................................. 163
25.
ERP Implementation Services till Go-Live.............................................................................. 164
26.
Configuration / Customization / Development ..................................................................... 165
27.
Testing ................................................................................................................................. 166
28.
Training and Change Management ....................................................................................... 170
29.
Documentation .................................................................................................................... 171
30.
Cutover and Go-Live............................................................................................................. 172
31.
Post Go-Live Support............................................................................................................ 173
32.
Operations and Maintenance Support.................................................................................. 173
33.
Service Level Agreements..................................................................................................... 174
34.
SLA Violations and Associated Penalties ............................................................................... 175
35.
Project Management ........................................................................................................... 176
36.
Proposed Project Plan .......................................................................................................... 179
37.
Project Deliverables ............................................................................................................. 180
38.
Deliverables Acceptance Criteria .......................................................................................... 182
39.
Governance Structure and Project team Requirements ........................................................ 182
40. PROFORMA FOR COMPOSITE BANK GUARANTEE FOR SECURITY DEPOSIT, PAYMENT AND PERFORMANCE................................................................................................................................ 186 41.
PROFORMA FOR BANK GUARANTEE FOR EARNEST MONEY .................................................. 188
42.
REPORT FORMATS : .............................................................................................................. 190
43.
Stores Reports ..................................................................................................................... 190
44.
HR Department Reports ....................................................................................................... 190
i.
Child Care leave ................................................................................................................... 190
ii.
Commuted leave .................................................................................................................. 191
iii.
Vacation Leave Winter ......................................................................................................... 191 Page 7 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
iv.
Vacation Leave summer ....................................................................................................... 191
v.
Half Pay Leave ...................................................................................................................... 192
vi.
Earned Leave(Non Teaching Staff) ........................................................................................ 192
vii.
Paternity Leave .................................................................................................................... 192
viii.
On Duty report ..................................................................................................................... 193
ix.
Special Casual Leave............................................................................................................. 193
x.
Earned Leave (Teaching Staff) .............................................................................................. 193
xi.
Resignation report ............................................................................................................... 194
45.
Examination Result sheet ..................................................................................................... 194
i.
Final detailed result sheet .................................................................................................... 194
ii.
Result sheet with grades ...................................................................................................... 195
iii.
Back papers fee collection report student wise. ................................................................... 195
iv.
Attendance sheet student wise and subject wise. ................................................................ 195
v.
List of students seeking permission for appearing in Compartmental Exam .......................... 196
vi.
Course wise list of Instructors .............................................................................................. 198
vii.
Department wise result : ...................................................................................................... 199
viii.
Student wise complete result at a glance for all semesters ................................................... 205
ix.
Invigilation schedule report .................................................................................................. 207
x.
Notices................................................................................................................................. 208
xi.
Exam Time table Schedule Report ........................................................................................ 215
xii.
Provisional certificate format ............................................................................................... 218
xiii.
Subject or branch wise paper report .................................................................................... 219
Page 8 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
1. Tender Notification Name of the Project Work
Procurement & Implementation Of Complete IT Solution web based (ERP) To Automate The Functioning OF CIT KOKRAJHAR in Cloud model.
Tender No
No.CIT/KOK/EOI/ERP/1117/2015/319
Tender date
15 June 2017
Availability of Tender document
CIT KOKRAJHAR Web site: www.cit.ac.in
Nature of Bid process
Three stage 1. Pre-qualification/pre-eligibility 2. Technical eligibility/Technical Qualifications 3. Financial evaluation Final scores approved by the committee.
Tender Fees
INR 10,00/- (INR One Thousand Only/-) in the form of Demand Draft/RTGS/ in favour of “CIT Kokrajhar” payable at Kokrajhar, Assam (Nonrefundable)
Earnest Money Deposit
2 to 5% of the total value
Issue of Request for Proposal (Tender) documents
15 June 2017
Email id for Clarifications on RFP
[email protected]
Last date and time for seeking clarifications on ERP tender through e-mail Date and time of Pre-bid meeting
30 JUNE 2017 3.P.M
Place for Pre-bid meeting
CIT KOKRAJHAR
Date of publication of clarifications on CIT KOKRAJHAR web site. Place, last date and time for submission of sealed bids. Pre bid opening date and time Place of Bid Opening Date of communication to bidders who have successfully cleared the Pre-Qualification criteria. Date of communication to technically compliant bidders.
11 JULY 2017
5 JULY 2017, 2.30 P.M.
CIT KOKRAJHAR, 25 JULY 2017, 12.30 P.M 25 July 2017 2.30 P.M 27 July 2017 2nd August 2017 Page 9 of 219
RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Commencement date and time for Proof of Concept (First Level) demonstration by technically compliant bidders Date of communication to participate in financial bids opening (only to technically qualified bidders). Making of comparison sheet as detailed in the RFP and announcement of the final vendor.
To be announced later.
Date of issue of LOI
Will be communicated to the successful bidder.
Quoting of Price (s):
Price quoted should be in Indian Rupees.
Period of validity of bids
180 days from last date of submission of bid.
Address for communication
Registrar CIT KOKRAJHAR, BTAD, Assam India PIN 783370
To be announced later. To be announced later.
*CIT KOKRAJHAR will not be responsible for any postal delays.
Page 10 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR (CIT KOKRAJHAR) invites vendors to submit their technical and commercial proposal to implement Complete IT Solution Web based (ERP) at CIT KOKRAJHAR, BTAD, ASSAM
2. Introduction Central Institute of Technology (CIT), Kokrajhar is situated in Kokrajhar District of Bodoland Territorial Council (BTC) in Assam. CIT has been established for the basic objective of fulfilling the aspirations of the Bodo People relating to their cultural identity, language, education and overall economic development of the region and to impart Bodo youths with requisite technological and vocational training to produce the required manpower to give the impetus to economic growth of this area and to integrate the Bodo People into the mainstream of Technical and Vocational Education. It is a Centrally Funded Institute under the Ministry of Human Resource Development, Government of India. The Institute was established on the 19th of December 2006. The genesis of this Institute was the memorandum of Settlement on Bodoland Territorial Council (BTC) signed between the Assam Government, the Union Government and the Bodo Liberation Tigers, on February 10, 2003, in New Delhi. The Institute is an autonomous body registered under the Societies Registration Act., 1860 and functions under a Board of Governors (BOG). CIT is mandated to impart Technical and Vocational Education such as Information Technology, BioTechnology, Food Processing, Rural Industries, Business Management, etc. as part of the concerted efforts being made by the Government of India and the Government of Assam to fulfill the aspirations of the Bodo people. It is thus envisioned to acquire a unique place in the field of technical education in the country through its modular and innovative academic programmes. The first batch of students was admitted in Diploma Module in 2006. Currently CIT offers Diploma courses in Computer Science Engineering (CSE), Control and Instrumentation (CAI), Electronics and Communication Engineering (ECE) and Food Processing Technology (FPT), Construction Technology and Animation and Multimedia. The degree programme was started in CIT in 2009. At present the degree programmes offered by CIT are in Computer Science and Engineering, Electronics and Communication Engineering, Instrumentation Engineering, Food Processing Technology, Civil Engineering(Construction Technology) and Information Technology.
2. Purpose of this Document The objective of this document is to invite bidders/consortium partners to submit their technical and commercial proposal to Procure & Implement IT Solution Web based (ERP), completely automate the functioning OF CIT Kokrajhar, Assam.
3. Bidding process Prospective Consortium partners/system Integrators are referred as Bidders/consortium partners. Page 11 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Only one consortium partner/system integrator along with OEM is allowed to form consortium. A. Instructions to Bidders Eligible Bidders Please refer to section 2.5 in this document as ELIGIBILITY CRITERA / BIDDERS/ CONSORTIUM PARTNERS QUALIFICATIONS .Only qualified bidders will be allowed to participate in the bid. B. Ethical Standards Bidders are expected to observe the highest standard of ethics during the procurement and execution of this contract. In pursuit of this policy, CIT KOKRAJHAR will reject a proposal for award if it determines that the bidder being considered for award has engaged in corrupt or fraudulent practices in Competing for the contract. By signing the bid-form, the bidder represents that for the software it Supplies, it is either the owner of the Intellectual Property Rights in the Software or that it has proper authorization and / or license from the Owner to offer them. Any willful misrepresentation of these facts shall be considered a fraudulent practice without prejudice to other legal remedies that CIT KOKRAJHAR may take in this regard. Further, the bidder assumes complete responsibility for their responses against the functionality fitment of CIT KOKRAJHAR requirements as stated in the FRS documents by signing the bid-form. Any variation found during the course of the evaluation / engagement shall be considered as a fraudulent practice which is liable for forfeiture of the EMD and PBG without prejudice to other legal remedies that CIT KOKRAJHAR may take in this regard. C. Cost of Bidding The Bidder shall bear all costs associated with the preparation, submission and evaluation of its bid and CIT KOKRAJHAR will in no case be responsible or liable for these costs. D. Documents Accompanying the Bid The bid will consist of following three parts mentioning the tender number and date. • Part I: Pre-Qualification forms, Tender fees and EMD.(sealed in envelope no 1 and on the cover written Pre-eligibility bid response.) All the pages should be duly stamped by the bidders company seal and signed by the authorized signatory of the company only. This part shall not contain any price information. • Part II: Technical Bid hard and soft copy on media CD or pen drive which should have complete technical details of the solution proposed. (Sealed in envelope no 2 and on the cover written Technical bid response.) All the pages should be duly stamped by the bidders company seal and signed by the authorized signatory of the company only. Page 12 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
This part shall not contain any price information. Part III: Financial bid (sealed in envelope no 3 and on the cover written financial bid response.) All the pages should be duly stamped by the bidders company seal and signed by the authorized signatory of the company only. All the bids should be then put in fourth outer main envelope and on the cover written Response to Indent No which is mentioned on the Tender notification form. “Procurement & Implementation Of Complete IT Solution web based (ERP)To Automate The Functioning OF CIT KOKRAJHAR” addressed to DIRECTOR, CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR(CIT KOKRAJHAR) Assam. E. Tender Fees and EMD(Earnest Money Deposit)/ PBG (Performance Bank Guarantee). i. The Bidder shall furnish as part of its bid, Tender Fees non refundable and EMD for an amount as mentioned in (Tender Notification), which shall be interest free. ii. Earnest Money Deposit/PBG of INR one lac/- (INR. One Lac Only/-) shall be in the form of a Bank Guarantee in favor of “The Director, Central Institute of Technology Kokrajhar”. iii. Any bid not accompanied with the prescribed Tender Fees and EMD/PBG, shall be rejected by CIT KOKRAJHAR as non-responsive. iv. EMD/PBG of unsuccessful bidders will be returned/ refunded within 30 (thirty) days after finalization of the tender. v. EMD of the successful bidder will be returned / refunded when the bidder has signed the contract agreement and furnished the required Performance Bank Guarantee (security deposit). vi. EMD may be forfeited if a bidder withdraws its bid during the period of bid validity (180 days from the last date of bid submission); and / or deviates from its already submitted FRS response as part of technical bid; and / or In the case of the successful bidder, if the bidder fails to sign the contract in accordance with requirements of CIT KOKRAJHAR and / or furnish Performance Bank Guarantee in accordance with mentioned on page 184 in this document. vii. Forfeiture of the EMD shall be without prejudice to any other legal remedies that CIT KOKRAJHAR may take in this regard. F. Language of Bid The bid as well as all correspondence and documents related to the bid shall be in English. G. Deadline for Submission of Bids Bids must be received by CIT KOKRAJHAR at the address specified in the Section 1 (Tender Notification), and not later than the date and time stated in the tender Page 13 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
document CIT KOKRAJHAR may, at its discretion, extend this deadline for submission of bids in which case all rights and obligations of CIT KOKRAJHAR and bidders will thereafter be subject to the deadline as extended. H. Late Bids Any bid received by CIT KOKRAJHAR after the bid submission deadline prescribed by it in Section 1 (Tender Notification), and not pursuant is liable to be rejected.
4. Request for Proposal (RFP) Structure CIT KOKRAJHAR intends to procure, implement an end to end complete web based IT solution to have integrated information platform. • Cloud based ERP Solution for CIT KOKRAJHAR’s academic and administrative Functions • Employing the educational best practices embedded in Web based Campus IT solution with respect to all relevant functions. • All major functions like Admission, Academics, Purchase & Stores, Finance & Accounts, Human Resource Management etc to be covered under solution scope.
5. RFP Evaluation Process: i.
Pre-Bid Meeting The pre-bid meeting would be conducted to facilitate an initial interaction between CIT KOKRAJHAR and bidder(s) as per the date and time proposed in Section 1 (Tender Notification). All the queries shall be submitted in the prescribed format as per the proposed date and time in the Section 1 (Tender Notification).
ii.
Opening of Bids by CIT KOKRAJHAR • Part I and Part II of the tender will be opened on the same day as mentioned in Section 1 (Tender Notification). There should only one person from bidder organization to attend the bid opening. • Bidders authorized representative may attend the bid opening meeting and shall sign in a register / document prepared by CIT KOKRAJHAR, as proof of attendance. • Bidder shall submit an authorization letter nominating their representative for attending bid-opening. The bid received without relevant documents is liable to be rejected.
The evaluation shall be done by a Committee constituted by CIT KOKRAJHAR. The Bids shall be evaluated on the pre defined pre eligibility criteria, technical criteria (mentioned in this document). Only those bidders/consortium partners Technical Bid will be opened who qualify the first stage of pre eligibility criteria. The technical and financial bids of the vendors who do not qualify the pre eligibility criteria will Page 14 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
be returned without opening. The information furnished by the Bidders/consortium partners in the Technical Bid, presentation of the Bidder and financial bid shall be the basis for this evaluation. •
The committee will examine the pre-qualifications bids to determine whether they are complete, whether the documents have been properly signed and whether the bids are generally in order. Any bids found to be non-responsive to any criteria specified in the bidding documents will be rejected by CIT KOKRAJHAR committee and shall not be included for further consideration.
6. Eligibility criteria / Bidders/Consortium partners Qualifications i.
Pre qualification evaluation
# No. 1.
Description
Compliance Page No (Y/N)
The Bidder/Consortium Partner should be primarily an IT Company and Service provider dealing with application development & management services. OEM should be from education domain and should have been in the business for a period exceeding five years as on date - Memorandum and Articles of Associations should be enclosed. Documents Required:1. The bidders/consortium partner should be a company registered in India under the Companies Act, 1956 with a registered office and operations in India. The company should be operational in India for at least last five financial years immediately prior to the date of RFP as evidenced by the Certificate of Incorporation and Certificate of Commencement of Business issued by the Registrar of Companies, India. Documentary evidence should be enclosed. 2. The bidders/consortium partner should have an office and a development centre in India Proof of Address required from registering authority.
2.
The Bidders/consortium partner should have readymade software solution for Universities and Educational Institutions. • The bidders/consortium partner should have system integration experience of successful end-to-end Page 15 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
implementation (covering following functional areas – Finance, Grants and Funds management, Investments, Budgeting, Project Management, Student Life Cycle Management, Academics, Procurement and Materials Management, Human Resource Management, Payroll, Security, Document Management Systems, etc. with online approvals across these applications) on the proposed ERP product in at least one higher educational / academic institutions during the last five years immediately prior to date of RFP in India / globally, each institution having a minimum student capacity of 1600 students undertaking full time courses in resident university. • The bidders/consortium partner should have system integration experience of successfully implementing integrated ERP application with Finance, Procurement and Payroll in Govt./State Govt. organizations / Public Sector undertaking in India in the last five years immediately prior to date of RFP.
3.
The bidders/Consortium partners jointly should have a team of at least 60 persons on its payroll having experience in hardware, networking, implementing all the major modules / solution components of the proposed product collectively.
The bidders/Consortium partners should be a certified ERP service partner of the proposed ERP product.
The Bidders/Consortium partner should be the owner / OEM of the software product. (Proof to be attached) The bidders/consortium partners should have at least two domain knowledge experts with minimum five years of experience each in educational / academic institutions.
4.
Experience Criteria: The Bidder/Consortium Partner should have been engaged in at least three projects involving development & implementation of University/institutional Management Solution and one or more should be in a Higher Education Institution of National Importance in India. Copy of Purchase Order / Contract award letter (in case of on-going projects), completion letter (in case of completed projects) from the Page 16 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
concerned Institution to be attached 5.
The bidder/consortium partner should have completed at least one project of similar nature and volume in last three years. The Copy of completion certificate from the concerned Institution to be attached.
6.
Bidder/ consortium partner shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued by the Government of India ("GOI") / State governments / Regulatory agencies.
7.
The bidder/consortium partner should have at least ISO 90012008 or CMMI-3 and above. Certification document required. The assessment should be valid as on the last date of bid submission.
8.
The bidder should have a Service tax registration and PAN number (Self Attested document with Company Stamp to be enclosed).
9.
The committee reserves the right to carry out the capability assessment of the Bidders and its decision in this regard shall be final & binding to all.
7. Technical Evaluation Criteria: The technical proposals of only those bidders, who qualify in the evaluation of the prequalification proposals, shall be considered. The Technical Bid will be examined by the evaluation committee on the basis of responsiveness to the scope of work, past experience and profile of people with the firm. The broad evaluation criteria and points system applied are specified below. The Technical Evaluation Committee, at its sole discretion, would evolve a further benchmark, scoring pattern within the allocated marks for each line item indicated below.
# No. 1.
Description
Compliance (Y/N)
Page No
Compliance to Functional Specifications through a single fully integrated web based readymade customizable application/software (10 marks for minimum 50% functionalities, Page 17 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
below 50% functionalities zero marks shall be awarded, above 50% functionalities marks shall be awarded relative to importance of the functionality). (20 Marks) 2.
Experience in Implementing End-to-End University/Institution Management System of similar nature and volume in a higher education Institution of National/ International Importance in Last 3 Years (05 Marks per Assignment based on the work completion certificates verified from originals at the time of technical bid opening) (20 Marks)
3.
Platform independent application and ability to run on open source application server and database server stack (05 marks for minimum 50% open source applications, below 50% zero marks shall be awarded, above 50% marks shall be awarded relative to level of independency) (15Marks)
3.
Work Approach & Methodology:
(20 Marks)
The bidder is required to prepare a technical solution document underlining the approach and methodology and substantiate this with a task break down structure as demonstration of understanding and visible accomplishment of the requirements related to this engagement. i) A cohesive stage wise work break down structure describing the duration and effort of each of the significant tasks along with allocation of the named resource would be assumed to reflect the bidder understands the project. (5 Marks) Successful live demonstration
(15 marks)
4.
Experience in Implementing similar modules in Premier Institute of National Importance. Minimum 2 assignments and maximum 4 assignments in last five years (2.5 Marks) per Assignment based on the work completion certificates verified from originals at the time of technical bid opening) (10 Marks)
5.
Complete Source Code to be provided with Complete Documentation for cloud model. (15 Marks)
Page 18 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
8. Technical evaluation process:Depending on the evaluation methodology mentioned above, each Technical Bid will be assigned a technical score (TS) out of a maximum of 100 points as per the aforementioned Technical Evaluation Criteria. Only those bidders/consortium partners will be considered for opening of financial Bid if the technical score is at least 70 marks in the Technical Evaluation criteria. After the technical evaluation is completed, CIT KOKRAJHAR shall notify the name of the bidder on website www.cit.ac.in whose proposals were considered non-responsive to the RFP and terms and conditions or not qualified for the financial evaluation, indicating that their Financial Proposals will be returned unopened after completing the selection process. The CIT KOKRAJHAR shall simultaneously notify the bidders, whose proposals have qualified for further evaluation, indicating the date and time set for opening the Financial Proposals. The notifications will be hosted on CIT KOKRAJHAR website www.cit.ac.in. i.
Technical Evaluation Criteria
Part A (20%) Hardware requirements
Support for leading hardware platforms including HP, DelI, Acer.
Operating system requirements
Support for leading operating systems including Microsoft, Unix, Linux, etc.
Database requirements
Support for leading databases including Microsoft SQL server , Oracle, DB2, etc.
Consortium Partner Organization
No of years of operations
Annual revenue Project Plan, Methodology and Deliverables with Resource Loading Proposed Implementation Team Proposed Support Team
Part B – Technical evaluation related to response to functional requirements specifications, Proof of Concept demonstration, Tools and competence available for data migration (80%) A. Functional Requirement as mentioned in document. All FRS documents are indicative of the nature of work being done by various units at CIT KOKRAJHAR. The successful bidders/consortium partner shall be Page 19 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
required to improvise the same at the time of implementation. The bidders/consortium partner shall be provided four options to map CIT KOKRAJHAR requirements as per their solution capability (viz, Available, Customized, Third Party, and Not Available). Any responses by the bidders/consortium partner other than the four (4) options mentioned above shall be assigned a zero score. Score for each functional requirement will be assigned against the bidder/consortium partner response based on the capability of OEM / SI to cater to the CIT KOKRAJHAR requirements. The bidder has to assume complete responsibility for their responses against the functionality fitment of CIT KOKRAJHAR requirements as stated in the FRS documents. Any variation found during the course of the evaluation/ engagement shall be considered as a fraudulent practice which is liable for forfeiture of the EMD and PBG without prejudice to other legal remedies that CIT KOKRAJHAR may take in this regard. B. Client Reference checks The bidder has to provide client reference checks in the higher education sector C. Previous experience with tools for data migration Evaluation will be done based on tools available with the bidder and proposed to be deployed for data Migration phase. Competence of the bidder in terms of previous experience in managing complex data Migration activities will also be considered. Proof of concept (POC) The proof of concept demonstration will be a two-level process. All the bidders who have technically complied and qualified for First Level demonstration (based on FRS response, OEM and SI evaluation score) shall be invited to present their demo based on the following four scripts. 1. Finance and Accounting (budgeting) 2. Student portal 3. Academics (student admissions) 4. Payroll (payroll processing with annual increment) 5. Document Management System (online storage, approval and retrieval) 6. Inventory Control and Stores (multiple scenarios of receipts against purchase order) 7. Finance and Accounts(Asset Management) 8. Academics (examination) Page 20 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
9. Administration (transport management) 10. Hostel management 11. Any remaining module which the committee may deem fit. Based the POC demonstration/s, the CIT KOKRAJHAR technical evaluation team shall evaluate the bidder/s based on their solution mapping capability as per CIT KOKRAJHAR requirements to compute the final rating. The technical evaluation committee scoring decision shall be final and binding.
9. Financial evaluation: All financial bids should be submitted as per the format mentioned. Parameters of TCO (Total Cost of ownership)
Implementation
Support Y3
Y1
Y2
Operations and Maintenance
7 year Total
Y4
Y5
Y6
Y7
x
x
x
x
Sum (y1 To y7)
x
License Cost (Onetime) - Phase 1
x
License Cost (Onetime) - Phase 2
x
x
x
x
x
x
License Cost (Onetime) - Phase 3
x
x
x
x
x
x
License AMC – Phase 1
x
License AMC – Phase 2
x
x
License AMC – Phase 3
x
x x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Database Cost x
Database AMC Hardware Cost
x
Hardware AMC Operating System Cost
x
Operating System AMC Implementation. Service Fees –
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Phase 1 Implementation. Service Fees – Phase 2
x
Implementation. Service Fees – Phase 3
x
Post Go-Live past data entry and integration Support
x
x
Operations and Maintenance Services (including 3rd party)
x
x
x
x
x
x
Source Code charges (if any) Middleware Cost (if any) 3rd party application (One Time) 3rd party application AMC Total “x” The charges may or may not apply for these years (please quote charges as applicable). In case of any additional costs, the bidder needs to highlight the same(taxes etc should be all inclusive) as per the table above. There should not be any other hidden charges.
Only those bidders who qualify the Technical Evaluation shall be considered for financial evaluation. The Financial Proposals of such bidders shall be opened in the presence of the bidder’s representatives who choose to attend. The name of the bidders/consortium partner and the proposed price shall be read aloud. The price proposal submitted by the bidders/consortium partner should be inclusive of all the items in the bidding document and ensuring that following elements are accounted for. • The bidders/consortium partner is required to bear the cost of movement of its people from its office to the project sites. • The bidder is required to ensure that the costing covers all the costs like cost of local travel, food, stay of the project team of the bidders/consortium partner, etc. • The costing covers all costs incurred during project phases mentioned in the document detailed Scope in the RFP. • Expenses for the senior executives to attend the review meetings or meeting of the steering committee shall be borne by the bidders/consortium partner.
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• All the communication costs associated with the project will be borne by the bidders/consortium partner • The costs incurred by the project team of the bidders/consortium partner for travel to the other offices and project sites of CIT KOKRAJHAR, or its customers, partners‟, etc. for the purpose of the project will be borne by the bidders/consortium partner. Providing the quotes for the TCO in manner above in no way binds CIT KOKRAJHAR to award the contract together for all areas under Phase I, Phase II and Phase III. CIT KOKRAJHAR at its sole discretion reserves the right to either consider / exclude implementation of areas covered under Phase I, Phase II and Phase III as specified in Solution Scope, while awarding the contract to the bidders/consortium partners. SNO
Process Function
Description
1.
Admission Mgt.
All functions
2.
Academic Mgt.
All Functions
3.
Exam & Grading All Functions Mgt.
4.
Digital evaluation
All Functions
5.
Fees Mgt.
All Functions
6.
Hostel management
All Functions
7.
Library All Functions /departmental lib Mgt.
8.
HR and Payroll
No. of Licens es (A)
Per license cost (B)
Total cost C=A*B
Additional license cost Slab of 50 licenses.
Taxes if any. (D)
Total cost C+D
Managing the following activities centrally for all employees working in the institute promotions, transfers, leaves, dependent details,
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entitlements, retirement benefits, sabbatical / lien, etc. Handling all inputs related to salary payment of employees The 'employees' set encompasses all people who work for the institute but may have different sources of funding for their salary. 9.
Directors office All Functions mom and file tracking
10.
Finance accounting
11.
Stores and mgt.
12.
Course Mgt.
All Functions
13.
Legal/RTI case Mgt.
All Functions
14.
Scholarship mgt.
All Functions
15.
Research and Dev
Sponsoring and research projects Agency management Approval for project proposals MOU, Publications, Licensing, Patents, Internship For faculties / Project In charge
and All Functions
purchase All Functions Inventory
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16.
Estate mgt.
Centrally managing the campus accommodation details, quarter vacancy & occupation – rules and regulations , rent-roll (i.e. water/electricity and licensee fee charges)
17.
Hospital Management
18.
Online [Self-service] Portal
Counter and appointments - Pathology - Pharmacy - Inpatients - case history Portal for all stake-holders of the institute to submit and view their details related to the administrative and financial activities associated with them -E.g. submitting claim ,leave form, reimbursements etc.
19.
Student Placements
20.
Alumni
Student placements and tracking Alumni information and corporate relations
21.
Complaint Tracking System
A centralized portal for recording and processing
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complaints received from all stake-holders of the institute -e.g. electrical / civil complaint by residents of campus, system users requesting for updates / new features in IT system, students complaining about some hostel issues etc. 22.
Project Management
23.
Guest House Hospitality management Management system
24.
Administrative
Handling all activities that are undertaken by the institute in the project mode consultancy and research projects, new construction, or any such activity with a fixed and defined tasks to be done in a stipulated amount of time
All functions
The bidders/consortium partners shall provide cost of licenses for different types and number of users functional areas for core ERP Solution plus all other third party application licenses. Additionally, the bidders/consortium partner is also required to provide the cost for additional number of licenses for next range of the additional users as per the proposed OEMs licensing policy.
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10.
Final Evaluation
The Commercial Bids of the technically qualified bidders will be evaluated as per evaluation Formula mentioned in below in Table 1. The variables mentioned in the formula shall be: Ts : Technical Score of the bid being evaluated as per Technical evaluation criteria table. Fs : Financial score of the bid being evaluated F : Commercial value of the bid being evaluated FL : Lowest Commercial value amongst all the bidders
11.
Criteria for financial and final evaluation
Formula for BIDs Evaluation (Table 1) Financial Score (Fs) = 100*FL / F Overall Score = 0.75 * Ts + 0.25 * Fs
12. i.
Award of Contract
Award Criteria
The Bidder having the Highest Overall Score shall be eligible for award of contract. The computation for the commercial score will be based on the TCO quoted for a seven year period (two years imp, one year post Go-live support and four years of operations and maintenance support). The bidders who successfully clear the technical threshold will be eligible for commercial evaluation and the maximum total score out of 100 shall determine the award of contract to the successful bidder. If there is a tie on the total score, the tie shall be broken by the higher technical score. Further, if there is a tie on the technical score as well, the same shall be broken by score of Proof of Concept (POC) demonstration. ii.
CIT Kokrajhar’s Right to accept or Reject any or all Bids
CIT KOKRAJHAR reserves the right to accept or reject any First (Original) or Updated bid, and to annul the bidding process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for CIT KOKRAJHAR such action. iii.
Notification of Award
Prior to the expiration of the period of updated bid validity, CIT KOKRAJHAR will notify the successful bidder in writing by e-mail within 48 hours followed by registered letter, to be confirmed by the bidder in writing by e-mail followed by registered letter, that its updated bid has been accepted. If the award is without qualification / condition the notification of award will constitute the formation of the Contract. If the award is made with some qualification / Page 27 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
condition, the Contract will be constituted upon the bidder's acceptance of such qualification / condition. iv.
Signing of Contract
• After CIT KOKRAJHAR notifies the successful Bidder that its bid has been accepted, and the selected Bidder has sent the Letter of Acceptance (LOA), CIT KOKRAJHAR shall facilitate signing of contract within 15 days of LOA and shall provide the draft Contract agreement within 25 days of issue of LOA. • Within 15 days from the date of receipt of the draft “Contract agreement” by the bidder, the „Contract agreement will be signed. • The effective date of contract shall be the date of signing of contract or 25 days from date of LOA, whichever is earlier. v.
Performance Bank Guarantee (PBG)
• Within Twenty five days after the effective date of contract as specified in Contract Agreement, the successful bidder shall furnish the performance security [Performance Bank Guarantee (PBG)] for an amount equivalent to 10% of the Contract Price in Indian Rupees. • The PBG shall be valid for seven years from the date of issue. • Failure of the successful bidders/consortium partner to comply with these requirements shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event CIT KOKRAJHAR may make the award to the next lowest evaluated bidder or call for new bids. • By signing the bid-form, the bidder assumes complete responsibility for their responses against the functionality fitment of CIT KOKRAJHAR requirements as stated in the FRS documents. Any variation found during the course of the evaluation / engagement shall be considered as a fraudulent practice which is liable for forfeiture of the PBG without prejudice to other legal remedies that CIT KOKRAJHAR may take in this regard. vi.
Transfer of Bid Document
Bidders/consortium partner who has purchased the bidding documents is not permitted to transfer the bidding documents to any other party for submitting bids on its behalf. Similarly, transfer of bids submitted by one bidder to another bidder is not permissible. vii.
Compliance with Company Law
The bidders/consortium partner must declare whether the proprietors / partners of the firm / directors of the limited company have any relation with any employee of CIT KOKRAJHAR and if so, the details or the relation thereof must be furnished. viii.
Exit Clause
CIT KOKRAJHAR shall have the liberty to rescind / terminate the work order/ contract by giving one month notice in writing. However, during the pendency of such period, both the parties Page 28 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
shall undertake their part of obligations as is required in the award of contract and would discharge their obligations arising out of the award of contract. Termination for Insolvency CIT KOKRAJHAR may at any time terminate the work order / contract by giving written notice to the bidder, without any compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent to execute the project as per timelines and satisfaction of CIT KOKRAJHAR. ix.
Blacklisting
In case the bidder fails to comply with terms of the contract including the timelines, CIT KOKRAJHAR reserves the right to terminate the contract and blacklist the bidder from participating in any future bidding for CIT KOKRAJHAR.
13. I.
General condition of the tender document
Validity of the Proposal
The proposal submitted shall indicate that it is a firm and irrevocable offer and shall remain valid for a period of not less than 180 days from the last date of proposal submission. II.
One Bidder One Consortium Partner and One solution Combination
The bidders/consortium partner shall propose only single best fit ERP-OEM to meet CIT KOKRAJHAR requirements as response to this RFP. Multiple ERP-OEM combinations proposed by the same bidders/consortium partner shall be rejected and the bidders/consortium partner shall be disqualified entirely from participation in the RFP tender. The bidder/consortium partner team can be part of one consortium. One vendor consortium cannot be part of the second vendor consortium team. In case that happens and it comes to the CIT KOKRAJHARS knowledge it will result into fraudulent practices and stands disqualification including forfeiture of the EMD/PBG. III.
Publicity
Any publicity with regard to this response, future contract negotiations and/or subsequent installation, whether in the form of brochures, releases or verbal announcement, may be made only with the prior written consent of CIT KOKRAJHAR. The bidders/consortium Partner is not authorized to use CIT KOKRAJHAR’s name, CIT KOKRAJHAR;s logos, or any information about CIT KOKRAJHAR in bidders/consortium partners advertising or promotional materials, including but not limited to customer lists, and case studies. IV.
Cost of Responses
The bidders/consortium partners shall be responsible for all costs incurred in connection with the preparation and submission of its response. CIT KOKRAJHAR shall not be liable for any costs incurred by the bidders/consortium partners in responding to this RFP, conducting the product demonstration and final negotiations. Page 29 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
V.
Discrepancies, Omission and Additional Information
The bidders/consortium partners are responsible for examining this RFP and all addenda. Failure to do so will be at the sole risk of the bidder. This document describes CIT KOKRAJHAR‟s tentative plans and if any point is unclear, it is the bidders/consortium partner’s responsibility to ascertain the true facts and considerations to enable the bidders/consortium partners to properly respond to this RFP in a timely manner. Should the bidder find discrepancies, omissions, unclear or ambiguous content, or should any question arise concerning this RFP, bidders/consortium partners shall notify the CIT KOKRAJHAR contact of such findings and / or questions as per the mentioned timeline for clarification of any queries with regards to this RFP. CIT KOKRAJHAR shall not be responsible for oral statements made by its employees, agents, or representatives concerning this RFP. Please note that a.) Price of all components should be quoted in Indian Rupees (INR). b.) Price should be inclusive of escalation of any description. The rates must be quoted as per the Price Formats provided in the e-tender. 1. All costs should be given in figures and words. 2. Government taxes/Levies like Sales Tax, Octroi, Excise Duty etc., if any, shall be paid at actual rates applicable on the date of implementation. 3. Rates should be quoted accordingly giving the basic price only. The duties and taxes etc., if any, should be mentioned separately in the technical bid. VI.
Confidentiality
This RFP and all materials provided by CIT KOKRAJHAR for this purpose, must be considered confidential, and shall not be distributed or used for any purpose other than the preparation of a response for submission to CIT KOKRAJHAR. Disclosure of any part of the information contained therein to parties not directly involved in providing the services / products requested, could result in disqualification and / or legal action. When submitting confidential material to CIT KOKRAJHAR, the bidders/consortium partner must clearly mark it as such. Use of any future CIT KOKRAJHAR references and / or credentials by the bidders/consortium partner shall only be permissible based on written consent from CIT KOKRAJHAR. VII.
RFP Ownership
The RFP and all supporting documentation / templates including demo scripts are the sole property of CIT KOKRAJHAR and shall not be redistributed without the prior written consent of CIT KOKRAJHAR. Any such violation would be a breach of trust and may, inter-alia cause the bidders to be irrevocably disqualified. The aforementioned material must be returned to CIT KOKRAJHAR when submitting the proposal, or upon request. However, bidders can retain one
Page 30 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
copy for reference. In case the bidders are not interested in responding to the RFP, the RFP documents and any appendices must be returned to CIT KOKRAJHAR immediately. VIII.
Proposal Ownership
The proposal response and all supporting documentation / templates including demo scripts submitted by the bidder shall be the property of CIT KOKRAJHAR. IX.
Bid Pricing Information
By submitting the bid, the bidder certifies that • The bidders/consortium partner have arrived at the prices in its bid without agreement with any other bidders/consortium partner of this RFP for the purpose of restricting competition; and that
the prices in the bid have not been disclosed and will not be disclosed to any other bidder of this RFP; and that
• no attempt by the bidders to induce any other bidder to submit, or not to submit a bid for restricting competition has occurred.
14.
Force Majeure
• Notwithstanding anything contained in the Bid Document, the bidders/consortium partner shall not be liable for forfeiture of security, liquidated damages or termination for default, if and to the extent that, it’s delay in performance or other failures to perform its obligations under the agreement is the result of an event of Force Majeure. For purposes of this clause “Force Majeure” means an event beyond the control of the bidders/consortium partner and not involving the bidders/consortium partner fault or negligence and which was not foreseeable. Such events may include wars or revolutions, fires, floods, earth quakes, epidemics. The preventive measures for fire breakdown must be followed otherwise will not be applicable here. The decision of CIT KOKRAJHAR, regarding Force Majeure shall be final and binding on the bidders/consortium partner. • If a Force Majeure situation arises, the bidders/consortium partner shall promptly notify to the CIT KOKRAJHAR in writing, of such conditions and the cause thereof. Unless otherwise directed by CIT KOKRAJHAR in writing, the bidders/consortium partner shall continue to perform its obligations under the agreement as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. CIT KOKRAJHAR may, terminate this agreement by giving a written notice of a minimum 30 days to the bidders/consortium partner, if as a result of Force Majeure; the bidders/consortium partner is unable to perform a material portion of the services for a period of more than 30 days.
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15.
Conditions of the Contract
1. Legal Agreement - A detailed legal agreement will be signed between the selected Vendor and the CIT KOKRAJHAR for covering all the aspects stated in this section. 2. Warranty - The complete system shall be under warranty for a period for minimum period of 1 year after completion of implementation and go live of all the modules. CIT KOKRAJHAR may enter into a support contract with the vendor after the expiry of the warranty period. During the warranty and support period the vendor shall depute a well qualified resident engineer at CIT KOKRAJHAR Longowal for effective and immediate troubleshooting. 3. Payment - The vendor's request(s) for payment shall be made to CIT KOKRAJHAR in writing accompanied by the details of work executed, supported with evidence of accomplishment of the item wise work for which payment is being claimed. Payments shall be made to the bidder within one month of receipt of the submitted claim, complete in all respects. Payment shall be made in Indian Rupees. Income tax at source and other taxes as applicable under the concerned laws will be deducted from payment at every stage. All the payments to the vendor shall be subject to the report of satisfactory accomplishment of the concerned task. 4. Payment Terms - The following milestone based payment term shall be followed: a. For the implementation of the Institute management system: # No.
Payment Details
1.
10% of total implementation fee upon completion of UAT signoff of PHASE ONE modules.
2.
15% of total implementation fee upon go live of PHASE ONE modules
3.
15% of total implementation fee upon completion of UAT of PHASE TWO modules
4.
15% of total implementation fee upon go live of PHASE TWO modules
5.
15% of total implementation fee upon completion of UAT of PHASE THREE modules
6.
20% of total implementation fee upon go live of PHASE THREE modules
7.
Balance 10% of total implementation fee upon completion of warranty period from the date of go live of all the modules of university management system.
b. For subsequent support after completion of warranty period, the payment shall be released upon the submission of claim at the end of each year of support.
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16.
Organization Structure and Functions
The key people in the execution of the Institute's activities are the Director, Registrar, Heads of Departments, who are assisted by various committees, Associate professors and staff members. 1. Administration - Offices of Director, Registrar and Departmental Heads - Administration Section - Academic Section - Accounts & Audit Section - Stores and Purchase Section 2. Academic Departments - Department of Computer Science & Engineering - Department of Electronics and Communications Engineering - Department of Electrical & Instrumentation Engineering - Department of Food Engineering & Technology - Department of Instrumentation Engineering - Department of Information Technology - Department of Chemistry - Department of Physics - Department of Mathematics - Department of Civil Engineering - Department of Mechanical Engineering - Department of Multimedia communication and design - Department of Humanities & Social science 3. Central Services - Workshop - Health Centre - Sports - Estate Office - Hostel - Central Library
17.
Functional Structure 1. Administration and Operation
The Registrar and Heads of the respective departments assist the Director CIT KOKRAJHAR in his executive roles. The Registrar and senior officials in specific areas (Academic Affairs, Estate Management, Materials Management, Finance and Accounts, Administration, Personnel Training and Development, Placement, Publications and Public Relations, etc.) perform administrative functions.
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2. Administrative Function: The Administration Section of CIT KOKRAJHAR, is headed by a Registrar and function under the overall supervision of the Registrar and Director. The following functions/duties are performed by the Administration Section. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
All Establishment matters pertaining to teaching and non teaching employees of the Institute. Maintenance of Service Books and Personal Files of all employees. Legal cases. Disciplinary cases. Conducting meetings of Board of Governors and CIT KOKRAJHAR. Recruitment of regular, adhoc and contract employees and maintenance of Roster Register. Processing of Career Advancement and Assured Career Progression Cases. Issue of Advertisements on behalf of the Institute. Central Dispatch work. Vigilance cases.
3. Academic Function: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
Maintenance of academic record; Issue of Identity cards; Issue of Duplicate Identity cards (on request); Issue of examination forms; Issue of Admit Cards (To appear in the Examinations); Conduct of Examinations; Declaration of Results; Issue of detailed marks card (DMC); Issue of Duplicate DMCs (on request); Issue of bonafide Certificate (on request); Issue of Provisional Certificate (on request); Issue of Equivalence Certificate (on request); Issue of Transcripts (on request); Verification of various academic certificates issued by the Institute (on request); Processing of cases of students like late registration, attendance shortage, dropping of course etc. 16. Any other query related to academics. Admission process:1. CITEE The CITEE is an entrance examination conducted by CIT for admission to Diploma course of study in six different branches of engineering in CIT, Kokrajhar, which is affiliated to State Council of Technical Education, Assam. Duration & Format of Entrance Examination:
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The Entrance Examination is conducted in three hours of duration with a total of 150 marks. The question paper consists of five (5) sections of Physics, Chemistry, Biology, Mathematics and English. Twenty five questions are set from each section carrying one mark each with the exception of Mathematics from which fifty questions are set. The questions are of multiple choices with four options of answers. Date of Entrance Examination First Sunday of May Centres of Entrance Examination The Entrance Examination is usually conducted in six different centres at Kokrajhar, Guwahati, Jorhat, Udalguri, Barama and Kajalgaon. (subject to approval of Admission Committee). Eligibility Educational Qualifications: Candidates must have passed HSLC or equivalent with a minimum of 45% in the aggregate and 50% of marks for GEN/OBC (45% of marks for ST/SC/PH candidates) in Science, Mathematics (or Advanced Mathematics) and English taken together. Age limit: The age of the candidates as on 1st August of the year of admission must not exceed the following age limit for different categories- (i) GEN/OBC-19 years; (ii) SC/ST/PH24 years; (iii) Female Candidates-22 years Branch & Intake Capacity The following are the branches and intake capacity for admission to first year (first semester) of Diploma Course in the Institute. Branches
Intake Capacity
Electronics and Communication Engineering (ECE)
30
Computer Science and Engineering (CSE)
30
Control & Instrumentation Engineering (CAI)
30
Food Processing Technology (FPT)
30
Construction Technology (CT)
30
Animation & Multimedia Technology (AMT)
30
Page 35 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Out of the total number of seats, 80% of the seats are offered through CITEE conducted by CIT, Kokrajhar while 20% of the seats drawn from those seats reserved for BTAD and North East Assam are offered through Polytechnic Admission Test (PAT) conducted by Director of Technical Education, Assam. 2. CITDEE The CITDEE is an entrance examination conducted by CIT for admission into the first semester of Degree (B.Tech) programme of study as Direct Entry in six different branches of engineering in CIT, Kokrajhar, which is affiliated to Guwahati University, Guwahati, Assam. Duration & Format of Entrance Examination: The Entrance Examination is conducted in three hours of duration with a total of 125 marks. The question paper consists of four (4) sections of Physics, Chemistry, Mathematics and English. Twenty five questions are set from each section carrying one mark each with the exception of Mathematics from which fifty questions are set. The questions are of multiple choices with four options of answers. Date of Entrance Examination First Sunday of May Centers of Entrance Examination The Entrance Examination is usually conducted in six different centres at Kokrajhar, Guwahati,Jorhat, Udalguri, Barama and Kajalgaon. (subject to approval of Admission Committee). Eligibility Educational Qualifications: Candidate must have passed 10+2 (Science)or equivalent with a minimum of 45% in the aggregate and 50% of marks for GEN/OBC candidates(45% of marks for St/SC/PH candidates) in Physics, Chemistry and Mathematics taken together. Age limit: Candidates must not be above 21 years, or below 17 years of age as on 1st August of the year of admission. The upper age limit is relaxed to 3 years for Schedule Caste and Schedule Tribe candidates. Branch & Intake Capacity Page 36 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
The following are the branches and intake capacity for admission to first year (first semester) of Degree (B. Tech) Course in the Institute under Direct Entry. Branches
Intake Capacity
Electronics and Communication Engineering (ECE)
45
Computer Science and Engineering (CSE)
45
Instrumentation Engineering (IE)
45
Food Engineering & Technology (FET)
45
Civil Engineering (CE)
45
Information Technology (IT)
45
Out of the total seats under Direct Entry Scheme, 60% of the seats for those having qualifying marks in CITDEE and 40% of the seats are offered for those candidates having qualifying marks in JEE(Main). Availability of Application Forms Normally the Prospectus and Application Forms are available from the following centres (subject to change by Admission Committee) by the first week of February on payment of a certain prescribed fee. 1. CIT, Kokrajhar 2. Cotton College, Guwahati 3. Udalguri College, Udalguri 4. Barama Collge, Barama, Baksa 5. UN College, Kajalgaon, Chirang Forms are also usually made available on the Institute website which may be downloaded and submitted accompanied by a Demand Draft of prescribed fee. Also online form can be submitted. Reservation Policy In filling up of the available seats, the institute follows the following reservation policy. I. 60% from BTC (60% ST, 5% SC, 15%OBC and 20% General) II. 20% from North-East region excluding BTC. III. 17% from All India excluding North-East Region. IV. 03%for physically handicapped candidates irrespective of region. The selection of serial no.(ii), (iii) & (iv) will follow the reservation policy for SC, ST, OBC and General as laid down by the Central Government. In case the seats as mentioned in Page 37 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
(ii), (iii) & (iv) are not filled up by respective candidates, the seats will be filled up by candidates from the BTAD region. 3. CITLET The CITLET is an entrance examination conducted by CIT for admission into the third semester of B.Tech programme of study as Lateral Entry in six different branches of engineering in CIT, Kokrajhar, which is affiliated to Guwahati University, Guwahati, Assam. Duration & Format of Entrance Examination: The Entrance Examination is conducted in two and a half hours of duration with a total of 100 marks. The question paper consists of two papers with the first being a Common paper of 60 marks that consists of Physics, Chemistry, Mathematics, Graphics, Computer Awareness and English. The second paper of 40 marks is the branch paper into which the candidate desires to apply. The questions are of multiple choices with four options of answers. Students of CIT Kokrajhar of the current batch are exempted from appearing in the entrance test provided they have secured 65% marks or equivalent CGPA for GE/OBC (relaxed upto 5% for SC/ST/PH) in the concerned branch of Engineering/Technology. Their admissions are through Vertical Entry Scheme. Date of Entrance Examination First Sunday of May Centres of Entrance Examination The Entrance Examination is usually conducted in six different centers at Kokrajhar, Guwahati, Jorhat, Udalguri, Barama and Kajalgaon. (subject to approval of Admission Committee. Eligibility Educational Qualifications: Diploma in any recognized branch of Engineering/Technology with 60% marks or equivalent CGPA for GE/OBC (relaxed upto 5% for SC/ST/PH) or B.Sc (with Mathematics as one of the compulsory subjects) with minimum of 55% marks for GE/OBC (relaxed upto 5% for SC/ST/PH) Age limit: 40 years (45 years for SC/ST/PH and 43 years for OBC and female candidates) as on 1st August of the year of admission. For Branch specific eligibility criteria refer to Information Brochure. Branch & Intake Capacity The following are the branches and intake capacity for admission to Second year (third semester) of Degree Course in the Institute under Lateral Entry. Branches Intake Capacity Vertical Lateral Total Electronics and Communication Engineering (ECE)
15
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Computer Science and Engineering (CSE)
15
6
21
Instrumentation Engineering (IE)
15
6
21
Food Engineering & Technology (FET)
15
6
21
Civil Engineering (CE)
15
6
21
Information Technology (IT)
15
6
21
4. CITBDAT ABOUT BACHELOR OF DESIGN (B.DES.) PROGRAMME The B. Des. programme is offered by Department of Multimedia Communication and Design (MCD). The first batch started from August 2016. The Bachelor of Design programme is affiliated to Assam Science and Technology University (ASTU), Guwahati. It is considered equivalent to B. Tech. programme in engineering and is already being taught by few IIT's(like IIT Bombay and IIT Guwahati) and IIIT's(IIITDM Jabalpur) as well as many private design institutes. The programme covers subjects of Multimedia, Communication Design, Animation, VFX and so on. ENTRANCE EXAMS FOR ENTRY TO B. DES. PROGRAMME 1. Central Institute of Technology Bachelor of Design Aptitude Test (CITBDAT): CITBDAT is an entrance test conducted by CIT for admission into the first semester of Bachelor of Design Degree (B. Des.) programme of study as Direct Entry into Department of Multimedia Communication and Design in CIT, Kokrajhar, which is affiliated to Assam Science and Technology University (ASTU), Guwahati, Assam. 2. Under Graduate Common Entrance Exam for Design (UCEED): UCEED is an entrance exam conducted by IIT Bombay on All India basis for admission into B. Des. Programme of IIT's and IIIT's. CIT also take UCEED qualified candidates for entry into its B. Des. Programme. ADMISSION PROCEDURE FOR ENTRY INTO B. DES. PROGRAMME AT CIT KOKRAJHAR 1. B. Des. (Direct Entry): A candidate may be admitted into the first semester of B. Des. programme of CIT in two ways. The candidate has to clear the CITBDAT-2017 entrance examination followed by counseling at CIT, Kokrajhar. 2. The second way is by applying, appearing and has to qualify in UCEEDconducted by IIT BOMBAY. These candidates should also separately apply to CIT, Kokrajhar and submit the UCEED score cards to the Member Secretary, Admission Committee, as per notification by CIT Admission Committee on institute's official website Page 39 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
www.cit.ac.in during admission time. Seat allocation to CITBDAT qualified candidates and UCEED qualified candidates will be published on website at the time of admission. 3.
Des. (Vertical): Candidates who have passed 3 years diploma in Animation and Multimedia Technology from CIT Kokrajhar in the current year having requisite qualifying marks should submit their application and would be admitted without any entrance examinations into the 2nd year/3rd Semester of the programme.
There will be No Lateral Entry scheme for other diploma branches in 3rd semester as the programme has a specialized course structure and one has to enter from 1st year to complete the programme. Date of Entrance Examination First Sunday of May Centers of Entrance Examination The Entrance Examination is usually conducted in six different centers at Kokrajhar, Guwahati, Jorhat, Udalguri, Barama and Kajalgaon. (subject to approval of Admission Committee). ELIGIBILITY CRITERIA Candidates who have passed 10+2 examination in any stream (Science/Arts/Commerce) or an equivalent examination** from any institute approved by Board/AICTE/Recognized university with not less than 50% marks. In case of students belonging to SC/ST, the minimum percentage of marks for admission to B. Des. course shall be not less than 45%. Equivalent examination: Minimum of 2 years Diploma after 10th Standard in relevant field of study (e.g., Visual Art, Fine Art, Commercial Art, Fashion Technology etc.) from any Govt. recognized institute approved by State Technical Board/AICTE/University. Bachelor of Design (B. Des.) - Vertical Entry Candidates who have passed Diploma in Animation & Multimedia Technology course from CIT Kokrajhar with not less than 60% aggregate shall be eligible to this course and shall be admitted directly to 3rd semester (2nd Year) B. Des. programme. Age limit: Candidates must not be above 21 years, or below 17 years of age as on 1st August of the year of admission. The upper age limit is relaxed to 3 years for Schedule Caste and Schedule Tribe candidates. For Diploma passed candidates the upper age limit is 45 years. Candidates must be mentally and physically fit and must possess a good moral character. Page 40 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Branch Intake Capacity The branch intake capacity is 45 (Forty five) only in 1st Semester. However the intake capacity may vary as per the decision of Admission Committee, CIT Kokrajhar. Distribution of Seats The seat sharing between CITBDAT qualified candidates and UCEED qualified candidates will be as follows 1) 60% of the total seats for CITBDAT qualified candidates. 2) 40% of the total seats for UCEED qualified candidates. Availability of Application Forms Normally the Prospectus and Application Forms are available from the following centers (subject to change by Admission Committee) by the first week of February on payment of a certain prescribed fee. 1. CIT, Kokrajhar 2. Cotton College, Guwahati 3. Udalguri College, Udalguri 4. Barama Collge, Barama, Baksa 5. UN College, Kajalgaon, Chirang CITBDAT ENTRANCE EXAM REGULATIONS CITBDAT Exam pattern: Section-A: (Objective type question) Total Marks: 100, Time: One (1) hour 1. General knowledge (20 questions) 2. Computer fundamentals (30 questions) 3. English communication (20 questions) 4. Creative ability (30 questions) Section-B (creative drawing / skill based drawing) Total marks: 200, Time: Two (2) hour Skill based drawing (100 marks: 2 questions of 50 marks each) Creative / concept based drawing (100 marks: 2 questions of 50 marks each) Page 41 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
18.
Complete IT Solution Web based (ERP)
The complex institute environment at CIT KOKRAJHAR necessitates standardized process flows, online reporting, project monitoring and status updates, project planning and execution, maintaining student life cycle, finance and accounting management, funds management etc which CIT KOKRAJHAR would like to implement as part of their ERP to meet their requirements. Abbreviation ‘ERP’ includes ERP as well as web-based ERP-like products in the sequel.
1. Objectives and Benefits CIT KOKRAJHAR has decided to implement combination of the best-in-breed ERP solution which suits all the Institute needs. CIT KOKRAJHAR envisages the following benefits from implementing ERP across its functions / areas.
Common integrated system platform across different functions and processes of CIT KOKRAJHAR Process standardization across the institute to bring-in unified approach Monitor research activities and funds utilization Monitoring and governance of the procurement processes Mapping of assets and their life cycles Analysis of budget and actual data An ERP Solution to provide scalability options to accommodate the expected growth plan Data integrity across various CIT KOKRAJHAR functions like departments, centers, administrative units, finance and accounts, etc. Facilitate paperless working and provide decision support mechanism Automate management controls and approvals to reduce cycle time Seamless integration of student information across the institute Real time reporting on the performance of the individual operating departments and a streamlined Management Information System
2. Strategic Considerations The strategic considerations for ERP solution at CIT KOKRAJHAR are I.
Future expansion – The ERP solution will be used for automating all the functions of CIT KOKRAJHAR and is required to meet future expansions in terms of programmes, departments, centers, scale of student intake capacity, etc.
II.
Integration – To protect the current investments in the stand-alone IT applications, CIT KOKRAJHAR intends to integrate them with the ERP solution. To ensure this, one of the key elements of the solution strategy is to ensure having solution with open standards for integration of different third party / legacy / in-house developed applications / solutions.
III.
Proven Solution – Processes of CIT KOKRAJHAR are moderately unique in the areas of finance, human resource, payroll, project management, academics, etc. as compared to general institute practices, but similar in some areas to the ones in public sector / government sectors in India. Keeping this uniqueness and maturity of the processes in mind, CIT KOKRAJHAR will use ERP Page 42 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
solutions which have been used implemented successfully in the leading universities / education institutes / colleges around the world.
3. Implementation Methodology The methodology to be deployed by the bidder to implement the ERP solution will have different work elements and activities. All these activities and work elements should coherently focus on achieving following key results. i. Quality of the solution deployed ii. User satisfaction while deploying and usage iii. Successful implementation in terms of completeness and timely accomplishment of the outcome While there are different techniques and tools available as a part of the methodology, followings are expected to be part of the implementation methodology to be adopted by the bidder. i.
Workshops with different stake holders for capturing business requirements, creating awareness of best practices, communicating the changes, building consensus on process design, for signing off the deliverables etc. These need to be organized at different intervals and in different places throughout the duration of the project as demanded by the context.
ii.
Stakeholder consultations other than workshops, with those stakeholders who will be identified by CIT KOKRAJHAR, for the purpose of critical inputs, review, suggestions, process description, etc.
iii.
Review sessions with different stakeholders for signing off the deliverables, walking through the deliverables for facilitating quick understanding, etc.
iv.
Reviews with experts from the ERP solution OEM.
v.
Internal review mechanisms of bidder for ensuring the quality of the solution and the deliverables.
vi.
Adoption of the review comments - effective mechanisms to adopt the changes suggested.
vii.
Documentation of proceedings – recording the developments, discussions, deliverables, using standard methodology and native tools available with the ERP solution.
viii.
Work standards / practices for documentation, configuration, testing, data migration, etc.
ix.
Training different stakeholders on a continuous basis. Page 43 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19.
Scope of Work
Following are the key requirements across business processes at CIT KOKRAJHAR. For details on each functions / area of CIT KOKRAJHAR refer DETAILED FUNCTIONAL REQUIREMENT SPECIFICATIONS.
19.1.1 General Scope
Following are the general features required in ERP application. Web-based application hosted in the campus network /cloud network Secure web-based access Access with single sign-on Supporting bio-metric, internet banking, and smart card inputs Capability for continuous improvement and up-gradation Configurability through web-interface and client interface Provision for decision support mechanism Facilitate paperless working Workflow based process approval and archival mechanism Digital signatures for selected high level functionaries Comprehensive data and application security features Adequate security provisions for preventing tampering of the software as well as data Archival of information and data Provision to define and view rules and regulations of the Institute as per applicable GOI / CIT KOKRAJHAR norms Provision for role based access rights Provision of interactive validations of data entries Provision for data item based access rights Provision for reports generation as per requirements Target users - The proposed application must be able to support a spectrum of users, namely the following with a personalized access: o Administrative offices (centralized operations and backend support) o Departmental administration (distributed operations and support) o End-users (students, faculty, and staff) o Management (informational and analytical) Archiving - The application should o Provide a Data Archival utility as a part of the standard offering. o Facilitate the query and reporting on archived data. Audit Trail - The application should o Record changes in data in every field with user ID and time stamp, with ability to record reasons in some cases. o Enable which fields or tables are to be audited through a delivered tool Access and authorization o Only authorized users should have access to the system. As such, the system should therefore have the ability for the specification of who will have access to which functions. o Where appropriate, further discrimination at the screen / form level (e.g. Respective departments may only have access/update to data related to their own departments) is Page 44 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
required. In this regard, the capability to support multi-role differentiation based on a single user sign-on will be essential. o The proposed system(s) must support a comprehensive access and authorization mechanism, including Single sign-on for all system components Support for a central authentication scheme Ability to define multiple level authority, comprehensive set of user roles and permission lists, and flexible segmentation of data Ability to manage access to authorized functions based on the roles represented in the account Ability to manage access to different segments of data depending on the role Reporting and data extraction - The proposed system(s) should support o Interface with Data Mining Tool o Facilities for free text search o Include a standard set of reports based on industry best practice o Have ad hoc reporting capability that is user friendly and easy to use o Support ability to report to file as well as other means o Provide good interfacing mechanism o Support downloading capability in a variety of formats as well as direct import from software such as EXCEL. Customizability - To minimize the need/impact of customization, the proposed system should, wherever appropriate, support o Flexible customization capabilities o Flexible data structures with user-definable fields o Callable functions to access data/functions with application conforming to industry standards o Ability to extend/change existing pages without much impact on the application o Ability to add/modify the existing workflows.
CIT KOKRAJHAR has decided to go in for a phased approach to implement the ERP solution across the functional areas listed below.
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19.1.2 Brief Functional Scope of work Given below is a brief description of each module under Enterprise Resource Planning for CIT KOKRAJHAR. The bidder would be expected to endorse compliance remarks against each of the item indicated and submit duly filled in the table provided under each segment. 1. Admission Management 1.1. Application Management This module shall manage receipt and processing of online applications, and enable approval and rejection of applications and includes filling, submission, scrutiny, verification, approval or rejection of online application. It shall capture relevant questions and details that an aspirant needs to answer and provide as part of the requirements of the institutions. It should also include option of online payment gateways for any fees/registration payment. 1.2.
Counseling Management This module shall support centralized online counseling along with Live Counseling Display. Live display shall include details of seat vacancies that are updated on real-time basis based on the seats that get filled during counseling. Scrolling shall be enabled on screens so that it is continuous display of available seats. This module shall also support merit list generation, SMS and e-mail communication of call letters to applicants, seat allotment.
1.3.
Admission Process Page 46 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
The admission module shall manage key admission activities such as processing of applicants through various admission stages including registration and admission fees payments, processing of various admission process steps along with verification of student details after admission, generation and printing of admission letters and generation of student identity cards.
2. Academics Management i. Student Data Management The student management module shall help the institution to maintain the student records of all the students admitted and make these details available to students, parents and other stakeholders. It shall have a provision to keep a record of the basic, academic and personal details of the students, their 360 degree view of academic performance and all institute interactions, ability to upload student academic and extracurricular documents. ii. Student Timetable and Attendance Management This module shall help in creating and managing timetables, marking student attendance. It should have provision for daily and weekly view of timetable, automatic generation of timetable based on rules, support for student selected time table. Provision of Self service capabilities for students to see the timetable, their attendance. Biometric integration to capture student attendance is also required. iii. Student Leave Management This module shall have provision for students to apply for leave; view the approval status and leave history through Self Service. The leave workflow shall be configurable based on institute needs. Facility where the approver can approve or reject the request is also needed. While applying for leave, the student shall be able to view the sessions that he/she will be missing, on the academic timetable. iv. Student Discipline Management This module shall support for efficient management of the Discipline related incidents. Support needed for applying disciplinary action, applying fine, restricting access to Library and/or Hostel, generation of Warning/Action letter. v. Student Feedback Management This module shall provide a configurable capability to custom create student feedback templates. It shall help in configuring and capturing responses of students, faculty, employees and other stakeholders of the Institutes. It should have support for analyzing feedback responses. vi. Letter Management This module shall help in designing any letter formats needed in the life cycle of a student. e.g. student letters, administrative letters, ID cards, certificates and many more, as required by the institute. There should be provision for students to apply for a letter and admin to approve or reject. Page 47 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
vii. Student Self Service This module shall provide a configurable capability to provide all the relevant student information in one place. Student shall be able to view information and also place a request like request for duplicate ID card. 3. Exam and Grading Management The Examination and Grading module shall have provision to plan, administer, evaluate and generate the results of students. It shall have support for various types of grading methods to cater the needs of every educational institution. It should be possible to manage entire examination cycle from exam roll number/enrollment number generation, registration and enrollment, till mark sheet /reports card generation. There shall be provision to • Define Exams and Configure Exam Pattern: Based on institute’s specific needs, the exam structure should be completely configurable, in a hierarchical manner. • Configure various exam related rules: Different rules regarding processing and adjustment of marks like rules for Grace Marks, Normalization, Eligibility, and Absence. • Define Grade and Configure Grading Scheme: Shall support quantitative and qualitative grading schemes • Copy Coding: Support for copy coding of answer sheets • Exam Enrolment: Provision for students to register for an exam • Faculty Authorization for Marks Capturing: Support to ensure only authorized faculty can capture the marks • Student Score/Grade capturing: Capturing the score for batches, session wise and class wise. Support for bulk upload is needed. Provision needed to edit the captured score. • Processing Scores: Support to process the captured marks to arrive at the grade based on the grading scheme. • Customizable Report Card: Ability to create a custom report card • Managing Student Promotion: Provision to promote or demote a student. Creation of backlog to be supported in case a student fails to get the minimum grade. • Publishing results: Declare results based on score. Students shall be able to see the score in their self service module.
4. Digital Evaluation This module should provide an effective medium for faster and accurate evaluation of answer scripts. All the peripheral tasks of totaling, validation of maximum marks awarded, ensuring all Page 48 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
answers are marked and taking care of optional sections/ questions should be taken care by the system. Additionally the system should have the option for “review” by an assigned supervisor in cases of conflict.
5. Fees Management The Fee Management module shall cater to all types of fees to be paid by the students to the institute and also refund the fees to the students should the necessity arise. This module shall be designed to be used by the student throughout their respective course of study. This module must be able to generate automatic notifications/reminders etc. and shall have provisions to automatically send them to students and parents through automated emails, automated SMSes. Also, it must be fully integrated with accounts management system of the institute. o Integrated bank portal for Fee deposition and automatic entry in the accounting system o Hostel monthly mess bill deposition and reporting o Management of security deposits o Late fees and other fine calculations, collection and management o Provision for management of fee concessions o Any other Fee Management and reporting o Reports: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 6.
Fee Summary Report Demand and Collection Report Fee Plan Details Fee Receipt Report Fee Collection Report Student Fee Deposit Status Payment Pending Report Cheque/DD Collection Report Fee Discount Report Fee Refund Report Advance Deposition Report Bank Reconciliation Report Fee Package Plan Report Any other report as per requirement.
Hostel Management This module shall support in managing hostel resources, processing hostel requests for students and faculties, tracking student activity, managing resources and rooms within the hostel block(s), Page 49 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
management of fees and various charges/fines incurred by students, marking hostel attendance, and maintaining a gate register.
7. Library Management This module shall support in managing the various resources in a library, and maintaining the catalogue of items, processing issues and returns, booking and prioritization, binding, and other vendor interactions and management & collection of late fee and damages from students or faculty. Support for “Dewey Decimal Classification (DDC)” is needed.
8.
Faculty / Non Faculty Management and Payroll 8.1 Faculty and Non Faculty Management This module shall support complete faculty / non faculty life cycle management, from recruitment to separation, including career development of employees through promotions, appraisals and tracks the parameters such as induction, leave, attendance, loans, qualification, claims, project research and consultancy (for faculty) training records. This module shall support • Recruitment and Employee Maintenance: Complete recruitment process, with ability for candidate to apply online. • Leave and Attendance: Capture of attendance through bio-metric or direct attendance upload. • Employee Benefits: Provision to define claim, advance and loan. Various Grant Management - online application management and maintaining the data related to various grants such as PDA/LTC/ any other grant as per existing rules, calculate sanctioned amount, generate sanction letters etc. • Training: Provision to prepare training courses, training calendars and plans, faculty details, training budget details, capture training attendance, employees feedback about training, maintain training history. • Performance Appraisal and Promotion: Performance appraisal of employees. Support for defining goal measures, competency master, and performance planning cycle. • Work- list: Ability to show all employee actions in one place. This can be approval step for any request, or checking of any of self-raised request. • Biometric Integration: Should support recording of employee attendance with biometric systems and integrated with leave module so that attendance can be calculated automatically. 8.2 Payroll Processing This module shall provide complete payroll processing support. Ability to define payments and deductions. Generate salary slips and mail to employees. Generation of eTDS text file to submit Page 50 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
online income tax returns. Support for Income Tax, Form-16, and Investment declaration. Should be integrated with Employee Management module to take employee attendance to compute payroll. Should be integrated with Finance and Accounting module to direct post salary data.
Reports 1. Employee List and Salary Report 2. System Generated Pay slip 3. System Generated Bank Scroll 4. System Generated Deduction Register of PF 5. Individual Loan Reports 6. Leave Reports 7. Income Tax Report
9. Finance and Accounting This module should support all the Finance and Accounting needs of an institute - general ledger accounting, accounts payable, accounts receivable, taxation, fixed assets, creation and approval of vouchers and invoices. It shall also provide support for various reports related to taxation, ledgers and transactions done. It shall support • Creation of Chart of Accounts, Opening vouchers for General Ledger (GL), Accounts Payable (AP), Accounts Receivable (AR) and ledger wise user access control. • Provision for creation of Journal Vouchers, creation of Purchase Vouchers, Expense Vouchers, Payment Vouchers, and Receipt Vouchers, Creation of Debit and Credit Notes, viewing sales invoices, carrying out inter unit transactions, and clearing customer balances • Taxation and Budget: Support for different type of taxes, tax registers, creation and modification of the budgets and to control of operations. generation of VAT Registers, CST Registers, Excise Registers, TDS Register, and Service Tax Registers. Creating a provision for Budget and tracking it, and comparing the same with actual expenses. Balance Sheet and Profit and loss statements Asset Accounting- Manage all the Assets of the institute/ university and track the assets for their NPV and lifecycle
10. Procurement and Inventory Management Page 51 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
This module shall support complete procure to pay cycle and also helps in managing and monitoring inventory across the organization. This shall provide support for managing vendor quotations, automatic generation of purchase request when item inventory goes below the minimum stock. This shall support • Procurement: Raising purchase requisition, Quotation creation and approval. Purchase Order creation and approval. • Inventory – Support for automated inventory management. Goods Receipt Note (GRN), unplanned/cash purchases, indent raising, dispatch of items, stock adjustments.
11. Course Management System should provide a comprehensive learning platform to create courses for various topics and subjects engaging members of the institutions in a collaborative learning environment. It should also provide a private social collaboration framework to various stakeholders of the institute. It should be a comprehensive learning management system.
12. Legal cases and suit management system This module shall serve the purpose of recording and tracking progress of legal cases. In this module case registration, case number, year department name/individual, legal notice receipt etc. with various courts like (CAT/Lower court/high court/ Supreme Court) status of the case, and legal advocates engaged. 13. Departmental activities Management This module shall enable the department users to make department budget for the financial year under major heads planned and non planned expenditure heads and send it for approval of the respective departmental committees, director as per the workflow. 14. 15. 16. 17.
Research and consultancy tracking Planning and development Scholarship management Student welfare system
18. Online hosting of Lectures/ Seminars/ Teaching/ Learning materials (LMS) This module shall serve the purpose of managing curriculum, training materials, and evaluation tools. It shall enable instructors to maintain course curriculum and share same with students. It shall enable blended learning options to instructors and students including: 1. E-learning 2. Classroom Learning 3. Virtual Learning 19. Transport Management system Page 52 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
In this all vehicles purchased by the Institute for carrying out official work should be able to have vehicles log book, drivers assigned date wise, distance covered trip wise, maintenance schedule including service and parts replaced inventory with cost and repairing agency details date wise, fuel log book, insurance due date etc. online requisition and fitness health of vehicles or third party hiring vehicles details.
20. Director’s /Registrar’s Office/various Committees Module 1. Meetings of the meeting (MOM) module • This module shall serve the purpose of recording and releasing minutes of meetings. • It shall enable user to record minutes of the meetings by creating dynamic headers along with already created static headers such as Meeting Title, Date & Time of Meeting, Venue, Attendees, Agenda and Items. • It shall enable user to record items under each agenda. • It shall generate a meeting reference number for every MOM. • It shall generate a printable format of MOM in the user defined format. • It shall enable user to create the list of signatories on the printable format of MOM. • It shall enable user to upload the scanned copy of signed MoM with the meeting reference number. • It shall enable user to create a list of recipients for a particular meeting reference number and auto-generate email to all of them with MOM content in the body of the mail and scanned copy of signed MOM as attachment. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on meeting reference no., meeting title, meeting date etc. • It shall trigger intimations in form of email and/or sms as applicable in the process.
2. Office Order Module:• This module shall serve the purpose of creating and releasing office orders. • It shall enable user to create office order in the defined template with dynamic and static headers. Page 53 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
• It shall generate an office order number in the user defined format. • It shall generate a printable format of office order in the user defined format. • It shall enable user to create the list of signatories on the printable format of office order. • It shall enable user to upload the scanned copy of signed office order against the unique office order number. • It shall enable user to create a list of recipients for circulating an office order. This module shall enable user to define a group of recipients which may be common for every office order and add individual recipients to the group, if required. • It shall auto-trigger email to all recipients with office order content in the body of the mail. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on office order number, office order date etc. • It shall trigger intimations in form of email and/or sms as applicable in the process.
21. Institute Works Department (IWD) Module i) Complaint Management Module:This module shall serve the purpose of managing complaints flowing to IWD for various repair and constructions works in the institute. 22. Health Management system This module shall serve the purpose of registering eligible patients for consultation with doctors of institute’s hospital. The patients who are eligible to receive treatment are Students, Employees, Faculties, their dependents, individuals who they request treatment for (Nonentitled cases) & First aid cases. 23. Security Management system Visitors visiting and tracking. 24. Residential accommodation management system in the campus 25. Guest House management system This module shall have Guest house facility information, room allocation and availability management, visitor records, expense calculation, collection of fees, etc. Finance and Accounts, Procurement and Inventory related activities, etc. will be required as part of integration needs.
26. RTI/Legal cases Management system Page 54 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
This module shall serve the purpose of managing RTI requests for recording and tracking responses. In this module the name of the person seeking information, date of receipt of request, fee details and date on which information is sent by the respective department after approval and track the history of the information date wise after approval from the appropriate authority.
27. File tracking and document Management system
28. Functioning of Specific Cells (Sexual Harassment Cell/ST-ST Cell/ GRC etc.)
19.1.3 Detailed Functional Requirement Specifications. 19.1.3.1 Admission Management Module: A) Application Management:This module shall serve the purpose of managing admission of students in the institute. This module shall manage receipt and processing of online applications, and enable approval and rejection of applications and includes filling, submission, scrutiny, verification, approval or rejection of online application. It shall capture relevant questions and details that an aspirant needs to answer and provide as part of the requirements of the institutions. It should also include option of online payment gateways for any fees/registration payment. S.NO.
Feature Details
Compliance 100% met
1.
Ability to enable applicants to apply for various programs in one or many departments of the institute through the internet based admission portal.
2.
Provision to capture scanned image copies of: Photographs, Signatures, Thumb Impressions, Mark sheet, Certificated etc. Uploading PDF documents like Challan, Mark sheets, Resume etc. also supported.
3.
Support for Online payment. Seamless integration with all major payment gateways.
4.
Ability to generate unique login ID, Password and application ID as per the institute's naming nomenclature, for an applicant.
5.
Ability to log-in to any submitted application for viewing the summary of details filled in and to manage password if required).
6.
Ability for the applicant as well as the Admin to take a print out of the
Not met
Can be customized
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filled-in application. 7.
Provision of a back office interface that allows admin users to fill up application on behalf of applicants.
8.
Powerful search engine for searching and listing of application (using basic and advanced search criteria. Option to download such selected data in bulk)
9.
Ability to digitize offline application received at admissions office by conversion into online forms using excel.
10.
Ability to enable user to update number of seats sanctioned for each program in every department in the academic year. It shall retrieve details of existing students (every semester) in the department to calculate number of seats available for new admissions under various programs in that semester for each department of the institute.
11.
Ability to configure enquiry cycle to connect applicants with the admissions office throughout the admission process i.e. from submission to selection.
12.
Provision for the counselors to manage applicant information and track their closure cycle.
13.
Ability to identify and download reason for transaction failure, payment failure records, along with the corresponding cause. Helps admin to act accordingly.
14.
Ability to enable user to create business rules for eligibility conditions for admission, which may vary from program to program and department to department and semester to semester. This interface may be given to departments, as well.
15.
It shall enable user to retain or copy business rules for eligibility conditions within and across programs and departments, if required.
16.
It shall enable applicant to fill the online applicant form with unique application number through this admission portal and apply in one or many programs in one or many departments. Each application shall be treated separate from the applicant.
17.
It shall not allow applicant to re-submit application for the same program in the same department from the same user-id log-in in the same Page 56 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
semester against the same admission advertisement. 18.
Support for generating criteria based ranking for students. Eg. Ranking based on Admission category, Social Status, Admission Quota, Overall Merit etc.
19.
Ability to send scheduled and spontaneous notifications (SMS,E-mail) to applicants based on their stage in the application process.
20.
Ability to let the applicant fill up the application form in single as well as multiple sessions.
21.
Scrutinize applications and perform actions to change the status of the application like Approve/Reject/On Hold/Send for Correction etc.
22.
View Audit log of actions performed by the Candidates or Administrator on a submitted application.
23.
Ability to set Start dates and End dates for online applications for Candidates on Application Submit, Edit and Login actions.
24.
It shall allow applicant to pay via following modes: i.
Electronic Payment Gateway: It shall integrate with electronic payment gateway module and enable applicant to pay the application fee as per his/her category.
ii.
It shall enable applicant to pay through Challan/net banking at the nearest bank branch online.
iii.
It shall generate Challan/net banking with unique reference number (related to application no. of the applicant against which the Challan/net banking is generated) in the specified format for applicant to download and print. It shall embed the Challan/net banking number in the application form.
iv.
It shall enable user to download report of net banking numbers generated and update payment status against every successfully submitted application.
v.
It shall enable applicant to view payment status in his/her admission portal.
vi.
Demand Draft:- It shall enable applicant to select option of
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payment through demand draft. vii.
It shall enable applicant to update demand draft details in the application form.
25.
It shall allow applicant to submit the form after paying/selecting/updating payment status in the form. Once submitted, no changes shall be permitted.
26.
It shall enable applicant to print the form after successful submission.
27.
It shall enable applicant to upload certificates such as category certificate, experience certificate etc., Challan copy, photo and signature.
28.
It shall create a list of documents uploaded by the applicant and enable user to rename title of the documents after submission of form, if required.
29.
It shall intimate referees and enable them to submit online referrals in case of Ph.D. applicants.
30.
It shall enable the approval process internally within the institute (Departments/D of Academics/ Committees) to flow online through the workflow, after form submission.
31.
It shall push data of all online forms to respective departments and enable them to create filters using comparisons (<, <=, >, >=, =, !=) on the set parameters (e.g. GATE discipline, qualifying degree marks, preferences, etc.) to retrieve selective data in excel formats from the submitted applications i.e. the department shall create filters in the data with mathematical parameters such as all applicants where “Degree = B.Tech.” AND “Age” > = 29”, etc. to shortlist applications for final selection.
32.
It shall enable department to update application status and enable applicant to view same on the portal.
33.
It shall generate call letter (in the specified format) for the applicant, once it is selected by the department for interview/written test and trigger email to the applicant with required details, links and attachments as defined by user.
34.
For applicant’s TA expenses, it shall enable department to mark attendance for applicants arrival for the interview/written test and push Page 58 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
all such records to Accounts module as a task for processing TA reimbursements in bulk. 35.
It shall enable department to update selection/rejection status after the interview /written test and allow applicant to view same on the portal.
36.
It shall generate offer letter (in the specified format) for the applicant, once he/she is selected by the department and trigger email to the applicant with fee structure and links of other forms, which needs to be filled by the applicant for advancing in admission process.
37.
It shall enable applicant to download the offer letter through admission portal as well.
38.
It shall enable applicant to accept or reject the offer through the admission portal. Once accepted, it shall re-direct the applicant to links of other forms which needs to be filled by the applicant for advancing in admission process including uploading transcript and other documents.
39.
Once the offer is accepted by the applicant, it shall enable him/her to pay the seat blocking fee before the due date, against the application number through same modes as used for paying the application fee.
40.
It shall enable departments to release waitlist candidates as well and open the admission portal for subsequent rounds, if any of seats are left vacant.
41.
For foreign students coming directly to the institute under various sponsorship schemes and Indian students under various MOUs, the online application process shall not be applicable. It shall enable such students/departments to fill separate online admission forms. Same might be applicable for walk-in interview options for Ph.D.
42.
It shall enable department to generate list of all selected applicants and push the approval process through the workflow.
43.
Once approved by Admission Committee Chairman, it shall push data of all selected applicants Student Database to Academic Head for generating roll numbers and capturing other details via same modes as illustrated in admissions.
44.
It shall communicate with Student database to retrieve student details viz. registration status, fee payment status, hall allocation etc. Page 59 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
45.
It shall push data in ID cell for issuance of identity card and health booklet.
46.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on roll number, name, application number etc.
47.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.2 Branch Change Module:This module shall serve the purpose of managing branch change process for first year completing UG/Dual Degree students. 48.
Ability to enable students to fill an online application form through their user interface requesting for branch change.
49.
It shall enable students to give preferences for branches, as desired by them.
50.
It shall enable students to modify their preferences, as many times as required, till the due date.
51.
It shall communicate with DOSA/DOAA database to auto-fill designated fields in the form.
52.
It shall communicate with grade module to retrieve grade sheet of the student.
53.
It shall generate unique reference number on successful submission of online form.
54.
It shall enable DOAA office to update number of seats available in each branch under each category of the student viz. General, SC, ST, PH etc.
55.
It shall enable DOAA office to run the allotment script for all applications received with the due date.
56.
It shall allot branches to the students by merit within student categories, as defined by DOAA office and preferences given by the student.
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57.
It shall run in loops of allotment to fill those seats which are left vacant due to branch change of the student i.e. if a ME student gets CSE, then his seat in ME needs to be filled by the student who has given ME in his/her preference. This essentially means that a student will be allotted and re-allotted seats based on his preferences multiple times till the seats getting vacant in between of allotment process are filled again.
58.
In case of tie the process should send an alert message to DOAA and halt the process. The process shall resume, only after the tie is settled and reason recorded by DOAA.
59.
It shall reflect the result on user interfaces of students/DUGC/DPGC/HOD etc.
60.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on roll number, department, academic year etc.
61.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.3 Add / Drop Course Module : This module shall serve the purpose of managing the process of add/drop courses after academic registration. Add/drop is a time-bound process hence it shall enable DOAA office to define start date and end date of the process. 62.
It shall enable “Registered” students to add and drop courses from their DUGC/DPGC approved registration forms.
63.
It shall enable students to apply for adding courses in the same manner as preregistration process. It shall enable students to replace any course in the DUGC/DPGC approved registration by “approved” courses in the pre-registration list that he/she didn’t add to his/her registration form while submitting the same for DUGC/DPGC approval.
64.
It shall enable students to add “Audit” courses, which are over and above the maximum limit of credit registration as defined in the pre-registration process. It shall constraint student to provide choice of grading the audit courses as letter grade i.e. A to F or S/X grade. Such courses shall appear in the extra course list and not accounted for SPI/CPI calculation.
65.
It shall enable students to apply for dropping courses through the workflow and Page 61 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
instructors to approve / reject the request. 66.
It shall have same rules as defined for minimum and maximum credit registration in pre-registration process, hence for a student to add a new course; he/she may have to drop a course first if he/she has reached the maximum credit registration limit.
67.
Over-load and under-load conditions and functionalities shall remain the same as in pre-registration process.
68.
Once the students finalize their course after adding and/or dropping, it shall enable them to submit their forms to DPGC/DUGC in the same manner as defined in pre-registration process.
69.
It shall have same functionalities as of pre-registration process with same privileges for students, instructors, HOD, DUGC/DPGC except that add/drop shall have no phases and students shall be able to apply for dropping courses online.
70.
It shall auto-replace/modify/update details in all templates and lists including the graduating course template as mentioned in the pre-registration process with any changes made during add/drop process.
71.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on semester, department, roll number and course id etc.
72.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.4 APST Module This module shall serve the purpose of managing the process warning, academic probation and subsequent termination of the student on academic grounds. 73.
It shall enable DOAA office to set business rules for categorizing students for warning, academic probation and termination. Usually, warning, academic probation and termination is a sequential phenomenon but not necessarily, always.
74.
It shall enable DOAA office to run the APEC script based on set business rules on the specified date. These rules shall be broadly based on credits earned by the student.
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75.
It shall communicate with grade module and finalized registered course list of the student to retrieve details and identify student.
76.
It shall only take into account those semesters in which student is “registered” for calculation purposes.
77.
It shall auto-update student status as “Warning”, “AP”, as applicable. Decision on termination is taken by the senate and status shall be updated manually by DOAA office.
78.
It shall enable DOAA office to manually update student status, if required.
79.
It shall compare the list of students falling under Warning, AP and Termination in current and previous semester to identify students who have either cleared Warning, AP in current semester or re-appeared in the Warning, AP list or degraded further from Warning to AP or AP to Termination or Warning to Termination.
80.
It shall enable DOAA office to generate APEC report with both pre-defined and configurable tables, as illustrated under reporting module in common modules.
81.
It shall create academic summary (in the specified format) of the students who fall under the criteria of termination.
82.
It shall push student’s status in the pre-registration process to enable system to set maximum and minimum credit registration and eligibility for pre-registration process.
83.
It shall push details in the grade module and auto-update details in all templates and lists including the graduating course template as mentioned in the preregistration process.
84.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on semester, department, roll number and course id etc.
85.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.5 Appeal against Termination Module This module shall serve the purpose of managing the student’s appeal against termination on academic grounds. Page 63 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
86.
It shall enable students to fill an online appeal form through their user interface.
87.
It shall retrieve details from student database to auto-fill designated fields.
88.
It shall communicate with the APST module to retrieve AP and Termination details.
89.
It shall generate unique reference number on successful submission of the appeal request.
90.
It shall enable online approval of appeal request through the workflow though the request shall flow to all approvers in parallel mode and every one of them shall have the right to vote for or against the appeal request.
91.
It shall aggregate all votes at the DOAA office level and prepare a summary (in the defined format) which shall be pushed to SPGC/SUGC through the workflow.
92.
It shall enable DOAA office to update the final decision of senate against the appeal request and enable student to view same in his/her user interface.
93.
It shall push details in the grade module and auto-update details in all templates and lists including the graduating course template as mentioned in the preregistration process.
94.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on appeal request reference number, semester, department, roll number and course id etc.
95.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.6 Learning Management Module This module shall serve the purpose of managing curriculum, training materials, and evaluation tools. 96.
It shall enable instructors to maintain course curriculum and share same with students.
97.
It shall enable blended learning options to instructors and students including: 1. E-learning
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2. Classroom Learning 3. Virtual Learning 98.
E-Learning: It shall enable instructor to: 1. Organize and schedule online quizzes 2. Track performance of participants 3. Upload lectures and study material 4. Create online content for the subjects using animations and visual aids.
99.
Classroom Training Management: It shall enable instructor to: 1. Plan and schedule sessions 2. Nominate workflow for students and tutors 3. Create wait-list options for students opting for sessions 4. Upload and download session schedules to calendars.
100.
Virtual Classroom Management: It shall enable instructor to: 1. Create and schedule any number of virtual meetings 2. Pull reports on participants’ details 3. Invite participants to register for such sessions 4. Chat with participants either in private or broadcast 5. Share whiteboard 6. Connect to already available sharing platforms like Webex, GoToMeeting, etc.
101.
Knowledge Collaboration: It shall enable users to: Blend with communication modules 1. Interact on global discussion boards 2. Create forum for a particular subject or sub-forums on various topics in that subject. 3.
‘Ask an Expert’ feature Page 65 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
102.
Customizable Interface: It shall enable users to: 1. Customize their learning dashboards 2. Blend with communication modules 3. Interact on global discussion boards 4. Create forum for a particular subject or sub-forums on various topics in that subject. 5. ‘Ask an Expert’ feature
103.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on semester, department, roll number and course id etc.
104.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.7 Counseling Management This module shall support centralized online counseling along with Live Counseling Display. Live display shall include details of seat vacancies that are updated on real-time basis based on the seats that get filled during counseling. Scrolling shall be enabled on screens so that it is continuous display of available seats. This module shall also support merit list generation, SMS and e-mail communication of call letters to applicants, seat allotment. S.NO.
Feature Details
1
Provision for conducting centralized admission process & common counseling.
2
Support for online counseling management with option for the students/applicants to register, apply for various courses & preferences and submit registration fees online.
3.
Support for multiple rounds of online counseling based on the acceptance of the offer by the candidates; the withdrawal count and seat upgrade requests by candidates.
4
Option of creating a custom Rank Logic to formulate & generate a merit list /rank list based on parameters like entrance exam marks ,past academic records etc.
5
Admission counseling display board with real-time seat allocation trends and Page 66 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
vacancy details available for large pool of audiences of Applicants & parents waiting for their turn , as well as for the admission team & management of the institution 6
SMS and e-mail communication capability to connect to students.
7
Interaction & Session Log Module:This module shall serve the purpose of tracking student’s interactions with counseling service. Students can approach counseling service through various modes like email, web registration, walk-in, telephone, recommended by another student or faculty or member of the institute, proactive interaction by counseling service, etc. • For modes like web registration and recommendation by another member, it shall enable student/recommender to log-in that request through an online form. Anonymity, if desired shall be available for recommender. • For other modes, it shall enable counseling office to create an interaction id at every source and channel of contact with the student. • It shall enable user to capture student details, source & channel through which a request has arrived. • It shall reflect the interaction id in user interface of Head – counseling service and enable him/her to assign the interaction id to a counselor. • It shall enable counselor to view interactions assigned to him/her only. • It shall communicate with Head Academics / Student affairs database to retrieve specified information about the student. • It shall link interaction ids with roll number of the student and aggregate all interactions of student, for head – counseling service to view. • It shall allow counselor to schedule sessions for interaction ids assigned to him/her. • It shall generate unique session id for each interaction id. One interaction id may have multiple session ids as well. • It shall enable counselor to update case notes of the intervention sessions & upload documents which may include audio files, scanned images, etc. • It shall enable head – counseling service to view session information of each Page 67 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
counselor • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on interaction id, session id, roll number, student name, counselor name, etc.
19.3.1.8 Academic mentoring process This module shall serve the purpose of managing Academic Mentoring Program run by counseling service. Under this program, counseling service assign mentors to help student who are academically weak. S.NO.
Feature Details
1.
It shall enable user to upload list of such students from various sources viz. AP List, Warning List, Grade scores of “E” and ”F”, nominations by faculty members, etc.
2.
It shall enable user to maintain database of such students in every semester of academic year.
3.
It shall enable user to manually add students, apart from abovementioned sources as well.
4.
It shall enable user to maintain a database of mentor, who shall guide such students.
5.
It shall enable user to assign one or multiple mentors to such students. A mentor may have multiple students under him/her, as well.
6.
It shall have a forum for mentors to interact with their mentees either on one-onone level or in public space. One-on-one interactions shall be restricted to mentor and mentee whereas interactions on public space shall be visible to all.
7.
Access to this forum shall be given only to students enrolled in academic mentoring program, assigned mentors and head – counseling service.
8.
This forum shall enable student and mentors to interact via text, audio-video graphics and live sessions.
9.
At the end of semester, it shall disable rights of mentors and students to access the forum, till a new list is updated by the user.
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10.
It shall enable user to carry-forward students from previous list, if the student is not appearing in the new list but wishes to join the program.
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on roll number, student name, mentor name, semester, etc.
12.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.9 Admission Process The admission module shall manage key admission activities such as processing of applicants through various admission stages including registration and admission fees payments, processing of various admission process steps along with verification of student details after admission, generation and printing of admission letters and generation of student identity cards. S.NO.
Feature Details
1.
Configuring Admission Quotas: Ability to define sanctioned intake per admission quota for a course per academic year and admit students accordingly.
2.
Ability to configure enquiry cycle to connect applicants with the admissions office throughout the admission process i.e. from submission to selection.
3.
Ability to configure the Admission Procedure / process as per institute's requirement.
4.
Automated generation and dispatch of multiple letters to the applicants depending on the stage in admission process. Ex: Provisional Admission Letter, Final Admission Letter etc.
5.
Provision to collect admission fees, prospectus charges, back dated fees collection for applicants and students.
6.
Provision to configure and set up Payment details and fees receipts as per organization requirements.
7.
Provision to Configure & dynamically generate roll number / registration number / provisional roll number details for the selected Students. Flexibility to create customized Login ID creation for Student and Parents.
8.
Provision to configure &Generate the ID cards related to Student Profile, Hostel & Page 69 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Transport Allocation services as per the institute's design template 9.
Real Time Analytics for Admissions Team & Management: Admission Dashboards, Analytical Charts for daily admission trend, admission step wise status reports, Summary analysis as of date etc.
10.
Provision for generating Fee receipts instantly for the students after any collection, Also supported by Bulk receipt & duplicate Fees receipts generation.
11.
Provision for configuration of separation process and categorize them accordingly like suspension, withdrawal, course completion with standard workflows with letter generation and notification.
12.
Grant scholarship or fee waiver in applicable cases during Admission process.
13.
Ability to configure notifications (SMS/Email) for different Admission events.
14.
Pull and process application as per rank of the applicants or as per the merit list generated of the shortlisted applicants.
15.
Option to verify all admission actions via proper audit log and workflow history which is maintained for every applicant throughout the life cycle.
16.
Allocation of additional services to students during admission process such as Hostel services, Transport services
17.
Provision to capture additional information (not present in application form) of the applicants during different stages of Admission process.
18.
Provision to correct & sync data automatically in the application form based on actual validation & scrutiny of the same during the admission process.
19.
Option to sync applicants data and store them as student personal information after final admission thereby saving lots of time in maintain student information records.
20.
Provision to collect fees for applicants in advance and adjust in accordingly with actual fee structure/fee plan defined for the student as per his course and category.
21.
Provision of having a customized student separation workflow with an option to identify and show fees dues, library dues and other services dues because of inter module integration framework.
22.
Provision for managing refunds for the students who are withdrawing from the Page 70 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
course. 23.
Provision for performing "Bulk Actions" like Bulk Application Processing and Rejection.
24.
Provision for adjusting fees of students in a dynamic manner during batch/course change.
25.
Restricting admission of a student based on certain parameters like fee not submitted or any field of the application form in a dynamic manner.
26.
Ability to view analysis of pending dues and the number of times the student has been separated in the past.
27.
Ability to automatically disable Student and parent login id on separation by defining the schedule.
19.3.1.10 Academics Management A) Student Data Management: The student management module shall help the institutions to maintain the student records of all the students admitted and make these details available to students, parents and other stakeholders. It shall have a provision to keep a record of the basic, academic and personal details of the students, their 360 degree view of academic performance and all institute interactions, ability to upload student academic and extracurricular documents. S.NO.
Feature Details
1.
Provision to define Academic Calendar with Events, Holidays and Vacations.
2.
This module shall serve the purpose of managing academic registration at the beginning of new semester. Academic registration is a time-bound process hence it shall enable Head Academic office to define start date and end date of the process.
3.
At the start date of the process, it shall automatically update status of all preregistered students as “Registered” except: students, who have failed in courses of the previous semester, students, whose branch change requests have been granted, students, who have appeared in Academic Probation(AP) list, students, who have appeared in the Terminated list, Students, who are manually marked for non-registration by Head Academics office. Page 71 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
4.
It shall highlight those courses in the pre-registration form of such students in which either he/she has failed or whose prerequisite (that he/she was enrolled in last semester) he/she has not been able to clear.
5.
At the start date of the process, it shall automatically allow following students to apply for registration: who have not done pre-registration but now allowed by Head Academics office, who have been reinstated after termination, who have failed in courses of the previous semester, whose branch change requests have been granted, who have appeared in Academic Probation (AP) list, who have returned from semester drop, who have returned from student exchange program, who have returned from leave It shall enable students to apply for courses in the similar manner as preregistration module with the exception that these requests shall neither flow to instructors nor to DUGC/DPGC.
6.
7.
It shall generate the registration form of such students in the specified format and allow them to save and print the same. Within the form, it shall differentiate between courses as:
8.
Courses which were earlier approved during pre-registration Courses which are newly applied and manually signed/approved by instructors It shall enable Head Academic office to validate this physical form with online request form of the student and make changes, if required.
9.
It shall auto-update status of students whose forms are validated by Head Academic office as “Registered”.
10.
It shall auto-replace/modify/update details in the graduating course template as mentioned in the pre-registration process with any changes made during academic registration process.
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on semester, department, roll number and course id etc.
12.
It shall trigger intimations in form of email and/or sms as applicable in the process.
13.
Provision to configure curriculum Subjects, subject type, subject group Page 72 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
combination per academic session/semester for a course. 14.
Provision to define Syllabus of subjects with user level definition of Table of contents in terms of Unit, Sub-Units, Chapters, Topics
15.
Ability to define Upload-able Content, quiz, assignment for a Subject
16.
Provision to Upload & map Assignment, Quiz, Content with respect to a timetable period as well after creation of timetable.
17.
Provision to define credit points of subjects for every course & academic session as per the curriculum.
19.3.1.11 Scholarship Module This module shall serve the purpose of managing scholarships. S.NO.
Feature Details
1.
It shall enable students to apply online for scholarships through their user interfaces.
2.
It shall enable students to apply for multiple scholarships.
3.
It shall enable authorities to define eligibility criteria for each kind of scholarship.
4.
It shall prompt eligibility criteria to the student while applying for the scholarship but do not prevent him/her from applying.
5.
It shall generate a unique reference number on successful submission of the request.
6.
It shall generate eligibility report against all those who have failed either one or multiple eligibility criteria.
7.
It shall communicate with Head Academics module to auto-fill designated fields in the form.
8.
It shall enable user to filter applications basis the eligibility report and sort to extract report of student applications for reviewing.
9.
It shall enable user to update the status of the student application, once it is approved reflect same in student’s user interface.
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10.
It shall perform mathematical functions like average, standard deviation, variance, median for GPA/CGPA of students.
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on roll number, scholarship type, scholarship name, year, semester etc.
19.3.1.12 Student Timetable and Attendance Management This module shall help in creating and managing timetables, marking student attendance. It should have provision for daily and weekly view of timetable, automatic generation of timetable based on rules, support for student selected time table. Self service capabilities provision for students to see the timetable, attendance. Biometric integration to capture student attendance is also required. S.NO. 1.
Feature Details Program Course Template: It shall enable Head Academics office to create department wise program course templates for structuring courses in each semester for every program into core courses, department compulsory courses, department electives, open electives, PG courses and/or any other courses offered.
2.
It shall retrieve Lecture-Tutorial-Practical attributes of the courses from the approved course module.
3.
It shall calculate number of credits for every semester and overall program.
4.
It shall enable Head Academics office to define minimum and maximum number of credits required for graduation in the program overall and within categories of courses.
5.
It shall communicate with core course and department timetable modules to reflect which courses shall be offered in which semesters.
6.
It shall reflect the program course template in the HOD/ Various Academic Committee/Faculty Member/Student’s user interface.
7.
Slot Master: It shall enable Head Academics office to create slots in various categories viz. Slot 1, Slot 2, Slot 3 for core courses, OE slots for open electives, DE slots department electives, PG slots for PG courses etc. Page 74 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
8.
Ability to generate time-table template for a week structure at a Batch and Academic Session level.
9.
It shall enable Head Academics office to assign days along with time intervals for each slot e.g. Slot 1 = MWF 9:00 – 10:15 AM
10.
It shall push these slots in the core course and department timetable.
11.
It shall allow only Head Academics office to edit these slots, if required.
12.
Core Course Timetable: Ability to enable Head Academic office to prepare timetable in combinations of even and odd semesters for each program in every department. Ability to retrieve course ids from the approved course module.
13.
It shall retrieve slots from the slot master. It shall enable Head Academic office to assign core courses as per slots for Lecture-Tutorial-Practical attributes. It shall enable Head Academic office to mark slots for department courses in the timetable.
Allotment of students in these sections shall be done by Head Academic office after completion of registration process i.e. when exact numbers of students are known. This module shall enable Head Academic office to either auto-allocate students in these sections based on user defined algorithm or manually assign or re-assign students in these sections. 14.
It shall enable Head Academic office to generate exam schedule on the basis of the approved timetable.
15.
It shall push the approved timetable along with exam schedule on the user interfaces of faculty members and the students.
16.
It shall push the approved timetable in the facilities booking module for assigning lecture halls.
17.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on semester, department and course id etc.
18.
It shall trigger intimations in form of email and/or sms as applicable in the process. Page 75 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19.
Department Timetable Module This module shall serve the purpose of managing department timetable for the semester, once core course timetable is fixed by Head Academic office.
20.
It shall assign a unique reference number to the department timetable for the semester.
21.
It shall float the timetable to faculty members/HOD/stream wise convener for filling up the courses and slots.
22.
It shall retrieve course ids of the department from the approved course module and enable faculty members/HOD/stream wise convener of the department to select courses, individually for the semester in different categories i.e. UG Department Elective, UG Open Elective, UG Minors and PG Courses.
23.
It shall retrieve predefined OE, DE and PG slots from the slot master and enable faculty members/HOD/stream wise convener to select these predefined slots for the chosen course.
24.
It shall retrieve Lecture-Tutorial-Practical attributes of the course from the approved course module to facilitate faculty members in choosing appropriate slots.
25.
It shall enable faculty members/HOD/stream wise convener to choose slots separately for Lecture and Tutorial. It shall enable faculty members/HOD/stream wise convener to view last timetable for reference purpose.
26.
It shall enable faculty members/HOD/stream wise convener to manually input time-slots for laboratories (for practical classes) in consultation with timetable in-charge of the department.
27.
It shall not allow faculty members/HOD/stream wise convener to add any slots other than pre-defined OE, DE and PG slots against the courses except for seminar, project courses and laboratories
28.
It shall enable faculty members/HOD/stream wise convener to give remarks for modifying the pre-defined slots against the courses, they have chosen. Such remark shall be visible to entire approval hierarchy of the department and pushed to Head Academics office, after the department timetable is approved.
29.
It shall enable faculty members/HOD/stream wise convener to provide tentative course strength for their courses.
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30.
It shall aggregate inputs of faculty members/HOD/stream wise convener in the department and reflect the aggregated department timetable to the department timetable committee.
31.
It shall reflect the approved department timetable to Head Academic module and enable Head Academics office to make changes in it, if feasible.
32.
It shall not allow department to make any changes in the timetable, once it is approved by the department approval hierarchy and pushed to Head Academic module.
33.
It shall push approved department timetables in the pre-registration module for student to choose courses by avoiding clashes.
34.
It shall enable Head Academic office to add new courses, which department may want to offer even during pre-registration period and reflect the same instantly in pre-registration module.
35.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on timetable reference number, course type etc.
36.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.13 Student/Staff/Faculty Leave Management: This module shall serve the purpose for applying, approving and tracking all categories of leaves as applicable for members of the institute including students, staff and faculty members through their user interfaces and workflow, view the approval status and leave history through Self Service. The leave workflow shall be configurable based on institute needs. Facility where the approver can approve or reject the request is also needed. While applying for leave, the student shall be able to view the sessions that he/she will be missing, on the academic timetable. S.NO.
Feature Details
1.
It shall enable entire approval process through the workflow.
2.
It shall have in-built business rules to check the eligibility conditions for the applied category of leave and display the appropriate message to the requester, if he/she is not eligible for the category of leave selected by him/her.
3.
It shall auto-adjust leave balance after approval and show leave balance and Page 77 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
history for all categories of leave availed with dates. 4.
It shall not allow requester to submit back-dated leave application for more than three counts in the year except for Medical / Commuted Leaves. For students, back-dated leaves shall not be allowed at all.
5.
Ability to apply for leave under various categories and checking the balance leave.
6.
Ability to view the status of leave i.e. approved or rejected.
7.
In case of rejection It should enable to approach the higher authority for approval.
8.
Ability to cancel the sanctioned leave after approval and crediting back the leaves.
9.
Accumulation and encashment of Earned leave ability should be existing as per the rules for staff.
10.
Ability for special sanction of enhanced sick leave under emergency cases of sickness approval should be enabled.
7.
It shall not allow requester to submit back-dated leave application for more than three counts in the year except for Medical / Commuted Leaves. For students, back-dated leaves shall not be allowed at all.
8.
It shall enable requester to extend a particular category of leave, show reference to original leave reference number in this extension request and link both the records. Extension may or may not be allowed for all categories of leaves for all members of the institute.
9.
It shall auto-credit the new leaves for each category in the New Year, as per business rules, at a defined date.
10.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.1.3.14 Student Discipline Management: This module shall support for efficient management of the Discipline related incidents. Support needed for applying disciplinary action, applying fine, restricting access to Library and/or Hostel, generation of Warning/Action letter.
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S.NO.
Feature Details
1.
Provision to configure disciplinary rules in this module as per approval of disciplinary committee and ability to modify them.
2.
Ability to award Punishment to student. Student and parents are informed by SMS and on the portal of student.
3.
Ability to view complete history of punishment/ Warning awarded with from date to date debarring student to attend classes etc.
4.
Ability to reduce punishment by higher authority in case the student shows improvement in behavior.
19.3.1.15 Student Feedback Management: This module shall provide a configurable capability to custom create student feedback templates. It shall help in configuring and capturing responses of students, faculty, employees and other stakeholders of the Institutes. It should have support for analyzing feedback responses. S.NO.
Feature Details
1.
Ability to enable for student to give online feedback to department head regarding faculty teaching, and if any difficulties are faced in terms of pace of various courses. This information can also be viewed by the administrative stake holders, Director, Registrar on the desired action taken.
2.
Ability to enable students to inform the warden/assistant warden regarding food quality, cleanliness of washrooms, dispensary/medicines requirement or special persons required to help physically handicapped students. This information can also be viewed by the administrative stake holders, Director, Registrar on the desired action taken.
19.3.1.16 File Tracking/Letter Management (Dak Dispatch System): This module shall help in designing any letter formats needed in the life cycle of a student. eg student letters, administrative letters, ID cards, certificates and many more, as required by the institute. There should be provision for students to apply for a letter and admin to approve or reject. This module shall track the dispatch or receipt of documents within and outside the institute i.e. internal or external dak. Page 79 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
S.NO.
Feature Details
1.
It shall enable departments/users to receive the dak and generate a unique tracking number for the same.
2.
It shall enable departments/users to link the dak with its online request via biometric/barcode/RFID features enabled tracking, wherever applicable e.g. if a faculty member submits an online LTC request and deposits the physical bill along with the print out of online request, then it shall enable department/users to link the dak with that reference number and reflect the receipt and current location of the dak in the user interface of the requester.
3.
Ability to generate the unique tracking number only at the origin department/user and propagate the same to another user/department, to whom the dak has been assigned or re-assigned i.e. a dak, shall be traced by the same number in all departments/users.
4.
Ability to enable department/user to assign or re-assign the dak to users within the department as well.
5.
It shall enable department/user to mark dak received for follow-up with the assignee. If the dak is just for information, it shall enable department to mark the status as “FYI”.
6.
It shall enable department/user to bifurcate dak based on its origin as “Internal” or “External” at the origin department/user and not allow subsequent assignees to change the same.
7.
It shall enable department/user to enter remarks at each stage of assignment or re-assignment and allow all previous and subsequent assignees to view the remarks trail.
8.
It shall enable department/user to update dispatch details of the dak sent outside the institute with fields such as dispatch mode, AWBs, dispatch dates and fare etc. along with returned receipts, if any.
9.
It shall enable department/user to upload scanned images of documents dispatched and receipts with the dispatch entry.
10.
Along with other reports as defined by user, it shall generate a dispatch report for all dispatches and allow department/user to print the same.
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on Page 80 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
tracking number, department, date of dispatch etc. 12.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.17 Student Self Service (Interface) Portal: This module shall provide a configurable capability to provide all the relevant student information in one place. Student shall be able to view information and also place a request like request for duplicate ID card. S.NO.
Feature Details
1.
Every student shall have his/her own secured interface protected by a user id and password to log-in and access information.
2.
Various request forms related to student’s life cycle in the institute shall be embedded in his/her interface.
3.
Designated fields in these forms shall be auto-filled by existing databases linked to his/her roll number or any other unique identifier.
4.
This interface shall queue tasks to be completed by the student as a result or outcome of another task or request completed or initiated in any other process by him/her or any other individual e.g. task of subject registration to be done by the student. This task queue shall also include those tasks, which require his/her approval as per the approval hierarchy in a given process.
5.
This interface may be divided into sections, which can be accessible over internet and intranet networks on desktop or mobile or hand-held devices.
6.
This interface shall create a central ledger to track all financial transactions related to the student, which are pushed from multiple processes executed in departments of the institute including but not limited to fee, dues, scholarship, honorarium, fellowship, monetary awards and rewards, medical reimbursements, travel advances and grants, research grants, thesis grant, department grants etc.
7.
Information available in his/her interface shall include but not be limited to the following: 1. Personal Information 2. Family Information
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3. Academic Information 4. Student Activities (Gymkhana) Information 5. Student Placement Information 6. Student Counseling Information 7. Scholarship Information 8. Fellowship Information 9. Honorarium Information 10. Fee and Dues Information 11. Health Center Information 12. Leave Information 13. Student Survey Information 14. Attendance Information 15. Office Order Information 16. Prizes and Medals Information 17. Counseling and Placement Information 18. Status of initiated requests 19. Any other related information
19.3.1.18 Faculty Member (Interface) Portal S.NO.
Feature Details
1.
Every faculty member shall have his/her own secured interface protected by a user id and password to log-in and access information.
2.
Various request forms related to faculty member’s service in the institute shall be embedded in his/her interface.
3.
Designated fields in these forms shall be auto-filled by existing databases linked to his/her unique identifier. Page 82 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
4.
This interface shall queue tasks to be completed by the faculty member as a result or outcome of another task or request completed or initiated in any other process by him/her or any other individual e.g. task of filling the assessment sheet. This task queue shall also include tasks, which require his/her approval as per the approval hierarchy in a given process.
5.
This interface may be divided into sections, which can be accessible over internet and intranet networks on desktop or mobile or hand-held devices.
6.
This interface shall create a central ledger to track all financial transactions related to the faculty member, which are pushed from multiple processes executed in departments of the institute including but not limited to payroll, honorarium, monetary awards and rewards, medical reimbursements, travel advances and grants, research grants, department grants, CPDA, LTC, Pensionary Contribution during FST & Deputation, leave encashment, pension entitlements and monthly pension, research project grants (DORC Projects), advances (loans) etc.
7.
Information available in his/her interface shall include but not be limited to the following: 1. Personal Information 2. Family Information 3. Recruitment and Establishment Information 4. Institute Housing Information 5. Service Book Information 6. Honorarium Information 7. Pay-grade and Payroll Information 8. Income Tax Liability and Deduction Information 9. Chair & Research Fellowship Information 10. Positions Held and Committee Membership Information 11. Internally or Externally Sponsored Project Information 12. Health Center Information 13. Leave/CPDA Information
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14. Institute Advances (Loans) Information 15. Service Assessment Information 16. Academic Calendar / Classroom Information 17. Attendance Information 18. Office Order Information 19. Prizes, Awards and Medals Information 20. Paper, Books and Conferences Information 21. Outstanding Advance Settlement Information 22. Reimbursement Details 23. Status of initiated requests 24. Any other related information
19.3.1.19 Staff Member S.NO.
Feature Details
1.
Every staff member shall have his/her own secured interface protected by a user id and password to log-in and access information.
2.
Various request forms related to staff member’s service in the institute shall be embedded in his/her interface.
3.
Designated fields in these forms shall be auto-filled by existing databases linked to his/her unique identifier.
4.
This interface shall queue tasks to be completed by the staff member as a result or outcome of another task or request completed or initiated in any other process by him/her or any other individual e.g. task of filling the assessment sheet. This task queue shall also include tasks, which require his/her approval as per the approval hierarchy in a given process.
5.
This interface may be divided into sections, which are accessible over internet and intranet networks on desktop or mobile or hand-held devices.
6.
This interface shall create a central ledger to track all financial transactions related to the staff member pushed from multiple departments in the institute including Page 84 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
but not limited to payroll, honorarium, monetary awards and rewards, medical reimbursements, travel advances and grants, department grants, CPDA, LTC, leave encashment, pension entitlements and monthly pension, Admin advances (loans) etc. 7.
Information available in his/her interface shall include but not be limited to the following: 1. Personal Information 2. Family Information 3. Recruitment and Establishment Information 4. Institute Housing Information 5. Admin Advances (Loans) Information 6. Service Book Information 7. Honorarium Information 8. Pay-grade and Payroll Information 9. Income Tax Liability and Deduction Information 10. Health Center Information 11. Leave Information 12. Service Assessment Information 13. Attendance Information 14. Office Order Information 15. Prizes, Awards and Medals Information 16. Outstanding Advance Settlement Information 17. Reimbursement Details 18. Internally or Externally Sponsored Project Information 19. Paper, Books and Conferences Information 20. Status of initiated requests
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21. Any other related information
19.3.1.20 Administrative Users: Administrative users are internal users of the institute who hold administrative positions for managing various departments. These may include, but not be limited to, Director, Heads and Registrars. Apart from the information required in their personal capacity as faculty member or staff, such users shall be given information required to manage their departments. This set of information is dynamic and may vary from administrator to administrator and department to department. 1.
Ability to enable such users to view may include attendance record of the departments, over-view of roles assigned to department manpower, status of critical processes, pending tasks at each level in the department, etc.
2.
These users may require access to special information, based on their role in the department and institute e.g. Head of Student, Faculty Affairs may require access to admission database for analyzing information of student mix so that room allocation logic may be set on best-fit-diversity mix.
3.
Such users shall access this administrative information from user-ids provided to them in individual capacity but in a different tab, which can be plugged in & out whenever required.
19.3.1.21 Workflow & Tasks This module shall play a pivotal role in realizing the vision of paperless office. Users shall be given an option to fill an online form through their interfaces. Though the vision is to enable paperless office, an option shall be provided to users to print from the modules, whenever required. However, admin shall have an option to disable the print functionality at every step to facilitate behavioral change management whenever deemed fit. S.NO.
Feature Details
1.
These forms shall have option to upload documents / images and generate a reference number for the request, with which its status shall be tracked.
2.
Uploaded documents / images shall be stored in a directory identified by the reference number for the request and remain available for search / view / download / print.
3.
In case, the user is not able to fill the form online then operating desks within the department shall have the option to input details by themselves in the form and Page 86 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
push it through the designated workflow. 4.
These forms shall flow online within the approval hierarchy of the given process, in form of tasks.
5.
Tasks shall be assigned by the module to the next authority as per the approval hierarchy.
6.
Tasks shall be categorized in to process specific groups, priority and aligned as per task status i.e. Pending / On-Hold / Rejected / Executed or Accepted.
7.
It shall enable the process executing department to define levels up to which the user can withdraw his/her request.
8.
These tasks shall be linked to the operating modules used by the user and communicate to update the status of the task.
9.
Complete tasks shall remain available in the user interface for record purposes
10.
It shall enable users to assign or re-assign their respective tasks to other users or deputies, in any event deemed fit.
11.
It shall enable users to give remarks over the tasks assigned to them.
12.
It shall also enable users to appoint “acting authority” in their leave of absence. This appointment shall be available on all or selective powers or processes or approval hierarchies, in which the user is a member.
13.
It shall enable user to appoint multiple “acting authorities” for one or multiple powers or processes or approval hierarchies.
14.
“Acting authority” appointments shall be done in two modes viz. (i)
Time bound wherein the appointment is revoked by the system at the end of the duration in order to return to normalized workflow hierarchy.
(ii)
Indefinite assignment wherein the appointment is revoked manually by the user.
15.
Once the request is approved online, it shall capture digital signatures of all approvers on the form and store a copy of the form for record purposes. It shall enable user to download and print the form with digital signatures, if required.
16.
The initiator of the request and others shall be able to view the status of the request in the workflow along with remarks entered by various approval Page 87 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
hierarchies, which may or may not require him/her to act. 17.
Almost every process shall be using this workflow within their respective approval hierarchies; hence it is necessary that the platform used to build this workflow shall allow seamless and easy modification options in approval hierarchies.
18.
Users shall have access to workflow on hand-held devices for executing tasks onthe-go.
19.3.1.22 Exam and Grading Management The Examination and Grading module shall have provision to plan, administer, evaluate and generate the results of students. It shall have support for various types of grading methods. It should be possible to manage entire examination cycle from exam roll number/enrollment number generation, registration and enrollment, till mark sheet /reports card generation. There shall be provision to • Define Exams and Configure Exam Pattern: Based on institute’s specific needs, the exam structure should be completely configurable, in a hierarchical manner. • Configure various exam related rules: Different rules regarding processing and adjustment of marks like rules for Grace Marks, Normalization, Eligibility, and Absence. • Define Grade and Configure Grading Scheme: Shall support quantitative and qualitative grading schemes • Copy Coding: Support for copy coding of answer sheets • Exam Enrolment: Provision for students to register for an exam • Faculty Authorization for Marks Capturing: Support to ensure only authorized faculty can capture the marks • Student Score/Grade capturing: Capturing the score for batches, session wise and class wise. Support for bulk upload is needed. Provision needed to edit the captured score. • Processing Scores: Support to process the captured marks to arrive at the grade based on the grading scheme. • Customizable Report Card: Ability to create a custom report card • Managing Student Promotion: Provision to promote or demote a student. Backlog creation to be supported in case a student fails to get the minimum grade. Page 88 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
• Publishing results: Declare results based on score. Students shall be able to see the score in their self service module. S.NO.
Feature Details Exam Scheduling Module: This module shall serve the purpose of scheduling examination for students. It shall be integrated with core course and department timetable modules.
1.
It shall retrieve courses for each program under each department from the timetable modules and enable Head Academic office to set the exam timetable schedule of the students.
2.
It shall enable Head Academic office to choose number of days and dates for scheduling exams.
3.
It shall enable Head Academic office to choose slots for scheduling exams on the pre-defined dates.
4.
Exam scheduling shall happen with respect to slots defined by Head Academic office during timetable preparation and also checked once again after academic registration for changes, if any.
5.
It shall show exam clashes of students while scheduling exams.
6.
It shall show consecutive exam schedules of students.
7.
It shall show more than 2 exams in a day schedules of students.
8.
It shall provide Head Academic office an interface where they can select, subjects to slots during and across days. While executing this process, it shall highlights exam slots facing problems of clashes, consecutive exams or more than 2 exams in a day or any other parameter set by Head Academic office.
9.
To facilitate above, it shall enable Head Academic to set filters, rules and parameters for checking exam schedule for various issues.
10.
It shall enable Head Academic office to generate and print exam schedules of each department/program separately. Also reflect same in user interfaces of student, instructor, HOD, DPGC/DUGC, etc.
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on semester, department, roll number and course id etc. Page 89 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
12.
It shall trigger intimations in form of email and/or sms as applicable in the process. Grade Module: This module shall serve the purpose of managing grades of the students.
13.
Only faculty members will have access to this. It shall retrieve the list of approved courses offered in the semester from the core-course and department course timetable, for the faculty member in his/her user interface.
14.
It shall enable faculty members to create an evaluation program for specified the course i.e. create number of quizzes, number of tests, number of exams, number of practical, number of tutorials, number of lectures, attendance, etc. and assign weight-age to each of the parameters in the final grade calculation.
15.
It shall enable faculty members to edit this evaluation program at any point in time, if required.
16.
It shall enable faculty members to assign initiation and submission deadlines to various parameters in the evaluation program and notify students enrolled in the course. It shall communicate with the finalized registration form to retrieve list of students registered in the specified course.
17.
It shall enable faculty members to update evaluation of the parameters set for course evaluation in either grade or marks or % format.
18.
It shall enable faculty to define the formula for grade calculation and calculate the grade of the student by itself.
19.
It shall enable faculty member to import and export excel files for updating of marks/grades/% in the parameters sets for course evaluation.
20.
It shall enable faculty members to track the student performance via visually aided analytics (bar charts, pie charts etc.) in the parameters set for course evaluation and share the same with the student in their user interfaces.
21.
It shall enable faculty members to freeze the grades, when finalized. Post finalization, it shall push details to Head Academic office and not allow faculty members to make any modifications. For project courses/seminars and thesis courses, DUGC/DPGC shall also have rights to update and freeze grades.
22.
It shall not allow faculty members to freeze the grades unless grades have been awarded to all students.
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23.
It shall enable faculty members to keep “I” – Incomplete grade at the time of freezing grades.
24.
It shall enable Head Academic office to generate reminders to faculty members who have given “I” grade to their students and reflect list of such students in the user interface of faculty members to update.
25.
It shall enable Head Academics office to auto-convert all “I” grades to “F” grades on a specified date.
26.
It shall enable Head Academics office to tag exceptions to aforementioned auto-conversion of “I” grades. This exception tagging shall not be allowed for thesis courses.
27.
It shall enable Head Academics office to release finalized grades of the student to different stakeholders in partial or full either through emails or reflecting grades on user interfaces of students/faculty members/DUGC/DPGC/HOD/ counseling service etc.
28.
It shall enable grade submission in encrypted and secured way.
29.
It shall maintain audit trail for changes in grades at any point in time with old and new data and user log-in credentials.
30.
It shall facilitate GPA/ CGPA calculation based on the mathematical formulae defined by the user.
31.
It shall enable such calculations to be done for a particular student, a particular semester, a particular department, a particular batch or program or for all the students, etc.
32.
It shall enable user to roll back and re-calculate, if required. Roll back and recalculate option shall also be available in various ways, as illustrated above.
33.
It shall handle cases of back and forth migration of UG students to PG programs.
34.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on semester, department, roll number and course id etc.
35.
It shall trigger intimations in form of email and/or sms as applicable in the process.
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19.3.1.23 Graduating List and Other Reports Module This module shall serve the purpose of generating graduating list and other reports on the user interfaces of HOD, DUGC/DPGC and faculty members. It shall have all the functionalities as mentioned in the reports module under common modules. S.NO.
Feature Details
1.
It shall enable HOD and DUGC/DPGC to view various specified and dynamic reports in their user interfaces and also create various filters, parameters and rules to view data as per their need.
2.
It shall enable Head Academics office to share data fields which shall be available for HOD and DUGC/DPGC to view and generate reports.
3.
Following queries and reports be enabled: 1. How many students are registered in the department? 2. How many students are registered in the course run by faculty members of the department? 3. How many students are graduating, who is guide for which student, roll list of students? 4. How many students have not done compulsory courses? 5. How many students have course back-logs? 6. How many students have “E” and “F” grade in subjects? 7. What is the course performance summary? 8. All such queries shall have filters for academic year, department, semester, course, student roll number, faculty member name, course title, course id etc. Graduating List: 1. It shall create a list of students who are likely to graduate i.e. students who have registered for all courses as per their graduating course template till current semester and students who have earned minimum number of credits in the courses as defined in the program course template. 2. Once grades for the current semester are finalized, it shall remove those students who have secured “E” and “F” grades in the courses Page 92 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
registered in the immediate ended semester from the likely graduate list. 3. Graduating conditions for PG students shall be as per guidelines. Graduation Requirements of new PG manual.
19.3.1.24 Fees Management The Fee Management module shall cater to all types of fees to be paid by the students to the institute. This module shall be designed to be used by the student throughout their respective course of study. This module must be able to generate automatic notifications/reminders etc. and shall have provisions to automatically send them to students and parents through automated emails, automated SMSes. Also, it must be fully integrated with accounts management system of the institute. S.NO.
Feature Details
1.
It shall enable user to create fee master under defined headers for every program in each semester for all categories and batches individually for all Residents and Day Scholars/Other Scholars as per fee structure released by Student Affairs Department/ Head.
2.
Fee structure released by Student Affairs Department/ Head is a combination of various parameters attributable to institute and students. This module shall be dynamic to adjust to changes in fee structure in future, if any, for a given student or batch of students or given program.
3.
It shall generate fee for each student from the defined master for every semester at a specified date and time. This functionality shall work for all students at once and for an individual student on demand.
4.
For new students, it shall have a provision to record the advance fee paid during seat allotment or token money deposited for blocking the seat and generate remaining fee payable at the time of admission in the institute.
5.
It shall enable departments to generate dues and fine for a particular student at any given date and time and consolidate all such entries at the end of semester to reflect the aggregate payable amount. In case, the dues / fine are paid by the student before the end of semester then such entries shall not reflect in the aggregate payable amount.
6.
Shall enable aggregation of fee from the fee master and dues / fine to reflect the total amount payable by each student at the time of registration under Page 93 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
categories as prescribed in Registration Module. 7.
It shall generate Registration Register for total fee to be paid, dues and fine to be paid, advance paid, net payable amount, net amount paid and excess or shortfall student wise.
8.
It shall enable capturing of fee in different currencies.
9.
It shall enable user to record exceptions in individual student’s fee changes / roll back in special conditions / approvals. These changes shall be local in nature and not reflect in next semester’s fee structure of the student unless initiated by the user.
10.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on roll number of the student.
11.
Provision for creating Fee Exemptions(rebate/waiver ship) and Exclusions rule set up for required fee categories as per the norms of the organization
12.
Option to configure Refund rules ,Refund policy can be defined for a specific fee head /component or as a consolidated rule for a fee structure/plan.
13.
Ability to define Student Receivable Account ,create student as party and fee heads as services to raise invoice against a fee schedule for a student(In case of Accrual accounting)
14.
Provision for Normal Fee edit, Bulk Fee Edit through excel, in case of correction required in either the fee plan for the student ,Support for editing parameters of a completed Transaction in case of some wrong input /entry
15.
Provision for Adhoc Fee Generation for unscheduled fee collection, Adhoc fee schedule can be created for additional fee components during the session or for providing additional services to the students
16.
Provision for doing instant refund and scheduled refund in bulk as per the refund policies configured in the fee structure/plan for the student, Provision to generate Advice for refund transaction
17.
Provision for Reversal of transaction – in case of Cheque bounce, or any wrong entry at the time of fees collection, Auto generation of reversal voucher in case of reverse transaction
18.
Provision to define penalty configuration and collect penalty charges for cheque Page 94 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
bounces scenario 19.
Provision for Fee Schedule preview in front end and bulk in excel for all the applicable fee categories for a batch
20.
Provision to define Transport and Hostel Calendar for Fee Generation and consider the holidays to calculate the amount and due date based on the same
21.
Provision of On line payment gateway configuration so that students/parents can make the term/session fees payment using their personal self-service login, Provision to define convenience charges for payment gateway
22.
Provision for Uploading fee collection transactions in bulk (It can bus used for scheduled fee plan as well as historical payment data)
23.
Option for defining miscellaneous fee heads type ( like Amount to be refunded, Advance receipts, Liability Amount)
24.
Option for fee admin and clerk to View all the normal and miscellaneous collections and refunded transactions details, and also view the summary and detailed previous transaction history of students
25.
Option of Duplicate receipt generation(Individual and Bulk) by admin in case the original receipt is lost, option for the student to access the duplicate receipts and print the same from the self-service login
26.
Provision for Bulk Fine application and collection through excel upload
27.
Provision for Scholarship Configuration in three different ways – As fee edit, From an account, Direct payment, Option of choosing charity account /ledger from Finance module in case of Scholarship from an account.
28.
Option for applying scholarship selectively or based on some scholarship scope/criteria, scholarship scope can be defined by considering a site, Award, academic year, Program, academic batch, and parent and child capacity in the same order
29.
Provision for generating multiple fee reports. Example: Fee Due as on Date report, Fee Collection Summary as on Date, Collection Deposit Summary For Bank Report, Daily Fee Collection report, Fee Edit Log Report, Outstanding Fee Report.
30.
Provision for the fee admin to track all the fees adjustment, fund transfers and fee corrections /edit done via standard reports and audit log history report Page 95 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
31.
Ability to define Late Fee Rule based on parameters like time, amount, slab of amount, fixed fine, variable fine in terms of percentage, cumulative fine, no cumulative fine
32.
Option of considering & Integrating Holiday calendar to arrive and adjust due date and amount
33.
Provision for managing various types of fee collection transaction (Current Due , Arrears, Advance, Miscellaneous collection etc...),Further option to decide and configure the collection priority among these transactions
34.
Provision to collect Advance amount as Advance collection as a liability and use proper methods like fund transfer to adjust the transactions accordingly
35.
Ability to transfer funds between fee heads or from one fee heads to multiple fee heads for doing adjustments whenever there is a need
36.
Provision for defining Registration/Prospectus fee collection.
37.
Provision to do back dated transactions and manage the payment records parameters accordingly for such transactions
38.
A complete 360 degree drill down analytics for student and parent view for summary as well as detailed data for current session schedule details, current session payment details, previous dues and arrears, fee summary, payments details, refund details, fine details.
39.
Provision for auto adjusting of fees in case of batch change of the student. All the use cases like partial payment-full payment ,future fee schedule adjustment is done by the system accordingly
40.
Ability to view analysis of the number of scholarships applied for the student.
19.3.1.25 Hostel Management This module shall support in managing hostel resources, processing hostel requests for students and faculties, tracking student activity, managing resources and rooms within the hostel block(s), management of fees and various charges/fines incurred by students, marking hostel attendance, and maintaining a gate register. S.NO. 1.
Feature Details Provision for creation and categorization of Hostels Page 96 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
2.
Provision to define Blocks/Buildings/Wings/Floors Details and tagging of the same to the respective hostel
3.
Provision to generate rooms and define details of the rooms along with capacity
4.
Provision to create Hostel Leave Types
5.
Provision to configure charges for rooms, Additional option for defining charges for various services being offered in hostel
6.
Provision to allocate students to hostel(based on the request) and subsequently collect the charges
7.
Provision for students and employees to apply for hostel accommodation, room change request , track the status of the such hostel requests from self-service login
8.
Provision for Warden to mark attendance of students for hostel
9.
Provision for the warden and admin to block hostel on account of disciplinary actions and apply penalty or charges if required
10.
Provision for admin and warden to create Requests and Allocation in Bulk
11.
Provision for the students to change and swap their rooms in case of exceptions
12.
Consolidated view of all the occupants and co-occupants and real time view of the basic details of the student allocated to these rooms of various hostels as per the block, wing and floor definition of the hostel
13.
Ability to Auto-allocate hostel rooms to students based on the request timestamp or any other applicability logic for hostel allocation like based on gender, program, batch and academic session
14.
Ability to view the analysis based on number of Hostel leaves and leave corresponding duration in the past.
15.
Ability to view the analysis based on number of Hostel leaves and leave corresponding duration in the past.
16.
It shall enable students to view and book guest rooms and Hostel Warden to approve such request on workflow.
17.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option Page 97 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
on roll number and room no. of the student. 18.
It shall trigger intimations in form of email and/or sms as applicable in the process. Mess Billing Module : This module shall serve the purpose of generating mess bill every month for students in a hostel.
19.
It shall have the provision to generate mess bill for the entire month including meal cost and other expenses and thus calculate BDMR sheet (Basic Daily Mess Rate) basis numeric logic set by the contractor and approved by the warden.
20.
It shall have the provision to calculate net mess bill payable by each student considering arrears from past bills, scholarship rebates, fine on late payment and special events like donations etc.
21.
It shall enable the user to enter details for the food coupons sold by the mess contractor during the month and take into account the money aggregated from these food coupons while calculating BDMR.
22.
It shall enable user to capture bill of the guest room booked by the student against his/her roll no. and include same in his/her monthly mess bill.
23.
It shall create ledger for each student with entries for amount paid and arrears, if any, at any given date and time.
24.
It shall enable the user to update bill payment details against each student either individually or in bulk through an upload option and calculate late payment fine for payments received after due date. This module shall include all such fines in arrears for next month’s mess bill.
25.
It shall enable user to update these payments details under each header of bill e.g. mess bill, arrear, fine, donations etc. basis the precedence order set by the user for distribution of money in headers.
26.
It shall push mess bill on the user interface of students and integrate with electronic payment gateway module for online payment.
27.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on roll number and room no. of the student.
28.
It shall trigger intimations in form of email and/or sms as applicable in the process. Page 98 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Hostel & Mess Accounting Module:• This module shall serve the purpose of maintaining accounting ledgers of student’s hostel and mess. • It shall enable user to carry out standard accrual accounting practices for all bank accounts maintained by the hostel and mess. • It shall enable user to carry out budgetary exercise in the year beginning with carry forward option and compare budget vs. actual at the end of year for reporting purposes. • It shall enable user to create bank/cash books for every bank account and ledgers thereafter for day-to-day transactions. • It shall enable user to create vendor wise ledgers for purchases. It shall communicate with the common inventory management module attached to the hall and the mess for asset purchases, depreciation, buys back and condemnation etc. • It shall enable navigation for searching entries or vouchers in system in layers format with inter-connected fields i.e. user clicks on one link in the layer to reach the sub-layers and then clicks on link in sub-layers to reach the sub-sub layers and so on till the hierarchy exists. For practical reference to the requirement, the search option should be versatile to handle searches on heads and sub- heads (expandable/compressible). • It shall minimize situations to open a new screen or tab as far as possible. • It shall enable user to generate consolidate reports of ledgers and bank/cash books for a specified period. • It shall generate a consolidate statement of earnings and expenses for all accounts. • It shall generate account wise and consolidated trial balance and P&L balance sheet for the hostel. • It shall aggregate bank accounts and ledgers of all hostels in the institute and reflect a consolidate picture to Student Affairs Department/ Head office. • It shall enable user to create JV with unique voucher no. for the approved request. • It shall enable multiple debit and credit entries in the Journal Voucher from/to Page 99 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
multiple heads. • In case of any penalty to be deducted from the supplier for any clause under the contract, it shall enable user to deduct penalty from the voucher screen and credit that penalty as institute income while not decreasing the asset value in the asset register created by department. • It shall calculate statuary and regulatory deductions on the bills basis user defined deduction brackets while preparing JV and park them temporarily in dummy ledgers and later file consolidated taxes to the government • It shall enable user to communicate with online vendor registration module to retrieve vendor id. • It shall allow user to manually create vendor id, if required. • It shall enable voucher approval process to flow through the workflow. • It shall the approved PO, to the approver when JV flows for approval through the workflow. • It shall auto-generate PV with unique voucher no. from the approved JV. • In case of multiple payments to multiple ledgers or parties from one JV then it shall auto-create multiple PV i.e. one PV for every payment to each party / ledger. • It shall enable linking of multiple PV(s) originating from one transaction. • It shall allow user to manually generate PV, if required. • It shall show the hyperlink to view approved JV and special approval when PV flows for approval through the workflow. • It shall enable user to issue cheques or execute bank transfer against all payment vouchers issued. • It shall enable user to maintain cheque inventory for each bank account. • It shall enable user to cancel the issued cheque, if required and re-issue a new cheque for the same voucher. • It shall enable user to mark cheques as “Cheque Stale” and re-issue a new cheque for the same voucher, if required. • It shall enable user to mark cheques as “Cheque Destroyed” either Page 100 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
individually or in bulk and re-issue a new cheque for the same voucher, if required. • It shall enable user to update status of cheque as passed or bounced and reissue a new cheque for the same voucher, if required. • It shall enable printing of cheques. • In case of combined order with any other department, it shall generate report for amount outstanding as receivable from that department. • It shall enable user to create transfer vouchers to facilitate transfer of funds in between bank books / ledgers / budget sub-heads. • In case of payments issued to the supplier i.e. payments made before final settlement (including charges), it shall show these payments as “Advances” in trial balance/balance sheet and remaining amount as liability for that year, until the settlement payment is made. Once the payment is settled, it shall reverse the advance payment entry into expense entry for the year in which advance was issued and pass the expense entry of the remaining amount for the year in which settlement is made. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on ledger / voucher no. / vendor registration no. • It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.26 Transport Management This module shall support in managing transport facilities for employees and students of an institution. It should support vehicle details, driver details, route details and mapping of students or employees to these routes. There shall be support to manage transport fees. S.NO.
Feature Details
1.
Ability to enable Vehicle Master Database including third party.
2.
Ability to have Route Management with Pick & Drop Points
3.
Ability to have Student Seat Allotment
4.
Vehicle Log Book Management Page 101 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
5.
Vehicle Maintenance
6.
Vehicle details
7.
Vehicle maintenance details Vehicle running history
8.
Driver information, driving license no, renewal date, registering authority
9.
Distance covered by vehicle odometer readings.
10.
Details of last purchase and last service
11.
Repairing agency and date/cost
12.
Issue and use details / Fuel log book
13.
Price and payment of fuel consumption-monthly, quarterly, yearly
14.
Contractor management/third party
15.
Insurance information
16.
Online requisition and duty assignment Fitness of vehicles
19.3.1.27 Library Management This module shall support in managing the various resources in a library, and maintaining the catalogue of items, processing issues and returns, booking and prioritization, binding, and other vendor interactions and management & collection of late fee and damages from students or faculty. S.NO.
Feature Details Budgeting Module:- This module shall help library to internally allocate budgets to different departments of the institute which shall be used for purchases via library throughout the year.
1.
It shall enable user to capture year wise, department wise budgeted amount.
2.
It shall enable user to carry-forward Non-Committed funds of previous F.Y. to current F.Y. by marking the flag as “Yes” and show it in the current F.Y. budgetary details as Opening Balance.
3.
It shall enable user to either carry forward the entire amount or in-part.
4.
It shall enable departments to spend the money committed in the previous F.Y. in current F.Y. i.e. essentially carry forward the committed but un-spent funds Page 102 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
from previous F.Y. to current F.Y. 5.
It shall communicate with all databases in library module to retrieve details of expenses made by the department.
6.
At any given point in time, it shall show committed expense, balance, actual expense, previous committed amount and previous actual amount to user in library and it user interfaces of HOD & DLC.
7.
It shall push budgetary details entered and posted by the user to the user interfaces of respective HOD(s) & DLC and enable them to enter remarks for changes in the budget, if any.
8.
It shall enable alterations to be approved on the workflow by Librarian.
9.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on departments, F.Y. etc. Acquisition Module – Indent for Books & Series:- This module shall serve the purpose of managing indents placed by faculty members for books and series.
10.
It shall enable faculty members to fill an online form for placing indent for books/series through their user interface.
11.
It shall communicate with Faculty database to auto-fill designated fields in the online form.
12.
It shall verify the book/series title entered by the faculty member in the online form with the Online Public Access Catalogue (OPAC) database and intimate faculty member about availability of the book/series title in library circulation along with details like call number, accession number.
13.
It shall verify the book/series title entered by the faculty member in the online form with the purchase standing instructions (maintained by library) and intimate faculty member about details of standing instructions like date of execution of standing instructions, number of copies ordered under purchase instructions etc.
14.
It shall communicate with Head Academics database to verify the course id entered by the faculty member with the approved course module in Head Academics and retrieve number of students registered in the course in current semester.
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15.
It shall not allow faculty member to input any course id which is not available in approved course module in Head Academics.
16.
It shall enable faculty member to put an indent for as many books as 10:1 ratio between students registered and books required i.e. 1 books can be indented for 10 students.
17.
If the book or standing instruction already exists, and faculty member is placing an indent then this module shall calculate 10:1 ratio by taking into account number of books already available in circulation in library and number of books placed under standing instructions.
18.
It shall generate unique reference number on successful submission of the indent form.
19.
It shall enable entire approval process of the indent to flow online through the workflow.
20.
It shall communicate with the budgeting module and enable HOD & DLC to view the balance available in the department budget allocated by library as against the amount of the indent.
21.
It shall not allow HOD & DLC to approve any indent with amount greater than the balance available in the department budget allocated by library.
22.
It shall allow a Library staff to check the availability of the book on the OPAC system.
23.
It shall allow a second Library staff (apart from the initial Library staff) to cross verify the availability of the book on the OPAC system.
24.
It shall show relevant remarks to the Librarian, if the book/series indented is already present or placed under standing instructions along with details like call number, accession number, number of copies in standing instructions etc.
25.
It shall commit the indent amount in the department budget allocated by the library as soon as HOD/DLC approves the indent. This money shall remain blocked for any other usage until the request is cancelled.
26.
Commitment of funds shall be temporary and virtual. As soon as the bill is processed by the acquisition cell of library, system shall over-write the commitment of funds with the debit entries in the account equivalent to the bill amount.
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27.
Upon processing of bills, if bill amount is lesser than committed amount then it shall release the remaining committed amount basis the indent reference number.
28.
In case of multiple payments from the committed amount i.e. payment in parts, it shall show reducing balance out of committed amount every time a bill is processed against the same indent reference number.
29.
It shall generate a PO with a unique reference number to be generated. This shall be available in a printable format, for quick print / import and dispatch for the processing.
30.
Upon processing of bills, if bill amount is higher than the committed balance, it shall show pop-up box to user for special approval and auto-raise special approval request to Head – Library with unique reference number in the workflow.
31.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on indent reference number, department, name and unique number of the indenter. Technical Module:- This module shall serve the purpose of managing technical section of the library.
32.
It shall communicate with the acquisition database and generate a list of all purchases.
33.
It shall enable user to update receipt of purchases from acquisition section in the list.
34.
It shall enable user to allocate books for inspection to various team members and other team in-charges by assigning books against their user ids in this module.
35.
It shall allow books to be processed (classified & catalogued) and release a weekly list of new additions for public display. Periodicals Module - Indent for Periodicals:- This module shall serve the purpose of managing periodical requests by departments of the institute. It shall retrieve periodicals budget allocated to departments in the budgeting module, Periodical budgeting
36.
It shall enable user to push list of department periodicals of previous year to Page 105 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
respective HOD/DLC user’s interface. 37.
It shall enable HOD/DLC to also view periodicals purchased by other departments in form.
38.
It shall enable HOD/DLC to share the list with faculty members of the department through the workflow.
39.
It shall enable faculty members of the department to provide their preference for purchasing periodicals from the given list and add/delete any new periodicals, if required.
40.
It shall aggregate preferences given by the faculty members of the department in the user interface of HOD/DLC and enable HOD/DLC to recommend the aggregate list as-it-is or after modification.
41.
It shall enable HOD/DLC to add other departments as fellow indenters to one or many periodicals and define % contribution for each department, thus making it a combined order. It shall be the responsibility of periodical cell to verify and take consent on combined orders.
42.
It shall generate a unique reference number for the recommended request of each department.
43.
The activity is time-bound and this module shall enable periodical cell to define timelines within which HOD/DLC has to provide the list. It shall enable periodical cell to define frequencies for auto-generating reminders to HOD/DLC for pending lists, till the response is not received. Librarian shall have the power to extend the timelines for a department on a case-on-case basis, if required.
34.
It shall push the approved list to periodical cell in the library and aggregate lists of all the departments to display total periodicals requested by all departments including the common ones between two or more departments.
35.
It shall communicate with budgeting module and enable periodical cell to view the available balance in the department budget while forwarding the aggregated request to Librarian.
36.
It shall enable Librarian to simultaneously view, approve or reject or modify one or multiple department’s request through the workflow.
37.
It shall push the list approved by Librarian in the user interface of HOD/DLC.
38.
It shall enable Librarian to view the balance available in the department budget and not allow him/her to approve any request with amount greater than the Page 106 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
balance in department budget. 39.
It shall commit the indent amount in the department budget allocated by the library as soon as Librarian approves the request. This money shall remain blocked for any other usage until the request is cancelled.
40.
Commitment of funds shall be temporary and virtual. As soon as the bill is processed by the acquisition cell of library, system shall over-write the commitment of funds with the debit entries in the account equivalent to the bill amount.
41.
Upon processing of bills, if bill amount is lesser than committed amount then it shall release the remaining committed amount basis with the indent reference number.
42.
In case of multiple payments from the committed amount i.e. payment in parts, it shall show reducing balance out of committed amount every time a bill is processed against the same indent reference number.
43.
Upon processing of bills, if bill amount is higher than the committed balance, it shall show pop-up box to user for special approval and auto-raise special approval request to Librarian with unique reference number in the workflow.
44.
It shall enable periodical cell to maintain database of periodicals with date and frequency of arrival of periodical once, the order is placed to the publisher.
45.
It shall enable user to maintain track of receipt of periodicals.
46.
It shall release a list of periodicals received to all, on weekly basis.
47.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on periodical reference number, department, F.Y. etc.
48.
It shall trigger intimations in form of email and/or sms as applicable in the process. Circulation Module:• This module shall serve the purpose of managing various requests received at library viz. book issuance, book return, library membership, book not found, book lost, etc. • It shall enable requester to fill an online form for aforementioned request
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through his/her user interface. • It shall communicate with variations database to retrieve information about the requester and auto-fill designated fields in the online form. • It shall generate a unique reference number on successful submission of the online form. • It shall enable entire approval process of the request to flow online through the workflow. • It shall push status of the request to the user interface of the requester and enable him/her to track the status of the request on his/her user interface. • It shall allow the Librarian to approve of the membership request of retired institute members, once they have submitted a duly filled library membership application form along with the receipt of a refundable fee (presently Rs.2000/) paid in cash at the cash branch. • For book lost, it shall retrieve the book cost from the acquisition database and show the same to requester. • It shall calculate the cost to be recovered on the basis of the following prevalent rules. Enable user to modify these rules, as required. 1. Publisher price, plus 2. 20% handling charges in case of foreign books or 5% handling charges in case of domestic books, plus 3. Dues pending as per delay of returning of books. • For book lost, it shall integrate with the electronic payment gateway module to pay the required amount. • For book not found, it shall enable circulation cell to update status of book as “Found” as and when the required book is located in the library. • It shall enable user to renew books online within constraints as defined by Librarian. • It shall enable user to reserve books online within constraints as defined by Librarian and intimate the requester whenever the book becomes available. • It shall enable user to issue “reserved section” books to requester. Such books can only be issued for maximum 2 hours after which the requester has to Page 108 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
“renew” the book or pay fine @ Rs.2 per hour. This module shall enable user to track such issuance and fine. • Ability to view the analysis on number of times the fine amount is charged in the past for the student • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on request reference number, name of requester etc.
19.3.1.28 Faculty and Staff HR Management and Payroll A) Human Resource Management: This module shall support complete faculty and non faculty life cycle management, from recruitment to separation, including career development of employees through promotions, appraisals and tracks the parameters such as induction, leave, attendance, loans, qualification, claims, project research and consultancy (for faculty) training records. (Employee Service Book). This module shall support • Recruitment and Employee Maintenance: Complete recruitment process, with ability for candidate to apply online. • Leave and Attendance: Capture of attendance through bio-metric or direct attendance upload. • Employee Benefits: Provision to define claim, advance and loan. • Training: Provision to prepare training courses, training calendars and plans, faculty details, training budget details, capture training attendance, employees feedback about training, maintain training history. • Performance Appraisal and Promotion: Performance appraisal of employees. Support for defining goal measures (KRA), competency master, and performance planning cycle. • Work- list: Ability to show all employee actions in one place. This can be approval step for any request, or checking of any of self-raised request. • Biometric Integration: Should support recording of employee attendance with biometric systems and integrated with leave module so that attendance can be calculated automatically. S.NO.
Feature Details Page 109 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
1.
Provision to manage Recruitment process of employees along with application form management using a configurable online application form which can be filled by prospective candidates
2.
Manage requisition requests for departments in an automated manner
3.
Generate offer letters for employees along with CTCC (Cost to Cost Centre) details. Flexibility to Customize employee CTCC calculation.
4.
Provision to configure leave types of the organization as per different leave rules for different categories in CTCC.
5.
Provision to link leaves of employees with their Timetable so that autosubstitution can happen based on the delegation details provided in the leave.
6.
Provision to have complete 360 degree view of employee details along with personal and professional information. Also all transactions carried out for the employee should be visible under this screen
7.
Provision to generate employee number based on a custom based or system based ENGL (Employee Number Generation logic) i.e. Employee no. can be generated based on Employee Type, Dept., Category
8.
Provision for Employee Discipline Entry & Reverting of the actions if required by Admin/HOD
9.
Provision to link employee claims, advances, loans with their monthly payroll in an automated manner
10.
Provision for Innovative and customizable workflows for different processes such as Leave, Loans, Advances, Travel, Claims.
11.
Provision to manage on-duty applications of employees and have direct linkage with Attendance
12.
Manage complete Training calendar of employees along with budgets, timings, sessions, attendance of participants, feedback
13.
Provision to manage complete record of employee details along with documents.
14.
Ability to manage employee attendance with by uploading their
recruitment
from
different
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monthly payable days 15.
Provision to manage leaves of the employees and subsequently it should be linked to monthly payroll
16.
Ability to manage Loans, advance and asset details of Employees
17.
Ability to manage transfer and deputation details of Employees
18.
Ability to manage travel and claim details of Employees
19.
Ability to manage promotions and performance appraisal details of Employees
20.
Ability to manage all the trainings undergone by the employees
21.
Ability to manage employee separations along with asset checks
22.
Flexibility to set and manage employee goals easily. Admin should be able to roll over goals for an employee from the previous cycle in the form of a template, add new goals to the template and save it as a new template for future use.
19.3.1.29 Payroll This module shall provide complete payroll processing support. Ability to define payments and deductions. Generate salary slips and mail to employees. Generation of eTDS text file to submit online income tax returns. Support for Income Tax, Form-16, and investment declaration. Should be integrated with Employee Management module to take employee attendance to compute payroll. It Should be integrated with Finance and Accounting module to direct post salary data. S.NO.
Feature Details
1.
Ability to manage employee attendance with by uploading their monthly payable days.
2.
Provision to manage leaves of the employees and subsequently it should be linked to monthly payroll
3.
Ability to manage Loans, advance and asset details of Employees
4.
Ability to manage transfer and deputation details of Employees
5.
Ability to manage travel and claim details of Employees Page 111 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
6.
Provision to maintain Direct Payroll Transactions as per workflow approvals
7.
Provision for Adhoc Payments and Recoveries
8.
Provision for calculation of Arrears.
9.
Provision to maintain PF/NPS/GPF details for the current financial year.
10.
Provision for Full and Final Settlement along with Gratuity and Leave Encashment.
11.
Provision to maintain tax savings - Internal and External
12.
Statutory reports like Form 16, Form 12BA
13.
Provision for Finance and Accounting (F&A) solution and Payroll integration for Loan, Claim and Advance modules
14.
Provision for Creating and maintaining Organization specific rules for particular pay codes.
15.
Provision to send Pay slips to employees in PDF format with password protection feature.
16.
Provision to maintain Loan Interest Rates.
17.
Provision to maintain employee wise allowance , deduction register, salary ledger monthly and yearly.
18.
Provision to generate generating yearly income forms
19.
Provision to exempt Professional Tax for Senior Citizen employees
20.
Provision for Detailed employee wise Income tax calculation
21.
Provision to generate e-TDS text file to submit online income tax returns
22.
Provision to generate provisional salary JV to estimate future payroll liabilities
23.
Provision for reports like yearly statutory deductions done.
24.
Provision for preparing bank registers and directly crediting the salary into the bank accounts of the faculty/staff. Page 112 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
25.
Provision for preparing third party salary of outsourced employees on contractual basis and statutory deductions.
26.
Audit trail of all the transactions and migration of interface from tally software or any other software maintained by institute.
27.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.30 Medical Reimbursement Module This module shall serve the purpose of managing medical reimbursement both OPD and Admit cases of employees of the institute. 28.
It shall enable user to define standard rates and treatment / test allowed for reimbursements.
29.
It shall communicate with the Health Center module to retrieve the details of approved requests for medical reimbursements.
30.
It shall enable user to calculate eligible amount and capture against the claim amount.
31.
It shall enable user to make Journal voucher and Post voucher as per common functionalities of voucher creation and approval and finnaly credit directly to bank account of the concerned employee.
32.
It shall reflect details of reimbursements i.e. claim amount vs passed amount in the user interface of employees.
33.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on Request Reference No. / Employee ID. / Roll No. etc.
34.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.31 Children Education Allowance Module This module shall serve the purpose of managing children education allowance reimbursements given to employees of the institute. Page 113 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
28.
Ability to auto-create a virtual children education allowance account for each employee against the Employee ID at the beginning of each year by communicating with employee and Administration database for new recruits.
29.
Ability to enable user to manually create the virtual account for an employee subject to rules after having approval from the approving authorities in the workflow.
30.
It shall enable user to update the master for applicable permissible limit for the fund for the year. It shall auto-populate values in virtual children education allowance account for each employee from this master.
31.
Amount left in previous year shall not be carry-forwarded in the current year however it shall allow reimbursement from previous year remaining funds, if required.
32.
It shall enable employee to put an online request for reimbursement through his/her user interface.
33.
It shall communicate with Administration / Faculty and auto-fill the designated fields.
34.
It shall verify available balance (excluding committed funds) in the virtual account of the employee and allow employee to submit the request only when sufficient balance.
35.
It shall generate a unique reference number on successful submission of the online form.
36.
It shall check if the request has been submitted by the spouse of the employee if both of them are working for the institute. If yes,alert should be sent to the employee that reimbursement is allowed only to one person in case of husband and wife working together. Hence second request is rejected.
37.
If employee has requested credit with salary then it shall enable user to generate report of all such employees and forward it to Salary Group (F&A) for adding the amount as earnings in the subsequent pay-roll processing.
38.
It shall enable approval process to flow online through the workflow.
39.
It shall check if the same bill no. has already been processed for the Page 114 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
supplier while creating JV and do not allow duplicate processing of bills. 40.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on Voucher No. / Employee ID. / Amount etc.
41.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.32 Student Stipend module (SSM) This module shall serve the purpose of managing student stipends employed under the project. S.NO.
Feature Details
1.
It shall enable student to fill the online form through their user interface.
2.
It shall generate unique reference number for every such form.
3.
It shall communicate with the recruitment database and retrieve stipend norms. It shall not allow any amount greater than the stipend norms.
4.
It shall communicate with recruitment and project balances database and reduce the committed amount for salary disbursed to the recruited candidate.
5.
It shall auto-create vouchers as soon as the final approving authority approves the request in the workflow.
6.
It shall also allow user to manually generate voucher, if required.
7.
It shall allow entire approval process of vouchers to flow through workflow.
8.
It shall communicate with accounting module for SR. No. generation and issuance of payment through /EFT/RTGS/Net banking.
9.
It shall auto-create entries in the respective projects and books upon approval of vouchers.
10.
It shall reflect the payment in the student’s and PI’s user interface. Page 115 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on Employee ID. / project no.
13.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.33 Fellowship module (FM) This module shall serve the purpose of managing student stipends employed under the project. S.NO.
Feature Details
1.
It shall enable student to fill the online form through their user interface.
2.
It shall generate unique reference number for every such form.
3.
It shall enable entire approval process through the workflow.
4.
It shall allow user to create a dummy parent project for the sponsoring agency and child projects under this parent project for every selected fellow.
5.
It shall communicate with Head Academics database for internal fellows.
6.
It shall generate notification letter for the fellow as Employee ID. is generated.
7.
It shall communicate with F&A module for internal fellows to retrieve funds already paid by F&A to such fellows.
8.
It shall allow payment to external fellows only if funds are available in their respective projects.
9.
It shall auto-create vouchers for internal fellows and allow approval process through the workflow.
10.
It shall also allow user to manually generate voucher, if required.
11.
It shall allow entire approval process of vouchers to flow through workflow.
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12.
It shall communicate with accounting module for SR. No. generation and issuance of payment through /EFT/RTGS/Net banking.
13.
It shall auto-create entries in the respective projects and books upon approval of vouchers.
14.
It shall communicate with payroll module for payment to external fellows and reflect entries in their projects.
15.
It shall generate Claim Bill for internal fellows in the format as defined by the agency.
16.
It shall generate Utilization Certificate (UC) for external fellows in the format as defined by the agency.
17.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on Employee ID. / project no.
18.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.34 Honorarium Payment Module (HPM) This module shall serve the purpose of managing honorarium payments from the project. 1.
It shall enable Project incharge (PI) to fill the form online through his/her user interface
2.
It shall check balance in the specified budget head and in case of insufficient balance (basis sanction amount in the specified budget head and not grant received), this module shall notify PI and not allow submission of the request.
3.
It shall generate unique reference number for the request.
4.
It shall allow entire approval process of request to flow through workflow. It shall commit the funds in the project as soon as the request is approved by PI.
5.
It shall un-commit the funds if it is cancelled or withdrawn by PI before SR. No. generation for vouchers. Page 117 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
6.
It shall auto-create vouchers (Net Payment & TDS) as soon as the final approving authority approves the request in the workflow.
7.
It shall also allow user to manually generate voucher, if required.
8.
It shall allow entire approval process of vouchers to flow through workflow.
9.
It shall communicate with accounting module for SR. No. generation and issuance of payment through /EFT/RTGS/Net banking.
10.
It shall auto-create entries in the respective projects and books upon approval of vouchers. • It shall auto-convert the commitment entry to debit entry upon approval of vouchers and release any remaining amount from committed funds.
11.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on request reference no. / project no.
12.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.35 Finance and Accounting This module should support all the Finance and Accounting needs of an institute general ledger accounting, accounts payable, accounts receivable, taxation, fixed assets, creation and approval of vouchers and invoices. It shall also provide support for various reports related to taxation, ledgers and transactions done. It shall support • Creation of Chart of Accounts, Opening vouchers for General Ledger (GL), Accounts Payable (AP), Accounts Receivable (AR) and ledger wise user access control. • Provision for creation of Journal Vouchers, creation of Purchase Vouchers, Expense Vouchers, Payment Vouchers, and Receipt Vouchers, Creation of Debit and Credit Notes, viewing sales invoices, carrying out inter unit transactions, and clearing customer balances
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• Taxation and Budget: Support for different type of taxes, tax registers, creation and modification of the budgets and to control of operations. Generation of VAT Registers, CST Registers, Excise Registers, TDS Register, and Service Tax Registers. Provision for creating a Budget and tracking it, and comparing same with actual expenses. S.NO.
Feature Details
1.
Management of Journal Vouchers
2.
Management of AP vouchers like payment, purchase, expense and inter unit transactions.
3.
Management of AR vouchers like sales invoice, receipt vouchers and inter unit transactions
4.
Provision for Automatic Bank Reconciliation Statements
5.
Provision for Cost center and Profit center.
6.
Provision for Creation of Debit Notes & Credit Notes.
7.
Provision for Generation of Service Tax Registers
8.
Audit reports like Service Account Mapping Report, Party Account mapping report.
9.
Consolidated reports with drilldown view for Trial Balance, Balance Sheet.
10.
Provision for Multilevel workflow facility i.e. one person can create the vouchers and his supervisor’s will approve the vouchers
11.
Provisions for uploading live transactions in Bulk using excel.
12.
Provision for Fixed assets module (where all fixed assets are tracked separately).
13.
Provision for Audit module which facilitates to identify the persons who made the changes to the master data
14.
Provision for Budgeting module which facilitates the user to creates budgets and get reports relating to the budget.
15.
Provision for created Recurring Voucher automatically Page 119 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
16.
Provision for Integration with HRMS, Payroll, Procurement and Inventory and Fees management system.
17.
It shall enable user to create vendor wise ledgers for purchases. It shall communicate with the common inventory management module attached to the unit for asset purchases, depreciation, buys back and condemnation etc. Common Functionalities – Funds Commitment This module shall serve as common functionalities in all process of F&A wherever funds are committed for the request placed by the requester.
18.
It shall enable user to commit funds in the budget code of the department basis the submitted request. This money shall remain blocked for any other usage until the request is cancelled.
19.
Commitment of funds shall be temporary and virtual. As soon as the cheque is issued for the request, system shall over-write the commitment of funds with the debit entries in the account equivalent to the amount sanctioned. Upon settlement, if sanctioned amount is lesser than committed amount then system shall release the remaining committed amount basis the reference number of the request.
20.
It shall reflect committed balance against the approved request while generating SR No. by retrieving information from budgetary module and do not allow SR. No. generation for value more than the committed balance.
21.
In case of multiple payments from the committed amount i.e. payment in parts, it shall show reducing balance out of committed amount every time a SR No. is generated for subsequent payment voucher against the same request.
22.
Upon settlement, if the amount is higher than the committed balance, it shall show pop-up box to user for special approval and auto-raise special approval request with unique reference number in the workflow.
23.
At any given point in time, it shall show committed expense, balance, actual expense, previous committed amount and previous actual amount under each budget code by retrieving values from other databases of F&A units. Page 120 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
24.
It shall calculate statuary and regulatory deductions on the bills, basis deduction brackets defined by user at the time of JV creation.
19.3.1.36 Budget Module This module shall serve the purpose of managing budget allocations to departments for the financial year. S.No.
Feature Deatails
1.
It shall enable user to capture budgeted amount to departments in the Plan and Non-Plan sub-heads. Structure of heads and sub-heads is as follows. Major Head (Plan and Non-Plan) Minor Head (list of sub-heads) Budget Code (Codes for sub-sub heads in the sub-head).
2.
It shall enable user to carry-forward Non-Committed expense under the specific budget code of previous F.Y. to current F.Y. by marking the flag as “Yes” and show it in the current F.Y. budgetary details as Opening Balance.
3.
By default, it shall mark all budget codes as “No” for carry-forward and enable user to change flags for appropriate budget codes. Any amount for budget codes with flag “No” shall be considered as lapsed but shown as balance in previous F.Y.
4.
It shall generate department wise Budget Allocation letter for the F.Y.
5.
It shall push budgetary details entered and posted by the user to the user interfaces of respective HOD(s) and enable them to edit/approve amount in the sub-heads of Plan and Non-Plan Heads but ensuring that sum of sub-heads in Plan and Non-Plan Heads do not change.
6.
It shall enable alterations to be approved on the workflow.
7.
It shall enable user to transfer funds from one budget code to another within Plan and Non-Plan Head but not between Plan and Non-Plan Head.
8.
At any given point in time, it shall show committed expense, balance, actual expense, previous committed amount and previous actual amount under each budget code by retrieving values from other databases of F&A units.
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It shall enable user to generate Statement of Committed and Actual against Committed Expenses report for the F.Y. as on date for a department. It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on budget heads and sub-heads, departments, F.Y. etc. It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.37 Procurement and Inventory Management This module shall support complete procure to pay cycle and also helps in managing and monitoring inventory across the organization. This shall provide support for managing vendor quotations, automatic generation of purchase request when item inventory goes below the minimum stock. This shall support • Procurement: Raising purchase requisition, Quotation creation and approval. Purchase Order creation and approval. • Inventory – Support for automated inventory management. Goods Receipt Note (GRN), unplanned/cash purchases, indent raising, dispatch of items, stock adjustments.
S.NO. 1.
Feature Details Central Store Module 1. Indigenous Purchase Module This module shall serve the purpose of managing indigenous purchase made by departments of the institute or Principal investigator (PI) of research projects through central store. • It shall enable departments to place PO via two modes: i. Quotations through Department/PI: In this scenario, departments/PI shall call quotations by themselves and intimate central store for purchase through the selected vendor. Page 122 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
ii. Quotations through Central Store: In this scenario, central store shall call quotations on behalf of departments/PI and submit a comparative to the department/PI for selecting the vendor. In the first case For quotations through department following process is triggered 1. Raising of Purchase requisition 2. Store indent generation 3. Placing of Enquiry to various parties 4. Comparative statement generation. 5. Purchase order through approved quotation 6. Amendment of approved purchase order 7. Goods received and material inspection 8. Purchase return 9. Bill Passing with FAS Integration 10. Material issue / receipts 11. Material Transfer in/out to other stores/Location 12. Physical stock verification and adjustment voucher 13. Items repair 14. Store valuation on weighted average methodology. 15. Stores transaction detail 16. Classification and stocking 17. Maintenance of consumables/ assets 18. Automatic updating of stocks on purchase and distribution 19. Stock on hand-department wise / Stock verification
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20. Details Purchase order generation and Records Vendor list 21. AMC maintenance for different equipments in 22. Different departments Stores audit Gate pass generation and record 23. Category /sub category Item search In the second case purchase through central stores: 1. It shall enable departments/PI to fill an online application form for requesting a purchase through central store. 2. It shall communicate with departmental quotation and purchase committee module to retrieve details of the selected supplier, if department has sought quotations by itself. 3. It shall generate a unique reference number on successful submission of the request. 4. It shall enable the entire approval process of the application form to flow online through the workflow. 5. It shall enable user to seek quotations if department/PI has requested central store for same and capture details of all quotations received. 6. It shall enable user to generate comparative statement for both one bid (combined bid for technical and financial) and twin bid quotations (both technical and financial bid separately) in the specified format. 7. It shall enable user to update the vendor selected by the department/PI from the comparative statement. 8. It shall enable user to generate indent and sanction sheet (in the specified format) based on the request submitted by the department. 9. It shall enable entire approval process of sanction sheet to flow online in the workflow. 10. It shall push the approved sanction sheet to F&A for committing funds in the department budget head if payment is Page 124 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
through F&A. 11. It shall enable user to generate PO in the specified format once sanction sheet is approved. PO shall be generated in two formats – one which is to be given to the vendor and other to be circulated internally. 12. It shall trigger auto-email to the vendor along with signed PO and push it internally to billing module and receipt module of central store, F&A or Department (as applicable), IA along with the department or PI. 13. It shall enable user to amend or modify the PO once it is issued. In case of amendment, PO number shall be assigned suffix “A1” or “A2” based on number of amendments while in case of modifications, PO number shall remain same as that of original. 14. It shall enable user to extend the delivery period for the PO, if required and generated delivery extension letter in the specified format. This module shall auto-trigger email to the vendor with delivery extension letter attached to it once it is approved by DR(S&P) through the workflow. 15. It shall reflect all changes in the original PO to all concerned departments to whom original PO was sent including amendments, modifications and delivery extensions. 16. It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on request reference no. / indent no. / SS no. / PO no. / project no. etc. 17. It shall trigger intimations in form of email and/or sms as applicable in the process. 2.
Indigenous Purchase Billing Module: This module shall serve the purpose of managing billing of indigenous purchases made by departments/PI through central store. 1. It shall retrieve PO details from the indigenous purchase module. 2. It shall enable user to issue payment as per payment conditions Page 125 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
captured in the PO. 3. It shall enable user to issue payment under both advance and settlement (final payment) modes against the PO. 4. It shall enable user to capture invoice details and deduct charges, if any, from the installment or the final payment. 5. It shall enable user to generate the advance/settlement payment order in the specified format with unique reference number and push it to F&A or department as applicable once it is approved by Deputy Registrar(S&P) through the workflow. 6. It shall link multiple advances paid against the PO and show user the previous payments made while processing the subsequent advance or settlement against the PO. 7. It shall not allow user to issue any advance/settlement payment order, if cumulative value of all advances are exceeding the PO value. 8. It shall retrieve approved IR details from the receipt module of central store while making the settlement (final) payment and enable user to process final payment only after IR is approved by department (HOD) or PI through the workflow. 9. It shall auto-generate reminders in the specified formats to Indenter (Department or PI) for pending IR and Requisition Slips at frequencies defined by the user. 10. It shall auto-generate reminders in the specified formats to the vendor for submitting Performa invoice, final bill or delivery of the item within delivery time at frequencies defined by the user. 11. It shall auto-stop reminders when either approved IR is received or payments are processed. This module shall allow user to manually stop reminders, if required. 12. It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on PO No. / advance payment order no. / Department / project no. etc. 13. It shall trigger intimations in form of email and/or sms as Page 126 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
applicable in the process. 3.
Import Purchase Module This module shall serve the purpose of managing purchases of imported items made by departments/PI through central store. It shall have similar functionalities as that of indigenous purchase module till sanction sheet preparation. It shall enable user to capture Insurance Policy details in the insurance master and reflect the reducing value while creating sanction sheet and purchase orders.
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• It shall enable user to repeat order within 120 days of quotation date which means that same details as that of original order shall get replicated in this new order. • It shall enable user to upload scanned images of documents with the indent, sanction sheet or purchase order, as required. • It shall trigger auto-email to the vendor along with signed PO, email a copy to Indian agent of the vendor and push it internally to receipt module of central store, F&A or Department (as applicable), IA along with the department or PI. • It shall enable user to generate IR and Requisition Slip in the specified format through the receipt module of central store and push it to the indenter for online approval through the workflow. • It shall generate reminders in the specified format for pending IRs to the indenter at frequencies defined by the user such as one reminder after a month of IR generation and subsequent reminders after 15 days each. • It shall auto-stop reminders when approved IR is received. This module shall allow user to manually stop reminders, if required. • It shall enable user to issue payment as per payment conditions captured in the PO either through TT, LC. It shall enable user to issue payment under both advance and settlement (final payment) modes against the PO. • It shall enable user to capture invoice details and deduct charges, if any, from the installment or the final payment. • It shall enable user to generate the advance/settlement covering letter in the specified format with unique reference number and push it to F&A or Department as applicable once it is approved by DR(S&P) through the workflow. • It shall link multiple advances paid against the PO and show user the previous payments made while processing the subsequent advance or settlement against the PO. • It shall not allow user to issue any advance/settlement Page 128 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
payment order, if cumulative value of all advances are exceeding the PO value. • It shall retrieve approved IR details from the receipt module of central store while making the settlement (final) payment and enable user to process final payment only after IR is approved by department (HOD) or PI through the workflow. • It shall enable user to track stages of the order processing by dividing the complete process into user defined milestones and capturing dates for each of them. This module shall reflect these stages in the user interface of the indenter for his/her tracking purposes. • It shall auto-create a map for flow of activities in addition to these stages and reflect the same in the user interface of the indenter for his/her tracking purposes. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on PO No. / advance payment order no. / Department / project no. etc. • It shall trigger intimations in form of email and/or sms as applicable in the process.
4.
Receipt Module This module shall serve the purpose of managing receipt of items purchased by departments/PI either through central store or cleared through documents provided by central store. It shall communicate with both indigenous and import purchase modules to retrieve details of the purchase order. • It shall integrate with inventory management module to create stockcum-asset register on receipt of items in central store. Page 129 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
• This stock-cum-asset register shall be shared with all units of central store, F&A/respective department and PI. • Values in the stock-cum-asset register shall flow from the PO and vouchers prepared by F&A/Department for final payments to the vendor. • It shall enable user to update depreciation, buy back, and auction and decimation values in this stock-cum-asset register. • It shall enable user to create IR with unique reference number in the specified format at the time of in-warding the asset in the inventory management module. • It shall push the IR to the indenter for online approval through the workflow. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on PO No. / asset id / department / project no. / IR reference no. etc. • It shall trigger intimations in form of email and/or sms as applicable in the process. 5.
Inventory Management Module This module shall serve the purpose of recording and tracking consumption of inventory in various departments of the institute. It shall enable user to record items purchased or already existing and create an asset cum stock register at the billing/payment stage. • It shall enable user to capture varied attributes related to the items such as dimensions, quantity and quality etc. The module shall have dynamic fields for capturing attributes of items as attributes can be of different varieties for different items. • It shall provide user to capture billing/payment details and use this information to create abovementioned asset cum stock register. • It shall enable user to capture these details either through barcode reader or manually. • It shall create a barcode or asset id for every item purchased at the billing/payment stage. Asset id shall contain department name, asset Page 130 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
category, year of purchase and a running serial number. • It shall enable department to issue/re-issue items to individuals or places like rooms and laboratories from the asset cum stock register and create a consumption register for issued items. • It shall enable user to move online request to the department while handing-over the asset issued to him/her. • It shall enclose details related to re-order level, pricing, depreciation, buy-back and decimation of the asset. • It shall communicate with the payment module to retrieve the amount paid for the asset to the supplier inclusive of all taxes and other charges and reflect these figures independently in the asset cum stock register. • It shall enable user to share (view and edit, as required) asset cum stock registers with Accounts and Central Store and departments in the institute. • It shall provide comparative charts for purchase of items with average pricing for multiple purchases. • It shall enable department to generate list of items for auction purpose with fields like Item No. Goods Name. Total Value. Stock Entry. Year of Purchase. • Department/Central Store to update auction values in the asset-cumstock register and remove the asset from the department’s stock list after auction. Same shall be applicable for buy-back and decimation. • It shall enable user to capture the buy-back values as adjustment against new assets and auction values as income of the institute. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on asset id of the item. • It shall trigger intimations in form of email and/or sms as applicable in the process. 6.
Online Vendor Registration & Order Placement Module This module shall serve the purpose of registering vendors for various Page 131 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
purchases in the institute and placing orders to registered vendors on a web interface much like an online marketplace. • It shall enable vendors to register online on an internet based interface and update list of items along with other attributes like cost, images, delivery timelines etc. • It shall have restricted access outside institute’s domain except for registered vendors. Once approved, a user-id and password for log-in shall be allotted to the vendors for access. • It shall enable entire approval process to flow through the workflow. • It shall integrate with purchase modules and enable users to select the item and vendor to place the order. • It shall generate bill of purchase or purchase order for the item selected the user and intimate the vendor for delivery. • It shall enable vendor to provide confirmation for fulfilling the order. • It shall communicate with Central Store database, wherever applicable, for updating new vendor registration, purchase records and delivery performance. • It shall provide users with purchase history and show a comparative analysis between the vendors for parameters like cost, delivery performance for the selected item. • It shall integrate with the Electronic Payment Gateway module to make online payments for the order, if required. • It shall track the order from request to delivery to payment and provide entire history to both vendors and users of the institute. • It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on vendor registration number and/or order number. • It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.38 Institute Works Department (IWD) Module 1. Complaint Management Module Page 132 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
S.NO.
Feature Details
1.
It shall enable complainant to fill an online form for recording his/her complaint in his/her user interface.
2.
It shall include categories and sub-categories of complaints for easy categorization.
3.
It shall communicate with Various Offices to auto-fill designated fields in the form.
4.
It shall generate a unique reference number for the complaint.
5.
It shall enable user to define complaint allocation matrix to autoallocate complaint to the appropriate person for resolution.
6.
It shall enable user to close the complaint when resolved.
7.
It shall enable complainant to re-open the complaint if he/she is not satisfied with the resolution.
8.
It shall enable initial assignee of the complaint to assign the complaint to his/her higher authority if he/she is not competent to resolve the complaint through the workflow.
9.
It shall push complaints to job order database of IWD for further action, if required.
10.
It shall attach all inventory issued for the complaint.
11.
It shall store all complaints lodged by the complainant along with their resolution remarks, date and time in his/her user interface.
12.
It shall generate escalation to higher authorities if complaints are not resolved within the defined period.
13.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on Complaint Id / Employee ID. / Roll No. etc. Job / Work Order Generation Module: This module shall serve the purpose of generating and managing job orders for complaints registered with IWD.
14.
It shall integrate with the complaint management system to retrieve Page 133 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
complaints against which job number is to be generated. 15.
It shall enable user to record inventory used against each complaint.
16.
It shall enable user to create measurement book for each complaint. A measurement book details the work done in a complaint e.g. kind of material used, rate of the material, amount of material used in quantity and dimensions, etc.
17.
It shall enable user to create estimates based on the details captured in measurement books for one or many job orders.
18.
It shall enable approval of estimates to happen online through the workflow.
19.
It shall enable user to create work orders, which are generated for a larger job order or any larger project initiated in the institute like new building construction, etc.
20.
It shall communicate with F&A budgeting module and allow work-order creation only if sufficient balance is available in the specified budget head.
21.
It shall enable user to upload agreements entered with the vendor and create a project plan. It shall enable user to link multiple work orders e.g. work order a new construction may have sub-orders, each for electric work, civil work, maintenance work etc.
22.
It shall enable user to manage cost of the project with running bills, advances and final settlement on completion of the work.
23.
It shall enable user to allocate the project cost into stages of work as milestones for payment.
24.
It shall enable user to process bills submitted by the vendor and deduct taxes, as required.
25.
It shall integrate with F&A for payment of such bills.
26.
It shall enable users, based on role level access & authentication, to access this database for reference ,reporting or updation purposes with a search option on job number, work order number, vendor id, etc.
27.
It shall trigger intimations in form of email and/or sms as applicable in Page 134 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
the process. Archival / Digitization of Physical Records Module:- This module shall serve the purpose of managing physical records created by IWD department in various projects. 28.
It shall include index and search, data classification and migration, retention and deletion, litigation hold and even data reduction technologies, such as data reduplication. a. It shall enable user to define titles of the document and enter short description for ease in search. b. It shall search within the text of the archived document to find keywords entered by the user. c. It shall enabler user to link these archived documents with the job number and work orders. d. It shall enable user to share all or partial documents within a job number or work order with different users in the department. e. It shall enable user to encrypt certain documents, if required. f.
It shall support all types of files for archival from text to images to audio/video extensions.
g. It shall enable user to create department wise year wise archives. h. It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on job number, work order number, document title, keyword search, etc. i.
It shall trigger intimations in form of email and/or sms as applicable in the process.
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19.3.1.39 Health Centre Module a. Patient Registration Module:- This module shall serve the purpose of registering eligible patients for consultation with doctors of institute’s hospital. The patients who are eligible to receive treatment are Students, Employees, Faculties, their dependents, individuals who they request treatment for (Non-entitled cases) & First aid cases. S.NO.
Feature Details
1.
It shall enable user to scan the bar coded health booklet of the patient and reflect the information coded in it on the screen.
2.
It shall enable user to register the patient online as well i.e. without the health booklet or when barcode can’t be read.
3.
It shall communicate with different departments database to retrieve specified patients information
4.
It shall enable user to make registrations for first aid cases (one who are not eligible patients), all patient related data shall be captured for such cases.
5.
It shall enable user to select doctors and shifts for consultation.
6.
It shall generate a unique registration number for every consultation request.
7.
It shall generate prescription for doctor consultation in the specified format.
8.
It shall push data to the queue in the display board outside the concerned doctor’s consultation chamber.
9.
It shall enable user to provide preferences to specific individuals in the display board queue within the user defined time period.
10.
It shall enable eligible patients to register online and print the prescription in the specified format.
11.
It shall enable doctors to call for patients by pressing “next” button. This shall automatically display the name of the next patient in the queue on the display board.
12.
It shall enable doctors to skip patient by pressing “skip” button, if the patient has not reported to the consultation chamber on his/her turn. Page 136 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
This shall allow the patient’s queue no. to be displayed after 2 patients in the queue. If the patient does not report the consultation chamber for a second consecutive time, the queue no. shall be displayed after 4 patients in the queue. If the patient is not available the third time, the queue no. shall reflect at the bottom of the queue. If the patient does not report at all, then the registration shall be considered as void. In this case, the patient shall need to make a fresh appointment with the doctor for consultation. It shall enable user to capture prescription details after patient consults doctor against the registration number. 13.
It shall generate various sub-slips of the prescription slip based on entries against the registration number such as prescription for medicines available in-house, prescription for medicines not available in-house, prescription for reference to other doctor, prescription for tests and prescription for in-admit etc.
14.
It shall create patients treatment history by collating all prescription slips against his health booklet number or Employee ID. or Roll No. or registration no. etc.
15.
It shall push the history on the user’s interface and doctor’s interface. Doctor who has prescribed the treat shall only have the rights to view patient treatment records.
16.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on any of the following - registration no., Health Centre no. Booklet no. and employee code no/Roll no. Internal Indents within Health Centre Module:This module shall serve the purpose of managing internal indents in health center i.e. various units raising requirements to themselves e.g. from one pharmacist to other pharmacist or one pharmacist to health center store.
17.
It shall enable requester to fill the online form for raising an indent.
18.
It shall allow suggestive search (drop down of predictive texts / matching strings) option for any searches being made.
19.
It shall allow requester to select items by name & mention quantity of Page 137 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
items. 20.
It shall communicate with the stock register and reflect existing quantity while placing the indent.
21.
It shall enable requester to run a stock query. This query shall generate list of items that are nearing re-order levels and/or past expiry dates and facilitate requester to place indent for all such items in addition to any new items required by him/her.
22.
It shall generate a unique reference number (indent id) for the indent.
23.
It shall automatically adjust stock register after fulfilling the indent, once the requester has confirmed the physical transfer of indent items.
24.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option based on any of the following - registration no., Health Centre no., Booklet no. and employee code/Roll no.
25.
It shall trigger intimations in form of email and/or sms as applicable in the process. Patient Treatment Record Module:- This module shall enable various units within Health Centre in recording information of patient’s treatment & tests.
26.
It shall enable users to upload reports and scans against the registration number of prescription slip.
27.
It shall enable users to update fields as required for various treatments and tests like X-ray person may require to update scan body part and film type while testing laboratory may like to update quantity of blood taken for running the test.
28.
It shall create follow-up tasks for users to complete the treatment and tests e.g. x-ray person’s task shall get completed when he/she handover the scan to the patient etc.
29.
It shall create patients treatment history by collating all prescription slips against his health booklet number or Employee ID. or Roll No.
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30.
It shall push the history on the user’s interface and doctor’s interface. Doctor who has prescribed the treat shall only have the rights to view patient treatment records. He/she can also share the patient’s details with any other doctor, if required.
31.
It shall allow Doctors and Inpatient department to access the information of the patient upon entering registration no.
32.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on any of the following - registration no., Health Centre no., Booklet no. and Emp code/Roll no.
33.
It shall trigger intimations in form of email and/or sms as applicable in the process. Pharmacist Module:This module shall serve the purpose of managing pharmacy in the Health Centre.
34.
It shall enable user to dispense medicines to the patient by searching the registration number for the prescription slip.
35.
It shall enable user to capture quantity of medicines dispensed to the patient v/s actual number of medicines prescribed by the doctor basis integration with stock register.
36.
It shall generate a bill (in duplicate) with the unique reference number on successfully dispensing of medicine to the patient. Single registration number may have multiple bills.
37.
It shall communicate with the inventory management module attached with the pharmacist to create stock register.
38.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on any of the following - registration no., Health Centre no., Booklet no. and Emp code/Roll no.
39.
It shall trigger intimations in form of email and/or sms as applicable in the process. Inpatient Module:- This module shall serve the purpose of admitting Page 139 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
patients to Health Centre for treatment. 40.
It shall enable user to retrieve the patient information based on the registration no. of prescription slip.
41.
It shall enable user to allot bed and ward to the patient and generate case sheet for the admission with unique reference number.
42.
It shall enable user to update information on the reports and treatments provided to the patient under the medical case sheet.
43.
It shall enable user to create notes in the case sheet to capture diagnostics or treatment given by the doctor during the admission period of the patient.
44.
It shall communicate with all units within Health Centre to consolidate all prescription slips for medicines, tests, references etc. under the case sheet to create discharge summary (in the specified format) at the time of patient’s discharge.
45.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on any of the following – Case Sheet no. Registration no., Health Centre no., Booklet no. and Empcode/Roll no/Registration no.
46.
It shall trigger intimations in form of email and/or sms as applicable in the process. Medical Reimbursement Module:- This module shall serve the purpose of managing medical reimbursements of employees and students.
47.
It shall enable the patient to submit reimbursement claims online against the registration number of the prescription slip.
48.
It shall communicate with registration module to auto-fill designated fields in the online form.
49.
It shall generate a unique reference no. upon successful submission of the online reimbursement form.
50.
It shall enable user to manually enter details if patient is not able to submit the online form and push the request in the workflow after Page 140 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
generating unique reference no. 51.
It shall enable entire approval process to flow online through the workflow.
52.
It shall push the approved requests to F&A module for disbursement.
53.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on Emp-code/Roll no. and the unique reference number.
54.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.40 Student Placement Module a. Company Registration Module S.NO.
Feature Details
1.
This module shall serve the purpose of managing companies participating in student placements.
2.
It shall enable companies to register online on an internet based interface.
3.
It shall generate a unique identification number and profile page of the company on the interface.
4.
It shall enable registered companies to post placements offers on the interface.
5.
It shall enable also student placement office to create profile of the company and post offers, if required.
6.
It shall generate a unique reference number for offers posted by companies and categories them into core or non-core jobs, company profiles, sector or any other parameters as required by the user.
7.
It shall enable student placement office to approve/reject/hold/blacklist registration of a company, as applicable.
8.
It shall push data into student’s interface for registering applying allow Page 141 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
the user to link the Job posting number with the respective company using the unique company identification number. 9.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on any of the following – company identification number, offer reference number, etc.
10.
It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.41 Placement Scheduling Module This module shall serve the purpose of managing companies participating in student placements. 11.
This module shall enable user in preparing schedule – dates and slots for company visits in the institute for placement.
12.
It shall integrate with company registration module and retrieve details like company identification number, company profile etc.
13.
It shall enable user to share finalized schedule with concern authorities including students and companies.
14.
It shall provide an interface to the user where, he/she can visually identify a slot for either swapping companies or filling vacant slots.
15.
It shall enable user to schedule one or many companies in a particular slot.
16.
It shall enable user to make department wise and common schedule for placements.
17.
It shall generate a unique reference number for the slot.
18.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on based on company identification number, schedule reference number, etc.
19.
It shall trigger intimations in form of email and/or sms as applicable in the process. Page 142 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19.3.1.42 Student Application Module for placement. This module shall serve the purpose of managing student application process for placements. S.NO.
Feature Details
1.
It shall enable students to register for placements by filling an online form through their user interface.
2.
It shall communicate with Head Academics and Student Affairs database to auto-fill designated fields in the form.
3.
It shall generate a unique reference number on successful submission of form.
4.
It shall aggregate all such registration by a due date, at the student placement office level and create a repository of participating students.
5.
It shall communicate with company registration and placement scheduling module to reflect details of offers, eligibility and schedule of companies.
6.
It shall enable students to apply for offers and companies on this interface and show the eligibility criteria at the time of submitting application.
7.
It shall enable user to either accept all application with eligibility exception report or only allow eligible students to apply for offers.
8.
It shall enable user to aggregate all applications company wise, offer wise, department wise and other parameters, as required.
9.
It shall enable user to update stages of placement exercise e.g. number of applications, number of rounds, number of students appeared and selected in rounds, number of finally selected students.
10.
It shall enable user to update result at the end of each round and share with the student on their user interface.
11.
It shall track student’s placement information and do not allow student to apply for offers and companies, if he/she has been selected for one offer/company. This is a dynamic condition hence user shall be allowed to set rules for student acceptance of offer and number of offers that a Page 143 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
student can apply for, once selected. 12.
It shall enable student to either accept or deny the offer.
13.
It shall also enable user to update student’s acceptance or rejection, if required.
14.
It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option based on roll number, offer reference number, company identification number, etc.
19.3.1.43 Research and Development Module: This module shall serve the purpose of processing proposals for projects and registering them after receiving approval from the sponsoring agency. It shall enable PI to upload proposal through his/her user interface and generate unique proposal number for tracking. S.NO. 1.
Detail Features Project Registration Module a. This module shall serve the purpose of processing proposals for projects and registering them after receiving approval from the sponsoring agency. b. It shall enable PI(project incharge or principal investigator) to upload proposal through his/her user interface and generate unique proposal number for tracking. c. It shall communicate with Faculty module to retrieve details of PI. d. It shall enable entire approval/selection process to flow through the workflow. e. It shall enable PI to assign approval authorities in the workflow. f.
It shall enable PI to view list of proposals submitted by him/her in his/her user interface and fill New Project Registration form by clicking on any of the proposals for which he/she has received approval from the Page 144 of 219
RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
sponsoring agency. g. It shall enable user to generate endorsement letter in the specified format. h. It shall enable project registration request to flow through workflow for approval. i.
It shall enable user to capture projects details once it is approved and generate unique project registration number in the specified format.
j.
It shall enable user to create year wise budget heads under the project and give preferences for expenses basis nature of the expense in the applicable budget heads e.g. travel expenses may be allowed from multiple budget heads like TA and CONTG but
k. CONTG can only be used if entire amount in TA has been utilized by PI hence user will give preferences for travel related expenses as 1st TA and 2nd CONTG. Subsequent modules in Research and Development Department shall account for these preferences and allow expenditure accordingly. l.
It shall enable user to generate Utilization Certificate (UC) for a project in the format specified by the sponsoring agency i.e. there can be multiple UC formats for same or multiple agencies depending upon the nature of the project.
m. It shall enable user to generate statement of expenditure for a project in the format specified by the sponsoring agency i.e. there can be multiple formats for same or multiple agencies depending upon the nature of the project. n. It shall enable user to mark a project as flexible or nonflexible. A flexible project shall enable PI to make expenses irrespective of amount allocated under a specified budget head while a non-flexible project shall put a constraint in terms of expense basis allocation in the specified budget head e.g. for a budget head “SALARY”, a flexible project can pay salary to the Page 145 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
project staff from the entire sanction amount for the project irrespective of amount allocated to SALARY while a non-flexible project can pay salary only to the limit of amount sanctioned under SALARY budget head. o. It shall reflect all details of the project including sanction amount, grant received, budget head allocations and expenses made till date etc. in PI’s user interface. p. It shall enable PI to give view rights of his/her project details to any other member of the institute. q. If a project has Co-PI, then it shall enable PI to give rights either equivalent to him/her or lesser for either approving or spending project funds. r.
For the department project account in which a portion from overheads of the projects executed by that department’s faculty is transferred, this module shall enable HOD to view the faculty wise project wise contribution.
s. It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on proposal no. / project registration no. / year wise. t.
2.
It shall trigger intimations in form of email and/or sms as applicable in the process.
Project Grant Receipt Module 1. This module shall serve the purpose of receiving grant for the approved projects from sponsored agencies and accounting them in the respective projects. 2. It shall be based on fund based double entry system. 3. It shall enable user to create payment receipt in specified project against the funds received through either cheque or bank transfer.
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4. It shall enable user to deduct various values from the grant such as Service Tax (ST), Overheads (OH) and subsequently distribute OH into various projects as applicable. 5. It shall identify nature of project and retrieve values or % for deductions from the grant. 6. It shall generate a unique payment receipt number and triplicate copies of receipts (in the specified format) upon submission of payment receipt. 7. It shall auto-generate individual payment vouchers for all types of deductions and pass entries in all required projects and bank books upon voucher approval. Some of the payment vouchers may include PV for Service Tax Deductions, for R&D Fund Account, for DPA, for PDA etc. 8. It shall enable approval of all types of vouchers through the workflow. 9. It shall communicate with the cheque/voucher and accounting module for SR creation and cheque/voucher issuance, if required for the specified project. 10. It shall auto-create entries in the project under the specified budget head as per the payment receipt and reflect all details in the PI interface instantaneously. 11. It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on project no. / Payment receipt no. 12. It shall trigger intimations in form of email and/or sms as applicable in the process.
3.
Project Recruitment Module: 1) This module shall serve the purpose of managing recruitments in the project. This doesn’t include daily wage workers. 2) It shall enable PI / candidate to fill the online form through Page 147 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
their user interface. In case, the candidate is from outside the institute then he shall be given a web based interface to fill the form. 3) It shall generate a unique reference number for the form and push the entire approval process through the workflow. 4) It shall enable PI to view expected expenditure by adding candidate in his/her project and balance in the specified budget head for salary payment. In case of insufficient balance (basis sanction amount in the specified budget head and not grant received), this module shall notify PI and not allow submission of the request. 5) It shall enable to commit payable amount to the candidate in the specified project under the specified head for the entire duration as soon as the PI submits or approve the request. This money shall remain blocked for any other usage till the PI doesn’t cancel the recruitment request. 6) It shall enable PI to cancel the request at any given stage before Employee ID. generation (i.e. after selection) and automatically un-block the funds in the project. 7) It shall notify task queues of all approval authorities as “Task Cancelled” upon request cancellation by PI. 8) It shall identify appropriate approval hierarchies basis the category of the candidate and push the approval through the workflow to relevant approvers. 9) For recruitments which are routed through committees, enable user to input committee decision against the reference number of the request. 10) It shall generate unique Employee ID. in the specified format after the candidate is selected. Format of Employee ID. may vary with respect to category of candidate e.g. for a student, it may start with S. This Employee ID. shall be linked with the reference no. of the recruitment request generated earlier. 11) It shall generate appointment letter for the candidate in the specified format. Page 148 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
12) It shall generate experience certificate for the candidates in the specified format. 13) It shall communicate with Salary Module and reduce the committed amount for salary disbursed to the recruited candidate. In case, he/she leaves the project or terminated before ending of term then basis Employee ID. and Reference No. linkage, this module shall un-commit the remaining amount from the committed funds. 14) It shall maintain complete employment history of project employees. 15) It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updating purposes with a search option on PF number / recruitment request reference number, etc. 16) It shall trigger intimations in form of email and/or sms as applicable in the process.
19.3.1.44 Research and Consultancy Module Donations & Receipts Module: This module shall serve the purpose of receiving donations from alumni & external donors through online and offline modes and generating ITR for Detailed Technical Requirements 1) It shall enable donors to create secured user profiles on the internet based interface. Registration shall be on-time activity and post registration donor shall be able to make online donations. 2) This interface shall host the donation form and keep track record of donor’s past donations. 3)
It shall create a unique donor id at the time of donor registration and use it as a tracking mechanism for all activities related to the donor.
4)
It shall enable donor to update his profile with personal and professional details whenever required. Push such updates to the Donor Database Manager and update the donor database after he/she approves such updates.
5) It shall push donor profiles to the donor database with audit trail for Page 149 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
changes in his/her attributes. 6)
It shall be integrated with the Electronic Payment Gateway module and enable donor to use multiple modes to make online donations.
7)
It shall enable user to search the donor based on name or email id or donor id for updating details of offline donations or retrieving information for reference or reporting purposes.
8)
It shall generate Thank You letter in the specified format for the donations made by the donor.
9)
It shall generate a covering letter for the ITR receipt against the donation along with a standardized ITR receipt (in duplicate) with a unique receipt number.
10) It shall limit ITR receipt generation only once. Any duplicate copy shall only be restricted at either Assistant Registrar (AR) /Deputy Registrar (DR) or higher authority as decided by the institute. 11) It shall allow back-dated ITR receipt generation only after AR/DR or higher authority as decided by the institute approves the request on the workflow. 12) In case of duplicate or new copy of ITR receipt, it shall enable user to either cancel the earlier receipt or enter suitable remarks against the new receipt. 13) It shall record audit trail of all receipts generated against one transaction id. 14) It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on donor id and transaction id etc. 15) It shall trigger intimations in form of email and/or sms as applicable in the process. Research and Consulting Accounting Module : 16) This module shall serve the purpose of maintaining accounting for entire Research and Consulting Department activities starting from donations to refundable receipts to investments to general expenses. 17) It shall enable user to carry out standard accrual accounting practices Page 150 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
for all bank accounts maintained by Research and Consulting Department. 18) It shall enable user to carry out budgetary exercise in the year beginning with carry forward option and compare budget vs. actual at the end of year for reporting purposes. 19) It shall enable user to create bank/cash books for every bank account and ledgers thereafter for day-to-day transactions. 20) It shall enable user to create vendor wise ledgers for purchases. It shall communicate with the common inventory management module attached to Research and Consulting 21) Department for asset purchases, depreciation, buys back and condemnation etc. 22) It shall enable user to create purpose wise ledgers in integration with new purpose registration module. 23) It shall generate financial table for each purpose including the donations received till the year beginning, interest received till the year beginning, donations received during the year, interest accrued from investments during the year, expenses during the year, balance available at the end of year bifurcated into both donations and interest. 24) Investments are made by Research and Consulting Department in consolidated amount i.e. combination from donations received in multiple purposes, refundable receipts and other sources of funds hence the interest accrued from the investment has to be divided in proportions of amount and time of investment date into aforementioned components of consolidated amount. This module shall execute this division of interest basis specified business rules and integrate with purpose registration module to reflect the balances in the purpose ledger. 25) It shall enable passing adjustment entries for reallocating funds between various purposes and charges. 26) It shall enable navigation for searching entries or vouchers in system in layers format with inter-connected fields i.e. user clicks on one link in the layer to reach the sub-layers and then clicks on link in sub-layers to reach the sub-sub layers and so on till the hierarchy exists. For practical reference to the requirement, the search option should be versatile to Page 151 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
handle searches on heads and sub- heads (expandable/compressible). 27) It shall minimize situations to open a new screen or tab as far as possible. 28) It shall enable user to generate consolidate reports of ledgers and bank/cash books for a specified period. 29) It shall generate a consolidate statement of earnings and expenses for all accounts. 30) It shall generate account wise and consolidated trial balance and PnL balance sheet. 31) It shall enable user to create JV with unique voucher no. for the approved request. 32) It shall enable multiple debit and credit entries in the Journal Voucher from/to multiple heads. 33) In case of any penalty to be deducted from the supplier for any clause under the contract, it shall enable user to deduct penalty from the voucher screen and credit that penalty as institute income while not decreasing the asset value in the asset register created by department. 34) It shall calculate statuary and regulatory deductions on the bills basis user defined deduction brackets while preparing JV and park them temporarily in dummy ledgers and later file consolidated taxes to the government. 35) It shall enable user to communicate with online vendor registration module to retrieve vendor id. 36) It shall allow user to manually create vendor id, if required. 37) It shall enable voucher approval process to flow through the workflow. 38) It shall show hyperlink to the approved request, to the approver when JV flows for approval through the workflow. 39) It shall auto-generate PV with unique voucher no. from the approved JV. 40) In case of multiple payments to multiple ledgers or parties from one JV then it shall auto-create multiple PV i.e. one PV for every payment to each party / ledger.
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41) It shall enable linking of multiple PV(s) originating from one transaction. 42) It shall allow user to manually generate PV, if required. 43) It shall show the hyperlink to view approved JV and special approval when PV flows for approval through the workflow. 44) It shall enable user to issue cheques or execute bank transfer against all payment vouchers issued. 45) It shall enable user to maintain cheque inventory for each bank account. 46) It shall enable user to cancel the issued cheque, if required and re-issue a new cheque for the same voucher. 47) It shall enable user to mark cheques as “Cheque Stale” and re-issue a new cheque for the same voucher, if required. 48) It shall enable user to mark cheques as “Cheque Destroyed” either individually or in bulk and re-issue a new cheque for the same voucher, if required. 49) It shall enable user to update status of cheque as passed or bounced and re-issue a new cheque for the same voucher, if required. 50) It shall enable printing of cheques. 51) In case of combined order with any other department, it shall generate report for amount outstanding as receivable from that department. 52) It shall enable user to create transfer vouchers to facilitate transfer of funds in between bank books / ledgers / budget sub-heads. 53) In case of payments issued to the supplier i.e. payments made before final settlement (including charges), it shall show these payments as “Advances” in trial balance/balance sheet and remaining amount as liability for that year, until the settlement payment is made. Once the payment is settled, it shall reverse the advance payment entry into expense entry for the year in which advance was issued and pass the expense entry of the remaining amount for the year in which settlement is made. 54) It shall enable users, based on role level access & authentication, to access this database for reference or reporting or updation purposes with a search option on ledger / voucher no. / vendor registration no. / Page 153 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
purpose registration no. 55) It shall trigger intimations in form of email and/or sms as applicable in the process.
20.
Detailed Technical Requirements. Additional technical requirements that software must comply are as follows:
Business Continuity Planning S.NO.
Feature Details
1.
Should have a primary and back-up center preferably in India.
2.
Every transaction in primary should be backed up in back-up data center so that there is no loss of data in case of any problems at primary data center i. The solution should support any of the following network types. a. LAN and WAN b. Leased Lines c. ADSL Lines d. Satellite Networks e. MPLS based Networks f. VPNs ii. The solution should provide context based help facilities and also online help at functions, screen and field level that can be tailored to suit institute’s requirement. iii. The solution should have comprehensive online help facility to access system specific technical / functional areas. iv. In case an upgrade has impact on the system installed in the following areas, the impact shall be borne by the bidder. a. Configured parameters
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b. Newly customized programs c. Modified standard program source d. Modifications required for integration with ERP v. Upgrades should not affect the current version adversely. vi. The solution should support data conversion tools. vii. The solution should support e-mail integration. viii. The solution should support imaging and archiving. ix. The solution should support the upload and download of multiple types of documents into the Document Management System that include office documents, image files and engineering drawings. x. All functionalities like data entry screens, various reports, batch processing, integration, etc. should use a common unified application platform suite to provide ease of management to avoid compatibility issues. System Administration and Maintenance 1.
Bidders/Consortium is required to undertake followings. i. Formulation of all policies and procedures related to system administration, database management, applications, archives, network management and security, back up, etc. ii. Prepare requisite system landscape and procedures for smoothly implementing the ERP system. iii Bidders/Consortium shall assist the institute team to perform all authorization-related activities (activity group, authorizations, profiles, etc.) till the ERP system stabilizes. iv. Assist institute to manage the legacy data interfaces etc. v. Prepare a detailed system administration manual, data administration manual, operational manual and user manual, which shall be used by institute employees to run the ERP system. This shall also include how the various parameters shall be monitored / tuned in a live system. Page 155 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
vi. Finalize the archival policies for all the functional areas. All necessary configurations shall be done and tested. viii.
Prepare requisite system configuration for disaster recovery management and Fail Over system plan.
ix.
Round the clock support for trouble shooting in functional and technical area.
x.
Archiving - application should provide a data archival utility as a part of standard offerings and facility to search the archived data to create reports.
xi.
Audit Trails - Application should provide this facility to trace against user ID or activity or field level.
Training Environment 1.
Should have provision for users to practice transactions before using the actual production system.
2.
Data set up in production should be available in training environment so that training is a proper simulation.
Integration of other systems 1.
Should have provision for other systems to integrate with the institute automation system, using web services or similar technology.
2.
Should have ability to both read from and write to this institute automation system.
Import/Export Data 1.
Should have provision to upload data from all the existing local records held by Institute.
2.
Should have provision to facilitate Import from/Interface with the third party applications in the institute and extract data in various formats.
3.
Should have provision for Import and Export to archived files.
4.
Should produce reports on all areas of data that can be exported to MS Excel/PDF.
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Archiving 1.
The application should provide a Data Archival utility on a cloud model/On site as a part of the standard offering.
2.
Should have support to facilitate the query and reporting on archived data. Single and minimal data entry
1.
Data should be entered and validated at source only once and be used throughout the system(s).
2.
There should be provisions to facilitate and minimize data input (e.g. use of intelligent default values, inheritance from previous entries, etc.) facility to strictly avoid any duplication of data. Search/match facility required that can help restrict the entry of duplicate data by providing interactive alert messages. Management Information
1.
To support resource allocation and decision-making at institute it is mandatory that robust and user-friendly facilities be available with the system(s) using a web-based environment.
2.
Pre-packaged analytic functions that provide interactive dashboards for faculty, students, etc., Integrate well with source data, support easy reporting with export facility to desktop suites like EXCEL, WORD, Open Office etc. in a suitable format compatible with institute’s other systems is essential. Interfacing provisions / Interoperability with other key systems
1.
Support for callable functions to access internal data or invoke internal functions should also be available, via services that conform to industry standards.
2.
Support for bar-coded, bio-metric, Rf id, Internet Banking and/or smart card based inputs. Audit Trail Page 157 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
1.
The application should record changes in data in every field with user ID and time stamp, with ability to record reasons in some cases.
2.
Should Enable which fields or tables are to be audited through a delivered tool. Access and authorization
1.
Only authorized users should have access to the system. As such, the system should therefore have the ability for the specification of who will have access to which functions. Where appropriate, further discrimination at the data level (e.g. Respective departments may only have access/update to data related to their own departments) is required. In this regard, the capability to support multi-role differentiation based on a single user signon will be essential.
2.
Support for a comprehensive access and authorization mechanism, including Single sign-on for all system components.
3.
Ability to define multiple level authority, comprehensive set of user roles and permission lists, and flexible segmentation of data
4.
Ability to manage access to authorized functions based on the roles represented in the account.
5.
Ability to manage access to different segments of data depending on the role.
6.
Ability to perform password management functions including: controlled password expirations, forced password change with optional grace logins, minimum password lengths and strong password policy, minimum number of numeric characters, nondictionary words, password history logging, and user lockout from failed login attempts. Customizability/Configurability
1.
To minimize the need/impact of customization/configuration, the
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proposed system should, wherever appropriate, support. 1. Flexible customization/configuration capabilities. 2. Ability to extend/change existing pages without much impact on the application. 3. Ability to add/modify the existing workflows. Technical Requirements 1.
For reminders like fee dues, last submission dates
2.
Notifications on transactions like attendance marking, fee collection, progress report availability.
3.
Alerts on attendance shortages, budget limits.
4.
The mobile based version of the software should be and an easyto-use mobile browser/android application that allows students/parents/faculties to perform various tasks and view information from any Smartphone. This includes attendance marking, access of progress reports, viewing attendance and time table, apply and approve leaves etc. Notifications should be seen in mobile and actions like approvals can also be done.
5.
Help Manual for the system should be made available online with videos with powerful search and filter capabilities to get quick help on any system information.
6.
Should have an Installer like tool that helps to configure the system quickly during the initial implementation as well as during additional set up needed in each semester and in each year
7.
Provision to Search anything like applications /solutions /users /screens/workflow transactions from a single screen.
8.
All pending actions and notifications to be shown in one place like a work-list. Where actions can be taken like "approve" or "reject", this should be possible as well.
9.
24x7 Help Desk to manage the issues raised by internal customers Page 159 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
and track to closure.
21.
10.
Ability to see transactions done each month as a trend to understand usage of the system or the module by a user or department.
11.
Live-Chat capability. Ability for a prospective student to do live chat with someone in admission enquiry department.
12.
Broadcasting: Ability to send messages to entire organization for the message to display on their system login.
13.
Email Reply Capture - Capability with which users respond to the mails with certain key words and transaction are performed automatically, based on that e-mail response.
14.
SMS Reply Capture - Similar facility with SMS to perform transactions
15.
Cloud Storage: Ability to store files in cloud drive so that it can be retrieved anytime later from anywhere.
16.
Messaging: Application for internal messaging - Chat among the users of the customer organization.
Additional Services (Optional): a) Data Migration: Transfer of existing data to new platform. Data migration will include identification of data migration requirements, collection and migration of user data, master data, open transactions, documents and data from the legacy systems. The key requirements for data migration are as follows. a. Identify and assess data to be migrated b. Specify forms / formats / templates / tools for data inputs and upload c. Data migrated will be rationalized, transformed and reconciled d. All the legacy data will need to be migrated as per the following requirement / list e. Opening and closing balances Page 160 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
f.
All open transactions and historical data available for 5 years in third party / legacy applications till „Go-Live‟
g. Archival data which will include documents such as transactions or any other relevant document required for pattern or trend analysis or statutory / legal requirements, etc. h. All employee records. i.
All asset records since the date of capitalization.
j.
Identification and development of the data upload / download programs or deployment of specific data migration tools Additional Requirements for Data Migration The bidder/Consortium Partners shall be responsible for extraction of data from the legacy applications / spreadsheets, mapping of such extracted data and uploading of data into the proposed ERP solutions including consistency checks. The bidders/ Consortium Partners shall formulate the “Data Migration Strategy Document” which will also include quality assurance mechanism. This will be reviewed and signed–off by Institute prior to commencement of data migration. The bidders/ Consortium Partners shall convey to Institute in advance all the mandatory data fields required for functioning of the proposed solution and which are not available in the legacy systems / spreadsheets that are required to be obtained by Institute. The bidders/Consortium Partners shall develop data entry programs / applications or deploy any data migration tools that may be required for the purpose of data migration in order to capture data available with / obtained from Institute in non– electronic format. The bidders/ Consortium Partners shall generate appropriate control reports before and after migration to ensure accuracy and completeness of the data. Institute and the bidders/Consortium Partners shall mutually conduct the acceptance testing and verify the completeness and accuracy of the data migrated from the legacy systems to the proposed solution.
22.
Scope of Services for Bidder/Consortium I. Procurement and Supply of software product/s licenses and associated software solution components II. Procurement and supply of database and operating systems III. Hardware / Infrastructure estimation and sizing and assistance in procurement Page 161 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
IV. ERP Implementation Services till Go-Live a. Project Preparation b. Design / Blueprint c. Configuration / Customization / Development d. Testing e. Data Migration f. Training and Change Management g. Documentation h. Cutover and Go-Live V. Post Go-Live Stabilization Support VI. Operations and Maintenance Support
23. Procurement and Supply of Web-based ERP product/s licenses and associated software solution components CIT KOKRAJHAR desires to implement ERP solution that will cater to various classes of users like transactional, management users, Self Service Users. The offered ERP product shall meet all requirements as specified in the RFP. Bidders/ Consortium Partners will provide CIT KOKRAJHAR with options of slab wise license policy / unlimited license policy / any other policy based on product/s proposed against the RFP. Bidders/ Consortium Partners will also supply any other related software / Third party applications / accessories required to make the offered ERP solution complete. Bidders/ Consortium Partners will take responsibility of following. i. Procure and Supply user licenses for transaction, technical and system administration for the offered ERP product/s. The bidder shall quote the license fees of the ERP solution including the Web based ERP like products in sequel and the third party solutions as applicable at CIT KOKRAJHAR. ii. Supply tools, accessories and documentation. Tools and accessories shall be part of the offered solution. iii. Product documentation to include hard copies and soft copies (sets of two numbers) to be supplied along with ERP product licenses and associated software solution and shall include but not limited to the following. Page 162 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
i. Technical manuals. ii. Installation guides. iii. User manuals. iv. System administrator manuals. v. Toolkit guides and Troubleshooting guides. All documents mentioned above or any other standard documentation for the product will be included in the cost of the license. Please note that all the licenses of ERP and associated third party software would be in the name of “Sant Longowal Institute of Engineering & Technology (CIT KOKRAJHAR)”.
24.
Procurement and Supply of Database and Operating Systems
Bidder shall take responsibility of followings. i. Procure and Supply database and operating system for the offered ERP product/s and recommended hardware components respectively. The bidder shall quote the cost for the database and server operating systems as applicable at CIT KOKRAJHAR. ii. Tools and accessories shall be part of the offered database and server operating system. iii. Product documentation to include hard copies and soft copies ( as per RFP Volume II – Bidding Terms and Conditions) to be supplied along with database and server operating system and shall include but not limited to the following. i. Technical manuals. ii. Installation guides. iii. User manuals. iv. System administrator manuals. v. Toolkit guides and Troubleshooting guides. All documents mentioned above or any other standard documentation for the database and operating system components will be included in the respective costs. Please note that all the licenses for database and operating systems (if applicable) would be in the name of “CIT KOKRAJHAR”.
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Hardware installation for all the components mentioned above shall be carried out by the bidders /consortium Partners.
25.
ERP Implementation Services till Go-Live Project Preparation Detailed project charter including the detailed project plan, indicating all activities with resources required, their roles and responsibilities and time schedule of deliverables should be prepared at the start of the project including coordination of project implementation plan, approved by the Institute team. The project charter should also contain brief project description, approach and methodology, milestones, project organization, project risks and mitigation plans, dependencies etc. The project charter should include a detailed program for installing and implementing the ERP solution covered under this RFP. The program shall be in the form of a bar chart/master network identifying key phases in various stages of the project. The bidders/consortium partners shall form a project team comprising the following key positions: i. Project Manager ii. Technical Lead iii. Functional Consultant Leads iv. Industry expert / Subject Matter Expert
The bidders/consortium partners shall not change any member of the Project Team during the course of the project. However, in the unlikely event of a change being required, the procedure for replacement of the personnel can be detailed by bidder in their response. Business Design The bidders/consortium partners shall perform a current business study and prepare a Business Blueprint (“As-is”, “To-be” and “Gaps”) report with required process definition and flow diagrams, process enhancements and gap-fitment analysis to map all business requirements of INSTITUTE in the ERP solution as per the functional scope. The bidders/consortium partners is expected to conduct workshops, give detailed presentations on the Blueprint, which will include the gap analysis, way forward to fill the gap and specific recommendations for adoption of new improved business processes by institute. Institute will constitute a project governance structure with adequate representation from all the stakeholders to review the recommendations of the bidders/consortium partners and accord necessary approval for the Business Design report and the new improved business processes to be adopted. Page 164 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Business Design Objective, approach and methodology should ensure the following four steps. Simplification and Standardization of Processes: Processes of all institute functions / areas (Department, Centers, Academics, Finance, Administration, etc.) need to be studied and simplified into logical steps at first. All processes need to be depicted into simple flow diagrams with clear linkages. This will help in reviewing some of the old manual practices in view of the integrated system scenario of the future. Bidder also needs to explore the standardization of processes across all institute functions / areas. Elimination of Redundant and Non Value Adding Processes: After simplifying the processes, all processes are to be reviewed to eliminate the redundant steps and practices. Non availability of information across the institute functions / areas results in repetitive and redundant activities in a manual work environment. Value Addition: After eliminating the redundant processes, reengineering of processes need to be done keeping in view the standard available processes / practices in the proposed enterprise solution software. The primary objective of this step is to enhance functional efficiency and process performance. This is the most important phase which will have a strong bearing on the overall performance of the final solution. Automation: After finalizing the „To-Be‟ process map, automation through standard enterprise software should be done. Configuring the „To-Be‟ processes in the system should be able to address all the defined requirements.
26.
Configuration / Customization / Development
The bidders/consortium partners shall be responsible for installation of ERP software, database, tools, and any other component (together referred as ERP solution) required for making the ERP solution successfully operational as per the requirements in RFP. The system is to be a singleinstance; centralized installation servicing the entire organization. Based on the approved business blueprint, the bidders/consortium partners will undertake the system configuration and customization. Institute intends to implement standard ERP application/s functionalities and the leading practices available in the offered solution, as far as practically possible. Bidders/consortium partners is required to undertake customization that may be needed in line with the changed, improved or specific business processes requirement prepared during Business Design phase of the ERP implementation. Bidders/consortium partners shall conduct a study of the institutes technical and functional requirements with process owners and then make required system design modifications and implement the changes in order to achieve the desired functionality. However the same must be tested, accepted and approved by institute. Bidders/consortium partners shall not expect or propose any additional charges for developing / enhancing / customizing / modifying or similar changes in following objects. Page 165 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
a. Use of ERP application/s provided customer / user exits / programming interface to achieve specific process requirements / expectations. b. Configuration / personalization of field selection and screen layouts. c. Any changes done to the standard programs of ERP, ERP add on modules or third party applications to meet institutes requirements. d. Definition and assignment of user defined statuses for various objects. e. Definition of authorization controls and assignment. f. Configuration and customization of workflows. g. Seamless integration across all ERP modules, ERP add-on components, etc. h. Seamless integration of any third party / legacy application with ERP modules and ERP add-on modules or applications suggested by bidder, etc. i. Standard reports and variants change to standard reports / information systems to define and enable user specific variants. k. Conversion programs developed for migrating master data and open transaction data / cut over data including historical data from existing applications for „Go-Live‟. l. Custom development of reports, forms & print layouts, enhancements, etc.
27.
Testing The Bidders/consortium partners shall provide details of tests being carried out during the implementation (e.g. including conference room pilots, unit tests, system integration tests, stress tests and final user acceptance test). Details of the testing strategy and approach should be provided in the response. The bidder/consortium partners are responsible to identify and inform institute regarding testing requirements and impacts. The successful bidder/consortium partners shall work in a manner to satisfy all the testing requirements and adhere to the testing strategy outlined. The bidder/consortium partners shall take remedial action based on outcome of the tests. The bidder/consortium partners shall create the test strategy document that defines the requirements and goals of ERP configuration, determine the tools and methods used to check that the system responds correctly, determine how and when the test will be performed and recommend how the approval process should occur. The test strategy document shall guide the project team through the implementation to ensure that planning and conducting testing activities in the various phases of ERP implementation are proper. Various testing phases are as follows. Page 166 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Base Line Testing The purpose of baseline testing activities is to plan and conduct testing to validate the baseline configuration. Baseline testing shall ensure that Baseline configuration is valid, and shall support the business processes defined in the Business blueprint report. Baseline testing shall include a) Unit testing: Testing of transactions and functions within modules and b) Scenario testing: Testing of all business processes and scenarios Baseline scope testing shall be carried out in following steps. a. Define baseline test cases: 1. The bidders/consortium partners shall develop the baseline test plan with scenarios and test data to be used for testing based on the test templates. 2. For simple transactions, testing (unit testing) shall be done straightforward during configuration and the results shall be recorded. 3. For transactions that are complex involving multiple screens, functions and variations, the bidders/consortium partners shall document the test cases and the test cases shall be tested with a business process procedure. The bidders/consortium partners shall also maintain the test cases with test conditions and any variations of the standard transactions/case procedures. 4. The bidders/consortium partners shall use the test scenario template entering every single step (transaction) with input and output data to document process flows. b. Create Baseline test plan. I.
Bidders/consortium partners shall organize and follow up the unit and scenario testing at the module level during Baseline scope testing.
II.
Bidders/consortium partners shall assign timeframes and resources for testing.
Test Baseline. III.
The bidders/consortium partners shall use the Baseline test plan and the test cases to test Baseline configuration.
IV.
The bidders/consortium partners shall update the status including date of completion in the Baseline worksheet.
Development Testing Page 167 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
After development and customization / configuration of the ERP solution, the bidders/consortium partners shall conduct tests to demonstrate the readiness of the system which meets all the requirement specifications (functional and Non-functional) as brought out in this RFP. This shall be in accordance with the procedures detailed in approved business blueprint report. On the basis of these tests, a report would be submitted by the bidders/consortium partners for review and approval by institute. The test results and response times should be demonstrated by the bidders/consortium partners during all the testing phases (system preparation, integration and stress and load testing) at institute location in an environment / infrastructure as mutually agreed upon. The development testing shall cover testing of 1. Unit testing of customer-specific development 2. Conversions 3. Enhancements (User-exits / programming interface and other code enhancements) 4. Reports Development should not only be tested by the developer but also by the process owner to make sure that the test results (output data) are correct, and reflect the business processes defined in the business blueprint report. After unit testing is completed, all customer-specific developments, programs and forms etc. shall be included in the Final Integration test. Integration and System Testing Purpose of the integration test is to execute the integrated components, including simulation of live operations, and analyze the results that are important for the functional verification of the production system. Integration testing shall be accomplished through the execution of predefined business flows, or scenarios, that emulate how the system will run the processes of institute. These business flows, using migrated data from the existing systems, shall be performed in a multifaceted computing environment comprising of ERP products, third-party software, system interfaces and various hardware and software components. The integration tests shall build the necessary level of confidence that the solution is complete and will perform the business processes of the institute. Integration testing shall focus on cross-functional integration points, as well as end-toend business processes. The final integration test plan shall start with the testing of the cross-functional integration points (touch points) and end with the end-to-end testing of critical business processes identified within the business blueprint report. Page 168 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Integration testing shall be done in two iterations. 1. The first iteration (Integration test) shall concentrate on testing all important business processes inside the ERP system / Web-based ERP-like solution applications / third party applications, starting with touch point scenarios and ending with end-to-end-scenarios. It will be done by bidders/consortium partners functional consultants. Unit testing shall be carried out for customer specific developments like user-exits / programming interface and transactions. Authorizations and user roles would also be tested in the Integration Test. 2. System Testing, as a second iteration, shall focus on the most important crossenterprise scenarios with touch points to external components, including testing of conversions, interfaces, reports, and the necessary authorizations. It will be conducted by institute users with the assistance of core team. 3. Integration and system tests need to be an evolutionary process that is driven from the previous testing efforts. The test cases and scenarios that were used for baseline need to be reviewed collectively by the institute and bidders/consortium partners and enhanced for the integrated and system tests. These selected cases will be combined to represent a business process flow such as a project management cycle or a material acquisition cycle, etc. Problems encountered during these activities shall also need to be tested under an integrated environment. Load and Stress Testing Once the system integration testing of the configured and customized solution has been conducted successfully, load, scalability and stress testing would be conducted prior to commissioning and Go-Live. After successful testing and its approval by the institute, the solution would then be considered as ready for Migration and Go-Live. System Acceptance Testing The bidders/consortium partners will develop acceptance test procedures for institute’s approval. The purpose of this acceptance is to ensure conformance to the required process operations, response times, and integrity of the software after installation, and to eliminate any operational bugs. Acceptance has to commence before data migration activities take place. This will include •
Fine tuning of the software, ensuring all required related software components are installed. Page 169 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
•
All the acceptance tests should be carried out before Go-Live at site.
At the satisfactory conclusion of these acceptance tests, the implementation of the software shall be considered complete for migration and Go-live.
28.
Training and Change Management The bidder/consortium partners is required to train all staff identified as ERP core users to enable them to effectively operate and perform the relevant services using the software. The training content will have to be relevant to the target trainees depending upon the role played by them in Institute. Training Approach A training need assessment for Institutes ERP core team members as well as for end users shall be conducted by the bidders/consortium partners, as a component of process improvement and change management. Training needs should be continuously refined and frequently reconfirmed with the end user community as the project progresses. Training would be in the form of hands-on training on the ERP solution. The bidders/consortium partners shall have to identify specific functional trainers to provide classroom based hands-on training to the identified users. Bidders/consortium partners shall also provide detailed training manuals in paper and electronic media formats for each functional area of ERP solution. Following kinds of training needs are to be provided by the bidders/consortium partners. a. Initial ERP Product Training: Initial training shall be provided to the ERP core team members. The training should provide a comprehensive coverage of the ERP solution and its functionalities. The training shall also highlight the unique requirement of the proposed ERP solution. b. ERP Core Functional User Training: Core team user training shall provide a detailed training to ERP core team members, so as to enable them to handle future maintenance of the system and address functional queries, if any. c. ERP End user Training: Functional training shall be provided to all ERP users. This training shall focus on user specific requirements and address the daily working and reporting requirements in the ERP solution. A refresher training of all the functions needs to be provided to update the knowledge of ERP solution users. The refresher course needs to be user specific.
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d. Technical Training: This training shall be given to the technical team responsible for carrying out technical activities related to the ERP system programming, maintenance / administration of database and operating system, backups, etc. Training Matrix The bidder shall mutually discuss and finalize the training plan to impart training to different users at institute as per their roles and responsibilities.
29.
Documentation The bidder will provide detailed final system documentation for the reference of institute. The bidder shall provide ongoing relevant product information for reference purposes and facilitating self-education for institute personnel. Two sets of product documentation to include hard copies and soft copies to be supplied and shall include following (but not limited). 1. Configuration document consisting of system setting and parameters for each functional module 2. Standard operational procedure (SOP) manuals 3. Documents related to data structures / tables 4. On-line help manual 5. Technical manuals 6. Installation guides 7. System administration manuals 8. Toolkit guides and troubleshooting guides 9. User manuals including system instructions and use cases, how to run a program to perform specific task in the system with sample reports, screen formats, etc. 10. Program flow and descriptions. 11. Any other documentation required for usage of implemented solution. All documents mentioned above or any other standard documentation for the product to be submitted to institute as applicable throughout the lifecycle of the project.
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30.
Cutover and Go-Live The scope of cutover shall cover all the core processes phase wise as detailed above. The cutover strategy needs to detail the sequence of activities, schedule for the activities / tasks, data conversion and the data migrations of the necessary balances and open items before Go-Live. The key requirements of cut over plan are as follows. 12. It should detail the data migration strategy mentioning the nature and volume of backlog transactions and the specified forms / formats / templates to capture the data. 13. It should detail the strategy of handling data elements and open items used for planning cut over before Go-Live. 14. It should describe the various pre-requisites and assumptions used for each of the data elements before uploading in the live system. 15. It should detail the various institute decisions to be taken collaboratively by institute management and bidders/consortium partners for finalizing the cut over strategy. 16. Once “Certificate of system acceptance” is provided to bidder by institute, it will consider Go-Live date of the ERP solution. Institute shall provide the certificate based on the following acceptance criteria. 17. The bidders/consortium partners are required to undertake the following to review “Go-Live” readiness. 18. Facilitate in setting up central help desk for any queries 19. Review the health and performance of the system till the cutover of the system 20. Ensure resolution / documentation and closure of all open issues raised during implementation 21. Complete final configuration / integration, volume and stress testing. 22. Review switch over plan to production environment. i. Declaration of “Go Live” – the system will be declared “Go Live” when the Go-Live tasks / activities are accomplished satisfactorily. ii. The bidders/consortium partners shall provide user adoption support after implementation of ERP solution. During the implementation period prior to “Go Live”, the bidders/consortium partners would support institute users in using the system. Page 172 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Delay in Implementation and Associated Costs Evaluation will be conducted for the reasons of delay in the project at various stages of the project. In case of delay in project execution on account of the bidder, the bidder will be subjected to appropriate penalty. Penalty Calculations: The framework for penalties, as a result of not meeting the implementation period is as follows. The delay will be evaluated for each of the defined project stages. 1. If the overall delay is more than 6 months on account of bidder/consortium partners, one (1) % of cost of implementation services will be deducted. 2. If the overall delay is more than 12 months on account of the bidder/consortium partners, two (2) % of cost of implementation services will be deducted. 3. If the overall delay found more than 18 months on account of the bidder/consortium partners, four (4) % of cost of implementation services will be deducted.
31.
Post Go-Live Support The bidders/consortium partners shall provide post Go-Live support, as part of the scope of the project. The bidders/consortium partners shall continue deploying the technical and functional consultants on-site/remotely after implementation and Go-Live till end of three years. During the support period, the bidder/consortium partners shall help institute users to correct any errors encountered / committed while executing transactions, generating reports, handholding for quarter closures or month closures. The bidder/consortium partners shall update the user manuals and configuration manuals, if required.
32.
Operations and Maintenance Support The bidder/consortium partners shall provide operations and maintenance support to institute for a period of five years post conclusion of Go-Live support. Application Functional Support The application functional support services contemplated herein shall be provided for ERP solutions implemented by the bidder. The bidder/consortium partners shall render on-site maintenance and support services to institute including back-up and restoring data services, periodic clean-up and archival. The scope of the services is as below.
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Enhancements and defect fixes. The bidder/consortium partners shall incorporate technological changes, and provide enhancements as per the requests made by institute. The bidder/consortium partners shall also perform minor changes, bug fixes, error resolutions and minor enhancements that are incidental to proper and complete working of the application. Routine functional changes: The bidder/consortium partners shall be responsible for user and access management, creating new report formats, and configuration of reports. The bidder/consortium partners shall provide user support in case of technical difficulties in use of the software, answering procedural questions, providing recovery and backup information, and any other requirement that may be incidental/ancillary to the complete usage of the application. The bidder/consortium partners shall perform user ID and group management services. The bidder/consortium partners shall maintain access controls to protect and limit access to the authorized end Users of institute. The services shall include administrative support for user registration, creating and maintaining user profiles, granting user access and authorization, providing ongoing user password support, etc. Following are the key service level requirements for the system, which need to be ensured by the bidder during the operations and maintenance period.
33.
Service Level Agreements The response time (time within which the reported incident must be updated / acknowledged by the support team post assignment) and resolution time (time within which the reported incident stands completely resolved and the erroneous functionality becomes operational again) will be the basis for defining service level agreements (SLA) for functional and technical support. Priority
Criteria
1 (High) A critical function is not Business available or very seriously Showstopper impaired; the impact on business in severe; a large number of end users are unable to perform their normal work; and / or no readily available alternative exists.
Service Levels for Software (In Business Hours)
Service Levels for Hardware (In Business Hours)
1. Response within 1. Response within 30 minutes 10 minutes. 2. Restoration of services / service will be within 2 hours 95% of the time
2. System down time for each reported incident not to exceed 5 % of total available hours Page 174 of 219
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2 (Medium)
3 (Low)
A critical service is unavailable or seriously impacted by a problem; no realistic work around is available and financial, customer-related or safety related impacts could occur.
1. Response with 1. Response within in 1 hour. 15 minutes. 2. Restoration of services / service will be within 8 hours (One working day) 90% of the time.
2. System down time for each reported incident not to exceed 10 % of total available hours
A non-critical service is unavailable or impaired by a problem. There is no direct immediate impact on the business. Work can continue with minor disruptions or loss of efficiency. Alternative ways of performing normal work is available.
1. Response within 4 hours. Restoration of services / service will be within 24 hours (Three working days) 85% of the time
1. Response within 30 minutes. 2. System down time for each reported incident not to exceed 15 % of total available hours
The performance of the support team shall be tracked on a monthly basis for software only and on daily basis (8 Hours) for hardware as per the SLA percentage detailed in the table above. In case of slip in SLA percentage for any category of incidents, the bidders/consortium partner shall be subjected to penalty as detailed below. In case of abysmally low performance of the support team in terms of meeting the defined SLAs, institute at its own discretion may consider termination of the support contract.
34.
SLA Violations and Associated Penalties A three-monthly performance evaluation will be conducted using the three monthly reporting periods of that period. Penalty Calculations: The framework for Penalties, as a result of not meeting the Service Level Targets is as follows. 1. The performance will be measured for each of the defined service level metric against the minimum / target service level requirements and the violations will be calculated accordingly. 2. The number of violations in the reporting period for each level of severity will be totaled and used for the calculation of penalties.
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3. Penalties applicable for each of the high severity violations are two (1) % of respective quarterly payments to the bidder. 4. Penalties applicable for each of the medium severity violations are one (0.5)% of respective quarterly payments to the bidder. 5. Penalties applicable for each of the low severity violations is half (0.25)% of respective quarterly payments to the bidder. 6. Penalties applicable for not meeting a high (H) critical performance target in two consecutive quarter periods on same criteria shall result in additional deduction of two (2) % of the respective quarterly payment to the bidder/consortium partner. Penalty shall be applicable separately for each such high critical activity. 7. Penalties applicable for not meeting a medium (M) critical performance target in two consecutive quarter periods on same criteria shall result in additional deduction of one (1) % of the respective quarterly payment to the bidder/consortium partner. Penalty shall be applicable separately for each such medium critical activity. 8. Penalties applicable for not meeting a low (L) critical performance target in two consecutive quarter periods on same criteria shall result in additional deduction of one and a half (1.5) % of the respective quarterly payment to the bidder. Penalty shall be applicable separately for each such medium critical activity.
35.
Project Management Other than the management of resources / deployment of experts and management of timeline as explained in the next sections, the project management will focus on work plan containing a detailed set of phases, work packages, activities, and tasks preferably from the standard ERP solution implementation roadmap. Use of project management tool - The bidder will use the project management tool to record the entire activities of the project including but not limited to: i. The design documents with version control review comments ii. The minutes of meetings iii. System documentation iv. Issue lists, resolutions v. Training materials vi. Management reporting vii. Issue management Page 176 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
viii. Scope management ix. Risk management x. Work plan for ERP solution Implementation The resource plan containing the resources assigned to the ERP solution implementation should display the planned and actual number of workdays per month, as well as the variance between the two. The bidders/consortium partner has to propose an overall work plan to be created for the implementation of the integrated ERP solution at institute. A detailed work plan shall be created for each milestone separately. Status reports shall be prepared on a periodic basis to facilitate the timely implementation of the project. These shall be discussed in weekly status meetings to ascertain the progress of the project team. Detailed work plans shall be created for all milestones based on a consistent approach to implementing and tracking their progress against pre-determined project milestones. The implementation shall follow a consistent approach, inclusive of a comprehensive project management approach. Project status shall be communicated on a weekly basis, based upon the standards suggested by the bidder/consortium partner as Project management approach. The bidders/consortium partners is expected to present in detail the approach to the following project management parameters but not limited to: Road Map The bidder/consortium partner shall provide complete road map for implementation of project by component and module wise. The bidder/consortium partner may also suggest changes to the schedule with justification wherever required. However, institute shall reserve the right to effect changes in the Project Plan submitted by the bidders/consortium partners. Resource Plan The resource plan will be prepared by the bidder/consortium partner based on the assessment of the skills required during different phases of the project. The bidders/consortium partners is required to staff the project so as to complete all the activities within the timelines expected by institute. Although the bidder/consortium partner is free to work out its own resource loading and the skill deployment plan, institute will use this to judge whether the bidder/consortium partner is planning to staff the project to ensure timely completion of the project or not. Institute will have the right to ask for changing the resource plan during the project execution stage, if it finds that the project is either under staffed or over staffed with inadequate skills (to ensure that inadequate skills are not substituted by more people). Page 177 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Management Reporting A management reporting structure has to be proposed by the bidder and all deliverables associated with the project shall be categorized and maintained in a system environment (server) so that they are accessible to all the members of the project team. The size, scope and strategic nature of the implementation project, required executive level leadership and sponsorship, as well as an organized and agreed-upon structure that supports the flow of information. This structure shall assist in facilitating many of the process teams' daily activities as well as project and sub-project level communications and knowledge co-ordination activities. Issue Management An issue is a formally identified matter that may hinder progress on a project or program and about which no agreement has yet been reached. Often it can be difficult to determine which questions should be documented as issues and which can be resolved directly without impeding the project flow. Those items that require documentation, formal investigation and approval should be managed as issues and this issue management methodology has to be proposed by the bidders/consortium partner. Scope Management Scope of the project will be managed through a formal scope change management process. Project management is essential to ensure that changes to the scope of the program do not adversely affect the program objectives. Change management documentation of project scope and approval procedures provide a visible decisionmaking process for the project and provide a clear audit trail of scope changes and the corresponding cost benefit appraisal and has to be proposed by the bidder in the Project Management Methodology. Risk Management An implementation project, like other projects, has some risks associated with it. Identifying and managing the risks is very important to the critical success of the project. During the detailed scoping exercise, the risks shall be identified and a mechanism to identify and manage such risks shall be defined by the bidder bidders/consortium partners. Risk management is a continuous iterative process and shall be established when the project begins and continuously performed until the project ends. Risks shall be defined at the Project level. It will be the responsibility of institute and the bidders/consortium partners Project Management Team to address the project risks from milestone-to-milestone and make sure the respective responsibilities are managed.
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36.
Proposed Project Plan The Time frame for Phase wise Implementation is of 18 months with post go-live support till the end of 7th year. The bidder is expected to submit their project plans and milestone as per the proposed time frame. (Tentative Project Plan given below is illustrative).
#No
Activities
M1
1.
Procurement and supply of ERP Product and other software
2.
Hardware Procurement
3.
Implementation Services
4.
Project Preparation
5.
Design / Blueprint document
6.
Configuration / Customization / Development
7.
Testing
8.
Training
9.
Data Migration
10.
Go-Live
11.
Post Go-Live Stabilization
12.
Operations Maintenance Support
M2
M3
M4
M5
M6
M7
M8
M9
M10 M11 M12. .M18
and
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37.
Project Deliverables The bidders/consortium partners shall submit a schedule for the below mentioned milestones and deliverables (but not limited to) that would be delivered during the course of the project plan. The proposed timeline of submission of the deliverable should also be mentioned in “T+W” format wherein “T” shall specify the day of kick-off meeting and “W” shall specify the number of weeks after the kick-off meeting when the deliverable would be submitted. The bidders/consortium partners shall be bound with the proposed and finalized (after discussion with Institute) project plan and timelines for submission of deliverables. i. The table gives a set of high-level activities and corresponding deliverables which will be in project scope. ii. The bidders/consortium partners should use this list only as a guideline in terms of expected deliverables. The bidders/consortium partners are required to furnish detailed information regarding each deliverables of every step of activities proposed during and after the implementation of the project. Following are the list of key activities and deliverables (but not limited to) for the project phases as a part of ERP implementation at Institute. Activities 1. Project preparation
2. Design / Blueprint
3. Hardware / Infrastructure Estimation and sizing
Deliverables •
Project charter and Project plan
•
Initial Training on ERP and Modules functionality.
•
Detailed Project Plan for Design / Blueprint
•
As-Is report
•
To-Be report
•
GAP assessment report
•
Change management work shop for new process
•
Detail BOM with technical specifications and services required with estimated expenditure. (IT infrastructure sizing shall be certified by ERP OEM) Page 180 of 219
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4. Configuration and Customization
•
BCP / DR plan document, Backup strategy document, Storage strategy document
•
Power Planning report
1.Configuration documents for all process and modules 2. Customization-design, technical documents
development
and
3. Customized Components: •
Reports
•
Forms / Layouts
•
Enhancements
•
Workflow
•
Interface
•
Roles and Authorization Matrix
Complete Source Code of the application
•
Process flow , FRS & SRS
5. Testing
•
Testing Strategy document -Testing Plan, Test data and results
•
System acceptance testing report
•
Baseline testing report
•
Development testing report
•
Integration testing report
•
Issue Log for all testing
•
Data collection templates.
•
Data migration strategy report.
•
Data migration time period.
•
Training Plan with schedules and content
6. Data Migration
7.
Training
and
Change
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Management •
User Plan
•
Change management report
•
Delivery of User Training as per the matrix
8. Cut-over and Go-live
Cut-Over strategy and Go-live Plan
9. Post Go-live support
Go-live support till the end of 5th year
10. Operation and Maintenance O&M support for Four (4) years (After post Golive support) support for four Years
38.
Deliverables Acceptance Criteria The acceptance criteria shall be specified for all the project phases proposed by the bidder. A list of standard deliverables (indicative) for each phase is listed above. The formal acceptance of the phase wise deliverables by institute constitutes completion of the phase and approval to launch the next phase. The bidder may invoice institute for payment for the completed phase as per agreed payment milestones.
39.
Governance Structure and Project team Requirements Institute Project Team Institute will constitute a project governance Team. The bidder shall propose the governance structure which will be interacting with the Institute along with the escalation matrix and time duration of the response by the concerned personnel. Bidders/Consortium Partner Project Team The bidder s/Consortium Partner shall propose a team that would be involved in the entire project life cycle. The minimum expected experience, certifications and other required details are mentioned below. Project Manager Minimum twelve years of experience, including ERP Project Management experience of minimum two Projects and implementation experience in minimum three ERP implementation lifecycles which includes at least one implementation experience in any three modules of University / Education Institute / College in India / worldwide. Page 182 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Minimum ten years of experience, including ERP Project Implementation experience of minimum three Projects which includes at least one implementation experience in a University / Education Institute / College in India / worldwide. Should understand different modules of ERP and effect of change in parameters in one module how the same will affect the system. He / she should be in charge of all the integration issues during implementation. Change Management Lead Minimum ten years of professional experience including experience of Conducting change management workshops, developing change management strategy. The person should have led the change management track in at least two ERP implementation lifecycles. Functional Leads Minimum eight years of professional experience including Functional Lead experience of minimum two ERP implementation projects, implementation experience of minimum three ERP implementation lifecycles which includes at least one India localization experience in the relevant modules. The experience should also include minimum one ERP project implementation in University / Education Institute / College in India / worldwide. Functional Consultants Minimum three years of professional experience including two years of experience in ERP implementation including minimum two ERP implementation lifecycles which include at least one India localization experience in the relevant modules. The experience should include a minimum of one ERP project implementation in University / Education Institute / College in India / worldwide. Technical Leads Minimum eight years of experience in the technical domain including Technical Lead experience of minimum two ERP implementation projects, implementation experience of minimum three ERP implementation cycle experience. Technical Consultants Minimum three years of professional experience including two years of experience in ERP technical domain including minimum two ERP implementation lifecycle experience on different modules, implementing interfaces to legacy applications, report customization, system architecting and Database management, etc. Page 183 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Industry Subject Matter Expert (ISME): Should have knowledge about University / Education Institute and academics functions. ERP implementation experience will be preferred. IT Infrastructure Lead Should have knowledge on server sizing, how to make specification of the data-centre, planning for disaster recovery. He/ she should have experience for at least two instance of developing specification of data centre including LAN, WAN and storage system. The proposed project team members should be on the payroll of the bidder/consortium partner and should have been working with the bidder/consortium partner.
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Covering Letter Date:
To Director. Central Institute of Technology (CIT), KOKRAJHAR, Assam, India Dear Sir/Madam, Subject: Selection of vendor for the Procurement and implementation of complete IT solution web based (ERP) to automate the functioning of CIT KOKRAJHAR as per RFP no< > dated . We, the undersigned bidders/consortium partners, offer to provide the services for the above in accordance with your Request for Proposal dated dd/mm/yyyy any deviations in the terms and conditions. We are hereby submitting our proposal each page duly signed and stamped. Our proposal includes Pre qualification, Technical, and a Financial proposals sealed under a separate envelope. Our proposal is binding upon us. We understand you are not bound to accept any proposal you receive. We are also enclosing the following Tender fee
Draft NO
Date of draft
Drawn on bank Amount name
EMD
Draft No
Date of draft
Drawn on bank Amount name
PBG Checklist for prequalification criterion Power of Attorney
Yours sincerely, Authorized signatory
Page 185 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
40. PROFORMA FOR COMPOSITE BANK GUARANTEE FOR SECURITY DEPOSIT, PAYMENT AND PERFORMANCE This Guarantee Bond is executed this ……….day of ………….. 20_ by us the ……………(Bank) at …………………. P.O. …………………. P.S………………… District……………… State …………………. WHEREAS CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM, a …………..body constituted under the Act,…………. (Herein after called “the CITK”) has placed orders No……………Dt……………(hereinafter called “The Contract) on M/s……………. (Hereinafter called “The Vendor/consortium partners ”) for Procurement and Implementation Of Complete IT Solution Web based (ERP) WHEREAS the Vendor/consortium partners has agreed to supply and implement the complete IT Solution Web based (ERP) as per the functionalities defined in the Request for Proposal (RFP) at the CITK in terms of the said contract, AND WHEREAS the CITK has agreed (1) to exempt the vendor/consortium partners from making payment of security, (2) to release 100% payment of the cost of the project as per the said agreement and (3) to exempt from performance guarantee on furnishing by the Vendor/consortium partners to the CITK a Composite Bank Guarantee of 10% (ten percent) of the contract value in force of the said contract. NOW THEREFORE in consideration of the CITK having agreed (1) to exempt the vendor/consortium partners from making payment of security (2) releasing 100% payment to the vendor/consortium partners and (3) to exempt from furnishing performance guarantee in terms of the said contract as aforesaid, we, the …………(Bank) (hereinafter referred to as “the Bank”) do hereby undertake to pay to the CITK an amount not exceeding Rs………(Rupees ……………………) against any loss or damage caused to or suffered by or would be caused to or suffered by the CITK by reason of any breach by the said vendor/consortium partners of any of the terms and conditions contained in the said contract. (2) We (the Bank………) do hereby undertake to pay the amounts due and payable under this guarantee without any demur, merely on a demand from the CITK stating that the amount claimed is due by way of loss or damage caused to or suffered by the CITK by reason of any breach by the said Vendor/consortium partners of any of the terms or conditions contained in the said contract or by reason of the vendor/consortium partner’s failure to perform the said contract. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs……(Rupees……………….). (3) We (the Bank…….) also undertake to pay to the CITK any money so demanded not withstanding any dispute or disputes raised by the Vendor/consortium partners in any suit or proceeding instituted / pending before any court or tribunal relating thereto our liability under this present being absolute and unequivocal. Page 186 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
The payment so made by us under this guarantee shall be a valid discharge of our liability for payment there under and the vendor/consortium partners (s) shall have no claim against us for making such payment. (4) We (the Bank………) further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said contract and that it shall continue to be so enforceable till all the dues of the CITK under or by virtue of the said contract have been fully paid and its claims satisfied or discharged or till Director/Registrar, Central Institute of Technology Kokrajhar or his nominee certifies that the terms and conditions of the said contract have been fully and properly carried out by the said Vendor/consortium partners and accordingly discharges this guarantee. Unless a demand or claim under this guarantee is made on us in writing on or before the ________________________ we shall be discharged from all liability under this guarantee thereafter. (5) We (the Bank……..) further agree that the CITK shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said agreement or to extend time of performance by the said Vendor/consortium partners(s) and we shall not be relieved from our liability by reason of any such variations or extension being granted to the said Vendor/consortium partners or for any forbearance, act or omission on the part of the CITK or any indulgence by the CITK to the said vendor/consortium partners (s) or by any such matter or thing whatsoever which under the law relating to sureties would but for this provisions have effect of so relieving us. (6) This guarantee will not be discharged due to the change in the name, style and constitution of the Bank and the vendor/consortium partners. (7) We (the Bank……….) lastly undertake not to revoke this guarantee during its currency except with the previous consent of the CITK in writing. Dated at …………. the ………… day of ………… Two thousand …………… For ……………. (Indicate the name of the Bank) Witness: 1. 2. NOTE FOR TENDERERS : The B.G. is to be furnished in Non-judicial Stamp paper of Rs.50/- as applicable as per Assam Stamp Duty Act, from any Nationalized Bank.
Page 187 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
41.
PROFORMA FOR BANK GUARANTEE FOR EARNEST MONEY
Ref: Date: Bank Guarantee No. 1. In accordance with invitation to request for proposal No……………… dated ……………….. of Central Institute of Technology Kokrajhar , BTAD, Assam (hereinafter referred to as the CITK) for the Procurement and Implementation Of Complete IT Solution Web based (ERP) of ………………….. Messers………………………… 1.Mr………………………….. Address……………………………………………………….. ………………………………………………………………………………………………... ………………. Director(s)OEM 2.Mr………………………….. Address……………………………………………………….. ………………………………………………………………………………………………... ………………. Director(s)consortium partner. wish/wished to participate in the said tender and as Bank Guarantee for the sum of Rs…… valid for a period of …………days (………………..days) is required to be submitted by the bidders/consortium partner, we the ……………………… (hereinafter referred to as “the Bank”) at the (Indicate the name of the Bank) request of Ms. / Sri……………………………(hereinafter referred to as bidders/consortium partner) do hereby unequivocally and unconditionally guarantee and undertake to pay during the above said period, or written request by the ……………………(indicate designation of purchaser) CITK, an amount not exceeding Rs……………… to the said Board, without any reservation. The guarantee would remain valid up to 4.00 P.M. of ………. (date) and if any further extension to this is required, the same will be extended on receiving instructions from the ………………… on whose behalf this guarantee has been issued. 2. We, the ………………………….. (indicate the name of the Bank) do hereby, further undertake to pay the amount due and payable under this guarantee without any demur, merely on demand from the CITK stating that the amount claimed is due as per the terms of the said Bid. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs……………. 3. We undertake to pay to the CITK any money so demand not withstanding any dispute or disputes so raised by the bidders/consortium partner in any suit or proceeding institute/pending before any court or tribunal relating thereto, our liability under this present being absolute and unequivocal. The payment so made by under this bond shall be a valid discharged of our liability for payment there under and the contractor (s)/Supplier(s) shall have no claim against us under this bond shall be a valid discharged of our liability for payment there under and the contractor (s) / Supplier(s) shall have no claim against us for making such payment. 4. We the ………………. (indicate the name of the Bank) further agree that the guarantee herein contained shall remain in full force and effect during the aforesaid period of ……. Days (………….. days) and its shall Page 188 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
continue to be so enforceable till all the dues of the CITK under or by virtue of the said Bid have been fully paid and its claims satisfied or discharged or till Director/Registrar, CITK certifies that the terms and conditions of the said bid have been fully and properly carried out by the said bidders/consortium partner and accordingly discharges this guarantee. Unless a demand or claim under this guarantee is made on us in writing on or before the ……………… we shall be discharged from all liability under this guarantee thereafter. 5. We the ………………….. (indicate the name of Bank) further agree with the CITK that the CITK shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms & conditions of the said Bid or to extend time of performance by the said bidders/consortium partner from time to time or to postpone for any time or from time to time any of the powers exercisable by the CITK against the said bidders/consortium partner and to forbear or enforce any of the terms and conditions relating to the said bid and we shall not be relieved from our liability by reason of any such variation postponement or extension being granted to the said bidders/consortium partner or for any forbearance act or omission on the part of the CITK or any indulgence by the CITK to the said bidders/consortium partner or by any such matter or thing what so ever which under the law relating to sureties should, but for this provision, have effect of so relieving us. 6. This guarantee will not be discharged due to the change in the name, style and constitution of the Bank of bidders/consortium partner. 7. We …………………….. (Indicate the name of Bank) lastly undertake not to revoke this guarantee during its currency except with the previous consent of the CITK in writing. Dated the ………………………. Date of …………………………….. Witness:1. 2. For ……………………………….. (indicate the name of Bank)
Page 189 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
42.
REPORT FORMATS :
43.
Stores Reports
44.
HR Department Reports
i.
Child Care leave
Page 190 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
ii.
Commuted leave
iii.
Vacation Leave Winter
iv.
Vacation Leave summer
Page 191 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
v.
vi.
vii.
Half Pay Leave
Earned Leave(Non Teaching Staff)
Paternity Leave
Page 192 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
viii.
ix.
x.
On Duty report
Special Casual Leave
Earned Leave (Teaching Staff)
Page 193 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
xi.
Resignation report
SL
Name
1
Sibesh Lodh
45.
i.
Designation Department Asst. Prof.
CSE
Date 31-122013
Examination Result sheet
Final detailed result sheet
Page 194 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
ii.
Result sheet with grades B. TECH SEM 7 (FINAL) IN INFORMATION TECHNOLOGY DECEMBER, 2016 CENTRAL INSTITUTE OF TECHNOLOGY, KOKRAJHAR
42801 Sl. No
Gau-C-13/ Roll Name of the students
SEM 7 (FINAL) IN INFORMATION TECHNOLOGY IT701
IT702
IT714
IT715
IT791
IT792
IT793
IT772
Result
Nos
CREDIT-> 11578 11579 11580 11581 11582 11583 11584
DECEMBER, 2016
154 155 158 159 161 162 165
DATA INFORMATIO ADVANCE ARTIFICIA MAJOR REPORT & MINING N SECURITY D L PROJECT- PRESENTATION AND DATA AND CYBER COMPUTE INTELLIGE I ON PRACTICAL WAREHOU LAWS R NCE TRAINING SING ARCHITEC 3 4 3 3 8 3
A B C E B C C
A B F F C C F
B C D E B C F
A B B D C B B
A A B C A A A
iii.
Back papers fee collection report student wise.
iv.
Attendance sheet student wise and subject wise.
A A B B A A A
SEMINAR INFORMAT ION SECURITY AND CYBER 2 2
A A B C A B A
A A A C B A F
28 P P F F P P F
Page 195 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
v.
List of students seeking permission for appearing in Compartmental Exam
Data generated by students’ application forms for seeking Permission to sit for Compartmental Examinations in December, 2016: SemesterI
SemesterII
SemesterIII
SemesterIV
SemesterV
SemesterVI
SemesterVII
SemesterVIII
HU401 – 19 MA301 – 112 MA302 – 32 ME301 – 18 HU101 – 10 ES101 – 09 MA101 – 124 PH101 – 24 CS101 – 96
HU201 – 47 CY201 – 95 MA201 – 181 ME201 – 118 EE201 – 143 EC201 – 164
EC301 – 12 EC302 – 06 CS301 – 08 CS303 – 03 CS304 – 07 IE301 – 36 IE302 – 02 IE303 – 08 FPT301 – 03 FPT302 – 03 FPT303 –
MA401 – 115
HU501 – 01
EC401 – 61
EC501 – 05
EC402 – 19
EC502 – 01
EC403 – 13
CS501 – 01
CS401 – 10
CS502 – 02
CS402 – 09
CS503 – 01
IE401 – 36
CS511 – 03
IE402 – 18 IE403 – 23 FPT401 – 05
IE501 – 24 IE502 – 00 IE503 – 11
FPT402 – 03
IE504 – 02
FPT403 – 05
IE506 – 09
FPT404 – 06 CE401 –
IE505 – 03
HU601 – 06 EC601 – 05
EC710 – 01
EC602 – 06
EC711 – 03
EC603 – 32
EC712 – 02
EC604 – 08
EC713 – 00
EC615 – 05
EC714 – 02
CS601 – 04 CS602 – 03 CS603 – 02 CS604 – 01
EC813 – 01 IE801 – 02 IE810 – 04 IE812 – 03
IE701 – 02 IT814 – 01 IE702 – 02 IT816 – 01 IE703 – 01 IT821 – 01 IE711 – 04 IE712 – 04 FPT703 – 01
IE601 – 11 IE602 – 21
FPT501 – 03
IE603 – 17
FPT502 –
IE604 – 19 Page 196 of 219
RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
02
06
05
IE605 – 01
FPT304 – 03
CE402 – 06
FPT503 – 02
FPT601 – 01
CE301 – 01
CE403 – 15
FPT504 – 06
FPT602 – 04
CE302 – 02
CE404 – 12
FPT505 – 01
FPT603 – 02
CE303 – 03
IT401 – 09
CE501 – 02
FPT611 – 01
CE502 – 00
CE601 – 01
CE503 – 02
CE602 – 02
CE504 – 02
CE603 – 01
IT303 – 00
CE505 – 01
CE604 – 01
IT305 – 05
IT501 – 03
CE605 – 06
CE304 – 00 CE305 – 05 IT301 – 01 IT302 – 01
IT402 – 08 IT403 – 09 IT404 – 06
IT502 – 02 IT503 – 02 IT504 – 01
IT601 – 00 IT602 – 08 IT603 – 05 IT604 – 07
Exam Superintendent CIT Kokrajhar
Page 197 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Result of the B. Tech 3rd Semester (Compartmental) Examination of CIT Kokrajhar held in December, 2016.
I)
List of Successful Candidates in order of Roll Nos.
Appeared: 100
Passed: 26
Roll Nos.: Roll: Gau-C-11: Nos. [162] Roll: Gau-C-12: Nos. [10, 41, 56, 64, 133, L-193, L-216] Roll: Gau-C-13: Nos. [127, 128, 145, 148, 170, L-205, L-207, L-227, L-232] Roll: Gau-C-14: Nos. [09, 138, 152, 155, 171, L-224, L-245, L-248, L-257] II)
The following candidates have either failed or yet to pass the subjects shown against their Roll Nos.
Roll Nos.: Roll: Gau-C-11: Nos. [66{All}, 67{IE301}, 91{MA301, CE304}, 117{MA301, CE302, 303, 304}, 119{MA301}, L-219{MA301}, L-226{MA301}, L-228{MA301}] Roll: Gau-C-12: Nos. [12{MA-EC301, CS304}, 16{IE301}, 35{MA301, IE302, 303}, 52{MA-MEEC-IE301}, 63{All}, 65{MA301,302, IE-CS301}, 81{MA301,302, CS301}, 94{ME301}, 141{MA302, IT301}, 144{Except IT303}, 149{MA302}, 152{MA301,302, IT304, HU371}, 158{MA302}, 159{MA301, 302, IT304}, 168{All}, L-[175{IE301, CS304}, 189{MA301,302, IE301}, 197{MA301, IE301,302}, 209{MA301}, 211{IE301}, 220{MA301, CE305}, 231{MA301}]]
Controller of Examinations Gauhati University
10 – 03 – 2017
vi.
Course wise list of Instructors
Sl. No.
Paper Codes
NAME OF INSTRUCTORS
1
HU101
Monideepa Brahma
2
MA101
Anjalu Albis Basumatary
REMARKS
Page 198 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
3
PH101
Dr. Manasi Buzar Baruah
4
CS101
Apurbalal Senapati / Anup kr Barman
5
ES101
Omen Paron
vii.
Department wise result : RESULT OF THE EIGHT SEMESTER FINAL B.TECH. EXAMINATION HELD IN JUNE, 2016 List of Successful Candidates (In order of Roll Nos.) A. ELECTRONICS & COMMUNICATION ENGINEERING
Appeared: 33 Sl. No.
Passed: 29
Roll Number
Class
|1
Final CGPA Name of the Student obtained
1
Gau-C-12/60
2
Gau-C-12/05
|1
| 8.71
| BABLI KUMARI
| CIT
3
Gau-C-12/13
|1
| 8.20
| SONALI BISWAS
| CIT
4
Gau-C-12/L-182
5
Gau-C-12/153
|1
| 7.78
| NAYANJYOTI TALUKDAR
| CIT
6
Gau-C-12/20
|1
| 7.71
| PRANAB JYOTI TALUKDAR
| CIT
7
Gau-C-12/25
|1
| 7.67
| RAHUL BHATTACHARYA
| CIT
8
Gau-C-12/21
|1
| 7.59
| DEBABRATA BARMAN
9
Gau-C-12/L-184
10
Gau-C-11/01
|1
| 7.45
| NILOMIT JYOTI SARKER
| CIT
11
Gau-C-12/02
|1
| 7.39
| BHAGYASHREE SAUD
| CIT
12
Gau-C-12/27
|1
| 7.38
| PULAK BASUMATARY
| CIT
13
Gau-C-12/03
|1
| 7.26
| PRANJAL KUMAR NATH
| CIT
14
Gau-C-12/23
|1
| 7.25
| FAZLUR RAHMAN
15
Gau-C-12/17
|1
| 7.19
| BIBHUTI DAS
| CIT
16
Gau-C-12/22
|1
| 7.14
| SHOMESH ALI SHEIKH
| CIT
17
Gau-C-12/01
|1
| 7.13
| ANKIT SAGAR
| CIT
18
Gau-C-12/06
|1
| 7.04
| LINCOLN RAY
| CIT
19
Gau-C-12/04
|2
| 6.96
| ABHILASH KUMAR JHA
| CIT
20
Gau-C-12/14
|2
| 6.88
| SURANJAN DAS
| CIT
|1
|1
| 9.05
| SRISHTI
| 8.14
| CIT
| SHUBHAM JHA
| 7.49
| DHANJITA RAY
| CIT
| CIT | CIT
| CIT
Page 199 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
21
Gau-C-12/L-185
|2
| 6.87
| DHRITI SUNDAR BASUMATARY
| CIT
22
Gau-C-12/L-180
|2
| 6.86
| DEEPIKA YADAV
| CIT
23
Gau-C-12/L-178
|2
| 6.69
| ROSEBERRI PADUN
| CIT
24
Gau-C-12/L-176
|2
| 6.68
| JAYDEEP UPADHYAY
| CIT
25
Gau-C-12/19
|2
| 6.64
| DURLABH GOUTAM BARUAH
| CIT
26
Gau-C-12/09
|2
| 6.45
| BIPUL BORO
| CIT
27
Gau-C-12/29
|2
| 6.31
| MUNMI MUSHAHARY
| CIT
28
Gau-C-12/L-179
|2
| 6.20
| RAKHI BORO
| CIT
29
Gau-C-11/L-178
|2
| 6.19
| GUTHAL BARO
| CIT
W1 (For not clearing Sem.): Gau-C-11/L-173;
B.
Gau-C-12/10;
Gau-C-12/12;
Gau-C-12/L-175;
COMPUTER SCIENCE & ENGINEERING
Appeared: 27 26 Sl. No.
Passed:
Roll Number
Class
Final CGPA obtained
Name of the Student
Institute
1
Gau-C-12/L-193
|1
| 9.07
| CHANDRANATH BISWAS
2
Gau-C-12/L-191
|1
| 8.54
| ALOK NATH
3
Gau-C-12/75
|1
| 8.52
| PRANITA BORO
| CIT
4
Gau-C-12/143
|1
| 8.48
| SUSHMITA RAJBANSHI
| CIT
5
Gau-C-12/148
|1
| 8.36
| ARADHANA SENAPATI
| CIT
6
Gau-C-12/126
|1
| 8.06
| NILOTPAL BISWAS
| CIT
7
Gau-C-12/71
|1
| 7.56
| SHIVA SHANKAR SHANDILYA
| CIT
8
Gau-C-12/80
|1
| 7.51
| SURANJIT BASUMATARY
9
Gau-C-12/83
|1
| 7.06
| CHANDAN DAS
| CIT
10
Gau-C-12/76
|2
| 6.86
| SOURAV SAHA
| CIT
11
Gau-C-12/62
|2
| 6.83
| DEEP JYOTI DEKA
12
Gau-C-12/74
|2
| 6.64
| AYUSHI
13
Gau-C-12/L-194
14
Gau-C-12/61
15
Gau-C-12/ L-186
16
Gau-C-12/78
|2
| 6.27
| PUSPARAJ BARO
| CIT
17
Gau-C-12/73
|2
| 6.05
| BINITA BORO
| CIT
18
Gau-C-12/70
|2
| 6.02
| BASHUNDRARA BASUMATARY
19
Gau-C-12/ 87
|2
| 5.93
| KESHAB KARKI
20
Gau-C-12/67
|2
| 5.90
| JAYPRAKASH DEY
|2
| 6.61 |2
|2
| BHAGYASHREE BASUMATARY | 6.59
| 6.38
| CIT | CIT
| CIT
| CIT | CIT | CIT
| HRISHIKESH PATHAK | SUPRIYA LANGTHASA
| CIT | CIT
| CIT | CIT | CIT
Page 200 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
21
Gau-C-12/85
|2
22
Gau-C-12/L-190
23
Gau-C-12/77
24
Gau-C-12/ L-187
25
Gau-C-12/86
|2
| 5.28
| ROSHAN ADHIKARI
| CIT
26
Gau-C-11/47
|3
| 4.76
| PRITAM KUMAR
| CIT
|2
| 5.78 |2
|2
| 5.80
| SATUL BASUMATARY
| CIT
| MOROMI BURAGOHAIN | 5.72
| 5.71
| CIT
| SWMLA BARO
| CIT
| TUBUR BORGOYARY
| CIT
W1 (For not clearing earlier Sem.) Gau-C-12/64;
C.
INSTRUMENTATION ENGINEERING
Appeared: 38 Sl. No.
Passed: 27
Roll Number
Class |1
Final CGPA obtained
| 8.49
Name of the Student
Institute
1
Gau-C-12/L-201
2
Gau-C-12/32
|1
| 7.93
| RISHIRAJ PATHAK
3
Gau-C-12/31
|1
| 7.84
| MANOJ DUTTA
| CIT
4
Gau-C-12/33
|1
| 7.80
| PRIYANKA KUMARI
| CIT
5
Gau-C-12/L-199
|1
| 7.79
| JURI BARMAN
6
Gau-C-12/L-207
|1
| 7.64
| HAIMOBATI BASUMATARY
7
Gau-C-12/L-208
|1
| 7.52
| KABITA KUMARI
8
Gau-C-12/40
|1
| 7.47
| ARUNAV KUMAR JHA
| CIT
9
Gau-C-12/47
|1
| 7.40
| BINITA BORO
| CIT
10
Gau-C-12/L-203
|1
| 7.36
| JITUMONI BORAH
11
Gau-C-12/L-198
|1
| 7.30
| KAILASH PRATIM PHUKAN
12
Gau-C-12/L-202
|1
| 7.27
| MITHILESH KUMAR
| CIT
13
Gau-C-12/L-205
|1
| 7.24
| RAHUL BORO
| CIT
14
Gau-C-12/162
15
Gau-C-12/L-206
|2
| 6.74
| JAHAGIR ALOM SK
| CIT
16
Gau-C-11/L-216
|2
| 6.69
| HRISHIKESH DAS
| CIT
17
Gau-C-12/53
|2
| 6.57
| HIMANGSHU RANJAN BHATTARAI
18
Gau-C-12/37
|2
| 6.38
| SANJIT BRAHMA
19
Gau-C-12/L-211
20
Gau-C-12/46
|2
| 6.17
| DIPIKA BRAHMA
| CIT
21
Gau-C-12/54
|2
| 6.07
| SUHRIDAY BARMAN
| CIT
22
Gau-C-12/L-210
23
Gau-C-11/84
|2
| 5.74
| ANAMIKA KUMARI
| CIT
24
Gau-C-12/48
|2
| 5.63
| AJAY KACHARI
| CIT
25
Gau-C-11/80
|2
| 5.56
| GEETA BASUMATARY
| CIT
|1
|2
|2
| ALOK SAIKIA
| 7.10
| 6.19
| CIT
| CIT | CIT | CIT
| CIT | CIT
| GOPAN RABHA
| VRINATRI VELENTINA BORO
| 6.04
| CIT
| MEENA BALABASUMATARY
| CIT
| CIT | CIT
| CIT
| CIT
Page 201 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
26
Gau-C-12/L-195
|2
| 5.10
| RAJAT KANTI NATH
| CIT
27
Gau-C-10/L-198
|2
| 5.04
| PRASANTA KUMAR DAS
| CIT
Gau-C-11/L-206;
Gau-C-12/35;
Gau-C-12/38;
Gau-C-12/56;
Gau-C-12/L-196;
W1 (For not clearing an earlier Sem.) Gau-C-10/281;
Gau-C-11/67;
Gau-C-12/41; Gau-C-12/L-204;
D.
Gau-C-12/44; Gau-C-12/L-209;
FOOD PROCESSING TECHNOLOGY
Appeared: 27 Sl. No.
Passed: 23
Roll Number
Class
Final CGPA obtained
Name of the Student
Institute
1
Gau-C-12/91
|1
| 8.74
| KAKOLI PEGU
| CIT
2
Gau-C-12/L-213
|1
| 8.48
| ANU CHETRY
| CIT
3
Gau-C-12/111
|1
| 8.38
| CHANDAMITA BISWAS
4
Gau-C-12/108
|1
| 8.29
| HEMANTA KUMAR SARMA
5
Gau-C-12/103
|1
| 8.18
| MRIDUL NATH
6
Gau-C-12/102
|1
| 7.67
| SANTOSH KUMAR GUPTA
7
Gau-C-12/L-214
8
Gau-C-12/96
|1
| 7.54
| LOLIT GOYARY
| CIT
9
Gau-C-12/112
|1
| 7.38
| SWARAJ DEKA
| CIT
10
Gau-C-12/89
|1
| 7.32
| RUHAN KUMAR
| CIT
11
Gau-C-12/90
|1
| 7.28
| KAMAL TALUKDAR
| CIT
12
Gau-C-12/173
|1
| 7.21
| PALLABI DAIMARY
| CIT
13
Gau-C-12/L-217
14
Gau-C-12/99
|1
| 7.03
| MAINATHI BORO
| CIT
15
Gau-C-12/92
|1
| 7.01
| MIRAJUL ALOM
| CIT
16
Gau-C-11/166
|2
| 6.99
| SANJOG KASHYAP
17
Gau-C-12/L-215
18
Gau-C-11/165
|2
| 6.63
| ANDREW BARHMA
| CIT
19
Gau-C-12/113
|2
| 6.47
| SHON KUMAR DAS
| CIT
20
Gau-C-12/104
|2
| 6.42
| SUBODH KUMAR BASUMATARY
21
Gau-C-12/95
|2
| 6.32
| PANKAJ RABHA
| CIT
22
Gau-C-12/106
|2
| 6.12
| ABINASH BORO
| CIT
23
Gau-C-11/159
|2
| 5.58
| DWITHUN BASUMATARY
|1
|1
|2
| 7.66
| BHASKAR JYOTI HAZARIKA
| 7.13
| CIT | CIT | CIT | CIT | CIT
| KHUSBU BASUMATARY
| 6.91
| KUKIL KONWAR
| CIT
| CIT | CIT
| CIT
| CIT
W1 (For not clearing an earlier Sem.) Gau-C-11/154;
Gau-C-11/162;
Gau-C-11/L-219;
Gau-C-12/L-216;
Page 202 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
E.
CIVIL ENGINEERING
Appeared: 30 Sl. No.
Passed: 30
Roll Number
Class
Final CGPA obtained
Name of the Student
Institute
1
Gau-C-12/117 | CIT
|1
| 8.46
| PUJA DEKA
2
Gau-C-12/88
|1
| 8.10
| RINGKHANGBASUMATARY
3
Gau-C-12/116
|1
| 8.07
| DIGANTA BARUAH
| CIT
4
Gau-C-12/115
|1
| 7.76
| RABIUL HOQUE CHOUDHURY
| CIT
5
Gau-C-12/136
|1
| 7.37
| SANJAY BARO
| CIT
6
Gau-C-12/118
|1
| 7.36
| BISWA KUMAR KHAKLARY
7
Gau-C-12/36
|1
| 7.28
| TULASI BRAHMA
8
Gau-C-12/L-225
|1
| 7.07
| CHANDAN GUPTA
| CIT
| CIT | CIT | CIT
Gau-C-12/128
|1
| 7.07
| ARINDOM DAS
| CIT
9
Gau-C-12/135
|1
| 7.00
| MAINA BASUMATARY
| CIT
10
Gau-C-12/L-224
|2
| 6.91
| NILIM KALITA
| CIT
11
Gau-C-12/L-218
|2
| 6.87
| MD GOLAM NABI AZAD
| CIT
12
Gau-C-12/L-222
|2
| 6.80
| KULDEEP KR. SINGH
| CIT
13
Gau-C-12/L-223
|2
| 6.79
| NOMITA NARZARY
| CIT
14
Gau-C-12/120
|2
| 6.63
| PRASURJYA TALUKDAR
| CIT
15
Gau-C-12/130
|2
| 6.54
| MUSLIM UDDIN SHEIKH
| CIT
16
Gau-C-12/119
|2
| 6.50
| RANJAN KUMAR
| CIT
17
Gau-C-12/34
|2
| 6.49
| RAJ GAURAV
| CIT
18
Gau-C-12/L-219
19
Gau-C-12/138
20
Gau-C-12/ 134
|2
| 6.39
| RAHUL RABHA
| CIT
21
Gau-C-12/L-221
|2
| 6.34
| TIKENDRAJIT RABHA
| CIT
22
Gau-C-12/125
|2
| 6.32
| SUMIT SINGH
| CIT
23
Gau-C-12/140
|2
| 6.22
| APURBA PRODHANI
| CIT
24
Gau-C-12/139
|2
| 6.17
| MOHIBUL HOQUE MONDAL
| CIT
25
Gau-C-12/L-228
26
Gau-C-12/121
27
Gau-C-12/L-227
|3
| 5.63
| NABA KUMAR GOYARI
| CIT
28
Gau-C-12/L-226
|3
| 5.57
| FWILAO BASUMATARY
| CIT
29
Gau-C-11/L-240
|3
| 5.48
| HABILASH BORO
| CIT
|2
| 6.44 |2
|2
| PUJA SAIKIA | 6.43
| 6.03 |2
| SOMNATH SAHA
| JYOTISHMITA BONIA | 5.80
| CIT
| EVANGELI BASUMATARY
| CIT
| CIT | CIT
W1 (For not clearing an earlier Sem.)
Page 203 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Nil.
F.
INFORMATION TECHNOLOGY
Appeared: 13
Sl. No.
Passed: 10
Roll Number
Class
Final CGPA obtained
Name of the Student
Institute
1
Gau-C-12/146
|1
| 8.99
| ARNAB BHATTACHARJEE
| CIT
2
Gau-C-12/155
|1
| 7.94
| RATAN RABHA
| CIT
3.
Gau-C-12/165
|1
| 7.87
| BISWAJIT PAUL
| CIT
4.
Gau-C-12/163
|1
| 7.60
| LWITHWMA BRAHMA
| CIT
5.
Gau-C-12/150
|2
| 6.74
| RISHAV KUMAR
| CIT
6.
Gau-C-12/145
|2
| 6.72
| DHRUVAJYOTI DAS
| CIT
7.
Gau-C-12/151
|2
| 6.70
| ROHAN BASU
| CIT
8
Gau-C-12/166
|2
| 5.68
| SWAPNANIL BARUAH
| CIT
9.
Gau-C-12/157
|2
| 5.34
| DETSUNG BARO
| CIT
10.
Gau-C-12/142
| PASS
| 4.41
| BHASKAR DIP DAS
| CIT
W1 (For not clearing an earlier Sem.) Gau-C-12/128;
15 – 07 – 2016
Gau-C-12/L-226;
Gau-C-12/L-228;
Controller of Examinations Gauhati University
Page 204 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
viii.
Student wise complete result at a glance for all semesters
Page 205 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Page 206 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
ix.
Invigilation schedule report FINAL-SEMESTER INVIGILATION (December, 2016) Invigilation duties allotted for Final-Semester Examination
Sl No.
Name of faculty
1
MORNING: 09.00 – 12.00 NOON
AFTERNOON: 1.00 – 4.00 P.M.
A. Albis Basumatary
Examination Control Room
Examination Control Room
2
Jeevan Krishna Khaklary
Examination Control Room
Examination Control Room
3
Samiran Das
30/11/2016, 05/12/2016, 12/12/2016, 20/12/2016
02/12/2016, 08/12/2016, 09/12/2016, 14/12/2016
4
Gautam Chandra Roy
Examination Control Room
Examination Control Room
5
Diganta Jyoti Sarma
05/12/2016, 07/12/2016,19/12/2016, 21/12/2016
30/11/2016, 08/12/2016, 12/12/2016, 13/12/2016
6
Sahalad Borgoyary
01/12/2016, 06/12/2016, 10/12/2016, 20/12/2016
02/12/2016, 08/12/2016, 09/12/2016, 14/12/2016
7
Mahananda Brahma
…………….LEAVE…………...
8
Manasi Buzar Baruah
05/12/2016, 07/12/2016, 12/12/2016, 20/12/2016
……………LEAVE…………… 02/12/2016, 08/12/2016, 13/12/2016, 14/12/2016
NB: 16-12-2016: Exam is from 8.30 – 12.30 P.M. Extra remuneration is paid for the extra hour.
Everyone is requested to report to the Examination Control Room at least 15 minutes before the commencement of the Examination Hours. Kindly make sure that your inability to come for invigilation as per the above schedule is made up by someone else presence to make up your absence in order to avoid inconvenience for the Examination Committee.
Yours faithfully (J.K. Khaklary) Exam Superintendent CIT Kokrajhar
Page 207 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
x.
Notices NOTICE
It is hereby notified to all students of B.Tech that the following students are hereby debarred from appearing the coming Final Semester Examinations due to “Shortage in Attendance” in the course(s) specified alongside. Further, students who have failed in more than 2 (two) subjects are not promoted to the higher semester. The list is as per attendance reports submitted to the undersigned by course instructors. Those who have failed in Internal Assessment have been marked (SF) along the subjects.
Sl. No.
Roll Numbers
1
Gau-C-16/004
Debasish Das
HU101
2
Gau-C-16/019
Biju Chandra Baro
HU101, MA101
3
Gau-C-16/046
Dipankar Talukdar
HU101
4
Gau-C-16/048
Nayanjyoti Kashyap
HU101, MA101
5
Gau-C-16/051
Tilok Pegu
HU101, MA101
6
Gau-C-16/052
Pritam Machahary
HU101, CS101
7
Gau-C-16/063
Hitesh Boro
CS101
8
Gau-C-16/067
Dengkhw Basumatary
CS101
9
Gau-C-16/093
Meghmilan Pathak
HU101, MA101
10
Gau-C-16/121
Ringkhang Brahma
HU101
11
Gau-C-16/123
Bhabesh Deka
HU101
12
Gau-C-16/139
Bhargav Bania
HU101, MA101, CS101
YEAR BACK
16
Gau-C-16/168
Denish Darik
HU101, MA101, CS101
YEAR BACK
17
Gau-C-16/169
Tulunga Narzary
HU101, MA101, CS101
YEAR BACK
18
Gau-C-16/176
Pritam Dey
CS101
Name of the Students
Subjects Failed
Remarks
(Shortage in Attendance)
Page 208 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19
Gau-C-16/185
Bhumswrang Basumatary
HU101, PH101 (SF)
20
Gau-C-16/238
Nayeem Ul Islam
HU101
21
Gau-C-16/240
Bikram Nath
HU101, MA101
22
Gau-C-16/247
Bhaskar Swrang Basumatary
HU101
23
Gau-C-16/250
Amit Brahma
HU101, MA101
24
Gau-C-15/026
Harsha Mani Das
MA301 (SF)
25
Gau-C-15/033
Gautam Kumar Baro
EC301
26
Gau-C-15/039
Ashok Kr. Basumatary
EC301, EC302 (SF)
27
Gau-C-15/043
Prakash Brahma
EC301
28
Gau-C-15/052
Mihir Kalita
MA301 (SF)
YEAR BACK
29
Gau-C-15/080
Mriganka Das
MA301 (SF)
YEAR BACK
30
Gau-C-15/104
Suraj Kumar Barman
EC301
31
Gau-C-15/114
Himangshu Barman
EC301
32
Gau-C-15/116
Bhargadev Basumatary
EC301
33
Gau-C-15/123
Genuine Narzary
MA301, ME301, EC301, IE303, 03
YEAR BACK
34
Gau-C-15/124
Manas Pratim
MA301, EC301, IE301, IE303
YEAR BACK
35
Gau-C-15/133
Joseph Lengoumang Mate
EC301, IE303
36
Gau-C-15/195
Rwdwm Basumatary
MA301, CE302, CE304, CE305
37
Gau-C-15/L-280
Shivraj Hasnu
EC301
38
Gau-C-15/L-284
Krishna Gopal Bharali
EC301, EC302 (FA&SF), IE301
39
Gau-C-15/L-285
Pranjal Pratim Das
MA301, EC301
40
Gau-C-15/L-313
Pulak Roy
EC301, IE301, IE303
YEAR BACK
YEAR BACK
YEAR BACK
YEAR BACK
YEAR BACK
YEAR BACK
Page 209 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
41
Gau-C-15/L-314
Suraj Das
MA-ME301, EC-IE301, IE302
YEAR BACK
42
Gau-C-15/L-321
Mrinal Kalita
MA301
43
Gau-C-15/L-339
Partha Protim Chaki
MA301
44
Gau-C-14/023
Ganajit Daimary
EC301, EC302 (FA&SF), IE301
YEAR BACK
45
Gau-C-14/062
Kriti Kamal Malakar
MA-ME-EC301, IE301, 302, 303
YEAR BACK
46
Gau-C-14/082
Nitu Rani Narzary
EC301, IE301
47
Gau-C-14/018
Rocky Sarkar
HU501
48
Gau-C-14/022
Bikram Basumatary
EC501
49
Gau-C-14/024
Saroj Das
EC502
50
Gau-C-14/026
Pritam Dey
HU501
51
Gau-C-14/061
Sumit Chetri
HU501, IE502
52
Gau-C-14/065
Bikash Saharia
IE502
53
Gau-C-14/084
Agwma Kherkatary
IE502
54
Gau-C-14/086
Kwnchwk Koch
IE502
55
Gau-C-14/092
Sandeep Kalita
IE502
56
Gau-C-13/075
Priyam Talukdar
IE502, IE504
57
Gau-C-14/L-188
Bikash Sarkar
HU501
58
Gau-C-14/L-197
Steward Sangma
EC501
59
Gau-C-14/L-240
Bitupon Baruah
HU501
60
Gau-C-13/081
James Narzary
IE502, IE503
61
Gau-C-13/137
Rashidul Ahmed
CE504
62
Gau-C-13/177
Anurag Roy
HU501
63
Gau-C-12/152
Abdur Rowf
HU501
64
Gau-C-13/006
Ganesh Kundu
EC711
Page 210 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
65
Gau-C-13/014
Abhijit Chetia
EC710, EC712, EC713, EC714
YEAR BACK
66
Gau-C-13/024
Monin Kumar Boro
EC710, EC711,EC712, EC713, EC714
YEAR BACK
67
Gau-C-13/073
Dweepjyoti Deka
IE712
68
Gau-C-13/146
Mijing Basumatary
CE701
69
Gau-C-13/L-187
Gouri Shankar Chetia
EC711
70
Gau-C-12/094
Jyotish Chandra Baro
FPT702
71
Gau-C-11/117
Subhankar Dey
CE701
Reviewers: 1. Jeet Dutta 2. Dr. Arindum Mukherjee 3. A. A. Basumatary 4. Haradip Mahilary 5. Dr. Gautam Chandra Ray
Exam Superintendent CIT Kokrajhar 29-11-2016
Page 211 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
NOTICE It is hereby notified to all students of Diploma that the following students are hereby debarred from appearing the coming Final Semester Examinations due to “Shortage in Attendance” in the course(s) specified alongside. Further, students who have failed in more than 2 (two) subjects are not promoted to the higher semester. Sl. No.
Roll Numbers
1
CIT/16/ET/004
Aniruddha Kashyap
Hu-102
2
CIT/16/ET/006
Rahul Kumar Sahani
Sc-102
3
CIT/16/ET/007
Debasish Baishya
Hu-101, Sc-102, Sc-103, Sc-104
4
CIT/16/ET/016
Dhiman Bhowmick
Sc-102
5
CIT/16/ET/028
Sanku Hazarika
Hu-101, Sc-103
6
CIT/16/ET/030
Sonaram Brahma
Sc-102
7
CIT/16/CO/020
Babli Mandal
Sc-103
8
CIT/16/CO/022
Niyam Prova Barman
Sc-102
9
CIT/16/CO/023
Kuntal Dhar
Hu-101, Sc-102 (SF), Sc-104
YEAR BACK
10
CIT/15/CO/009
Manas Khanikar
Hu-101, Sc-102, Sc-103, Me-101 (SF)
YEAR BACK
11
CIT/15/CO/022
Darshan Pathak
Sc-102, Me-101 (S/F)
YEAR BACK
12
CIT/16/CI/003
Anurag Baruah
Hu-101, Sc-102
13
CIT/16/CI/006
Hitesh Das
Hu-101
14
CIT/16/CI/011
Rahul Bora
Hu-101, Sc-102
15
CIT/16/CI/013
Sumit Kumar
Sc-102, Sc-103, Sc-104
16
CIT/16/CI/023
Dijit Kherkatary
Sc-103
17
CIT/16/CI/027
Souvik Dey
Hu-101
18
CIT/16/FP/002
Bishal Borah
Hu-101, Sc-102
Name of the Students
Subjects Failed
Remarks
(Shortage in Attendance)
YEAR BACK
YEAR BACK
Page 212 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
19
CIT/16/FP/007
Nisha Saikia
Hu-101, Sc-102
20
CIT/16/FP/015
Subrata Kumar Boro
Sc-102
21
CIT/16/FP/021
Priyanshu Raj
Hu-101
22
CIT/16/FP/022
Manuj Boro
Hu-101, Sc-102
23
CIT/16/FP/025
Utpol Doley
Hu-101
24
CIT/16/CT/014
Gunjan Kumar Nath
Hu-101, Me-101
25
CIT/16/CT/016
Jogiraj Nath
Me-101
26
CIT/16/CT/017
Pankaj Pradhan
Hu-101, Me-101
27
CIT/16/CT/019
Maria Lalhlimpuii
Hu-101
28
CIT/16/CT/024
Dipul Ramchiary
Hu-101, Sc-102, Sc-103, Me-101
YEAR BACK
29
CIT/16/CT/025
Bhumiraj Basumatary
All Subjects
YEAR BACK
*
CIT/16/AM/006
Bedanta Medhi
Hu-101. Sc-102 (He informed himself.)
30
CIT/16/AM/007
Syed Abu Arfat Zaffar
Hu-101, Sc-102, Sc-103
31
CIT/16/AM/010
Alomgbar Baro
Sc-102
32
CIT/16/AM/011
Pranab Jyoti Phukan
Hu-101, Sc-102, Sc-103, Me-101 (SF)
YEAR BACK
33
CIT/16/AM/015
Bapi Rabha
Hu-101, Sc-102, Sc-103
YEAR BACK
34
CIT/16/AM/021
Jiten Chandra Deuri
Sc-102, Sc-103
35
CIT/16/AM/022
Purbayan Chowdhury
Sc-102, Sc-103
36
CIT/16/AM/024
Samar Baro
Me-101 (SF)
YEAR BACK
37
CIT/15/ET/005
Kritiman Basumatary
Hu-302 & Sc-303 (SF) , El-304, Et-305
YEAR BACK
38
CIT/15/ET/022
Nayana Rabha
Sc-303
39
CIT/15/ET/028
Shanku Jyoti Pegu
Sc-303, El-304
40
CIT/14/ET/010
Niraj Prasad
Sc-303 (SF), El-304
41
CIT/15/CO/014
Pranjal Kr Brahma
Hu-302 (SF), Et-304
YEAR BACK
YEAR BACK YEAR BACK
Page 213 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
42
CIT/15/CI/021
Syed Kaysar Pervez Zaman
Sc-303
43
CIT/15/CI/025
Solomon Tumong
Sc-303
44
CIT/14/CI/029
Ratnaraj Daimary
Sc-303 (SF)
45
CIT/15/FP/007
Anuj Sharma
Sc-303 (SF)
YEAR BACK
46
CIT/14/FP/001
Jubin Das Hazarika
Hu-302, Sc-303, BES-304, FPT-301, 302
YEAR BACK
47
CIT/15/CT/002
Toushif Akhtar
Hu-302, CT-301
48
CIT/15/CT/018
Sweety Sarkar
Sc-303 (SF)
49
CIT/15/CT/003
Zipshit Saikia
CT-301
50
CIT/15/CT/026
Ritesh Muchahary
Sc-303 (SF), CT-301
51
CIT/14/CT/019
Sourav Mallick
Sc-303, CT-301
52
CIT/14/CT/022
Nipun Swargiary
Sc-303 (SF), CT-301
53
CIT/14/CT/024
Mandira Swargiary
Sc-303
54
CIT/15/AM/001
Chayanika Devi
Hu-302, Sc-303 (SF), AMT-302, IT-301
YEAR BACK
55
CIT/15/AM/002
Brenden Toppo
AMT-301, Sc-303 (SF)
YEAR BACK
56
CIT/15/AM/013
Hamidul Islam
Hu-302 (SF), Sc-303, AMT-302, IT-301
YEAR BACK
57
CIT/14/AM/003
Amlanjyoti Das
Hu-302 (SF), Sc-303, AMT-301
YEAR BACK
58
CIT/14/AM/009
Mridupawan Pegu
Sc-303 (SF)
YEAR BACK
59
CIT/14/AM/010
Sabhaj Sabri
Sc-303
60
CIT/13/CT/019
Thulunga Ramchiary
CT-501, CT-503, CT-505
YEAR BACK
YEAR BACK
YEAR BACK
YEAR BACK
YEAR BACK
Bolded ones are already Year Back students. Reviewers: 6. Jeet Dutta 7. Dr. Arindum Mukherjee 8. A. A. Basumatary 9. Haradip Mahilary 10. Dr. Gautam Chandra Ray Exam Superintendent CIT Kokrajhar 29.11.2016
Page 214 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
xi.
Exam Time table Schedule Report PROGRAMME MID – SEMESTER EXAMINATION, MARCH, 2017.
DATE
MORNING: 10.00 – 12.00 NOON
AFTERNOON: 2.00 – 4.00 P.M.
17/03/2017
El-401(ET&CO)/ CAI-401/ BES-402/ AMT401/ CT-401/ HU401/ HU601
Hu-201/MA201/Hu-601 /EC810/ CS812/ IE801/ FPT801/ CE801/ IT813
20/03/2017
Et-401/ Co-401/ CAI-402/ CAI-406 (CT-FPTAMT)/ MA401/ EC601/ CS601/ IE601/ FPT601/ CE601/ IT601
Sc-202/ CY201/ Et-601/ Co-601/ CAI-601/ FPT-601/ CT-601/ AMT-607
21/03/2017
Et-402/ Co-402/ CAI-403 (CAI& FPT)/ AMT403/ CT-402/ EC401(EC/CS/IE) / FPT401/ CE401/ IT401/ EC602/ CS602/ IE602/ FPT602/CE602/ IT602
Sc-203/ EE201/ Et-602/ Co-602/ CAI-602/ FPT-602/ AMT-606/ CT-602/ EC813/ FPT812/ CS815/ IE810/ CE813/ IT816
22/03/2017
Et-403 (ET&CO)/ CAI-404/ FPT-401/ AMT404/ CT-403/ EC402/ CS401/ IE401/ FPT402/ CE402/ IT402/ EC603 (ECE&IE)/ CS603/ FPT603/ CE603/ IT603
Sc-204/ EC201/ Et-603/ Co-603/ CAI-603/ FPT-603/CT-603/AMT-605
23/03/2017
Et-405/ Co-403/ CAI-405/ FPT-402/ AMT405/ CT-404/ EC403/ CS402/ IE402/ FPT403/ CE403/ IT403/ EC604/ CS604/ IE603/ FPT611/CE604/ IT604
Me-201/ ME201/ CAI-612/ FPT-614/ CT611/ Et-605/ Co-605/AMT-608 CAI605(AMT)/ EC814/ FPT816/ CS814/ IE812/ CE816/ IT819
24/03/2017
FPT-403/ AMT-402/ CT-405/ Co-404/ IE403/ FPT404/ CE404/ IT404/ EC615 (ECE)/ IE604 (IE)/ IE605 (FPT)/ CE605/ IT605
HU201
MORNING: Diploma–4th Semester/ B.Tech–4th Semester / B.Tech–6th Semester. AFTERNOON: Diploma -2nd Semester/ B.Tech-2nd Semester (9.00-12.00 on 24/03/2017)/ Diploma-6th Semester/ B.Tech-8th Semester Course Codes with “ – “ in between branch name & code number are for Diploma.
Page 215 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Exam Superintendent CIT Kokrajhar Student Strength as on March, 2017: Diploma: ETC TOTAL 2ND Sem: 27 146
CO
CAI
FPT
CT
AMT
28
27
20
29
15
4th Sem: 128
34
16
22
13
33
10
6th Sem: 64 TOTAL: 338
13
7
16
8
15
5
B.Tech: ECE TOTAL 2nd Sem: 45 260
CSE
IE
FPT
CE
IT
44
47
35
45
44
4th Sem: 295
52
49
51
35
55
53
6th Sem: 200
37
41
29
24
50
19
8th Sem: 180 TOTAL: 935
32
33
34
24
35
22
Rooms to be used during Mid-Semester Examination: Academic Building I: 301, 303, 304, 306 Academic Building III: 119, 121, 122, 123, 124, 125, 126, 227, 228, 229, 230, 233, 234 Each room has a seating capacity of 40 students. So total students that can be seated at one go is 17 x 40 = 680 and the highest no. of students in a day is 685. Table showing total students during the Mid-Semester Examination days: MORNING: 10.00 – 12.00 NOON AFTERNOON: 2.00 – 4.00 P.M. Page 216 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
17/03/2017: 623 students : 16 Rooms / 36 Invigilators
17/03/2017: 650 students : 17 Rooms / 38 Invigilators
20/03/2017: 623 students : 16 Rooms / 36 Invigilators
20/03/2017: 470 students : 16 Rooms / 35 Invigilators
21/03/2017: 623 students : 16 Rooms / 36 Invigilators
21/03/2017: 650 students : 17 Rooms / 38 Invigilators
22/03/2017: 623 students : 16 Rooms / 36 Invigilators
22/03/2017: 455 students : 16 Rooms / 35 Invigilators
23/03/2017: 623 students : 16 Rooms / 36 Invigilators
23/03/2017: 650 students : 17 Rooms / 38 Invigilators
24/03/2017: 623 students : 17 Rooms / 38 Invigilators
24/03/2017: 251 students : 07 Rooms /
Page 217 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
xii.
Provisional certificate format
Serial No. CIT/B.Tech/GU/12-13/PPC/…………
CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR :: BODOLAND TERRITORIAL COUNCIL :: ASSAM (Centrally Funded Institute under Ministry of HRD, Govt. of India) Approved by AICTE. Affiliated to GAUHATI UNIVERSITY.
PROVISIONAL PASS CERTIFICATE
Roll No.:xxxxxxxxxxxx
Registration No.: 0999999 of 2012-13
This is to certify that Miss/Mr. xxxxxxxxxx who was a student of this institute from 2012 to 2016 has successfully completed all credit requirements as set down by the institute for Bachelor of Technology, in Civil Engineering (Construction Technology) held by this institute and is placed in First Class. To the best of my knowledge and belief she bears a good moral character.
Registrar CIT Kokrajhar Page 218 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Subject or branch wise paper report
xiii.
CONTROLLER OF EXAMINATIONS, GAUHATI UNIVERSITY SUBJECT CODE :: 006 :: SUBJECT NAME :: INFORMATION TECHNOLOGY :: SEMESTER :: 07 (REGULAR) COLLEGES AND DEPARTMENTS UNDER THIS SUBJECT ………………………………………………………………………………………………………………………… COLLEGE CODE COLLEGE NAME ………………………………………………………………………………………………………………………… 561 CENTRAL INSTITUTE OF TECHNOLOGY, KOKRAJHAR ………………………………………………………………………………………………………………………… DECEMBER, 2016 PAPER WISE MARKS DISTRIBUTION DETAILS ========================================================================================================================================================= =========== Paper Code Paper Name Paper Type Paper Order Full Marks Pass Marks ----------------------------------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------------------------------------1. TW IT701 DATA MINING & DATA WAREHOUSING THEORY EXAM 01 60 18 1. TS IT701 DATA MINING & DATA WAREHOUSING THEORY SESSIONAL 02 40 12 1. TT IT701 DATA MINING & DATA WAREHOUSING THEORY TOTAL 03 100 30 2. TW IT702 INFORMATION SECURITY & CYBER LAWS THEORY EXAM 04 60 18 2. TS IT702 INFORMATION SECURITY & CYBER LAWS THEORY SESSIONAL 05 40 12 2. TT IT702 INFORMATION SECURITY & CYBER LAWS THEORY TOTAL 06 100 30 3. TW IT714 ADVANCED COMPUTER ARCHITECTURE THEORY EXAM 07 60 18 3. TS IT714 ADVANCED COMPUTER ARCHITECTURE THEORY SESSIONAL 08 40 12 3. TT IT714 ADVANCED COMPUTER ARCHITECTURE THEORY TOTAL 09 100 30 4. TW IT715 ARTIFICIAL INTELLIGENCE THEORY EXAM 10 60 18 4. TS IT715 ARTIFICIAL INTELLIGENCE THEORY SESSIONAL 11 40 12 4. TT IT715 ARTIFICIAL INTELLIGENCE THEORY TOTAL 12 100 30 5. PE IT772 DATA MINING & DATA WAREHOUSING LAB PRACTICAL EXAM 13 70 21 5. PS IT772 DATA MINING & DATA WAREHOUSING LAB PRACTICAL SESSIONAL 14 30 09 5. PT IT772 DATA MINING & DATA WAREHOUSING LAB PRACTICAL TOTAL 15 100 30 6. MP CS791 MAJOR PROJECT – I MAJOR PROJECT 13 100 30 7. PT CS792 REPORT & PRESENTATION ON PRACTICAL TRAINING PRACTICAL TRAINING 14 100 30 8. SM CS770 SEMINAR SEMINAR 15 100 30 Roll Nos
Name of the students
1. TW
1. TS
1. TT
2. TW
2. TS
2. TT
3. TW
3. TS
3. TT
4. TW
4. TS
4. TT
5. PE
5. PS
5. PT
6. MP
7. PT
8. SM
Gau- C13/
PASS MARKS →
18
12
30
18
12
30
18
12
30
18
12
30
21
09
30
30
30
30
154
MANISHA KUMARI
52
39
91
A
53
39
92
A
48
33
81
B
55
40
95
A
64
29
93
A
95
A
97
A
90
A
155
BIRGLANG BARGAYARY
44
31
75
B
41
35
76
B
48
14
62
C
47
37
84
B
66
29
95
A
95
A
97
A
99
A
158
HEMANGA HAZARIKA
26
29
55
C
0
29
29
F
36
12
48
D
44
36
80
B
63
27
90
A
85
B
85
B
75
B
159
AMIYA PAUL
22
17
39
E
0
15
15
F
24
12
36
E
20
20
40
D
36
20
56
C
70
C
83
B
67
C
161
DEEPJYOTI CHOUDHURY
45
32
77
B
41
29
70
C
48
30
78
B
40
30
70
C
52
26
78
B
95
A
91
A
95
A
162
BHAGYASRI SARMAH
38
26
64
C
31
24
55
C
47
12
59
C
46
31
77
B
63
27
90
A
91
A
92
A
76
B
165
DHRITI MOHAN SARMA
32
31
63
C
0
30
30
F
0
30
30
F
40
35
75
B
0
29
29
F
95
A
98
A
94
A
166
KUKILA BORO
42
33
75
B
42
33
75
B
47
18
65
C
32
31
63
C
49
26
75
B
82
B
93
A
92
A
167
DEEPSANKAR BRAHMA
20
26
46
D
13
17
30
F
24
12
36
E
25
25
50
D
43
18
61
C
77
B
81
B
78
B
170
JIMIT BRAHMA
23
25
48
D
21
16
37
E
24
12
36
E
36
24
60
C
33
22
55
C
82
B
77
B
77
B
175
NIJWM BASUMATARY
28
32
60
C
26
28
54
D
25
12
37
E
28
22
50
D
53
24
77
B
91
A
82
B
81
B
178
SANJIV PRADHAN
0
24
24
F
23
15
38
E
30
13
43
D
0
28
28
F
55
21
76
B
70
C
90
A
75
B
180
APARNA DAS
29
25
54
D
0
20
20
F
24
12
36
E
12
23
35
F
51
24
75
B
70
C
78
B
75
B
L-241
BINORI DIBRAGEDE
20
29
49
D
4
20
24
F
30
18
48
D
31
31
62
C
57
23
80
B
72
C
80
B
79
B
L-242
JANGILA OWARY
9
23
32
F
0
14
14
F
0
12
12
F
21
22
43
D
25
17
42
D
70
C
75
B
50
D
L-243
KANAK BASUMATARY
21
27
48
D
18
20
38
E
24
12
36
E
33
30
63
C
33
24
57
C
80
B
82
B
83
B
L-245
URMI BORAH
28
27
55
C
23
20
43
D
30
12
42
D
34
21
55
C
52
24
76
B
72
C
91
A
79
B
Tabulators: 1. J.K. Khaklary, Asstt. Professor, Mathematics & Asstt. Zonal Officer for B.Tech Zone, GU, CIT Kokrajhar 2. Sri Bikramjit Choudhury, Asstt. Professor Information Technology & Asstt. Exam Suptd., CIT Kokrajhar. Page 219 of 219 RFP CENTRAL INSTITUTE OF TECHNOLOGY KOKRAJHAR, BTAD, ASSAM INDIA
Result
