PUNJAB SKILLS DEVELOPMENT FUND

TENDER DOCUMENT

DEVELOPMENT OF BUSINESS SUPPORT SYSTEM (BSS)

APPLICATION

March 2019

Submission Date for RFP: April 16, 2019 before 11:00 AM

21-A, H-Block, Dr. Mateen Fatima Road, Gulberg-II, Lahore Pakistan

Phone: +92-42-35752408-10

Fax: +92-42-35752190
Table of Contents Page
1-Invitation to Bids 2
2-Instruction to Bidders 2
3-Conditions for Eligibility 3
4-Terms of Reference/Scope of Work 3
a. Project Scope 3
5-General or Special Conditions of Contract 4
6-Form of Contract 4
7-Form of Bid 5
8-Completion Date 5
9-Performance Security 5
10-Technical Evaluation Criteria 5
11-Financial Evaluation Criteria 5
12-Submission of Bids (Technical and Financial Proposal): - 5
a. Bid Security 6
b. Cover Letter for the Submission of Technical Proposal 6
Annexes 7
Annex – A Organizational Information 7
Annex – B Eligibility Response Checklist 8
Annex – C Relevant Experience 9
Annex – D Technical Evaluation Criteria 10
Annex – E Financial Proposal 12
Annex – F Service Level Agreement 13
Annex – G Declaration 14
Annex – H Cover Letter 15
Annex – I Terms of Reference/Scope of Work 16

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1- Invitation to Bids

Punjab Skills Development Fund (PSDF) is a section 42, not-for-profit Company set up under the
Companies Ordinance 1984 by the Government of the Punjab. Sealed bids/proposals will be
invited from established firms/companies for Development of Business Support System (BSS)
Application (hereafter called as bidders) to PSDF. All interested and eligible bidders are requested
to go through the Tender document and provide relevant information along with supporting
documents mentioned in this tender document.

2- Instruction to Bidders
The selection of firm/company will be based on Quality & Cost Based Selection (QCBS) Method
through Single Stage Two Envelopes bidding procedure where 80% weightage will be given to
quality and 20% to cost.
a) The bid shall be a single package consisting of two separate envelopes, containing separately
Technical and Financial proposals. Technical Proposal shall be placed in a sealed envelope
clearly marked “TECHNICAL PROPOSAL” Similarly, the Financial Proposal shall be placed in a
sealed envelope clearly marked “FINANCIAL PROPOSAL” followed by the name of the
assignment. The envelopes containing the Technical and Financial Proposals shall be placed
into an outer envelope and sealed. This outer envelope shall bear the submission address and
title of the Assignment (Development of Business Support System (BSS) Application to PSDF).
b) In the first instance, the “Technical Proposal” shall be opened and envelope marked as
“Financial Proposal” shall be retained unopened in the custody of PSDF.

c) PSDF shall evaluate Technical Proposal in a manner prescribed in section – 10 given in the
document, without reference to the price and condition shall reject any proposal which does
not conform to specified requirements.

d) During the technical evaluation no amendments in Technical Proposal shall be permitted.

e) After the evaluation and approval of the technical proposals, the fund shall open the financial
proposals of the technically responsive bids, publicly at a time, date and venue announced
and communicated to the bidders in advance, within the bid validity period.

f) The financial bids found technically non-responsive shall be returned un-opened to respective
bidders.

g) The Technical and Financial Proposal will be evaluated based on PSDF’s evaluation criteria as
provided in section – 10 and 11 of document.

h) This document has different sections carrying information of eligibility, technical evaluation
and terms of references, conditions of tender, type of contract etc. to assist potential bidders
to develop their Technical Proposals. Bidders those found eligible and qualify in technical
evaluation will be short-listed for financial bid opening.

i) Contract shall be awarded on quality and cost-based method with combined evaluation of the
Technical and Financial Proposals. The weight of quality shall be 80% and 20% weightage
shall be given to cost.

2|D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
j) Passing criteria for Technical Evaluation shall be minimum 65 marks. However, Resources
tagged with (*) are mandatory as mentioned in the section 6 “software project team” in
technical evaluation Annex – D, it is mandatory to get 24 marks, otherwise the bidder will be
considered disqualified in technical evaluation.

3- Conditions for Eligibility

The successful bidder, fulfilling the following criteria, will be considered as an eligible bidder for
the evaluation process;
1. The Firm/Company must be regular tax-payer (Last year tax return 16-17 or 17-18)
2. Provide NTN, GST/PST details, if applicable. (Copy of Registration is required)
3. Evidence of the firm/company’s registration/incorporation is required. (Copy of certificate
required)
4. Must not be blacklisted by any government or bi-lateral/multi-lateral financial
institution/any organizations (Declaration on stamp paper)
5. Bidding through joint venture (JV) of any kind is not allowed to participate in the bid.
(Please provide a declaration on letterhead)

6. Minimum 2 large scale Customized Developed Software Solution, Solution

Implementation and Support projects (Copies of contracts or purchase orders issued by
clients are required).
7. Compliance to the following SLA Annexure F (signed and stamped on letter head is
required)
8. A signed and stamped letter is required by the bidding organization that their proposed
solution completely complies with all the requirements mentioned in the Terms of
Reference/ Scope of Work in this document (signed and stamped on letter head is
required)

Any, failure to provide information as per the above mentioned or fulfillment under the
requirement of, “Eligibility Criteria Checklist” bidder shall be deemed to be or declared ineligible
for the bidding process and its technical evaluation will not be carried out.

Note: Please mark/flag the supporting documents for Eligibility Criteria Checklist.

4- Terms of Reference/Scope of Work

a. Project Scope
Scope of the development of BSS is strictly limited to the Program (Training) only and
BSS will work within its boundaries i.e. after Contract award to Payable/Receivable
Calculation and payment Posting shall be done in the SAP and Analytical, conventional
and ad-hoc report generation and analysis will be done in BSS

Detail scope is specified in annex-I

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5- General or Special Conditions of Contract
a) PSDF reserves the right to award or not to award the contract and Bidders who fail to
complete and attach all the relevant documents shall deem to be or declared to be
ineligible.
b) No tender document shall be accepted, if not properly sealed, marked, signed and
stamped.
c) Bidders to ensure that their bid documents are submitted before the closing time and
date of the tender. Bids received after the closing time and date will NOT be accepted.
d) All documents and information received by PSDF from applicants will be treated in strict
confidence. Documents submitted to PSDF will not be returned.
e) All expenses related to participation in this bidding document shall be borne by the bidder.
f) Documents shall be submitted in hard copies in a sealed envelope marked as “PROPOSAL”
as a hard copy in a sealed envelope for “Development of Business Support System (BSS)
Application.” The envelope containing hard copies of the technical proposal and financial
proposal shall be received on the postal address given below.
Procurement Department: -
Punjab Skills Development Fund, 21-A, H-Block, Dr. Mateen Fatima Road, Gulberg-II
Lahore
E-mail: [email protected] Phone: +92-42-35752408-10, Fax: +92-42-35752190.
g) PSDF also reserves the right to verify any information provided by the applicants or may
visit business premises to verify the information shared in tender documents.
h) Bidder presenting information intentionally incorrectly or fraudulently will be disqualified.
i) Questions about this technical proposal can be made only in writing: a letter or an e-mail
and must be asked by or before 3 days of bid submission date. For any other related
information please contact the Procurement Department.
j) PSDF shall enter into a formal contract with the successful Bidder only and reserves the
right to terminate the contract if the performance of Bidder is unsatisfactory.

*** Although adequate thought has been given in the drafting of this document, errors such as
typos may occur without any responsibility on PSDF’s part.

6- Form of Contract
a) The successful bidder shall sign and execute the standard contract of PSDF including any
general conditions on the terms and conditions specified therein. Any amendment to the
standard contract shall be made with the mutual consent of both parties.
b) The successful company will sign a contract and shall provide the agreed services within the
stipulated agreed time of issuance of the Purchase Order.
c) The penalty shall be imposed on the successful bidder if he fails to deliver the goods/services
on agreed terms & conditions mentioned in the bidding document and contract.
d) In case of any dispute regarding goods/services, the decision of the PSDF shall be final &
binding.
e) The PSDF may reject all bids or proposals at any time prior to the acceptance of a bid or
proposal. PSDF shall upon request communicate to any Firm/Company, the grounds for its
rejection of all bids or proposals but shall not be required to justify those grounds.

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f) The PSDF undertakes to pay the valid and complete invoice based on the successful
performance of the successful bidders within thirty (30) days after the delivery of
goods/services.
g) PSDF will only make the payments in PKR.
h) All taxes will be deducted in accordance with applicable laws.
i) The bid shall remain valid for the period of 120 days from the date of opening.

7- Form of Bid
The Bidders shall follow the Form of Bid specified in Annex – E.

8- Completion Date
Complete Development and Implementation date will be calculated after issuance of PO and
as per the Project Plan submitted by the bidder but in any case, it is expected to complete the
development in 4 to 6 calendar months. However, PSDF has the right to change it after mutual
agreements.

9- Performance Security

a) The successful bidder will submit a performance guarantee (or any other form of
performance security acceptable to PSDF) of 3% of contract value at the time of
signing the contract which will be returned after completion of the contract.
b) Any delay in development delivery or deployment of the BSS application as per agreed
time frame will be subject to a penalty of @1% per day, up to a maximum 10% of the
total contract value.

10- Technical Evaluation Criteria

This document is governed by the procedure approved by PSDF management and PSDF,
Procurement Rule, 2016. The technical proposal of eligible organizations will be evaluated
against requirements specified in the in “Annex – D”.

11- Financial Evaluation Criteria

The Financial Proposals of only eligible bidders with technically qualified will be opened in the
presence of all qualified bidders. All bids shall be opened publicly in the presence of bidders
or their representatives who may choose to be present, at the time and place announced prior
to the financial proposal opening and person designated for PSDF shall read aloud the unit
price as well as the bid amount and shall record the minutes of the bid opening. All bidders
shall sign an attendance sheet at the time of bid opening. Please provide information
regarding Financials in Annex – E”.

12- Submission of Bids (Technical and Financial Proposal): -

A complete bid containing Technical and Financial proposal along with Bid Security, all
required information and documentary evidence must be submitted before closing date i.e.-
April 16, 2019 at 11:00 AM. Technical proposals will be publicly opened on the same day April
16, 2019, at 11:30 AM in the presence of bidder’s representatives who wish to attend it. Bid
Security of disqualified bidders will be returned after awarding the business to the successful
bidder.

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 a. Bid Security
Bid Security of Rs. 50,000 (Fifty Thousand) in the form of pay order or demand draft favoring
Punjab Skills Development Fund shall be submitted along with the proposal. The Bid Security
should be valid for a period not less than 6 months and must be enclosed with the financial
bid.

b. Cover Letter for the Submission of Technical Proposal

A cover letter as specified in Annex H shall be submitted with the proposal.

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Annexes
Annex – A Organizational Information

Organization Information

Sr. # Required Information Response

1 Legal name of the organization

2 Year of Registration / Establishment of the Organisation

3 National Tax Number

General / Punjab Sales Tax Number

Public Sector Organisation

Section 42 Company
What is the legal status of your organization? Tick the
Public Ltd. Company
5 relevant box (one box only).
Private Ltd. Company
Private Partnership Firm
Others (Please specify)
6 Name and designation of ‘Head of Organization’

Mobile:

Phone/s:

Email:
7
Fax:

Address of organization:

Website address:

Name and designation of ‘Contact Person’:

Phone/s:

8 Mobile:

Email:

Fax:

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 Annex – B Eligibility Response Checklist

Eligibility Check List

Attached
Sr. Supporting
Eligibility Criteria Details Response/Elaboration/Proof Required
No Documents/Proof
and mark Yes/No

Yes No

1 The Firm/Company must be regular tax-payer (Last year tax return 16-17 or 17-18) □ □
2 Provide NTN, GST/PST details, if applicable. (Copy of Registration is required) □ □
3 Evidence of the firm/company’s (Copy of certificate required) □ □
registration/incorporation is required
4 Must not be blacklisted by any government or (Declaration on stamp paper) □ □
bi-lateral/multi-lateral financial institution/any
organizations
5 Bidding through joint venture (JV) of any kind (Please provide a declaration on □ □
is not allowed to participate in the bid letterhead)

6 Minimum 2 large scale Customized Developed (Copies of contracts or purchase orders □ □

Software Solution, Solution Implementation issued by clients are required)
and Support projects.
7 Compliance to the following SLA Annexure F signed and stamped on letter head is □ □
required
8 A signed and stamped letter is required by the signed and stamped on letter head is □ □
bidding organization that their proposed required
solution completely complies with all the
requirements mentioned in the Terms of
Reference/ Scope of Work in this document.

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 Annex – C Relevant Experience

Relevant Experience

Response

(Please provide exact information with organization name,

Required Information
location/s, and duration)
Sr. #
Provide data in the sequence given below

i.

ii.
1 Name of Organizations with addresses
iii.

iv.

i.

ii.
2 Start and end dates of providing Goods/Services (For
example – Jan 2009 to September 2017)
iii.

iv.

i.
3 ii.
Goods/Services provided to Number of firms/companies
iii.
iv.

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 Annex – D Technical Evaluation Criteria
Technical Evaluation Criteria
(Attachment of relevant evidence in each case is mandatory. In case of non-compliance no mark will be awarded)
S. Descriptions Total Category Remarks
No. Points Points

1 General Experience 15

Worked with 12 or above local/international/ Telecom/MNC 15

clients/government and semi government/autonomous Documentary proof (copies of the
bodies. contractor work order or contact
Worked with less than 12 but more than or equal to 8 10 details of clients) should be
furnished.
locals/international/Telecom/MNC clients/ government/
semi government /autonomous bodies.
Worked with minimum 5 but less than 8 5
locals/international/Telecom/MNC clients/ government/
semi government /autonomous bodies.
2 Relevant Experience (Number of Contracts) 20 Documentary proof (copies of the
contract or Service Order) should
Developing/Implementing/Supporting & Maintaining 20 be furnished Along with project
Customized Developed Software Solution; (Total number of Summary and Design of Software
assignments/projects equal or more than 8) Solution.
Developing/Implementing/Supporting & Maintaining 10
Customized Developed Software Solution; (Total number of Note: Each contracted
assignments/projects more than 5 but less than or equal to 8). Firm/Organization should be an
Developing/Implementing/Supporting & Maintaining 5 independent entity.
Customized Developed Software Solution; (Total number of
assignments/projects more than 2 but less than or equal to 5)

3 Financial Capability 20

Annual revenue/turnover of the company should be greater 20

than Rs. 100 million Copy of last financial audit report
If annual revenue/turnover is less than or equal to Rs. 100 15 done by ICAP/SBP registered
million but greater than 80 million auditing firm or tax return of last
If annual revenue/turnover is less than or equal Rs.80 million 10 year
but greater than 50 million
4 Similar Projects done for a public Sector organization 5 Must provide details and relevance
of the project and copy of
5 contract.
Similar Project implemented for public sector organization.

5 Support & Maintenance 10 Documentary details of suppoort

and maintenanace office on
Support & Maintenance Office and Staff that Resides in 10 company’s letterhead with address
Lahore of Offices.
5
Support & Maintenance Office Resides within Pakistan but not
in Lahore
6 Software Project Team 30
Resumes and certificates of the
certified engineers of the product
*Project Manager / Team Leader
4 that is offered is to be provided
*Solutions Architect
4

*Systems Analyst/Business Analyst

3

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 Development Lead
3

QA Lead
2

*Software Development Engineers (Frontend & Backend)

5

*QA Engineers
1

*Database Development Expert

2

*SAP Integration Expert

4

*InfoSec Expert
1

SCM Engineers
1
Total Technical Score (TTS) 100

Note: Please mark/flag the supporting documents for Technical Evaluation Criteria. Resources tagged with (*) are
mandatory in the section 6 “software project team” it is mandatory to get 24 marks, otherwise the bidder will be
considered disqualified in technical evaluation.

11 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 Annex – E Financial Proposal
Form of Bid/ Financial Proposal

Sr. No. Description

Amount (PKR)

BSS Software Development, Implementation, Integration, Licenses, Post Implementation 6 Months of

FOC Support etc.
Project Cost
A Project Cost (as per TOR/SOW)
Sr. No. Description Amount (PKR)
SUPPORT COST (Post FOC Support)
B On-site/Offsite 6 Months Support (After completion of FOC
Support period)
Sr. No. Description Per Man Day Rate (PKR)
Change Request Cost
C Per Man Day Cost (in case of any change request)
Total Cost (A+B+C)

X= Total Financial Cost of the Project for Financial comparative analysis = ( A + B + (C x 100) ) x 0.2

Y= Total Technical Score = (TTS) x 0.8

Project Score Value = X + Y

Business Award:

Business will be awarded on the basis of the Project Score Value

Payment shall be made as per payment plan provided in TOR/Scope Section.

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 Annex – F Service Level Agreement
SERVICE LEVEL AGREEMENT

Severity Level Response/Acknowledgment Turn Around Time Turn Around Time Resolution
Time (During Business Hours) (After During Time
(During Business Hours) Business Hours)
Severity 1 30 minutes 60 Min Under 4 hours 4 - 8 hours

Severity 2 1 hour Within 8 hours Not applicable Within 24 hours

Severity 3 1 hour Within 16 hours Not applicable Within 48 hours

NOTE:

*Hours mentioned above our business hours during 09:00 am to 6:00 pm PST (Monday to Saturday).

*Turn Around Time is the time required for Support Team to engage a team to work on the issue reported.

*Resolution Time is the business hours required for the team for a fix.

Penalty Clauses

Severity 1: 0.5% penalty of the Monthly Support Cost on level 1 severity

Severity 2: 0.2% penalty of the Monthly Support Cost value imposed after every 24 hrs delay

Severity 3: 0.125% penalty of the Monthly Support Cost value imposed after every 48 hrs delay

Severity Level Description

Services Disruption/outage that effect users to perform their desired Tasks

Severity 1 Software / Application Bug that leads to service outage.

Services degradation that impacts more than one users to perform their desired Tasks.

Or Service Disruption with in the Reporting Module which will cause Delay in the System Reporting
Severity 2 Software Malfunction that lead to service degradation, Incorrect Calculation of Numbers
Severity 3 Any kind of issue that is affecting one or more than one user

13 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 Annex – G Declaration

Declaration

Kindly provide the declaration as per format provided below at the end of the proposal.

I, _______________________________________________ hereby declare that:

• all the information provided in the technical proposal is correct in all manners and respects
• and I am duly authorised by the Governing body/Board/Management to submit this proposal on behalf of
"[Click here and type the name of organization]"

Name

Designation

Signature

Date and Place

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 Annex – H Cover Letter

Cover Letter for the Submission of Technical Proposal

[Firm/Company letterhead]

[Date]

To

Chief Executive Officer

[Address mentioned in Guide lines]

Re: Technical Proposal in respect of [Insert title of assignment]

Dear Sir,

We offer to provide the Services for Development of Business Support System (BSS) Application in accordance with your
Tender for Proposal dated [Insert Date of Tender advertised]. We hereby submit our technical Proposal including the
required documents in a sealed envelope.

We confirm that our product / solution confirms with all the functionalities and required certifications mentioned in the
SOW/TOR.

Further, we hereby also declare that all the information and statements made in these proposals are true and accept that
any misinterpretation contained therein may lead to our disqualification. Our proposal is binding upon us and subject to the
modifications resulting from contract negotiations. We undertake that we will initiate the services as per the client’s request
if our proposal is accepted. We understand that you are not bound to accept any or all proposals you receive.

Thank you.

Yours sincerely,

Signature

Name and title of signatory:

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 Annex – I Terms of Reference/Scope of Work

1. Project Scope
Scope of the development of BSS is strictly limited to the Program (Training) only and BSS will work within its boundaries
i.e. after Contract award to Payable/Receivable Calculation and payment Posting shall be done in the SAP and Analytical,
conventional and ad-hoc report generation and analysis will be done in BSS.

2. List of All Stakeholders

2.1 PSDF Internal Departments

Sr. No Name Acronym

1 Program Development Department PD

2 Strategy & Business Development SBD

3 Research & Planning R&P

4 Partnership and Placement Department P&P

5 Marketing and Communication Department M&C

6 Monitoring and Evaluation Department M&E

7 Information Technology IT

8 Finance & Accounts

9 Procurement

10 Resource & Administration

11 Internal Audit

12 Audit Risk and Compliance

13 Executive Management

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 2.2 PSDF Internal Committees

Sr. No Name Acronym

1 Board of Directors BOD

2 Bid Evaluation Committee BEC

3 Program Evaluation Committee

4 Procurement Evaluation Committee

5 Technical Evaluation Committee

6 Financial Evaluations Committee

7 Grievance Redressal Committee

8 Board of Directors Committee

2.3 PSDF External Stakeholders

Sr. No Name Acronym

1 Training Services Provider TSP

2 Overseas Employment Promoters OEP

3 Placement Services Provider PSP

4 Third Party Monitoring TPM

5 National Database & Registration Authority NADRA

6 Punjab Board of Technical Education PBTE

7 Higher Education Commission HEC

8 Higher Secondary School HSS

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 9 Benazir Income Support Program BISP

10 Contact Center (Call Center) CC

11 Senior Management Committee SMC

12 Purchase Approval Note PAN

13 Legal Advisor / (Law Firm)

14 3rd Party Bidding Evaluation Firm

15 3rd Party Stakeholders (Data Entry, Testing Agency etc.)

16 Local / International Certificate Agencies

17 International Testing Body

18 Donors / Agencies / Regulators

19 Trainees

2.4 Other Acronyms used in Section 5 (TOR)

Sr. No Name Acronym

1 Management Information System MIS

2 Business Support System BSS

3 Application Program Interface Gateway API GW

4 Data Warehouse DWH

5 DMS Application DMS

6 Android Monitoring System AMS

7 Application Program Interface Gateway API GW

8 Data Warehouse DWH

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 9 Data Management System DMS

10 Cost per trainee per month (CTM) CTM

11 Expression of Interest EOI

12 Key Performance Indicators KPI

13 Program Development and Evaluation Center PDEC

14 3rd Party Evaluation TPE

15 Purchase Approval Note PAN

16 Account Payable Invoice AP Invoice

17 GL Code GL

18 Free of Cost FOC

3. PSDF Core Data Segments

• By Group (Group of Companies)
• By Virtual Company
• By Project (Donner Project)
• By Program
• Competitive Bidding
• Cost Sharing
• Generation
• Etc.
• By Scheme Type
• Industry
• FTIs
• Community
• Etc.
• By Scheme
• By Geographic Clusters
• By Sector & sub-Sector
• By Trade
• By Duration
• By TSP
• By Gender

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Note: There could be few more Data Segments that need to explore and record during detailed business analysis and
development phase

4. Procurement Department
Program begins with the Procurement process. PSDF procurement complies with PAPRA (Punjab) rules and PSDF
Procurement rules.
4.1 In-Scope for the BSS
4.1.1 Scheme Appendix input into the BSS
Scheme appendix is an output of the E-Procurement and would be an Input for the BSS. We need
BSS Integration with E-Procurement via either API, bulk Import and Manual Input of Appendix in to
BSS via Dynamic forms.
4.1.2 After inputting Appendix Data, a configurable workflow management process is required for
approvals
4.1.3 Change control process is required for any change to input data
For all the changes Audit Logs will be required
4.1.4 Once Data is Imported into the system; System Should Automatically Create Required Elements
• Scheme
• Create new TSPs or/and Assignee TSPs to the Scheme
• Create Classes in the Scheme
• Etc.

Note: all the business rule must apply, and Audit trail must be kept

4.2 Informative Information (Out of Scope)

4.2.1 Programs Designing
4.2.2 Program Approval Notes
4.2.3 Budget Allocation
4.2.4 E-Procurement
• Tender Preparation
• Tender Publishing
• Bidding through (Competitive Bidding Procurement etc.)
• Evaluation and Qualification of Bidder
• Financial Opening
• Tender Award Process

5. Program Development Department

The Role of the Program development is limited to the Designing of the Scheme and they are mostly responsible for the
Analytical data analysis
5.1 In-Scope for the BSS
5.1.1 Design Scheme Concept
Based on the analytical reports with different data segment and business requirements
5.1.2 TSP wise allocation of trainees
5.1.3 Trade wise group ranking and/or region wise

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 5.1.4 Allocation based on Supply & Demand
5.1.5 Trade Benchmarking based on Pervious Data/Contract Awards.

5.2 Informative Information (Out of Scope)

5.2.1 Factors that influence Scheme Design
• Donor(s)
• PSDF Management
• Market or Sector Demand
• Availability of Curriculum
• Sector Surveys, Reports and Studies along with Operational Evidence
• PSDF Annual, Half Yearly & Quarterly Targets
• Other stakeholders (Govt. of Punjab, PDEC, TSP, PSP, Chambers, Industries, Establishment,
NGO, Associations, etc.)
5.2.2 Launching/Publishing of New Scheme(s)
5.2.3 Mobilization of TSPs
5.2.4 Intro Session with the TSPs

6. Partnership & Placement Department

6.1 In-Scope for the BSS
6.1.1 Cost Sharing/Local Partnerships Programs
6.1.2 Cost-Sharing Trade benchmarking
6.1.3 To identify the cost to be paid to the employers, benchmark trades are required from the Program
Development team and (Average)cost is required from the Finance team.
6.1.3.1 Kick off Partnership Model with Employer / Monitoring
After contract signing, orientation and Mobilization Commencement of classes.
Payments: Payments are given to employers from PSDF’s finance department after
verification of invoices by M&E
6.1.4 International Placement Program
6.1.4.1 Onboarding of trainees after selection
6.1.4.2 Onboarding of TSP
TSP selected by International employer is on-boarded and training is initiated
6.1.4.3 Monitoring
Standard monitoring practices for TSPs are followed
6.1.4.4 Employment of Successful graduates
Successful graduates join the international employer after receiving their visas from
them
6.1.4.5 Payments
Payments are given to TSPs from PSDF’s finance department after verification of
invoices by M&E
6.1.5 Generation Program
6.1.5.1 Onboarding of trainees
Collection of resumes by advertisement of trades
Shortlisting of candidates by Generation team

21 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 Selected candidates are placed in training
6.1.5.2 Monitoring
Monitoring rules are different for Generation programs since Generation also has a
set of rules that is followed for monitoring
6.1.5.3 Employment of Successful graduates
Successful graduates are presented to employers for interviews and selection
6.1.5.4 Payments
TSP payments are made by PSDF after verification of invoices by M&E and Generation
The employers pay the training cost that is aligned with them before training to PSDF
for every resource that they hire after they successfully complete training
6.1.6 Business Development
6.1.6.1 Meeting Planner, Feedback, Reminder, Email Notification with the Corporate
Clients
Share a basic proposal to run a customized training program on their behalf as per
our partner(s) requirements and need
Visit various Corporates and blue-chip companies which have CSR and or training
budgets for evaluating the potential of collaborating with them.
6.1.6.2 Aligning trades and districts for the training program
Once we have briefly evaluated the scope of collaboration we engage with our
potential partner(s) to shortlist the trades and districts for running the customized
program
Visit the proposed locations and training sites
Share tentative costs and Management fee for the program
Finalize proposed terms for the training program as required by our corporate
partner
6.1.6.3 Monitoring
Standard monitoring practices for TSPs are followed
6.1.6.4 Placement of trainees
Follow up with TSPs to arrange placement of trainees
6.1.6.5 Payments
Payment rules for self-sustainability model to be shared by finance since under this
model we will be charging employers for training cost and a management fee

6.2 Informative Information (Out of Scope)

6.2.1 Cost Sharing/Local Partnerships
• Identity Potential Companies & Employment Players
• Visit Industries and employers for evaluation
6.2.2 International Placement
• International Placement is demand driven and employers are identified
• Demands for trades are taken from International employers
• International partner selects curriculum and TSP that will be responsible for delivery of training
• Hiring of Overseas Employment Promoters (OEP)
6.2.3 Generation Program
• Demands are taken from employers for their entry level roles
• Training cost, per candidate, is aligned with the employer
• MOU is signed with potential employers for hiring of candidates after training

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 • Advertisement is rolled out in newspaper for hiring of TSPs
• Competitive bidding is followed for procurement of TSPs
6.2.4 Business Development
• Developing Corporate Sector Pipeline
• Preparation of MOU and agreement with the Company
• MOU / agreement signing with partner(s) after having it reviewed internally with our
stakeholders and the legal counsel
• MOU / agreement signing
7. Monitoring and Evaluation Department
7.1 In-Scope for the BSS
7.1.1 Development of Operational Work Plans, M&E Business Rules, Guidelines & Tool Kit
• Review Contract/Appendix provided by E-Procurement
• TSP to Submit Inception Report (Center profile & Instructor Profile) X Days prior to class
commencement date
• TSP will submit Trainee profile directly in System
• Review Inception Report submitted by TSP
• Share Feedback / Recommendation to incorporate change in Inception Report to TSP through
email
• PRN will be generated by M&E and Invoice will be generated by Finance Department
• Update / Share feedback on Business Rules
• Update Monitoring Tool Kit Accordingly
• Prepare & Finalization of Monitoring Business Rules & Payments
7.1.2 Scheme Data Management
• Download trainee information from System added by TSP
• Integration with other Organizations (NADRA, BISP, EOBI, PBTE, TPM, and PBT)
• AMS Integration access will be provided to TPMs
• Submission of 3rd Party Monitoring Report Directly via AMS integration
• Evaluate Monitoring Report submitted by 3rd party
• Share latest status of trainees after applying monitoring business rules with TSP and update
trainee status in System
• Send response against trainee status to TSP
• Evaluate TSP response against trainee and update in MIS (if required)
• Track progress against different indicators by fetching required data from MIS.
• Prepare reports against different indicators to be shared with Donor’s, Management and
Internal Departments.
7.1.3 Field Monitoring
• 3rd Party to develop Visit Plan / Examination Monitoring Plan
• PSDF View Visit Plan developed by TPMs
• Make Group / Team to Surprise Visit TSP Wise
• Conduct Regular / Surprise Field Visits
• Prepare Visit Report TSP Wise
• Compare Report with 3rd Party Evaluation Company Reports
• Submit Final Monitoring Report

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 • Share List of issues with TSP, TPM & PBTE to rectify them linked with Redressal Mechanism
7.1.4 Complaint Redressal Management
• TSP Complaint management System to be develop or can be used external System with in the
BSS
▪ Send complaint to Call Center, Assign Account Manager and Email Notification to relevant
to TSP / TPM through Email
▪ Follow-up complaint from relevant stakeholder(s) until resolution
▪ Update Complaint Status in web-portal
7.1.5 Result Based Payment Management for TSP
• Evaluate TSP Invoice supporting documents (Scrutiny of Stipend Registers, Uniform / Bag
Receiving Documents)
• Compare TSP Progress Report with 3rd Party Monitoring Report
• Feed findings of Reports in System
• Generate Payment Recommendation Note based on TPM & TSP reports as per business rule
• Telephonic verification of stipend disbursement through call center (if required)
• Exam Result Cross Verification by certifying body (PBTE / International Certificate)
• Update Training Completion Status in System
• Update Exam Result in System
• Generate Final PRN on basis of TCR & Completion Documents
• Record/ log Management of Invoice Processing & Forwarding
• Forward Payment Recommendation Note & all relevant documents to Finance Dept. for
payment processing through the System
7.1.6 Result Based Payment Management – Other Stakeholders
• Generate Payment Recommendation Note based on deliverables
• Maintenance of Invoice
• Forward Payment Recommendation Note with Invoice to Finance Dept. for payment
processing
7.1.7 Performance Management
• Evaluate TPM Monthly Report
• Identify & Address the performance GAPs to mitigate the non-compliance issues
• Share identified GAPs of TSP through. Email / Letter / System
• Send TSP response to TPM for verification
• Monitoring of TPM through Field visit and receive feedback from TSP
• Feed the KPI of TSP(s) based on TPM Reports & PSDF Monitoring Team input in Performance
Evaluation Framework in assistance with TPM in System
• Generate scheme/trade wise TSPs ranking in System
• Share ranking of TSP(s) with PSDF management & PD for further consideration in future
contracting in System
• Share scheme/trade wise performance with live TSP(s) through System
• M & E arrange meeting with TSP and resolve objection / reservations
7.1.8 Testing and Certification
• After x- days of commencement of classes Send alert to PBTE to download Trade & Trainee
data from System
• System will create PBTE compatible DB File and posting to PBTE via email

24 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 • Gazette Received in Soft and Hard Copy – Local Testing Bodies (PBTE)
• Receive Training Completion Certificate from all TSPs in PSDF standard format.
• Receive Gazette along with copies of certifications from other local and International Testing
bodies (TSP & Testing Bodies International Certificate) and verify with information already
available in the system
7.1.9 Track, Monitor & Evaluate Scheme / TSP Progress
• Track & Monitor the Scheme / TSP Progress through System
• Send alert to TSP for timely submission of reports and accurate data through System
• Review reports submitted by TSPs
• Reporting Scheme / TSP Progress to PSDF Management through System
7.1.10 Stipend Calculation and Disbursement Process
• Enter Trainee Data in System
• NADRA Verification / Verisys Process
• TPM will submit visit report and month-end report through AMS system
• TSP will also submit its Report
• Stipend Evaluation Report
• Stipend Dispatched to disburse payment channel
• Stipend to be disbursed via BSS System (Integration with MFS)
• Share Stipend disbursement report with Call Center (Telenor)
• Call center (Telenor) will perform verification and provide updated report back to PSDF
• Import Telenor Report in BSS system to update Status of Stipend along with Transaction id
7.1.11 Employment & Placement by TSP
• Placement by TSPs under standard training programs
• After class completion TSP will do employment as per contract and provide data in BSS system
(30 days)
• Call Center will access BSS system, verify employment and update results
• Verification of Employment through CC / Pay Role / Physical.
• BSS will generate Invoices / PRN against the no of employees get employment
• Employment payment to TSP

7.2 Informative Information (Out of Scope)

7.2.1 Engagement of Third-Party Stakeholders
• Share the Scheme TSP Trade & Training Level Data
• Resource mobilization by PD Dept.
• Contract execution with TSPs
• M & E review report shared by external stakeholder(s)
7.2.2 Schemes Commencement
• Receive Signed Contract & Appendix Copy from PD/Procurement Department or Download
from MIS Application
• Conduct TSP Orientation Session and share Business Rules, Monitoring Guidelines and MIS
Credentials) via email
• Capacity Building of TSP and TPM

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 • Receive “Request to Proceed” from TPM (If applicable)
• Send Instruction to TPM for Center Inspection (if applicable)
• Conduct center inspection through TPM firm
• Issue “Notice to proceed” (NTP) to TSP to start training
7.2.3 Field Monitoring
• Field monitoring to be done out of the system and should be integration into BSS
7.2.4 Development of Bidding Document /Contract
• Prepare / update TORs, Evaluation Criteria etc. for bidding document / contract for TPM

8. Finance Department
8.1 In-Scope for the BSS
8.1.1 Past years expenditure trends and statements
8.1.2 Program Budget
• Receive Data for Scheme Working from PD Dept.
• Make Draft Sheet Schedule A of Budget
• Incorporate M & E draft budget in schedule A
• Incorporate M & C Budget Draft in Schedule A
• Incorporate Placement & Partnership Budget Draft in Schedule A
• On request, Share estimate budget with C & M Mgr. for next year marketing through DMS
Application
• Perform Variance Analysis
8.1.3 SAP Invoice Management
• Share Soft Copy of Appendix of Signed Contract through System
• Prepare Invoice Pattern draft and PO as per agreed rules
• Review Invoice Pattern Draft and PO as per SAP rules
• Create PO in SAP System
• Send Invoice Pattern to PD through DMS Application
8.1.4 Program Cost Payment Processing
• Receive appendix of signed contract
• Create PO in SAP System
• Invoice Auto Preparation (After integration of SAP & MIS App.)
• Prepayment Verification
• Posting Record in SAP System
• Prepare Cheque through SAP Application
• Signing of Cheque & Voucher by CFO
• Dispatch Cheque to TSP
• Income Tax Deposit / Filing Returns / Reports
• Report to share with CFO & COO
8.1.5 Financial Reporting – Regular
8.1.6 Financial Reporting – On Request
8.1.7 Finance Department Output
• BSS to calculate “Cost Bench Marking”

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 • PSDF Annual Budget
• Non-Program Budget
• Program Budget
• Skill Development Program (TA)
• CAPEX Budget
• OPEX & CAPEX Payment Processing
• Budget Spending
• SAP Invoice Management
• Financial Reporting
• Consolidated Expense Management
• SAP System Generated Reports
8.1.8 PSDF Other information
• Types of the cost (Stipend, Training Cost, Uniforms or bags)
• Type of invoices (Regular Monthly Invoices, Final-1 Completion, Final-2 Employment &
placement
8.1.9 System is to drill down and drill up all business transactions (financial and non-financial) to its
Lowest and Highest Level
• For Reporting and Auditing purposes
• From BSS to SAP and SAP to BSS

8.2 Informative Information (Out of Scope)

8.2.1 Finance Departments - Inputs
• Information about any new requirements
• Business Financial Plan
• B.O.D Instructions
• Approved Deliverables
• Approved POs
• Approved Items budget
• Trial Balance
8.2.2 Budget Calendar
• Plan & Organize Budget Activities
• Make Budget Calendar as per list of activates along with templates
• Share approved Budget Calendar with All the department
• Monitor the compliance of departments with budget calendar
8.2.3 Skill Development Program Budget (TA)
• Strategic & Business Development Budget with Finance Department after approval of activities
by CEO (through DMS App) shared by Strategic and Business development department
• CFO download Strategic & Business Development Budget file from DMS Application and Review
Budget
• Share Budget Draft to CEO for approval through DMS Application

27 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
9. Internal Audit (IA) Department
9.1 In-Scope for the BSS
9.1.1 Past Trends & Statements
Past years expenditure trends and statements
9.1.2 User right & authentication
User right & authentication mechanism along-with respective logs
9.1.3 ISO 27001
BSS should comply with the ISO 27001
9.1.4 Communication Encryption
Communication in transit should be encrypted for both inter or intranet.
9.1.5 Password Encryption
Passwords should be encrypted, and two factor authentication controls should be part of the
security features as the data input will be a part of process from both intra and inter users.
9.1.6 Firewall Rules
Firewall rules should be implemented to secure the system from unauthorized intruders.
9.1.7 Backups and archives
Backups and archives should be available. Online data should be retained as per the regulatory
requirement. Further the archive should restore in readable format.
9.1.8 Future Data Migration
In future if the Company wants to migrate the data to cloud. Local cloud should be considered over
international cloud because of the data protection at national level.
9.1.9 TSP Tracking
Complete track of the TSP should be available in system for AGP auditors.
9.1.10 Logs and reconciliations
Logs and reconciliations should be available to review every input and changes in the system.

10. Marketing Department

10.1 In-Scope for the BSS
10.1.1 Advertisement Directory Management and Notification Module
10.1.2 Email Communication and Notification Template Modification.
10.1.3 HSS Campaign, Events and Roadshows Management,
• Creation, Calendar view, Notification (Email, SMS etc.) and Event Feedback form (Mobile
Friendly) etc.
• Voucher based Enrolment & CNIC enrollment Tracking
10.1.4 HSS Campaign, Events and Roadshows Management,
• Creation, Calendar view, Notification (Email, SMS etc.), Partner Attendance Management and
Event Feedback form (Mobile Friendly) etc.
10.1.5 PSDF Website integration
• Integration with the website portals (in development).
• All the Trainee, Employer/PSP and TSP data available on the website should be integrated with
BSS (bi-directional).
• Data migration from website to BSS. BSS will be the sole databank.
10.1.6 Inbuild CRM & CEMS for the TSPs, Trainees and Internal users for Contact Center
• Issue/complaints/feedback Tracking and Management

28 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 • Leads Management
• Inbound and Outbound Calls logging and Integration
• Verification Surveys
• Track Life cycle of trainee from enrolment to employment

10.2 Informative Information

10.2.1 Current CRM related Details
• As of now PSDF CRM has been developed by 3rd party Contact Center partner
• We would want our BSS to be capable for integration with existing CRM and Capture data for
Contact center

11. TSP’s (External Stakeholder)

a. TSPs, TPMs and other vendors will have their own logins into BSS system

b. TSP will generate invoice from BSS system under his login against the PO/Contract

c. TSP to add Trainee data in BSS system after complying with eligibility criteria, taking thumb impression that
will be used to verify later at TSP center by TPM

d. TSP will be informed via Email Notifications

12. Business Support System (BSS) Key Objectives

12.1 BSS API based and FTP/sFTP Integrations with all possible vendors
a. PSDF website to made Announcement and Press Releases
b. SAP Application
c. E-Tendering / E-Procurement Portal
d. Placement / Employment Portal
e. Bio-Matric Attendance
f. Mobile version integration for Trainees and TSPs
g. Other Organizations (NADRA, BISP, EOBI, PBTE, TPM, and PBT)
h. Integration with Outlook/Exchange
i. System Open API Gateway
j. Complains Ticketing system at Call Center
k. Geo Tagging to locate the address of the testing center
l. CRM - Real time view of CRM Data, Live screen monitoring/dashboard
m. Social Media (WhatsApp, Facebook, Messenger, You-Tube, Twitter and SMS)
All above integrations would have dual functionality of being Live and Dynamic as well as File Import/Export
12.2 ROSI Calculation
a. End to End record keeping of Training and Program Journey to calculate “ROSI” (Return on Skills
Investment) based on known Data Segmentation
b. Capability to calculate “CTM” (Cost per Trainee per month) based on contractual, enrolled,
completed, graduated and generating income
c. Salary / Income Generation Record Management (formal, self-employment & Productivity
improvement)
d. BSS to calculate “Trade wise ROSI”

29 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 12.3 Dashboard Management
a. Dynamic Dashboard with latest status of activities – Multiple Users controlled view
b. Display Figures & graphs of major Targets and Milestones
c. Dashboard must display Contract to Completion Ratio or Contract to Graduate Ratio
12.4 Business Rules Configuration Panel (Customizable)
a. Compliance and Business Rules Management
b. PSDF Monitoring Rules
c. PSDF Procurement Rules
d. Configurable Work Flow Engine: System to be adaptable and flexible to accommodate new features
and changes in process
e. Business Rules need unique Ref. No
f. Closed Loop System

12.5 PSDF Organization Process and Policy Management

a. Policies, Procedures, Standards, SOPs
b. Concepts, Controls, Compliance and Configurations Management
c. Cross functional knowledge management
d. Documentation Control though Structured Coding and naming convention / Taxonomy
e. Achievements / Completed Projects, Historic Data and Lesson Learned
12.6 Trade & Cost Bench Marking (Regular and Cost Sharing Model by Business Development Department)
12.7 Inbuild Customer Relation Management System
integration with the existing CRM
Data Transfer (Import/Export)
Issue Logging and Tracking
Final Scope to replace the Contact Center CRM

12.8 Engagement Management

a. End-to-End Client Management and TSP Communication
b. Auto notifications to TSPs and others to overcome the shortcoming issues
c. Marketing Support
d. CRM - Engagement Tool (for emails / Notices)

12.9 Performance Management

a. Monthly, Quarterly and Annual Performance management (Internal & External)
b. Internal & External Stakeholder’s KPI management
c. TSPs Performance Evaluation and Ranking like drop off ratio, Technical expertise
d. TSP performance in Pre-Qualification process (orientation & awareness session)

12.10 Business Analytics Support for Executive Decision Making

a. Systematic analysis and statistics to make predictions to identify upcoming potential schemes
based on the Data Segments

30 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 b. Strategy and forecasting for Partnership and Placement
c. Internal Research based on Historic information and Knowledge base
d. Budgeting and Forecasting Training Calendar
e. Auto Monitoring Tool Kit for evaluation of TPM work and progress
f. Quarterly Financial Forecast to timely funds release
g. Exam Monitoring Plan
12.11 Processes and Operations Automation (Objective: “Zero Manual Interactions”)
a. Fully capable to Manage PSDF Enterprise Operations
b. Whistle-blower system based on auto eligibility checks
c. User friendly error prompts
d. Resource Assignment and Work Authorization System
e. Automated Email/Notifications module
f. Multiple user Approval/Maker Checker Process
(a) Each process should be governed by Maker Checker(s) process there will be a single maker
and can be Multiple Checker and Approver based on Process criticality.
g. Auto Verification and Data Validation of Trainee List based on business rules and policies of the PSDF
h. Exam Gazette in BSS, to display over PSDF website (as and when needed)
i. All kind of Requisition approvals and Payments approval through BSS system with current status and
approval notes
j. Integrated Accounts system with Inbuilt invoicing reconciliation and tracking system
k. Generates Procurement Note
l. Auto Generate Payment Recommendation Note/Invoice (monthly, Final 1 - Completion, Final-2
Employment, Certification) based on the comparison of TPM & TSP reports as per business rule
m. PO and invoicing will be generated in BSS and SAP will be only used for Debit and Credit
n. Financial posting into SAP for the payments
o. All departmental interfaces will have Alerts and Triggers, to show the list of pending tasks on their
side
p. TSP and TPM can view updates, reports published by M&E
q. Share Performance Report and ranking of TSP through system
12.12 Contracts Management
a. Contracts Awarded to TSP, PSP, OEP, TPM and other vendors
b. Contracts Execution Record and Revision Management
c. Contracts Repository
d. Vocational Training Service Contracts

12.13 Master Data Management

a. Master data for Trainees, Training Service provides, Placement Service Provided, Skills (Campaigns)
Trades and there Financial/Account/GL [SAP] information the only shell be maintained in the
System.
b. BBS will be Master-Data. Hence, Record each and every activity within PSDF related to Trades,
Schemes and Trainings to produce required analytics and auditing procedures at later stage
c. All documentation should have unique document reference no which can be pulled from system at
any point of time through Search Tool
d. Transfer of existing MIS Data (Legacy System Data Transformation) after cleansing and DB mapping

31 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 e. Record Log Frame provided by Donner, External Research/Studies and Sector Surveys Reports
provided by 3rd Parties (Partners) to design/add/update scheme
f. Existing Pool of the pre-qualified and qualified TSPs, Employers for Placement, Overseas
Employment Promoters (OEP), distributors, vendors, and 3rd party evaluation firm
g. Registration of preproposal conference and Trainees through BSS system
h. Record of Trainings and placement by TSPs & PSP along with employment letter & Duration
i. System should be capable to pull out Trainee detailed information based on CNIC

12.14 Dynamic Reporting Module (Configurable, Single click Reports and Customized Reports
Internal & External Stakeholder Reports
a. Monitoring & Evaluation Reports provided by 3rd parties (TSP, PSP & TPM)
b. Internal Monitoring and Evaluation Reports
c. Internal Audit Reports
d. Field Monitoring Reports (TSP Wise)
e. Analysis Reports and statistics for the Donors / Management
Work Performance Reports
a. Month/Quarter/Annual Progress Reports
b. Performance Variance Report
Financial Reporting
a. Monthly Actual vs. Budget Reports
b. Quarterly/Annual Financial Reports / Statements
c. Financial Progress Reports
d. Financial Variance Report
e. Value Earn Report
f. CAPAX Budget Report
g. Income Tax Deposit / Filing Returns / Reports
h. SAP System Generated Reports
i. Management Cost Evaluation Sheet & Report
j. Monthly Accounts Reports
k. Operational Budget Sheet & Analysis Report
l. Fully Loaded Cost Report
12.15 System and Data Integrity
a. BSS Multilingual System
b. Direct visibility & transparency for Donors
c. Critical Complains and Financial information only visible to Finance and Program Design
d. User’s activities log / Audit Trails / Accountability (logged-in, added, updated, delete, logged-out
etc.)
e. Audit Trail of both BSS interface and Data base is required
f. System Performance Audit and Control
g. Centralized database system
h. System should not chock because of historic audit trail

32 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 12.16 User Management
a. Group and company will also be added as User of the system
b. Some of the Basic functionalities will be default set to user type on creation but other specific will
be granted with permission of HOD
c. User can create other users down the hierarchy, but based on the permission granted from HOD
d. Non-of-Users has access to DB other than DB admin,
e. None of value can be changed from DB
f. Only DB structure can be enhanced based on multiple approvals

12.17 System and Data Security

g. Data at rest or in motion (Active) must be encrypted
h. Configurable User Access Control (Who can see or do what)
i. Multi-level Tracing Management
j. password-protection

12.18 Project Deliverables

a. Project Plan with Details (Resources and Timelines)
b. Change Control Process (forms, templates / approval mechanism, flow)
c. Complete SRS/FRS/DFDs/Architecture/Design/Logical DB Design and Physical DB Design
Documents of BSS (Approved from all Business Unites).
d. Existing Data Migration (reflection of this data for View only and Reporting purpose)
e. UAT Test Plan with Test Cases (Positive/Negative) after Business Endorsement
f. Go-Live
g. Parallel Run
h. 6 Months of Free of Cost Post Project Support including CRs & Bug fixing (Compiling to the SLA
Mentioned in the RFP)
i. Source code of BSS Handover to the PSDF along with Technical documentation of the Source Code,
API, etc.
j. BSS User Manual (Department wise and Function wise) and System Technical Manual would be the
part of BSS delivery
k. Firm to provide at least 1 years’ of Support and Service contract (chargeable after completion of
FOC support of 6 months)

12.19 BSS System Go-Live Strategy

a. Parallel Testing along with existing MIS
b. System will have parallel run with existing MIS till closure of last scheme (and migrate that scheme
data into BSS)
c. Once BSS is signed off, Live system will have all the schemes data, all the new Scheme will be
executed on BSS.
d. Archived Legacy Data will only be transferred to new system for Analytics
13. Guidelines for the System Development
13.1 Business & System Workflow Design
a. Bidder shall draft the workflow design (DFD), workflow configuration business processes
b. Define the fundamental actions that must take place in the software in accepting and processing
the inputs and in processing and generating the outputs, including:

33 | D e v e l o p m e n t o f B u s i n e s s S u p p o r t S y s t e m ( B S S ) A p p l i c a t i o n
 (a) Validity checks on the inputs;
(b) The exact sequence of operations;
(c) Responses to abnormal situations, including Communication facilities and Error handling
and recovery;
(d) Effect of parameters;
(e) Relationship of outputs to inputs, including Input/output sequences and Formulas for
input to output conversion.
To partition the functional requirements into sub-functions or sub processes appropriately.
13.2 Policies
Specify policies that can impact on the system or policies that are being enforced for certain tasks.
13.3 Data Dictionary
The complete data dictionary will be required for further reference.
13.4 Data Reporting and Analysis
Data reporting module is a key to business which needs to be specified and explained in detail which should include
following
• Each Report Search Criteria
• Data Export Capability
• Supporting Files types
13.5 System Log and Audit Trail Analysis
System log analysis information, details of error codes and their description will be part of final system manual
13.6 Document Management
Specify documents that will be uploaded into the system how will be stored how admin and authorized user can
access these documents.
13.7 Data Archiving and Retention
Specify data archiving and retention policies and procedure
13.8 Operational & System Manual
Specify the normal and special operations required by the user such as:
• The various modes of operations in the user organization (e.g., user-initiated operations);
• Periods of interactive operations and periods of unattended operations;
• Data processing support functions;
• Backup and recovery operations.
13.9 Licenses
Licenses that are required to complete this project should be catered under the project cost and shall be mentioned
separately in the Financial Proposal
13.10 Integrations
Specify all the integration points and methods with details, this portion will also include all the web service
information in case of 3rd party integration is required user will consult this document for successful integration.
13.11 Security
Specify all the security requirements,
13.12 Encryption
Specify Encryption algorithm needed for API layers and user authentication
13.13 User Rights and Role Management
This is the main part where flexibility is required where we can allow one or multiple users to read/write or add &
change rights etc.

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 13.14 Different Interfaces
13.14.1 Scheme Launch Interface
Include Integration with Other System, Import Definition and Most Importantly Self-definition of the Scheme
that was designed with Multilevel Approval
13.14.2 System Interfaces
The bidder will list each system interface and identify the functionality of the software to accomplish the
system requirement and the interface description to match the system.
13.14.3 User Interfaces
Specify the following:
• The logical characteristics of each interface between the software product and its users. This
includes those configuration characteristics (e.g., required screen formats, page or window layouts,
the content of any reports or menus, or availability of programmable function keys) necessary to
accomplish the software requirements.
• All the aspects of optimizing the interface with the person who uses maintain or provide other
support to the system. This may simply comprise a list of do's and don'ts on how the system will
appear to the user.
A style guide for the user interface can provide consistent rules for organization, coding, and interaction of
the user with the system.
13.14.4 Hardware Interfaces
Specify the logical characteristics of each interface between the software product and the hardware elements
of the system. This includes configuration characteristics (number of ports, instruction sets, etc.). It also covers
such matters as what devices are to be supported, how they are to be supported, and protocols.
13.14.5 Software Interfaces
Specify the use of other required software products (e.g., a data management system, an operating system,
or a mathematical package), and interfaces with other application systems (e.g., the linkage between an
accounts receivable system and a general ledger system).
For each required software product, specify:
• Specification number;
• Version number;
For each interface, specify:
Specify the purpose of the interfacing software as related to this software product;
• Definition of the interface in terms of message content and format.
13.14.6 Communications Interfaces
Specify the various interfaces to communications such as local network protocols. Based on what, system will
communicate internally
13.14.7 External Interfaces
Specify all the external interfaces while application is communicating or using external applications or features
from the web etc.
13.14.8 Mobile Interfaces
Specify the mobile interface, what will be required for it to function properly.

13.15 Constraints
List each of the factors that affect the requirements stated in the RFP.
13.15.1 Memory Constraints
Specify all applicable constraints, assumptions, dependencies and limits on primary and secondary
memory

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 13.15.2 Performance/Capacity Management Constraints
Specify both the static and the dynamic numerical requirements placed on the software or on human
interaction with the software as a whole.
Static numerical requirements may include the following:
• The number of terminals to be supported
• The number of simultaneous users to be supported
• Amount and type of information to be handled
• the amount of data to be processed within certain time periods for both normal and peak
workload conditions.

13.16 Payment Plan

Sr. Deliverables Milestone Percentage Amount

1 Project Plan with Details, Project Change Control Process 0%

2 Complete SRS/ FRS/ DFDs/ Architecture/ Design Documents of BSS. Each individual 5%
document to be signoff from PSDF

3 Testbed handover for UAT with Signed off Test Cases from PSDF 5%

4 Existing Data Migration (reflection of this data for View only and Reporting purpose) 5%

5 UAT Test Plan with Test Cases (Positive/Negative After Business Endorsement) 10%

7 Successful Go-Live, deployment of application on PSDF servers (including PSDF 50%

Signoff)

8 BSS User Manual (Department wise and Function wise) and System Technical 15%
Manual would be the part of BSS delivery Signed off completion from PSDF

Source code of BSS Handover to the PSDF property along with Technical
documentation of the Source Code, API, etc. Signed off delivery from PSDF

9 6 Months of Free of Cost Post Project Support including CRs (Compiling to the SLA 10%
Mentioned in the RFP)

Important Note
Workflow diagram & ERD including Sequence and design optimization of the Processes and Procedures will be exercised and
finalized during the detailed analysis conducted by the selected Firm / Organization, who will develop and implement this
BSS.
In case instance where a business process may change during the course of software development this will be notified
through a formal CR as per the change control process shared by the development firm/organization and should be
incorporated by the development firm/organization with no impact on the project cost.

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