Sarojini Naidu College for Women

Affiliated to West Bengal State University

Govt Sponsored, Estd. 1956, UGC

NAAC Accredited with "A" grade

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Tender Notice: NIT-9/18

Tender Notice: NIT-9/18

Sealed quotations from interested vendors for the following components of college management software are invited :

  1. Student Management Software (CBCS compatible)

  2. PG Management Software.

The required specifications for each of these items are attached herewith.

The quotations must mention the specifications in details and the corresponding cost for each component must be mentioned separately. If the vendor suggests any add-on item, that should be mentioned in the quotation separately with corresponding costs.

The software has to be a tailor-made one, catering the specific needs of the institution and the source codes with all access rights are to be fully transferred to the college at the completion of the development. The layout and functions of each part of the software are to be developed strictly according to the satisfaction of the college and the payment will be made at each stage only after user-friendly development of that part meeting the satisfaction of the college. The software must have an inbuilt detailed user manual/help system at each interface.

The minimum required hardware specifications for the successful implementation of the software should be mentioned in the quotation. The expected time span for the development is three months from the date of issuing order, but the proposed time-line for the development of the software from the vendor must be mentioned in the quotation with proposed payment schedule.

The software is to be developed in such a way that it should require minimum support from the vendor, but the cost for any required support in future must also be mentioned in the quotation.

Subjected to the satisfaction of the college regarding the performance of the vendor, the college may negotiate with the vendor, in future, to develop other components of the college management software as the requirements arise in time.

The sealed quotations are to be submitted to the college “Tender Box” by the vendors within the time period 29th October — 3rd November, 2018 during college hours.

Specifications

  1. Students’ Management Software (UG):

    1. Semester wise management of students in CBCS —

      1. In first semester a student will get a unique id which she will carry throughout her college life and beyond.

      2. The student will get admitted in the first semester from the admission portal to be managed by third party. The data of admitted students have to be imported. The students in different program will be associated with the main subjects (with core courses) only. Other choices courses/papers will be settled from semester to semester during admission in that particular semester by this software according to the choice of each students and availability of the course and seats and in accordance with WBSU regulations. The availability of a program, a course/papers may be discontinued or may be newly introduced by the college from time to time.

      3. The choices of courses/papers will be determined by different CBCS regulations issued by WBSU and by the additional restrictions enforced by the college, from time to time. So these are to be customizable around a common structure.

      4. Seat limit in each course and paper is to be respected by the software according to some merit index (formulated from time to time).

      5. Each paper has a code of 10 characters specified by WBSU which may or may not have separate theory & practical components; for the papers with two components the internal assessment marks are to be recorded and stored separately.

      6. The attendance for each component of each paper has to be recorded and updated teacher wise periodically (preferably by the teacher concerned) and the corresponding marks related to attendance are to be calculated by the software for each component of each paper, according to the formula set by WBSU from time to time.

      7. Similarly, the marks of the continuous assessment for each component of each paper has to be recorded and updated teacher wise periodically (preferably by the teacher concerned) and the corresponding marks are to be calculated by the software for each component of each paper, according to the weightage covered by the teacher in each component of each paper.

      8. The software must have system for recording the end-semester marks for each student from the mark sheet/transcript issued by WBSU including corresponding SGPA/CGPA and must keep the scanned copy of the transcript by suitable method.

      9. The software must track a student’s progression and records which may span up to 5 years (customisable) including internal marks (which will be carried forward for re-reappearance in back-log papers) and the records must be saved in legally tenable way.

      10. The fees for a particular student are to be calculated by the software according to the student’s choice of stream, program and courses/papers from the specifications of common heads and course/paper specific heads. The provisions of allowance, refund and adjustments with other heads in specific cases are to be there.

      1. There should be some system so that a student may check her attendance and continuous assessment marks remotely.

    1. Students’ related data management —

      1. Students’ personal data (Name, DOB, address, parents’ details, photo, signature etc.) and previous academic records (Marks in 10th std and 12th std board exams, roll number, schools etc) are to be imported from third party managed admission portal as far as applicable. The rest of the details are to be updated by the office staff later. There may be some fields to track the progression of the students after passing out.

      2. There must be facility in the software for automatic verification of the excel file sent by WBSU registration section comparing the relevant data in the software data-base.

      3. There must be facility for roll number generation and preparation of attendance sheet for different courses/papers.

      4. Facilities for generation of reports regarding students using different criteria and field values for different external authorities (such as WBSU, state and central government, UGC, NAAC etc.) and export options of those reports in different format including excel and pdf. Search facilities should also be there.

      5. Scholarships from external agencies as well as from the college (in form of aid based on merit cum means data) must be recorded in the software.

      6. Facilities of sending individual and bulk SMS & email (basing upon some criteria) to the students/guardians must be there in the software.

  1. PG Management Software:

    1. Semester wise management of students —

      1. In first semester a student will get a unique id which she will carry throughout her college life

      2. The student will get admitted in the first semester from the admission portal to be managed by third party. The data of admitted students have to be imported.

      3. Prior academic records and personal information (such as photo, signature, address etc ) will majorly be recorded from the imported data but update option must be there in the software.

      4. The software must generate a unique ID for each student by which a student can be tracked throughout her college life. Additionally the software must generate a class roll number (according to a specified format and keep the record of the corresponding WBSU registration number and Examination Roll numbers as per specified format.

      5. Choices of optional papers must be settled semester-wise at the time of semester admission by the software according to the structure of the course. Student-wise fees (one-time, semester-wise, annual etc as specified by the college) and fines should be calculated automatically by the software from the specifications of different heads. The soft-ware must keep track of timely clearance of the fees from the students at each stage specified by the college and there must be alert notifications accordingly.

      6. The fees structure may also depend on the year of admission.

      7. The attendance for each component of each paper has to be recorded and updated teacher wise periodically (preferably by the teacher concerned) and the corresponding marks related to attendance are to be calculated by the software for each component of each paper, according to the course structure formulated from time to time by the college and WBSU.

      8. Similarly, the marks of the internal examinations for each component of each paper has to be recorded and updated teacher wise periodically (preferably by the teacher concerned) and the corresponding marks are to be calculated by the software for each component of each paper, according to the weightage covered by the teacher in each component of each paper.

      9. There must be provision for sending alert notifications regarding fees, fines, attendance, examinations etc to the students trough SMS & emails using the software.

    1. PG Examination (semester-wise) management —

      1. Software must have facilities for Form Fill Up (Regular + Supplementary Exam)

      2. Software will generate of Unique Roll No in specified format

      3. Generation of Admit Cards must be done by the software

      4. Generation of Descriptive Roll (Signature Sheet) must be done.

      5. Generation of Mark foils for specific papers are to be done by the software.

      6. Facilities for Tracking of Script Distribution and receipt of Script + Marks from first evaluator

      7. Facilities for Tracking of Script Distribution and receipt of Script + Marks from second evaluator

      8. Tabulation to be done preferably by respective examiners. The marks for internal examinations and attendance are to be automatically added according to the rules of paper structure.

      9. Provision for 3rd examiner if difference greater than 20%; this should be automatically prompted by the software.

      10. Facilities for Tracking of Script Distribution and receipt of Script + Marks from third evaluator and Tabulation of 3rd examiner’s marks, which is final

      11. Publication of Summary result consisting of Name, Roll No, Reg No, Paper wise marks with breakup, SGPA, CGPA, letter grade, Class, Percentage to be done by the software

      12. Generation of Semester wise marksheet, 4th sem marksheet to contain summary of marks in earlier semesters.

      13. Generation of Certificates with CGPA, Class etc.

      14. Finally the software has to generate Rank Certificates for Rank Holders.

    2. PG secretarial and financial management —

      1. The software must keep track of all the financial transactions from PG office.

      2. All sorts of related reports are to be generated in different formats (including excel and pdf format).

      3. It must generate and manage vouchers, cash book, ledger, journals etc.

      4. There must be provision for reconciliation with bank reports

      5. The software must have facility to keep track of the assets (books, furniture etc) of PG departments.

      6. The facility for generating letters by some default templates, for generating notices, for issuing different certificates (such as for studentship, for clearance in different cases etc.)