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TCS iON Techno-Commercial Proposal

FOR TCS iON DIGITAL CAMPUS MANAGEMENT

Date: 27 September, 2019

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Index1. Executive Summary...........................................................................................4

1.1 TCS iON Solution FOR <CUSTOMER> - “Bharathidasan Government College for Women”..............................................................................................................41.2 TCS ION Digital Campus Solution Summary...................................................4

2. Overview and Background...............................................................................62.1 About <Customer>............................................................................................62.2 About TCS...........................................................................................................62.3 About TCS ION....................................................................................................6

3. Proposed Solution - TCS iON Digital Campus................................................73.1 Admissions Management................................................................................73.2 Academics Management................................................................................73.3 Examination Management..............................................................................93.4 Student Administrative Services...................................................................103.5 Institute Support Services............................................................................113.6 Technical Enablers.......................................................................................143.7 Hosting model..............................................................................................173.8 TCS iON Advantages.....................................................................................183.9 TCS iON Solution - Terms and Conditions.....................................................183.10 Out of Scope of TCS iON services.................................................................18

4. TCS iON Platform Fitment..............................................................................194.1 Requirement Fitment (If Applicable).............................................................194.2 Additional Proposed Features.......................................................................19

5 Delivery Methodology.....................................................................................195.1 TCS Delivery Model......................................................................................195.2 Proposed Manpower.....................................................................................205.3 Roles and Responsibility...............................................................................205.4 Solution Scope and Phases...........................................................................215.5 Training Activities.........................................................................................215.6 Technical Helpdesk Services........................................................................215.7 Governance Structure..................................................................................22

6 Commercials.....................................................................................................236.1 Set up and Subscription Fees.......................................................................236.2 Payment Terms and Conditions....................................................................23

2 Copyright @ 2018 Tata Consultancy Services Limited

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6.3 Contract Terms and Conditions....................................................................246.4 Complete solution scope..............................................................................24

7. Add On Services...............................................................................................248. TCS iON Value Preposition.............................................................................259. Key Customer Case Studies...........................................................................26

9.1 Customer Case Study 1: IIM Indore..............................................................269.2 Customer Case Study 2: NLU Delhi...............................................................27

9.3 Customer Case Study 3: GGDSD……………………………………………………………………………… 28

List of FiguresFIGURE 1: TCS ION DIGITAL CAMPUS.................................................................................................................5FIGURE 2: HUMAN RESOURCE MANAGEMENT....................................................................................................12FIGURE 3: PAYROLL..............................................................................................................................................12FIGURE 4: FINANCE AND ACCOUNTING...............................................................................................................13FIGURE 5: PROCUREMENT AND INVENTORY........................................................................................................13FIGURE 6: DELIVERY MODEL...............................................................................................................................20


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1. Executive Summary1.1 TCS iON Solution FOR <CUSTOMER>

If the count for student and campus is high then

Today the educational sector is abuzz with a noted increase in the number of campuses, student enrolment and digital campus management platforms. With such a high increase in the numbers, institutions have to optimize resources by adopting standardized systems and procedures. With campus efficiency being the new catchphrase, Analytical tools and effective campus management systems are the definite need of the hour. Even the student and faculty demand a digitized friction-less experience to collaborate, request services, track to closure and receive personalized notifications.

If the count for student and campus is low thenA digital platform allows institutions to optimize resources by adopting standardized systems and procedures. With campus efficiency being the new catchphrase, Analytical tools and effective campus management systems are the definite need of the hour. Even the student and faculty need a digitized friction-less experience to collaborate, request services and manage the workflow transparently and in a well-integrated manner.

<Customer> appreciates the need for modernization. To accelerate digital adoption and improve user experience for students and faculty the <customer> has embarked on an ambitious transformation journey. The expectations include

Integrated solution for all stakeholders ensuring integrity of data and avoid duplicate data.

Enabling Effective Planning and Decision making tools such as Real time dashboards for VC, Registrars and COE.

Agile solution with flexibility to manage diverse business scenarios: admission rules….

Engaging on-demand e-learning delivery Stress free flexible reporting and analytics Adherence to compliance and audit trail for changes Quick implementation cycle

The above list can be modified to include/stress on the <customer expectations> as known

1.2 TCS ION Digital Campus Management Summary“TCS iON Digital Campus Management” solution covers all the processes needed by <Customer> to provide a seamless user experience for student & faculty. It includes: Admissions, Academics, Examination, Student Administrative services, Institute Support Services and Learning Management solution. With this solution, Customer is provided effective control over these areas:-

Student Life cycle management Employee Life Cycle Management


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Institute Administration Management Exam management

Figure 1: TCS iON Digital Campus

The proposed automation solution is being delivered in a “cloud computing” model that optimizes the cost of software, services and infrastructure and makes it available at a very affordable price.Since the product is already developed, experienced teams are in place and complete implementation methodology is documented, TCS can expedite the project implementation phase.

TCS’ iON Key Differentiators are as follows - Ready-to-Deploy 87+ patent filed solutions to reduce implementation time and

increase project success Extensive experience in delivering education solutions to 300+ Institutes Customer centric Post-Implementation Maintenance and Support services More than 110 million candidates have used the platform for taking digital

assessments IT as a service offering on cloud with proven concurrency support of the platform for

more than 1.3 million plus active users on the platform One Integrated Solution to address End-to-End needs of Institutes with 18,000+

unique solution capabilities Domain knowledgeable team with experience in managed services delivery Perpetual Beta Model that ensures that Universities have access to latest technology Dual Data Centres with Enterprise class availability & security working in Active-

Active Mode in two different seismic zones Unique Build-as-you-Grow; Pay-as-you-Use Model

TCS considers this engagement strategic and will invest management attention at the right levels and bring in needed governance to ensure that the implementation goes


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smooth and program objectives are met. Similar commitment from <Customer> will also be needed to make this program successful.

Tata Consultancy Services (TCS) is delighted to partner with <Customer> in the journey of ‘Pursuing Excellence in Education’. We look forward to helping the <Customer>, in achieving its goals with Certainty.

2. Overview and Background2.1 About <Customer>Customer Need in one-two Lines.Current Infrastructure at customer end.Structure – Student count, Programs, Faculties.Vision/Motto/Mission Statement

For Example –Bharathidasan Government College for Women (BGCW), in the name of the great poet of this soil, was ushered into being in the beginning of the Academic Year 1968-1969. During the span of this 50 years the college has witnessed a phenomenal growth both qualitatively and quantitatively. It caters to the needs of women students by offering a wide range of Science, Arts and Commerce courses (i.e.) 16 Under-Graduate, two Post-Graduate and two M.Phil. And one Ph.D. Programme. The college caters to ### students across ## campus.2.2 About TCSTata Consultancy Services is an IT services, consulting and business solutions organization that delivers real results to global business, ensuring a level of certainty no other firm can match. It is a subsidiary of the Tata Group and operates in 46 countries. TCS is one of the largest Indian companies by market capitalization ($100 billion). TCS is now placed among the ‘Big 4’ most valuable IT services brands worldwide.TCS is in business for last 50 years with consolidated revenues of USD 19.09 Billion in fiscal year 2017-2018 together with a consistent 25.14% CAGR since 1998. Currently for Q1-19, revenue is USD 5.051 Billion with employee strength 400,875 representing 134 nationalities. TCS has 289 offices across 45+ countries and 147 delivery centres in 21 countries.2.3 About TCS IONTCS iON is a strategic business unit of Tata Consultancy Services focused on enabling institutions, government departments and organizations from multiple industry sectors to be efficient in their recruitment/admissions process, learning and skilling and overall business operations with the use of Phygital platforms. These are platforms that overlay digital technologies over physical assets.We deliver this with a unique IT-as-a-Service model that provides easy-to-use, secured, integrated, and hosted solutions in a build-as-you-grow and pay-as-you-use business model. We serve our clients with the help of best practices gained through TCS’ global experience, deep domestic market exposure along with industry leading technology expertise.TCS iON has designed the “TCS iON Digital Campus Management” solution that meets the end-to-end process automation needs of any Institute. TCS solutions are hosted on TCS owned cloud infrastructure on a “Software as a Service (SaaS) model. TCS believes that this model can bring the best value for <Customer>, where customer need not invest in any hardware but consume the automation services from the cloud platformVarious TCS iON solutions have been implemented successfully for many customers across India in different education segments such as Indian Institute of Management Indore (IIM Indore), IIT Madras, National Law University Delhi, Meghe Group of


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Institutions, Fakir Mohan University, GGDSD Chandigarh, Kazi Nazrul University and many more.The list of customer needs to be fine-tuned based on the prospect customer. Mention Government customer

3. Proposed Solution - TCS iON Digital Campus Management

2TCS iON Digital Campus Management Solution comprises a suite of offerings, catering to seasonal academic events, mapped to specific departments of Institute. Our solution facilitates the entire student lifecycle management from enquiry to alumni. With Pre-built business processes and easy-to-configure solution capabilities, Institute can start using the system with minimal implementation time and effort. To make the delivery process smooth and effective for the end users, modules are available in a Managed Services model as well.

3.1 Admissions ManagementAdmission module is part of TCS iON Digital Campus Management. This module is used to manage the entire admission process, leveraging the solution and easing the pressure on faculty members and infrastructure. Manages key admission activities such as capture of student data in templates, verification of student details after admission, generation and printing of admission letters and generation of student identity cards.Admission module manages the end-to-end tasks involved in admissions, including managing applicants in the institute, configuring the online application form, offline counselling management and the entire admission process. The key features of this module are: Online form module provides online registration, application for admission, various

courses. It contains relevant questions and details that an aspirant needs to answer and provide as part of the requirements of the institutions.

Back Office Application Management: This includes filling, submission, scrutiny, verification, approval or rejection of online application. Management person can view and manage the application forms. This also allows the user to upload and download the applications in bulk.

Admission Workflow: The set of procedures followed by the organization in a proper sequence is achieved by creating an admission workflow which has multi-level execution steps. E.g. Scrutiny, Documents verification, Reporting, Seat Allocation, Advance Fee Collection, Admission Fee Collection, Provisional Admission, Admission Letter Generation, Final Admission, ID card printing etc.

Batch Allocation: Applications received during a pre-defined timeframe are scrutinized and shortlisted based on filtration criteria defined by the user-institution. Subsequent to this, the applicants are slotted into the various applicable categories of admission (General, SC/ ST/ OBC, Management, Lateral) based on the details provided and accordingly the branch is allocated using a user-defined admission workflow and allotted to an academic batch.

Admission Analytics: Applicant analysis, conversion ratios, seat preferences can be generated, facilitating informed decision making on important parameters. Communication to applicants on key dates, regulations, admission status, and marketing brochures can be triggered through automated emails making the process quick and economical.


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3.2 Academics ManagementThis module manages the entire academic lifecycle of the Student which includes managing the entire Database of the Student, Generation of timetable for various Course/Batches, Capturing and Tracking student’s Attendance and Leaves and managing Student’s Feedbacks and Disciplinary records. The Module also provides a holistic view of all the Student’s academic transaction details in through a 360 degree screen

a) Timetable and Student AttendanceExecuting the academic plan successfully is imperative to an educational institution. Leveraging IT can empower them to execute the same efficiently and effectively. The Academics offering provides a platform to manage timetables, mark student attendance, capture feedback from students/teacher, generate letters, and manage student activity and record student disciplinary actions.Timetable ManagementTime Table in an educational institute defines the scheduling of subjects to be taught to a group of students. Timetable reflects the entire educational program followed in the institution. Timetable Management/Module is responsible for managing the timetable of an academic program. Using this module, timetables are created with ease and in speedy way and thus save a lot of time.Attendance ManagementThe Attendance Management helps the Institute in monitoring of student attendance. The students can be enrolled for the subjects offered for a particular academic session as part of their Annual Registration. Faculty can check their timetable and mark student attendance online. Faculty can also mark the student attendance for a timetable period through TCS iON mobile app – mTop. Institute can also upload the student attendance in bulk using an excel template or manually enter the student attendance for a subject. Once the attendance is uploaded in the solution, the Institute can trigger email alert

to students and parents for those students, whose attendance percentage is less than minimum percentage required. The Institute can generate the student attendance reports such as Subject wise attendance reports, Attendance summary Report, Monthly attendance report for a student batch etc. The solution also gives an option to view individual student attendance percentage.

Faculties can check student’s attendance percentage for the subjects students are enrolled by logging into the solution. The solution also offers the student attendance percentage as a widget in the Attendance dashboard. In addition to this, the attendance of the faculty shall also be made available to the parents. This will be subjected to uploading of information by Institute. They can upload faculty attendance in bulk using an excel template or manually enter the teacher attendance for a month/term. This is made available in the self- service portal of the faculties.

If Institute is using biometric based/ other smart card attendance for capturing attendance of students, their attendance can be uploaded into our using excel upload.

b) Student FeedbackThe Feedback module allows for capture of feedback at session, course, and general (periodic survey) levels. The feedback computation logic provides the ratings on the various parameters that the students or instructors have provided. Based on the workflow, the feedback goes to the instructors, HODs, and/or SME, invites a response/action taken status and communicates this back to the requestor and/or group. The details of each transaction in the Feedback cycle are available for view on the 360-degree analysis interface (Student 360) for the requestor student.

c) Student DisciplineThe Student Discipline module allows you to define the actions to be taken if the discipline of an institute is violated. It works in conjunction with the Separation and Letter module to define the disciplinary actions to be taken.

d) Student Leave Management


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Provision for students to apply for leave; view the approval status and leave Leave history can be viewed through Self Service. The leave workflow will configured

based on the Institute needs Facility for approver to approve or reject the request Capability for student to be able to view the sessions that he/she will be missing, on

the academic timetable

e) Letters Management The Student Letter module allows to create different types of letters for applicants

and students. Some examples are separation letter, I-Card and so on. Administrators design different types of letters with the help of letter attributes,

logos, and letter configuration. Along with this, administrators can print letters and maintain a print log of these letters.

f) Student Data ManagementThe student management module would help the institutions to keep a record of all admitted students to the Institute. Student records capture basic, academic and personal details of the students. Institute can also restrict the information that is available to various stakeholders as per their access rights. Using the student 360 degree view screen, user can access the complete details and academic performance of a student as per his access permissions.Student Management module in Digital Campus offering includes:Student Details: This is used to add and update the student details, which are not captured during

admission process. Following information about the students can be captured: student basic details,

Qualification data to specify the educational background, Guardian Details, Address, Siblings, Vaccination History, Basic History such as Height and Weight and Disease History.

Student 360 Degree View: In this screen, one can view all of the information related to a student at one place.

Organization can also restrict the information that is available to various user groups as per their access rights.

Student 360 degree view will have student transactional details like timetable, attendance, Exam scores, Transport, hostel in addition to student details data.

3.3 Examination ManagementEnsuring that the examination process is conducted smoothly right from exam enrolment by students to its culmination in publishing of results, is a complicated and laborious process, taking up a lot of faculty and administrative time and effort. The Exam Grades Management offering helps ease the process by taking on the administrative and operational tasks involved in managing student results.The Examination and Grading module of TCS iON Digital Campus Management provides tools and various functionalities to plan, administer, evaluate and generate the results of students. The module is capable of managing entire examination cycle from registration and enrolment till mark sheet /reports card generation. It also incorporates various types of grading methods to cater the needs of every educational institution. Apart from real time transactions, the Examination and Grading Module also offers Upload of Data in Bulk through excel to efficiently reduce the implementation time.Key Features of the Module: Define Exams and Configure Exam Pattern: Based on Institute specific needs,

the exam structure can be completely configured, in a hierarchical manner. Configure various exam related rules: Different rules regarding processing and

adjustment of marks like rules for Grace Marks, Normalization, Eligibility, and Absence.


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Admit Card Management: As per the Institute’s requirements for admit card generation, rules can be defined in the solution, based on certain specific inputs such as eligibly criteria, attendance in semester, exam fee payment etc. The solution can generate and email the admit card in printable format to student self-service. The solution can provide the different reports such as eligible candidates list.

Define Grade and Configure Grading Scheme: The solution supports both quantitative and qualitative grading schemes.

Copy Coding: Support for copy coding of answer sheets Exam Enrolment: Provision for students to register for an exam Faculty Authorization for Marks Capturing: Support to ensure only authorized

faculty can capture the marks for their respective subjects. Invigilator- Room Mapping Solution provides support for Invigilator – rooms

mapping for during exam activities. In solution, we can map one or more invigilators to a classroom.

Student Room and Seat Mapping Solution provides the support to map the student with the rooms and seats. Solution can also manage the seat plan and room plan for multiple batch students.

Student Score/Grade capturing: Capturing the score for batches, session wise and class wise. Support for bulk upload is available. Provision for administrator edit the captured score.

Processing Scores: Support to process the captured marks to arrive at the grade based on the grading scheme.

Customizable Report Card: Ability to create a custom report card Managing Student Promotion: Provision to promote or demote a student. Backlog

creation support in case a student fails to get the minimum grade Publishing results: Declare results based on score. Students can see the score in

their self-service module. Promotion and Backlog Management: Solution provides the provision for backlog

and promotion management.3.4 Student Administrative Services

a) Student Fees Management

Fee module comprises of all the processes related to fee management like fee schedules, collections, intimation through SMS/Email and it is tightly integrated with TCS iON finance module. This offering helps in calculating fee due, due dates automatically and intimating students and parents about the same in their self-service portal, thus easing much of the administrative tasks. Fee module includes:

Student Fee Schedule: This provides provision to define fee heads, fee categories, exemption rules and generation of fee schedules. Fee head mapping with Finance ledger account can also be done. Fee collection pattern can also be defined in this. Student Receivable Account is also provisioned for accrual accounting. Provision for fee edit, bulk fee edit through excel, viewing collection transaction, reversing collection is also provided.

Institute Fee: Addresses the verification of Institute fee, generation of fee receipts and admission audit log reports. This also supports exam fee collection from students.

Fees Intimation: This provides provision for notifications related to fee transactions. Communication on start date for fee collection and reminders for fees due can be sent in a dynamic manner to students/parents through email/SMS. Email and SMS can be sent to students, parents' mobile number for each collection made.

Fee Collection: This manages the collection of fees (both online and offline mode) and fee receipt generation. In online mode fees can be paid online through a payment gateway. Upload of fee dues, bulk upload of fee collection transactions is also provided. Provision for back dated transactions is also provided. View collection and refunded transactions details, and previous transaction history of students is also provisioned.


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Integration with Finance: Creating vouchers, posting them in Finance, approving vouchers, creating and maintaining ledger accounts and maintaining of all the entries of Fee transactions is provided.

Fee Reports: Various fee related reports are provisioned like:o Fee Due as on Date,o Fee Collection Summary as on Date,o Detailed Fee Collection Report, o Student Ledger Report o Fee Summary Report, etc.

b) Hostel Management

The Hostel module provides a well-defined workflow for managing hostel resources, processing hostel requests for students and faculties, tracking student activity, managing resources and rooms within the hostel block(s), marking hostel attendance, and maintaining a gate register. Some of the features supported by the hostel module are:

a) Create Requestb) Check-Inc) Check-Outd) Room Changee) Hostel Attendancef) Gate Registerg) Hostel Leaveh) Hostel Student Discipline

c) Library Management

Key features of the Library module include: Facility for doing all key Library transactions through a single screen - like issue,

return, renew, block membership, edit fine, collect fine, edit membership, generate issue slip, search members, search holdings & titles

Facility for the Library members to suggest for new titles or additional copies of a catalogue in Library through self-service Quick Link, Additional option to track the actions and comment on the various suggestion provided by members.

d) Transport Management

The Transport module is used to manage transport facilities for employees and students of an institution. The facility can be managed for a site or across all sites in an organization. The system enables the detailing and managing of the following vehicle types—own vehicle, rented vehicle, and leased vehicle. Further, the drivers for these vehicles could be employees of the organization or drivers contracted from the external agency providing transport service.

The important features supported in transport module are as follows: Vehicle Management, Managing Vehicle Capacity Route, Agency and vehicle Management Vehicle Logbook & Condemnation Manage transport charges Integration of transport charges with routes/stoppages Request and cancellation for transport Assign transport facility to student/faculty Adjustment of Employee charges in Payroll Solution Vehicle fitness, permit, Insurance details of Vehicle Excel upload for transport request and bulk allocation

3.5 Institute Support Servicesa) Human Resource Management


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Employee Life Cycle starts with the recruitment of the employee and our solution manages the entire human resource of academic institution including the faculty, administrative, and other staff. Our offering keeps track of the entire life cycle of an employee including career development of employees through promotions, appraisals and tracks the parameters such as leave, loans, claims and more.

Figure 2: Human Resource Management

b) PayrollPayroll sums up all the financial records of salaries for an employee, wages, bonuses and deductions. In accounting, payroll refers to the amount paid to employees for services they provided during a certain period of time. From an accounting perspective, payroll is crucial because payroll payouts considering employees compensation and payroll taxes considerably affect the net income of the Institute and they are subject to laws and regulations.The Institute can do tasks such as attendance tracking, tax computation, and earnings and deductions monitoring with ease using payroll. The Institute can generate detailed monthly pay slips, while taking into account investment declarations, tax deductions, loan deductions, leave encashment, claims, increments, and PF management of its employees. The Institute can also generate yearly income forms, maintains tax savings for employees, and projects income tax liabilities etc.


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Figure 3: Payroll

c) Finance and Accounting (FnA)The Finance Management offering streamlines and facilitates the management of all the cash transactions. The offering covers the entire set of finance and accounting processes for general ledger accounting, accounts payable, accounts receivable, taxation, fixed assets, creation and approval of vouchers and invoices. It also provides various reports related to taxation, ledgers and transactions done.

Figure 4: Finance and Accounting

d) Procurement and Inventory (PnI)iON PnI module primary covers the two cycle or procurement management and inventory management described as under:

Procurement offering facilitates the entire procure to pay cycle and also helps in managing and monitoring inventory across the organization in a seamless manner. This offering provides centralized storage of vendor quotation documents enabling easy access to quotation information whenever required. Procurement includes raising purchase requisition request to be raised on the local/central store to buy items which are not available in stock/store or for non-stocked items. After this Quotation is created and approved and then Purchase Order is created and approved to procure items from vendors. This also provides automatic generation of purchase request when item inventory goes below the minimum stock.

Inventory offering provides all inventory related transactions. It includes uploading stocks, GRN, indent raising, dispatch of items, stock adjustments etc.

Figure 5: Procurement and Inventory


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3.6 Technical EnablersTCS iON has also created a set of technology enablers that will improve security, enhance ease of use and provide user friendly features.

a) UCP - Messaging engine for Notifications, SMS and Email

The Unified Collaboration Platform (UCP) solution is a set of integrated services that provides event processing, communication, and collaboration capabilities. It is used to send event notifications to the user according to user-defined rules through different delivery communication channels like SMS, Self Service and Email.In UCP, the users can view transactions from any subscribed iON solution in one location. Users can view any transactions pending with them and the full history of any transaction they are involved in. Additionally, users can also select the desired delivery channel to receive notifications.Main features of UCP include containing wide variety of preconfigured workflows instead of customizing their own workflows. Single and multi-layered workflows are available with many possible action options. Other feature is Email and SMS reply capture which enables user to respond to transaction-related alerts and reminder notifications instantly without logging into the corresponding solutions. User can reply to the alert or reminder e-mail and SMS notification. It also provides logs of SMS sent, notifications and rule audit by any user.

b) Reports and Communication

Reporting and Analytics platform will enable Institute to create reports for analysis and tracking purposes. This will also enable Institute to communicate information to all the stakeholders within the institute whether they are students, members, teacher or employees through Short Message Service (SMS) or Email.

Reports: This provides provision to create the reports based on the filters provided and in required format. This also facilitates saving the reports, viewing saved reports and library of report templates. Reports can be configured for academics, offerings as and when required. Defaults templates are also provided for some of the reports. Reports can be exported in excel file or as a pdf document or delimiter separated text file.

Contact List: This enables the creation, view, and upload of contact lists of all the stakeholders, which can be used to send specific communications with respect to each list.

Communication: This enables to create Short Message Service (SMS) and Email communication templates that can be sent to all the stakeholders. This requires a message template for each SMS and Email communication. Any report generated can also be sent through this to a contact list or any other contact. Users can also check the status of a communication using the Communication Name, Contact List name and the type of communication (SMS or Email)

c) Dashboards and Self Service Portals

i. Institute Dashboard

Institute Dashboard is a portal where Institute publishes general information about the Institute. Following are currently provided as part of this self-service.


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Figure 6: Institute Admin Self Service Page – Sample

The Institute dashboard provides the one stop window for all related functions of Digital Campus solution – Academics, Exam & Grading, Attendance, Letter, Library, Hostel, Transport and Feedback.

The dashboard provides applications to view the status of students enrolled with the Institute and see their listing with respect to different criterion like program wise, region wise etc. as per the requirement. Such reports can be downloaded, printed or mailed.

Provision for feedbacks are available. Feedbacks can be taken for faculty as well as students or members as per the requirement of Institute.

Also made available is to check on HRMS and Payroll functions. On Request, Procurement & Inventory and Finance module functions can also be added here if some transaction have to be done by the institute admin.

ii. Student Self Service

Students can login to the self-service portal using their user-ID and password and see transactions/updates related to them, and receive notifications from Institute. They can also perform transactions and apply for specific use cases. Following are currently provided as part of this self-service.


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Figure 7: Student Self Service Page – Sample

View/Update personal details: Student has a provision to view his/her personal details. Admin can also configure and allow update by the student itself of basic fields like correspondence address, contact nos.

Attendance View: By selecting a particular year and month, Students can view their attendance by each subject or across all subjects

Subject and Exam Enrolment: Students can register for the subjects of the respective courses by selecting the appropriate subject code and name. Additionally they can register for the respective exams of a particular semester by selecting current and backlog (if any) subjects

Fee, Library, Hostel and Transport Transactions: All transactions can be done at one place related to these mentioned tasks.

Student Mobile Application: The Login ID can be used to access the system by the student from institutions or home systems and over Smart Phones. The mobile based version is an easy-to-use mobile browser/android application that allows students to perform various tasks and view information from any Smart Phone

Notifications: Institute can provide notifications about important events, news and other related information to the students and it would be available as an announcement for them.

iii. Faculty Self Service

Faculties can login to the self-service portal using their user-ID and password and see transactions / updates related to them and receive notifications from University/Institute.Following are currently provided as part of this self-service.

Figure 8: Faculty Self Service Page – Sample

View/Update personal details: Employee has a provision to view his/her personal details. Admin can also configure and allow update by the employee itself of basic fields like correspondence address, contact nos.

Notifications: Institute can provide notifications about important events, news and other related information to the employees/faculty and it would be available as an announcement for them

Exam and Evaluation Notifications: Dates of different exams, schedules and assigned duties are made available as notifications to the faculties

Results Notification: Institute results for a semester/year can be given as a notification to the faculties of University/Institute.

Student’s Attendance: By selecting a particular semester and month, Faculties can view the overall student attendance for their respective subject and mark student attendance. Period tracking also can be done and also passing on


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information to students and fellow faculties using Communication platform. All is made available on this page.

Other transactions: Other transactions required for this role like His own Self service functions, Appraisal, Salary documents etc.

d) mTOP - Mobile Application

Mobile technologies are playing an increasingly important role in students' academic lives. Convenience, flexibility, engagement, and interactivity are all factors that make mobile applications more attractive to different stakeholders. TCS iON mTOP offering is an easy-to-use mobile browser/android application that allows stakeholders from Institute to perform various tasks and report issues from mobile devices.

Students can view their attendance, holiday calendar and exam marks and grades through this offering any time and from any place.

Parents can see their wards attendance, time table etc. Teacher can check their timetable and mark student attendance. Admin approve the pending actions in their work list. Currently android is supported for mTop

3.7 Hosting modelTCS iON solutions are hosted on TCS owned cloud infrastructure, is offered on “Software as a Service (SaaS) model that optimizes the cost of software, services and infrastructure and makes it available at a very affordable price. TCS iON Solution works in an integrated manner to address all the requirements of Universities.

Advantages of Software as a Service (SaaS) model:Cost Efficient

No licensing fees Eliminates overhead charges (Cost of data storage, software updates,

management etc.) Convenient and scalable charging models (One-time-payment and pay-as-you-

grow) Better cash flow by eliminating the capital expense (CAPEX) associated with

developing and maintaining the server infrastructureConvenience and Continuous Availability

Services are available wherever the end users are located irrespective of time zones and geographic locations

Service uptime is guaranteed also multiple servers are used to ensure continuous availability in case of any system failure

Environment Friendly When servers are not used, the infrastructure normally scales down, freeing up

resources and consuming less powerScalability & Performance

Cloud instances are deployed automatically only when needed and as a result, you pay only for the applications and data storage you need

Clouds can be scaled to meet your changing IT system demandsQuick deployment and Ease of Integration

A cloud system can be up and running in a very short period Introduction of a new user in the system happens instantaneously, eliminating

waiting periods Minimum effort in customizing and integrating applications

Increase Storage Capacity The cloud offers almost unlimited storage capacity also it spares businesses the

need to upgrade their computer hardware, further reducing the overall IT cost


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Device Diversity and Location Independence Services can be accessed through all the devices that have internet access e.g.

smart phones, tablets etc. No limitation of place and medium, applications and data can be accessed from

anywhereSmaller learning curve

Very easy to adopt.

3.8 TCS iON Advantages Ease of use: The solution is quickly configurable, enabling you to adopt it instantly.

The features and the user interface are designed to help you adapt to the solution and use it effectively.

Flexibility: The solution enables you to choose the offering that is most relevant to your need and our delivery model is designed to help you adopt the offering immediately to your advantage.

Effective use of resources: Institute can save time and effort required of various resources - teacher and infrastructure during complex seasonal events such as admissions. TCS iON takes on the responsibility, saving teacher time and reducing infrastructure requirements

Seamless experience: TCS iON solution provides function, department, and process specific offerings and they work together to offer a seamless experience to the user.

Business Analytics: The solution enables generation and viewing of reports and a library of report templates, providing readily available solution wise report templates for organizational use. It also helps in transmitting information through SMS or email within and outside the organization

Faster Configuration: Best in class business processes are pre-embedded in TCS iON which makes it easier to implement the entire solution in 3-6 months.

3.9 TCS iON Solution - Terms and Conditions IPR of implemented solution and any additional customization done for

<Customer> will belong to TCS only. Source code of the solution used for the <Customer> belongs to TCS and cannot

be provided to <Customer>. Since, this is a cloud hosted model <Customer> does not need the source code to use the solution.

TCS follows subscription based software usage model and not a perpetual license model.

On paying subscription charges, the Institutes can use the software and no other license is required.

TCS iON solution is available only as a cloud hosted model and there is no provision to do any on premise implementation or deployment.

3.10 Out of Scope of TCS iON services Manpower Services for scrutiny of application forms for completeness and

correctness is not included in the Scope of this proposal. Manpower services for exam day services like distribution of Answer Books,

Attendance marking are not included in the scope of this proposal. The printable format of registration cards, admit cards, hall tickets, mark sheets

etc. can be generated from proposed solution, and however physical printing of these documents is out of scope.

Answer Books printing is out of scope of this proposal Any technical issue can be logged as tickets to iON CRM application which will be

resolved within the agreed SLA. However any call center type setup to address student queries is out of Scope of this proposal.

Date entry for digitization of manual records is out of Scope Data migration of passed out students and students who are currently not

studying in the University is out of Scope. However, this can be done at additional


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charges based on a detailed understanding of the number of years of history and volume of student data to be migrated and any regulatory changes.

Any hardware needed for student/employee attendance is out of scope

4. TCS iON Platform Fitment (Only relevant if we are responding to an RFP)

4.1 Requirement Fitment (If Applicable)In Tabular form if requirement is stated by customer – Prepare a fitment chart and add here

iON Defaults

Source code Sharing required Yes/NoCloud based implementation Yes/NoProduct/Project implementation Yes/NoIs commercial model in line to iON's Setup components and recurring Components

Yes/No

iON Product Scope

Percentage fitment to iON Scope (Mention approx Fitment.)List the Additional Modules/Services required

4.2 Additional Proposed Features

5 Delivery Methodology678

5.1 TCS Delivery ModelIn our model, customer explains the business process required to be implemented and provides necessary data in the prescribed templates. TCS and the customer agree on the dates, process requirements, output and reporting requirements and SLAs. TCS configures the system as required, customer executes the transactions and TCS provides the customer with the outputs and reports, as mutually agreed. The delivery approach is as shown below:


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Figure 6: Delivery Model

1. Project Initiation: This phase covers the activities related to project planning, resource on boarding, setting up the database in our cloud data center.

2. Solution Walkthrough: This phase covers demonstration of existing product capabilities, understanding the detailed customer requirements for configuration the system. Any requirements for custom development are also captured as part of this phase. All key MIS reports, document templates like mark-sheet, degree certificate samples are collected so that custom documents can be created.

3. Data Capture and Loading: This phase covers the data collection activities – student data, Institute data, class and subject data, grading scheme data, student transactions etc. Collected data is uploaded into the TCS system.

4. Training and Hands-on: This phase covers the end to end demonstration of the configured system and also do training for the Institute users and examiners to capture sessional, practical and term marks.

5. Data Migration: Data migration will be done for active students, faculty, vendors. Data of will be migrated to TCS iON system. Customer will extract the data from existing systems in prescribed TCS iON data migration template and then TCS will upload these into TCS iON system. Strategies for transaction data migration vary significantly based on business need. The transaction data migration services can be offered on T&M bases.

6. Go-Live: This phase covers the production go-live.

5.2 Proposed ManpowerFor implementation and on-going support, TCS will provide One (1) Onsite Project Manager at <Customer>. The manpower charges are bundled into the subscription pricing.

5.3 Roles and ResponsibilityThe following table lists the division of responsibility between customer and TCS.

Responsibility

Common Digital Campus Digital Learning

Provide Inputs (in TCS pre-defined templates)

Customer User details: Learners, Employees

Other data needed for configuration

Award, program, campus

Active student profile and academic, exam data

Sample course content in electronic form

Setup & Configuration

TCS Configure the system

Upload data and setup masters

Setup academic template

Setup 5 course templates and courses


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Training TCS Conduct Train the trainer trainings (5 day training program for 15 employees)

Training on performing Transactions on the system

Create courses, deliver courses and community posts

System usage

Customer User Management Perform transactions on the system

Creating courses Loading learning

content Course/

Assessment/Community Delivery

Processing & Reports

TCS Configure Reports and Communications module

Admission Processing

Result Processing Reporting

Generate usage reports

Year-end Configuration

TCS Configure the system for next term/ year

Table 2: Delivery Model - Responsibility Matrix

5.4 Solution Scope and PhasesList all the modules that are in the solution scope – Admissions, Academics, Exam , Library, Fees, Hostel, transport, And L4 solutions.(Cover all discussed In scope solutions – Applicable when Sales or yourself have acquired this data from customer)

S No Module Institute6 Admissions and Counselling Management Yes7 Academics Management Yes8 Exam Management Yes9 Administrative Services (L4 Solutions) Yes

10 Feedback Services. Yes

PhasesTCS iON has vast experience in implementing and delivering solutions for Educational Institutions, Based on its experience, TCS iON proposes the following model roadmap for Institute to become completely digital.

Phase Phase 1 Phase 2

Timeline

6-12 months 12-18 months

Modules Admission Academics Exam Management Feedback Finance and Accounting

Administration • HRMS• Payroll • PnI

TABLE 1: PHASE WISE APPROACH

5.5 Training Activities

1. Two Batches of admin users will be trained by TCS on mutually agreed dates. These batches will comprise of 5 designated user from customer for 2 full days on


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how to use iON systems and do transactions. Additional training will be charged on mutually agreed basis.

2. Online help manual will be provided to customer for quick reference and help guide.

5.6 Technical Helpdesk ServicesTele-calling / email support / walk-in support for student/ Institute users is termed as Level 1 support. L1 support is out of scope and will need to be handled by Institute support teams. Issues/ support required related to TCS iON platform or iON technical issues are termed as Level 2 support. TCS iON will provide help desk services, to address these issues as Level 2 support. Level 2 Helpdesk Service support staff will be available 6 days a week, from 7 AM to 11 PM IST. Level 2 issues will be logged/ reported by Institute users. While a Institute user can Telephone during support period, s/he can log a ticket though other medium(s) anytime.Any L2 ticket logged for platform related defects will be governed on the agreed SLA and necessary support will be provided as detailed below –Access channels and service windowProposed TCS iON Helpdesk can be reached by any of the following 4 modes

S No Mode Description1 Telephone At a prescribed Help Desk number

Call iON Support Desk

Toll Free Number (India): 1-800-209-6030

International Number: 91-22-6778-6736

2 E-mail Help desk Email- [email protected] 3 Log your own

ticketOn iON mTop - a mobile application or iON Webtop from a browser

4 SMS By sending SMS to prescribed number5 Website Chat From tcsion.com website using “contact us” link

Table 3: Helpdesk Details

Any technical issue can be logged as tickets to TCS iON CRM application which will be resolved within the agreed SLA. However, any call centre type setup to address Institute queries is out of Scope of this proposal.

5.7 Governance StructureThe Project Management Board would comprise of key stakeholders from both University and TCS and would be responsible for the following activities:

1) Meet on a monthly basis to review Project progress and exercise control.2) Carry out Project Governance to check adherence to schedule and scope and

identify and assess deviations if any.TCS Transformation ManagerTCS Transformation Manager would be the prime owner for delivery of the Program from TCS end and will be responsible for carrying out the following activities:

1) Meet with University’s Program Manager on weekly basis to review Module wise progress and exercise control.

2) Check if the Module wise milestones are achieved week on week.3) Identify any potential risks and put in measures to mitigate the same4) Assess delivery as per scope and timelines

University Program Manager/ Project Champion


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University Program Manager would be the prime owner for delivery of the Program from University and will be responsible for carrying out the following activities:

1) Will be single point of contact between University and TCS Transformation Manager

2) Will be the anchor who will own and drive the Activation project internally 3) Will identify internal teams to support the project during the Activation phase 4) Will act as the Change Manager to motivate, encourage and support the

Organization’s stakeholders 5) Will send periodic status reports to the Senior Management and keep them

updated on the progress 6) Escalate matters internally whenever there is a delay or potential delay in the

Project.TCS Transformation Manager will be supported by a Functional consultant and a Regional Delivery Manager Key aspects of Engagement governance

All Status updates will be tracked and shared. All Minutes of Meetings will be tracked and shared. Issue Register will be maintained to track open issues. Change Register will be maintained to log the change requests if any. TCS and University will manage one source of information to ensure everyone is

on the same page.Escalation Matrix

FIGURE 7: ESCALATION MATRIX

6 CommercialsTCS believes that the IT-as-a-Service model delivers a far more affordable Total-Cost-of-Ownership and avoids issues that often hinder Information and Communication Technology (ICT) adoption.

6.1 Set up and Subscription Fees


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S No Module Unit Price Minimum Guaranteed no. of Students

ONE TIME SETUP FEES

I One Time setup Fees INR XXXXXX

RECURRING SUBSCRIPTION FEES

IIRecurring Subscription Fees per month

INR XXX XXXX students

Table 4: Commercials

Note: The pricing is subject to a minimum billing count of XXXX students monthly

6.2 Payment Terms and Conditions One Time Setup Fees: TCS will raise invoice of one time setup fees at the time of

signing of contract. This fees is applicable for contracted users towards enabling the customer instance, provisioning of solution in Cloud, allocation of cloud space and enabling all required infrastructure for Customer. This fees is and is non-refundable. If additional users are added during the Contract Term, Set-up Fees, and other subscription cost for the new users will be charged as applicable.

Recurring Subscription Fees: TCS will raise a monthly invoice of the recurring subscription fees for all the active students. Subscription fees invoicing will be applicable from Contract Effective Date

6.3 Contract Terms and Conditions

Annual Price Hike: During the Contract Term (3 years) Monthly Subscription Fees shall be increased by 5% of the existing price on every anniversary of the Agreement.

Accommodation, food and travel of any onsite resource will be billed to customer to be taken care by the customer during the implementation period.

Subscription fees invoicing will be applicable from Contract Effective Date. Since this is for software subscription charges , payment of these invoices should not be linked to go-live of modules or usage of the modules

Customer will be responsible for any third-party costs for Integration items in scope. For example, if SMS integration is in scope, the customer will be responsible for the cost of subscribing to an SMS package from an authorized telecom provider.

Any report that needs to be developed specifically for the customer will be charged at INR 25,000 per report. Existing reports are listed on www.tcsion.com.

Strategies for transaction data migration vary significantly based on business need. TCS can make available a trained iON data management executive to support customer’s data migration, data entry, operating functions in iON at mutually agreed cost per month. The management and monitoring of the executive will be done by the customer.

The number of sites and user base served may grow during the service term. The customer will share with TCS the expected growth plans, to allow TCS sufficient


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lead time to plan for additional capacity and deployment. Any growth beyond the numbers stated above becomes billable from the month in which the systems capture either master or transaction data for the increased user base. TCS will also charge a one-time Set-up fee, Subscription fees for each such increase, as per the fee schedule.

TCS iON capabilities will be implemented on an as-is basis. Any product change (Change Requests CRs) requested by customer will be evaluated for feasibility. If feasible, these will be developed at additional charges and as per roadmap plans of the product. Non-delivery of these CRs will not be reason for non-payment of subscription invoices

All mentioned charges are exclusive of taxes and duties and will be additional charges.

This proposal is valid for 30 days, from the date of submission.6.4 Complete solution scope

For complete iON solution scope, refer to this link in iON Website – Solution ScopeFor list of reports available in iON, refer to this link – List of Reports

7. Add On ServicesIn addition to the above core modules, TCS also offers the following “Add-on Services” at additional charges.Add-On Service

Description

Training Services

Apart from the initial training TCS offers training for users on request as an add-on service in batches of 5 users or 10 users.

Reports TCS iON Report Library has a rich collection of reports ready to be used. Users can build custom reports supporting further analytics.

Customized Components

Depending on feasibility, logic for certain areas in the software can be customized, depending upon technically feasibility in the iON solution. These are: Letter Module• Letter Design - Customized design/format for content for ID cards, Hall ticket and Fee Receipts.• Letter Attributes - Additional attributes can be configured in solution which the customer can use in their own format of letter in iON.

Admission Module• Rank Rule - Modify the ranking logic used to rank the applicants during admission process. Rules can be added for handling where more than one rank is generated for each applicant (like State Rank / Gender Rank / Quota Rank etc.)

iON Data Management Executive

TCS supports with trained resources to manage data load and back office support.

iON Functional Consultant

TCS iON functional consultants are people with domain expertise supporting the customer in business process reengineering activities.


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https://www.tcsion.com/dotcom/TCSSMB/solution_scope.html

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8. TCS iON Value PrepositionThe TCS iON IT-as-a-Service for Education is a hosted, shared service model that is based on the following key principles: Build-as-you-Grow; Pay-as-you-Use Unused solution functionality and capacity results in wasteful expenditure in the

traditional product “Buy + Implement” model. Use your Capital investments for core activity growth, not for IT operations.

Integrated IT Service vs Silos of Product Packages An integrated software suite makes economic sense as the Cost of integration of

stand-alone solutions can often be much more than the actual cost of the solutions themselves.

Also, there is no guarantee that software provided by multiple vendors across product categories will integrate successfully.

Ensure Solutions are constantly Configurable Process needs are likely to evolve as the pace of change in regulatory, economic, and

demographic context increases. The processes need to be applied consistently across Institutes. Short cycles with quicker implementation.

Consolidation across Functions Bring together Operations, Finance, Procurement, Sales and Human Resources on

one platform, with automated workflows. Significant advantage in decision-making and management.

Rent your IT; Do not own IT Reduce Technology obsolescence, and minimize expensive IT talent. Trim down the cost of manpower required for maintaining in-house systems, ensuring

business-like availability & reliability. Avoidance of large upfront capital expenditure, and shorter timelines result in faster

Return on Investment (ROI)

Pay For what You need Pay only for the solution components you need and not for the entire stack. Optimize the operational cost, and maintain the flexibility to add more solution

components as and when you need / organization grows.

Powerful Reports and Analytics Building trend reports to review performance level is quite easy. Reports can be accessed from any internet-enabled device. Enhanced real-time visibility for operations, to support quick and effective decision

making.

Advanced Communication Tools Easy-to-setup-and-use tools for sending mass email and SMS communication to

students, parents, Institutes, staff, including automatic reminder SMS/emails.

Good Access Control Multiple Institute can be controlled from a single window. Ability to create proper access levels for different types of users in the Institutes.

Lower cost of ownership Multi-tenant application architecture enables the sharing of resources across multiple

customers thereby reducing Total Cost of Ownership (TCO)

Robust Maintenance and Support Online & Phone Helpdesk, executes one-to-many problem resolution.


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SLA based support with single partner – single point of responsibility. Ongoing service to customer – unlike a one-time sale & implement.

High end security and Business Continuity Data for each customer is kept isolated from others. Ensures data confidentiality and

business continuity. Dual Data Centers and Enterprise class availability & security in place.

Managed Services TCS will provide manpower support to set up the system for every exam session and

process exam results. This will ensure that usage of systems are high. TCS will create the needed reports (soft copy) and share with concerned

stakeholders.

9. Key Customer Case StudiesFollowing case studies specify how customers have derived value from TCS iON Digital Campus Management solution:

9.1 Customer Case Study 1: IIM IndoreCustomer Overview

The Department of Higher Education, Ministry of Human Resource Development and Government of India established IIM Indore in 1996 with an objective of imparting high-quality management education and training. IIM Indore is a premier management institution and is committed to providing excellence in management education, research, and training and use of contemporary participant-centric pedagogies and teaching methods.

Business Challenge

Prolonged time in admissions, procurement and approval processes.

Difficulty in managing offline applications and shortlisting the candidates.

Offline fee collection through demand draft. Manual paper-based processes for employee leave management,

faculty feedback, and visitor tracking and internal complaint system.

Solution Delivered

Implemented TCS iON Digital Campus Management to digitize and streamline campus activities.

Digitized application management with TCS iON Eform solution minimizing the manual intervention during the scrutiny of applications.

Automated tracking of PR, PO and GRN approvals with Procurement and Inventory module.

Configured online workflow based approvals. Simplified online monitoring of visitors with TCS iON Visitor

Management module.Value Created

A huge amount of e-orts, time and paper savings by digitizing campus processes.

Increased transparency with online feedback from students. Grievance addressal and faster resolution of issues through TCS

iON Helpdesk solution.

9.2 Customer Case Study 2: NLU DelhiCustomer Overview

National Law University Delhi (NLUD) is one of the most prestigious law universities in India, offering courses at the undergraduate and postgraduate levels.

Business Challenge

Dependency on a single person handling ERP for report generation.


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Complex and manual process of maintaining and updating academic records of all the batches.

Delay in generating reports, thereby hampering decision-making. Prolonged effort and time invested in creating timetable and

attendance schedules manually.Solution Delivered

Implemented iON Digital Campus Management Solution to manage end-to-end administrative and academic processes.

Entire student lifecycle, starting from the admission phase to lesson planning, exams, evaluations, and community collaboration, was digitized.

Flawless integration of Timetable and Exam & Grading schedules. Single interface to view the entire transactional history of a

student from admission until graduation.Value Created

Student academic records of all batches made available online. Effective data management and informed decision making using

automated business intelligence reports. Admission procedure facilitated using online forms and payment

modes. Timetable creation duration reduced from 3 weeks to

approximately 3 days.

9.3: Customer Case Study 3: GGDSDCustomer Overview

Goswami Ganesh Dutta Sanatan Dharma College (GGDSDC) is a college affiliated to Panjab University located in the North Indian city of Chandigarh. It was established in 1973 and since then has served as one of the best educational institutes in northern India.

Business Challenge

Prolonged and tedious procedure of admissions and counselling. Discrepancies in manual creation of timetable. Lack of transparency in the Employee and Student Leave

management system. Offline mode of payments. Substantial paperwork involved in all processes.

Solution Delivered

Deployed iON Digital Campus along with E-Forms to digitize its campus management functions and services.

Implemented iON Digital Learning to facilitate students to collaborate and learn with their peers; anywhere, anytime, and from any device.

Administrative and academic activities like leave application, timetable, attendance, exam and grading, library, transport and hostel were automated and simplified.

Value Created

Admission process was facilitated using online forms and alternate payment modes.

Effective data management and automated reports led to informed decision-making.

Quick access to results, library details, dues, attendance, timetable, and leave application through mTOP and Self Service.

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