2019

CMMi Level 3
ISO 9001:2008, ISO 27001:2013, ISO 20000-1:2011

TECHNICAL WRITE-UP
For
“Design,development & implementation of
Automated Document Management System
Intregated with Examination record and Database
re structuring”

Tender Notice No.-PR-348/2019

Sparrow Softech
HI-181, Harmu Housing
Colony, Ranchi-834002

www.sparrowsoftech.com
About SSPL (Sparrow Softech Pvt. Ltd.)
Sparrow Softech Private Limitedincorporated and Registered by the company’s act
1956 under the Ministry of Corporate Affairs, on October 2011.

Sparrow Softech Pvt. Ltd. is a CMMi-Level 3, ISO 27001:2013, ISO 20000-1:2011

andISO 9001:2008(QMS)certified company.

It is a leading Information Technology and Information Technology Enabled Services

(ITES) solution provider company. It is one of the most competitive, integrated,
emerging Info-Tech Company of India. The company is promoted by a group of IT
technocrats, who are enterprising, young, qualified and experienced in implementing
turnkey software solutions and Data Entry / Digitization in following industries:
Education, Government, Manufacturing, Contracting, and Real Estate, Retail &
Distribution.

Sparrow Softech offers a comprehensive range of:

a. Financial Inclusion and works as Business Correspondents

b. E-Municipal Services
c. Software and IT solutions, including packaged applications for the
Manufacturing and Retail & Distribution,
d. Smart Card based Projects,
e. Attendance & Access System and E-Governance.
f. Enterprise Resource Planning (ERP)
g. Customized Software Development,
h. IT Consulting,
i. Enterprise Application Integration (EAI)
j. Business Process Outsourcing (BPO)
 Project Understanding
Automated Document Management system integrated with Examination Record and
Database restructure requires detailed analysis of existing system whether automated
or manual. This shall include analysis of documents in use, detailed information,
requirements, reporting procedures and formats, reporting level coding
Classification being followed etc, to be Re-designed, Developed and maintained as per
Guidelines from the Indian Government Website (GIGW).

The website is to have a Responsive design, should support web pages and have
dynamic themes with search facility.

There should be provision for an Admin Interface for Content Modulation, NEWS
updates, Announcement, Banner upload for specific pages etc. It should also incorporate
user interface with due credentials for profile update.

Website should be comply with GIGW guidelines with Website Quality Certification
from STQC, audited from NIC/ CERT-In empaneled agency.

Major Projects – Domain Experience (SSPL)

MECON LIMITED Supply & Installation of Web based Hospital Management

Hardware, Software, Information System enables paperless
Networking at Ispat Hospital hospital
Ranchi

RIADA RANCHI Supply & installation of Citizen centric Application for

Hardware, Software & allotment of land for setting up of
Networking for Custom Industries, payment gateway
Developed Application integration for payment of fees and
rents, MIS, etc

RANCHI Survey, Assessment, Collection Citizen Centric Services for online

MUNICIPAL & Recovery of House Tax, payment of Holding tax, water user
CORPORATION Trade License Fee and Water charges, waste user charges
User Charges

STATE URBAN Survey, Assessment, Collection
DEVELOPMENT & Recovery of Property Tax,
AGENCY, Municipal License Fee, Water
JHARKHAND User Charge & Advertisement
in Concerned ULB’s
Citizen Centric Services for online
payment of Holding tax, water user
charges, waste user charges,
Advertisement tax etc
STATE URBAN Survey, Assessment, Collection
DEVELOPMENT & Recovery of Property Tax,
AGENCY, Municipal License Fee, Water
CHHATTISGARG User Charge & Advertisement
in Bilaspur, Durg, Bhilai, Raipur
&Korba
Citizen Centric Services for online
payment of Holding tax, water user
charges, waste user charges,
Advertisement tax etc

RDCIS SAIL e-PMS Workflow management system for

SAIL units

SHANTI BHAVAN Hospital Management System Web based Hospital Management

MEDICAL Information System enables paperless
CENTRE hospital
SIMDEGA,
JHARKHAND

Dept. of Revenue, Online Lagaan Application Web based online Application for
Registration & viewing Register II, Payment of Land
Land Reforms Tax, MIS etc

JAPIT Custom Developed Application Citizen Centric Application part of e-

for Weight & Measure Division governance

PATNA Survey, Assessment, Collection Citizen Centric Services for online

MUNICIPAL & Recovery of House Tax, payment of Holding tax, water user
CORPORATION Trade License Fee and Water charges, waste user charges
User Charges

S.No Project URL

1. Ranchi Municipal http://www.ranchimunicipal.net

Corporation

2. SUDA, Jharkhand http://jharkhandsuda.net/jharkhandmunicipal/citizen/

3. Patna Municipal https://patnamunicipal.net/pmc/public

Corporation

4. CG SUDA http://www.cgsuda.com/sudacg/citizen/
5. Online Lagan http://jharbhoomi.nic.in/Rent/

6. Department of https://www.elegalmetrology.jharkhand.gov.in/japnet/DefaultPage
Weight & https://www.elegalmetrology.jharkhand.gov.in/japnet/Download
Measure, Govt. of
Jharkhand

7. Ranchi Industrial http://riada.co.in/Citizen/

Area
Development
Authority

Project Overview
o Responsive
o Automated Document Management system integrated with Examination Record
and Database restructure requires detailed analysis of existing system whether
automated or manual. This shall include analysis of documents in use, detailed
information, requirements, reporting procedures and formats, reporting level
coding.
o Admin & User Interface.

Objectives
Automated Document Management system integrated with Examination Record and
Database restructure requires detailed analysis of existing system whether automated
or manual. This shall include analysis of documents in use, detailed information,
requirements, reporting procedures and formats, reporting level coding
Classification being followed
Design of Automated Document Management System

 The design (layout, Document Management System pattern) of the application

will be discussed in depth with the nodal agency as the single point of contact for
their finalization.
 Submission of SRS and Technical Design Report (TDR) of the planned website&
Database design
 ADMS admin Interface with unique user ID and Password to manage the website.
 Submission for Security Audit and compliances to all the suggestion given by the
agency before make it lives after getting the certified audit report.
 Maintenance of Automated Document Management System.

Document Management System Configuration and

Implementation Items:-
o System Analysis and Study
a) The bidder shall prepare detailed System Requirement
Specification(SRS)detailing process for all modules based on functional
and Quality of Service requirements mentioned in these tender
b) Additional requirement as may be identified in consultation with
Corporation and other stake holders during the requirement study phase.

o Information Collection
a) The bidder will have to depute persons for collection of information and
data from the different departments and sections of the Board initially.
b) The information and data provided by the Board shall be as verbal,
hardcopy or softcopy, as per the availability with the departments or
sections.

o Compatibility
a) The web-based software design must be cross-browser and cross-OS
compatible up to the most recent browser / OS versions.
b) It should support at least three platforms: Desktop, Notebook and
Tablet/Mobile form factors will be required.

o Licensing and Upgrades

a) All software must be installed with full perpetual license and should not
require any license renewal after its acquisition and installation.
 b) The software should provide a complete set of APIs with comprehensive
documentation to incorporate data exchange with third-party
applications and to extend its functionality.
c) The system should support user Groups, allowing the administrator to
control how registered users interact with the software.

o Audit Trail (log)

a) There should be detailed records of the sequence of activities (audit
trail)undertaken by the users of the software at every point of time
b) The software should allow administrator to set up rules for Workflow
Management,guiding users of the software through a series of steps
required for each of their tasks
o Admin Section
a) Admin panel to view the demand, wanting and related activities of
concerned agency.
b) Admin panel should have multifunctional dashboard and must be
protected by multi-level user name and password(with SMS/Email OTP)
and using salted MD5 encryption
o Operational Guarantee and Support
a) The software designed and also provide support for atleast 5 years(1
years support and 4 years AMC) after the successful installation
b) Hand over of the software so that modification can be made by bidder, if
Board finds that software is not fulfilling our needs of if further
improvements are required.
c) At the time of handover, the software must be updated in terms of latest
version of software API,etc used.
o Security
a) The web-based software should allow Secured Socket Layer.The web
based software shall be security audited according to OWASP(Open web
application security project) application security verification standard
b) The service provider shall provide adequate levels of Perimeter security
by deploying IDS/IPS and Firewalls
c) The service provide shall provide a security event management
framework for a secure system events and audit logging for all the system
components
d) The service provider shall provide a comprehensive Application Security
framework for Identity and Credentials Management
e) Expiry period for passwords
f) Strength of password mechanism
g) Password history mechanism
h) Password history mechanism
i) Locking of user
 o Scalability
a) The web based software should be capable of incorporating the data
generated from other software applications through scaling/expansion.

Functionalities
o All the activities related to the document management, scanning of file,
workflow of document approval and activities, archiving of documents
compression of file, download/upload of document, document attachment,
controlled access to documents based on roles defined by examination board
authorized personnel, locking of document, searching of document at multiple
levels

Basic Modules :-
1. Report Generation
 Pre-defined Reports Format provided by Board.
 Daily,Weekly,Monthly and yearly summary reports of various
module developed.
2. Status Updates
 At all stages of the application as may be specified by BSEB,the
system will automatically send SMS/EMAIL updates to the
applicants on the status of the application. The system shall also
allow the user to check the status of the application by logging
into the official website.
For this purpose the system should allow the user to search an
application based on application number, applicant name or
other particulars related to application.
 Exception Alerts.

3. Record Management & Printing system

 Maintaining various records of results and students and Board
Data.
 Printing of Certificates on pre-printed stationary as well
regular print
4. Communication and Notification Management
 Notification-Board can create,Manage,display all kind of
notifications within the Board or outside the Board to affiliate
colleges/schools,teachers,students etc
 Automated Notifications-“Email.Mobile based on portal
Notifications
  System should support sending various system email
notifications to learners/students and colleges/teachers via
any standard internet email address.

Modules of Application Software

1 Cash counter Management System
 Online user account creation
 Login to the Cash Counter Management System based on
credentials
 Student Data fetching from stored database for applications
 Printing of various certificates and marks sheet on pre printed
stationary.
 Generation and Printing of cash receipt.

2 Online Document Management System

 Any student can apply online for their marks sheet and
certificates.
 Online payment facility using credit/debit internet bank etc
 Reconciliation of payment received from students via payment
gateway daily basis
 User Management for smooth running the system.

3 Grievance Redressal Module

 The module should facilitate to make complain online through
www
 Track record of complain raised in DMS
 Admin dashboard
4 Database Re-structure

 The bidder should provide graphic user

interface(GUI)/application to bulk data upload /update of
record of students/data(marks,basic
information,images,signature)in Database
 Migration of database from MS-SQl server 2016 to Ms-SQl server
2017(enterprise edition)
 Duplicate entry identification and removal.
 Indexing
 User Management
 Auto back up Management
 Recovery Management
Deployment Detail
1 Website Site Deployment
 The system shall deploy a Web Based System with redundant
connectivity to the Internet in a load balancing mode and a storage
backup framework with adequate RAID levels
 The bidder shall ensure proper load balancing and fail safe connectivity
by installing firewalls and IPS
 The bidder shall host the portal as its data centres or any other secure
location of its choice.
2 Branch site Deployment
 The bidder shall suggest necessary hardware required at the various
BSEB branch offices and Other required locations.
3 Solution Overview
 User Interface
 System Application
 Communications and Information Exchange
 Base platform support subsystem
 Technology and Implementation
a) The system shall be implemented in a load balancing mode with
clustered server deployment and a storage and backup
framework with adequate RAID levels
b) The Automation application architecture must be designed
using latest and industry standard software
development core programming language such as
Microsoft c#,.NET,php and database MS SQL server
2017 or higher version
 Action of File
 Application Testing
 Quality Review and Security Audit
Key Personal Requirement
Component Description
Deputy Director
Project Manager
Enterprise Architect
Programmer
BSEB Programmer
System/Buisness Analyst
Help Desk Executive
Database Administrator
Number of Resources Deployment period in
months(y)
BSEB Representative Work with Agency for
implementation
1 10 months
1 10 months
2 3 Years
4 Persons Work with Agency for
implementation
2 10 Months
1 10 Months
1 3 Years

Compliance to the Scope of Work

Sl.No. Requirement Compliance
1. The website to have Responsive design YES

2. Support for bi-lingual web pages NO

3. Dynamic themes with search facility YES

4. Provision for Admin interface for content modulation, news YES

update, announcement, banner upload for specific pages
5. User interface with due credentials for profile update. YES
6. Complying GIGW guidelines with Website Quality YES
Certification, audited from CERT-In empaneled agency
7. Acquiring STQC certification YES
8. Maintenance & Handholding YES

Implementation Methodology
The guiding approach and the methodology for the smooth development and
implementation of the Web portal is as:

Phase 1: Analysis

Phase 2: Design

Phase 3: Development

Phase 4: Implementation and Acceptance

Phase 5: Operation and Maintenance

 Continuous
Project Change
Preparation Final
Preparation
Go Live &
Business Realization Support
Blueprint

Phase 1: Analysis

a) Detailed discussion with concerned officers /stakeholders to understand the

requirement;
b) Finalize details;
c) Submission of detail project plan;
d) Sign-off detail project plan

Phase 2: Design

a) Analysis of existing application software if any / similar websites, existing and

proposed processes for automation;
b) System study for the Software Requirement Specification (SRS) and Functional
Requirement Specification (FRS);
c) Detailed design;
d) Information integration and consolidation;
e) Sign-off Requirement Analysis

Phase 3: Development

a) Preparation of content structure / information architecture for the application ;

b) Develop layouts and necessary templates;
c) Approval of prototype (design interface) (Client);
d) Collection of necessary content from existing websites;
e) Coding / Temporary Demo server;
f) Content Population and content management system;
g) Testing by Solution Provider - Application Development and Unit Testing,
Integration Testing, System Testing and Functional Testing;
h) Compliance testing by Client;
 i) Modifications based on feedback;
j) Sign-off of developed website

Phase 4: Implementation & Acceptance

a) Installation of application at State Data Centre

b) Data migration from old site to new; The web designer is responsible for all data
migration work for both static web page contents and functional web pages
along with their databases.
c) Acceptance Testing;
The Nodal Agency will conduct acceptance testing within 4 weeks after the
(Solution Providers) vendor notification on completion of job. The Vendor will
have a remedy period of 2 weeks from the end of Acceptance Testing to correct
any and all defects functions identified during Acceptance Testing.
The Vendor shall provide warranty that the website and its functions will be free
of defects for a period of one year from date of final acceptance of project by
client. Any identified defect or bugs should be promptly fixed within seven
calendar days.
d) Demo launch of new site;
e) Fine tuning of the system;
f) Official Acceptance of the System by Client;
g) Official launching of site.

Phase 5: Operation & Maintenance

a) Training
b) Documentation
c) Warranties
SSPL ensures to provide warranty for the web module for all the
functions/functionalities for a period of 12 months from the date of FAC.

Request
for
Change

Review/ Impact
Reporting Analysis

Implement Approve/
Change Deny
Work Plan
Management Team

Project
Deputy Director Manager
(PM)

BSEB
Delivery Team Programmer

System
Enterprise Help DEsk Database
Programmer Buisness
Architect Executive administrator
Analyst

Training and Capacity Building

 All the users of the application will be trained.

 Module wise Training will be provided
 Master Trainer will be Trained

Application Security Audit

Deliverables
 License certificate
 Documentations in Hard as well as soft copy:
o Detail Project Plan.
o Database schema/structure
o Table design
o Software requirement specification (SRS)
o Requirement Analysis Document (RAD) containing detailed Requirement
capture and analysis, interface specifications, security requirements etc.
 Source Code
o Source codes in the standard formats
o Complete source code with the coding standards and proper Comments
(including guidelines)
o full documentation of each page with snap shots and comments (including
full details about solutions offered )
 Configuration Management Plan
o Test Plans (including Unit Test Plan, System/Integration Test Plan, User
Acceptance Test Plan etc.)
o Training plan Design (i.e. technical, functional, etc.) document with
manuals (such Training, Administration, Report generation tools,
Installation, Operation & maintenance)

Warranty
O&M (Operation & Maintenance) for the complete Application Software for 12 months
from the date of issue of commissioning certificate/Go-Live.
 System Architecture & Redundancy Plan

DNS/
Network Load Balancer

Application Servers Application Servers

Asynchronous
Database Server Mirroring Database Server

Primary Data Centre Secondary Data Centre

Sparrow Softech

Features of Document Management System flow

Copmliance

Sl Requirement Compliance
No.
Online Document Management System Yes
Application Enterprise Architecture

Technology used
The application would be developed by using Open Source Technologies
Data Base Postgre /SQL

Platform Language PHP

Browser IE, firefox, chrome etc

Web Server Apache

OS LINUX

Sparrow Softech

Security
 Privileged based access mechanism

 Multi factor authentication system

 Encrypted data

 Continuously monitored, logged and recorded user sessions

 Used based login restrictions

 System & Data Backups at Regular Intervals

Sparrow Softech