AGOfficeRFPVol2 PDF

RFP for Case Management & Tracking System in AG Office MP Volume II
Request for Proposal (Third Call)
Implementation of
Case Management & Tracking System

in the Office of Advocate General, Madhya Pradesh
Volume II
Scope of Work
MAP_IT Office of the Advocate General,

Madhya Pradesh Agency for Promotion of Madhya Pradesh
Information Technology
State IT Centre, 47-A Arera Hills, Bhopal High Court Premises, Jabalpur, MP
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ACRONYMS
RFP Request for Proposal
AG Advocate General
BG Bank Guarantee
EMD Earnest Money Deposit
IA Implementing Agency
SLA Service Level Agreement
GAD General Administration Department
BOM Bill of Material
OIC Officer Incharge
COTS Commercial of the Shelf
VAT Value Added Tax
LAN Local Area Network
WAN Wide Area Network
SDC State Data Centre
SWAN State Wide Area Network
SRS Software Requirement Specification
FRS Functional Requirement Specification
DFD Data Flow Diagram
UML Unified Modeling Language
UI User Interface
DB Database
OOA Object Oriented Architecture
ICT Information Communication Technology
SMS Short Messaging Service
MP Madhya Pradesh
CCTNS Crime and Criminal Tracking Network System
DIT Department of Information Technology
HLD High Level Diagram
NeGP National eGovernance Plan
NIC National Informatics Centre
SAN Storage Area Network
SOA Service Oriented Architecture
SDD System Definition and Design
PeMT Project eMission Team
SeMT State eMission Team
PSC Project Steering Committee
POC Project Operations Committee
PMU Project Management Unit
Table of Contents
1 Introduction ................................................................................................... 1
1.1 About Office of Advocate General .................................................................... 1
1.2 MP High Court, Jabalpur ................................................................................... 2
1.3 About MAP_IT ................................................................................................. 3
2 RFP STRUCTURE ............................................................................................. 3
3 Project Background ........................................................................................ 4
3.1 Reform areas ................................................................................................... 5
3.2 GAD establisment in AG Office ......................................................................... 6
3.3 targets envisaged to be achieved...................................................................... 6
4 Project Objectives .......................................................................................... 7
5 Scope of Services ............................................................................................ 7
5.1 Preparation of the Inception Report ................................................................. 7
5.2 Preparation of Detailed Project Plan ................................................................. 8
5.3 Definition & Design .......................................................................................... 8
5.4 Development & Installation ........................................................................... 10
5.5 Setting-up Data Center ................................................................................... 10
5.6 Procurement & Installation of Client side hardware ........................................ 13
5.7 Data Digitization and Migration...................................................................... 14
5.8 Change Management and Capacity Building ................................................... 14
5.9 Operation and Maintenance .......................................................................... 15
5.10 Documentation of the Project ........................................................................ 15
6 Project Timelines.......................................................................................... 16
7 Stakeholders Analysis .................................................................................. 18
8 Project Management Arrangement .............................................................. 19
9 Existing System of Functioning in AG Offices ................................................. 23
9.1 Case File Management ................................................................................... 23
9.2 Petition Receiving .......................................................................................... 23
9.3 Preparation of Return .................................................................................... 24
9.4 Hearing of Petitions ....................................................................................... 26
9.5 Final Court Order ........................................................................................... 28
9.6 Filing fresh appeal/review petition/caveat in the Court .................................. 28
10 System Requirements................................................................................... 29
10.1 Functional Requirements (Application Level) .................................................. 29
10.2 Functional Performance Requirements ........................................................... 46
10.3 Technical Requirements ................................................................................. 47
11 Testing and Quality Assurance Requirements ............................................... 52
11.1 Inspection ...................................................................................................... 53
11.2 Operational Acceptance Test .......................................................................... 54
11.3 Test Documentation....................................................................................... 55
11.4 Complete System Acceptance......................................................................... 55
11.5 Audit & Certification ...................................................................................... 56
12 Data Digitization and Migration................................................................... 57
13 Change Management & Capacity Building ................................................... 60
13.1 Change Management ..................................................................................... 60
13.2 Capacity Building ........................................................................................... 61
14 Operations and Maintenance Support .......................................................... 64
15 Change Request Handeling .......................................................................... 65

16 SLA Management Tool(s) ............................................................................. 66
17 Project Support Manpower .......................................................................... 67
18 Data and information security requirements ................................................ 68
18.1 Inventory of assets ......................................................................................... 68
18.2 Information classification ............................................................................... 68
18.3 Human resource security................................................................................ 68
18.4 Physical and environmental security............................................................... 69
18.5 Communications and operations management ............................................... 69
18.6 Access control ................................................................................................ 69
19 Documentation requirements....................................................................... 69
19.1 End User Documents ...................................................................................... 70
19.2 Technical Documents ..................................................................................... 70
20 Project Deliverable ....................................................................................... 71
21 Bill of Material and Specification .................................................................. 73
21.1 Bill of Material for AG Office Jabalpur ............................................................. 73
21.2 Bill of Material for AG Office Indore................................................................ 74
21.3 Bill of Material for AG Office Gwalior.............................................................. 74
21.4 Bill of Material for State Data Center .............................................................. 75
21.5 Specifications................................................................................................. 75
1 Introduction
1.1 ABOUT OFFICE OF ADVOCATE GENERAL

The Advocate General of a State is a Constitutional post and authority duly
appointed as per article 165 of the constitution of India. The authority and function of the
Advocate General is also specified in the Constitution of India under Article 165 & 177. The
Advocate General and his office defends and protects the interest of the State Government
and gives invaluable legal guidance to the State Government in formulation of its policy and
execution of its decisions.
The Advocate General Office for Madhya Pradesh came into existence on November
1956 upon the formation of the State of when the High Court of M.P. was established. The
principal activity of this department is to conduct the cases pertaining to the cases before
the Honble High Court of Madhya Pradesh at its Principal Bench, Jabalpur, Circuit Benches
at Indore and Gwalior, Madhya Pradesh Administrative Tribunal, Consumer Disputes
Redressal Forums, Consumer Disputes Redress Commission of State/National and the
Honble Supreme Court of India where the interest of State of Madhya Pradesh and its
Departments needs to be defended. It is the duty of the Advocate General to advice the
other law officers if consulted; the Advocate General shall advice the Government upon
such legal matters including legislative projects which are referred to him by the
Government. The Advocate General shall represent the Government whether civil, criminal,
original, appellate or otherwise before the MP High Court or any other High Court or the
Supreme Court where the Government is a party. The Advocate General can also represent
the Government before any Tribunal or authority or any Court subordinate to High Court if
specially required by the Government.
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1.1.1 Human Resource in AG Offices
Office of Advocate General, Govt. of MP, Jabalpur
AG Office at Jabalpur AG Office at Gwalior AG Office at Indore
Addl. AG (2) Addl. AG (1) Addl. AG (1)
Dy. AG (4) Dy. AG (1) Dy. AG (1)
18 Law Officers 9 Law Officers 7 Law Officers

4 Dy. Law and 2 Dy. Law and 4 Dy. Law
Officer Officer Officer
Regular Staff Regular Staff Regular Staff
1.1.2 Functional Units in AG Offices
AG Office
Writ Criminal Accounts &

Civil Bail Disposed
Petition Appeal Finance Library
Section Section Off Section
Section Section Section
The Advocate General is the Head of the Department and he is the principal legal
advisor to the Government. There are in all 58 Law Officers and all of them work under the
guidance and supervision of the Advocate General. The Advocate General has been
endowed with all administrative and financial powers. The expenditure of this department is
meted out under non-plan expenditure as this Department does not come under planning.
1.2 MP HIGH COURT, JABALPUR

MP High Court is situated in Jabalpur (Principal Bench) with additional benches in
Indore and Jabalpur. Following is the territorial jurisdiction of principal seat and benches:
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Jabalpur (Principal Seat)
Anuppur, Balaghat, Betul, Bhopal, Burhanpur, Chhatarpur, Chhindwara,

Damoh, Dindori, Khandwa, Harda, Hoshangabad, Jabalpur, Katni, Mandla,
Narsinghpur, Panna, Raisen, Rewa, Sagar, Satna, Seoni, Shahdol, Sidhi,
Sehore, Tikamgarh, Umaria and Singrauli (Total 28 Districts)
Indore (Bench)
Alirajpur, Badwani, Dewas, Dhar, Indore, Jhabua, Mandsaur, Neemuch,

Ratlam, Rajgarh, Shajapur, Ujjain and Khargone (Total 13 Districts)
Gwalior (Bench)
Ashok Nagar, Bhind, Datia, Guna, Gwalior, Morena, Sheopur, Shivpuri and
Vidisha (Total 9 Districts)
1.3 ABOUT MAP_IT

Madhya Pradesh Agency for Promotion of Information Technology (MAP_IT) is an
agency under Department of Information Technology, Govt. of MP formulated to serve as
nodal agency to propel the growth of Information Technology (IT) in Madhya Pradesh
especially in government departments/agencies and deliver citizen services through
electronic means.
MAP_IT has been entrusted to draft this RFP and conduct fair and transparent
bidding process to select Implementing Agency (IA). Representative of AG Office and Law
Department will remain in the technical screening and selection committee. After
conducting the bidding process, MAP_IT will submit technically qualified and financially
viable bidder's proposal before AG Office to release work order and sign MSA. MAP_IT will
also provide technical and project management support at time of project implementation
by providing a dedicated team of consultants named as Project eMission Team (PeMT) and
by providing it's representation in high level project management committees.
2 RFP STRUCTURE
This RFP is meant to invite proposals from interested agencies capable of delivering
the services described herein. The content of this RFP has been documented as a set of two
volumes (Volume I & II). Volume I comprises the Instruction to Bidder, SLA and General
Terms and Conditional and Volume II describes scope of work, desired solution, standards &
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specifications as well as other requirements (functional, operational and technical) of the

project. This Document is Volume II.
3 Project Background
The office of the Advocate General handles legal cases of all the Govt. Departments,
Agencies, District Administrations in the High Court. At present the AG Offices have more
than 3 Lakh cases pending in the High Court. On an average 300 petitions/cases are filed in
AG Offices each day. Each petition comprises 20 to 150 pages. AG offices receive
daily/weekly cause list having hundreds of cases daily at 6:00 PM from High Court for next
day hearing. These cases are allocated to different advocates manually and relevant files are
provided to them. This exercise takes 3-4 hours after which relevant case files are
distributed even after midnight to the concerned advocates. Next day, advocates walks into
court rooms reading files and presents facts and arguments in favour of govt. of MP. More
than 3 lakh case files are stored in record rooms of AG Offices. These files are extracted,
delivered to OICs or Advocates, updated and stored back on regular basis. All the record of
file movement is recorded in various registers manually.
Due to excessive work load and limitation of manual system, every now and then
state government faces cost orders and contempt cases. Many times, returns are not filed in
due time and strong facts supporting government are not produced before court due to lack
of proper coordination and collaboration between AG Office and Govt. Departments.
Office of the Advocate General, MP wants to improve in-house functioning by

implementing a IT Supported system that can assist in monitoring & time-tracking, Case file
management, Case Allocation, Legal processing, collaboration between various
stakeholders, etc. There is no explicit provision/requirement for citizen services. Thus, this
project is a Case Management & Tracking Project.
Case Files are the Core of this Office Automation System. All the processes and
workflows act around Case Files. Legal Documents, Facts related to case, Court Orders, etc.
account for 90% of the contents in a Case File. A case file starts form a petition, appeal or
application filed in the High Court. Various other documents like notices, return,
vakalatnama, affidavit, adjoinders, rejoinders, letters, etc. are added in the file in due course
of Case Lifecycle. Keeping this in mind, the system should be designed on the concepts and
framework of e-File.
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3.1 REFORM AREAS
3.1.1 Tracking of Cases:
Tracking of each and every case will be done in terms of due dates, compliances and
priority actions. This will reduce incidents of Contempt and ensure proper representation of
cases with all the facts and arguments in High Court within stipulated time frame. This will
also provide alerts to the concerned stakeholders to act positively in time. Real time status
of cases, action due at various levels, compliances of court orders, etc. should be shown on
a comprehensive dashboard.
3.1.2 Digital Filing, Documentation and Record Keeping:
All the case files information should be digitized and stored in central server.
Concerned officials will be able access entire or part files with proper permission online.
New content generated in due course should be added in the case file record online. All
these records should get synchronized with High Court Server.
3.1.3 Process Automation
All the case related processes are performed manually in AG Office and results
delays at various levels. The Project should automate the case processing functions like
preparation of returns, communication with respondents, obtain copies of court orders, etc.
This will enable AG office to respond quickly on crucial court cases, setting priorities and
take up more number of cases in process at same time.
3.1.4 Allocation of Cases to Law Officers
AG office received cause list from high court on daily basis and allocate cased amont
Law Officer as per predefined roster. This exercise takes 3-4 hours after which relevant case
files are distributed even after midnight to the concerned advocates. The project should
automate the case allocation process and give more time to Advocates for studying the
cases by providing access to case files online. Also the system should provide intelligent
allocation according to the nature of case and expertise of advocates apart from roster.
3.1.5 Facilitation for the Law Officers and Respondent Departments
To effectively handle the cases, Law Officers and concerned departments need
structured access of files and intelligent searching of legacy data. The system should provide
support in quick/effortless decision making.
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3.1.6 Collaboration with Respondent/Applicant Departments
Continues collaboration between concerned departments/agencies and law officers

is required while preparing case related document. The system will provide a
comprehensive online platform for same. This will reduce multiple visits of Department
representatives to the AG Office.
3.1.7 Monitoring of Court Orders and their Compliances
The system will support in monitoring of court orders and their status of compliance.
This will certainly reduce contempt cases and enable law experts to do needful on the cases
of high priority.
3.2 GAD ESTABLISMENT IN AG OFFICE

General Administration department (GAD) has set-up an administrative unit and a
dedicated counter for OIC facilitation where an Addl./Joint Secretary level officer and
support staff will work in AG Office on full time basis and coordinate with all the
departments. Now OICs will directly approach this unit and submit necessary information,
documents, facts, etc. that are required in their cases. This unit will also facilitate OIC to
connect with record rooms, law officers and other sections of AG office for quick disposal of
their job.
3.3 TARGETS ENVISAGED TO BE ACHIEVED

Category of Existing Service Levels Proposed Service Level
Services
Office Automation No Automation, Online File Tracking, Online Consultation

Unstructured data and on Facts and Proceedings, Collaborative
manual processing. Content Creation, Reviewing, commenting
and approving online and Online Library
Management.
Digital Record Paper Records and Files Digitization/scanning of all the paper
Keeping only. records and files generated after project
implementation in structured manner.
Provision of concurrent updation and
addition in records. Storage of digital
record in Central Server accessible for all
the concerned officers.
Case tracking and No specific system for Automated system for tracking of
monitoring monitoring and tracking individual case on predefined stage
of individual case. parameters. Creation of compliance
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Compliance Tracking on parameters on real time basis and

Court Order compliance tracking on same.
4 Project Objectives
To empower Office of Advocate General, Law Department and OICs of concerned
departments by providing technology enablers for quick, efficient and quality
functioning.
To Facilitate applicants and defendants to get hassle free access to the information
To have access to timely and accurate MIS Reports
To Efficiently manage case records
To monitor case status, compliance of court orders and time tracking.
To reduce workload for Law Officer and facilitate them to provide hassle-free legal
services.
5 Scope of Services
After performing a transparent and fair process of selection, a suitable and efficient
system integrator shall be identified and selected as Implementing Agency for the project.
The implementing agency shall be required to sign an agreement with AG Office, in which all
the terms and condition, project work, timelines, roles and responsibilities, etc., as defined
in this RFP, shall be included. It shall be over all responsibility of Implementing Agency to
study the existing system and requirements of AG Office before bidding. Requirements
mentioned in this part of RFP is indicative only and written purely for the purpose of making
the Implementing Agency able to estimate its efforts and costs required to achieve project
objectives successfully. Therefore, selected bidder i.e. Implementing Agency shall be
required to make a fresh assessment of AG Office requirements after winning the bid,
prepare detailed project plan, get it approved by AG office and perform project activities as
per detailed project plan. Following are the services to be rendered by selected bidder.
5.1 PREPARATION OF THE INCEPTION REPORT

The IA (Implementing Agency) needs to prepare and submit an Inception Report,
which will serve as the foundation document for all the activities related to the project.
Additionally, the Inception Report must cover the risks that IA anticipates and the plans they
propose towards Risk mitigation. Major roles and responsibilities for the project team along
with support arrangements that are expected from the AG Office will be an essential part of
the inception report. IA will also describe about the Project Team with individual roles and
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responsibilities in the Inception Report. The acceptance of the Inception Report by AG Office
is necessary before proceeding to the next stage of the project.
5.2 PREPARATION OF DETAILED PROJECT PLAN

The Implementation Agency (IA) shall prepare an Integrated Project Plan for the
entire project that covers detailed tasks which are intended to be performed, as part of the
project.
A high-level analysis of processes has already been performed and functional

requirements have been identified. The Functional Requirements as envisaged for this
project are described in this document. The IA needs to Study these carefully and should
consult with the AG Office Technical Team whenever necessary to obtain more details on
the requirements of the project. It shall be the duty of IA to refine functional requirements
as needed during requirement gathering exercise.
The IA shall conduct requirements gathering exercise and prepare an SRS document,
for which the IA shall have a comprehensive discussion with the AG Office and other
stakeholders to ensure that each of the requirements mentioned in this RFP or identified
during study is covered.
Activities conducted as part of this task will result in the project deliverable
Software Requirement Specifications (SRS) document, which shall detail the requirements
of the complete solution up to the last detail. SRS document shall comply with the latest and
most relevant IEEE standards.
5.3 DEFINITION & DESIGN

Having conducted a comprehensive analysis of the requirements for the Project, the
IA will prepare elaborated system architecture and design documents for the project. The
Architecture document will give the complete architecture of the proposed systems. The
corresponding architectures will also be identified for customization requirements.
The following documents including, but not limited to, will be submitted for a sign-
off of application architecture and development methodology:
Application Architecture with all relevant design patterns identified
All Database structure and detailed description of tables and fields.
Naming conventions followed for the tables and fields.
Data Flow Diagrams (DFD) & Entity-Relationship (ER) diagrams.
Details of validation rules and constraints like Integrity Checks etc. to be applied.
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Format of all input screens including data entry requirements.
Format of all reports that would be generated by the system.
Business logic used for all reports and functions.
Access control mechanisms, data security and audit trails to ensure that databases
are not tampered or modified by unauthorized users. The following guidelines need
to be observed for security:
Build a complete audit trail of all transactions (add, update and delete) using
transaction log reports, so that errors in data, intentional or otherwise, can
be traced and reversed.
The most appropriate level of security commensurate with the value to that
function for which it is deployed must be chosen
Access Controls must be provided to ensure that the databases are not
tampered or modified by the system operators.
Implement data security to allow for changes in technology and business

needs.
Hardware Deployment Architecture, Network Design, Security Architecture etc. for

the Project.
Plans for User Acceptance Tests and System Integration Tests including Stress Tests
and plans.
Detailed Project Implementation Plan, component-wise activity schedule, etc.
The Implementation Agency shall be entirely responsible for the architecture of the
system implemented to satisfy all features, functions and performance as described in this
document including sizing of the required hardware. System architecture description
provided in this document is for reference only. The Implementation Agency should ensure
all possible and required improvements.
The application design will be such as to require the minimal installation, if at all, at
the users end, besides the Internet Browser and will be able to support all common
browsers (like Internet explorer, Mozilla, Chrome etc.). IA shall also design the Frontend and
Backend portals for the Project.
User's involvement will also be ensured during finalization of user interfaces, the
mode of data entry, storage and retrieval, outputs reports, queries and the application
design as a whole.
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5.4 DEVELOPMENT & INSTALLATION

This phase will include:
Application Development/customization installation, configuration, integration
and Testing.
Supply, Installation, Configuration and deployment of database and related
software.
Design, Development, Integration, Testing and Implementation of portal(s) and
other modules of the project.
Entire application development or customization must be documented in detail and

the code/script should be properly annotated with comments etc. From the integration
perspective, the IA must take into account necessary interfacing requirements (both at the
application and data level).
IA must supply the application, database and related software, integration tools,
along with the source code and describing the process to be followed for installing and
operating the same. Software development methodology should be developed in a way that
ensures rapid deployment of the applications in such a way that the users are continually
involved in the development process.
5.5 SETTING-UP DATA CENTER

AG Office application shall work on centralized architecture, in which application and
database, both shall be hosted on central servers in State Data Centre. This application will
be accessible using back-office Web Portal by AG Offices using SWAN and Internet Both
while respondent departments and law officers from their home will access the application
using internet web portal after proper authentication. State Data Centre will also provide
Disaster Recovery Centre facility for the Application. . DC and DR will work on Active-passive
mode where DR will be 50% replica of DC. RPO and RTO both should not be more than 24
Hrs.
Expected data size is approximately 500 GB for first 2 years in AG Office Jabalpur and
300 GB for first 2 years in AG office Indore and Gwalior each. Approximately 3 GB Data
would be required for AG Office Web portal in SDC. Data is expected to grow at the rate of
20% per year after 2 year. Solution will be scalable enough to accommodate minimum 10
years of data. Hence a provision of 3 TB storage space should be made in the SDC for same.
The IA shall supply, install, configure and commission the co-located servers in State
Data Center and install system software for application deployment. In addition, the IA shall
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draw out and provision the detailed specifications/requirements for the infrastructure that
needs to be used for hosting the application. The IA shall work with SDC team to understand
the SDC's pre-requisites for deployment of servers, database, application, etc. and provision
the IT infrastructure in such a way that it is acceptable to SDC and complies with the
standards prescribed for the State Data Centre.
State Wide Area Network (SWAN) shall be used as connectivity channel among all
the AG Office and SDC. At present SWAN Connectivity is provided and AG Office Jabalpur.
Same will also be provided in Indore and Gwalior AG office before project sign-off. IA shall
study and understand various provisions and standards prevalent in SWAN and make
necessary provisions in data centers for smooth communication.
SWAN also provides Video Conferencing facility to government office. This VC facility
shall be leveraged in this project. Necessary equipments and connectivity is already
available at AG Office Jabalpur. IA will assess further requirements for VC facility in the AG
Office and submit detailed report including gaps, if any. AG Office will take necessary
decision and accordingly procure gap infrastructure for VC facility. IA will also install and
configure equipments for Video Conferencing using SWAN Network in all the three AG
Office locations i.e. Jabalpur, Indore and Gwalior.
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Centralized Application and Database Hosting Architecture
State Data Centre
SWAN Internet
Jabalpur, Indore & Gwalior
All the AG Office work is done

independently in coordination
with High Court
AG Office
High Court
High Court
Data Centre
IA shall configure the Network Connectivity among various locations of AG Offices

and SDC through SWAN. IA shall design the connectivity requirements for the Project.
IA shall provide a detailed report on Data Centre, DR, VC, Networking, client side
hardware and software Setup which will include all the detailed specification of hardware,
brand, warranty, etc. before procurement and installation. AG office technical team shall
study and approve it in context with provision made in this RFP. After getting sign-off from
Technical team, IA will procure the hardware and begin commissioning and installation
work.
The Specifications must be futuristic with at least a five-year horizon to start with
and recommended servers should be able to accommodate any scaling up requirements
necessitated in future. All hardware including, but not limited to the servers procured, shall
be branded and reputed and not locally made products. Please refer Annexure 1 for detailed
specifications.
IA shall submit validation/audit statement from OEM for the products that have
been proposed in the system certifying that solution and sizing of infrastructure proposed
by the IA is relevant and correct with respect to their product.
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5.6 PROCUREMENT & INSTALLATION OF CLIENT SIDE HARDWARE

IA will Procure, install, configure and commission client-side hardware (including
desktops, network equipment etc.) & software (application software, system software and
any other software) including necessary site preparation as mentioned in
BOM/specifications covered under Annexure 1 in this volume. Upon successful
commissioning of all hardware and installing the software (both application software and
system software), IA shall obtain a successful completion certificate from AG Office.
IA is expected to prepare all project locations/sites i.e. AG Office Jabalpur, Indore

and Gwalior for setting up the necessary client site infrastructure. Site preparation
Hardware/Software setup will include but not limited to:
Provisioning Local Area Network (LAN)

o IA is expected to visit all the project locations (i.e. AG Offices in Jabalpur,
Gwalior and Indore) and specify detailed specifications for the Local Area
Network that needs to be used for the application to perform
satisfactorily.
o Local Area Network must be forward-looking with at least a Ten-year
horizon to start with and recommended network should be able to
accommodate any scaling up requirements necessitated in future.
o Design of LAN, Supply of the recommended LAN equipment, Necessary
Electrification, Minor Civil Work, Installation and Commission of the
supplied LAN components would be completely the responsibility of the
IA.
Ensure adequate power points in adequate numbers with proper electric-
earthing.
Supply and fixing of furniture like computer tables, chairs and other items.
Supply of hardware, software, networking equipment, UPS to the location as per
the requirements
Installation, configuration and testing of hardware for Video Conferencing using
SWAN.
Installation, Testing and Commissioning of UPS and all related equipment.
Physical Installation of Desktops, Printer(s), Multi-Functional Device(s) (MFD),
Switch- Connecting peripherals, devices, Plugging in etc.
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Operating System Installation and Configuration

Installation of Antivirus and other support software if any
Configuring the security at the desktops, switches, firewall and broadband
connection routers
Network and browser Configuration
Test the accessibility and functionality of AG Office application from the desktops
Any other equipment that may be required and is proposed by IA in its proposal
Ensuring all the systems required are supplied, installed, configured, tested and
commissioned and declaring the site to be operational.
5.7 DATA DIGITIZATION AND MIGRATION

Digital record of all the cases (excluding scanned record) is available with High Court.
This data shall be provided to IA in Backup/Export Files. IA may also consult with High Court
to explore better way for receiving Case File records. IA shall migrate this data into the AG
Office Application. Other legacy data that includes master records, library books record, etc.
shall be digitized by IA. Following activities will be performed for data migration and
digitization from the existing legacy systems:
Mapping of the data

Identifying the data gaps
Providing templates for data collection
Extraction and Loading of the data
Listing of errors during the data migration
Correction of Data
Final porting of the data into the application system
Scan case files and service records
5.8 CHANGE MANAGEMENT AND CAPACITY BUILDING

The IA will impart training to the AG Office staff and other key stakeholders on the
usage and maintenance of the project application. AG Office has already identified training
needs and has come out with a list of modules and user groups. Detail of same is furnished
as separate section in this RFP. IA shall perform following activities in the efforts for Capacity
Building and Change Management:
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Prepare detailed training plan and all the training manuals to impart trainings to AG
Office Staff and other stakeholders. Training plan will include appropriate training
model, training arrangements and detailed methodology on how the training would
be conducted.
Provide such additional training as they deem necessary in order to ensure that the
training imparted is comprehensive and complete.
Provide Computer Based Training Modules will also be prepared by IA to enable the
users for self-learning.
5.9 OPERATION AND MAINTENANCE

This will include operation and maintenance of Application, IT & Non-IT
infrastructure, Servers, Network and Equipment for a period of 5 years from the date of final
Go-Live. The IA needs to provide the operational and maintenance support for the systems
that are implemented and being used before the Go-Live. In other words, the IA needs to
provide operational and maintenance support, from as soon as they are completed and
installed.
The development team will transfer all necessary know-how to the project support
team, in such a manner so as to make for a smooth transition. Performance metrics for the
above transition will need to be agreed between the IA and the AG Office to ensure
successful conclusion of this stage. During the operational and maintenance support, a
Helpdesk will be set-up in all the AG Office locations. A central helpdesk will be established
in Jabalpur Head Office of AG for the users to contact in case of any system problems. The IA
will ensure that all necessary measures are taken for the smooth implementation of the
system. The Project maintenance team will be duly prepared and gradually takeover the
work from IA before contractual term is over.
5.10 DOCUMENTATION OF THE PROJECT

The IA will ensure that complete documentation of the project is provided with
comprehensive user manuals, and adhere to standard methodologies in software
development as per ISO standard and/or CMM models. The following documents are the
minimum requirements:
All Architecture documents, Design documents and coding, testing and

deployment manuals etc.
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Test Plan Containing information on the software test environment to be used

for independent testing, the test cases to be performed, and the overall testing
schedule. This includes methodology, schedule, resources, tools, procedures,
environment definition, test cases, and software test results.
Systems Manual Detailing the data structure, table, forms and report structures.
Operations Manual providing instructions for installing the application,

troubleshooting, interpreting message logs, and FAQs (Frequently Asked
Questions).
User Manual (both online and paper copies) providing detailed instructions on
how to use the software. In addition, it shall describe how to access, submit
inputs to, and interpret outputs from the application.
Documentation of the Project activities, solution deployed, data digitized,

trainings, project monitoring indicators, SLA tracking system, etc.
A data dictionary listing out all the data elements will be prepared.
5.10.1 Web-based Monitoring and Evaluation Tool & SLA Monitoring Tools
Web-based Project Management Tools will be developed/customized, to help in

connecting off-the-shelf third party software and to monitoring and measuring SLA
provisional. These tools will be procured by IA in consultation of technical team of State IT
Department. A SLA monitoring team will also be constituted with representation of AG
Office, IA and State IT Department.
6 Project Timelines
The overall implementation of the AG Office Project is envisaged to be completed in
10 months. Keeping in view of very specific and limited functionality of Application, it is
recommended to design, develop, test and implement the application in one phase. The
application will first be deployed in AG Office Jabalpur on Pilot basis. After successful field
testing and user acceptance testing, the application will be deployed in remaining 2 AG
offices i.e. Indore and Gwalior. In the third stage, the application shall go-live with full
deployment. Below timelines are mentioned for Implementation Agency to perform various
activities under given milestones. Time taken by AG Office for evaluation and approval of
deliverables will be excluded from these timelines.
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S.N. Milestone Time for Completion

(in weeks)
1 Preparation of the Inception Report T+2
2 Study, preparation of SRS & Design Documents and Preparation of T+10

Detailed Project Plan and Sign-off by AG Office.
3 Client Site preparation and LAN installation in AG Office Jabalpur. T+12
4 Procurement of hardware/Software and Installation in SDC and T+16

Jabalpur AG Office.
5 Data Digitization/ Migration, Data Quality Review & Testing T+20
6 Application Development/Customization and testing on T+22

production server completed.
7 User Acceptance Testing in AG Office Jabalpur T+24
8 Development of AG Office Web Portal and testing. T+24
9 Implementation of first version of AG Office Application in T+26

Jabalpur AG Office and Portal on pilot basis
10 Site Preparation for Data Centres, LAN installation, Client Site T+22
preparation in AG Office Indore and Gwalior.
11 Procurement of hardware/Software and Installation for AG Office T+26

Indore and Gwalior & Client Sites.
12 User Training and Change Management activities in AG Office T+30

Jabalpur
13 Implementation of Second version (refined after field testing) AG T+30

Office Application in all the AG Offices.
14 Third Party Audit and certification before final Go-Live T+36
15 Implementation of Final Version of AG Office Application and T+38

Project GO LIVE
16 System Documentation and project Documentation T+38
17 Overall Project Operation and Maintenance Support for 5 years T+38 to T+298
from Go Live Date.
T, as referred above is the date of signing of contract between selected IA and AG Office
Page 17
7 Stakeholders Analysis
The major stakeholders of this Project are as follows:
1. Office of the Advocate General, Jabalpur and its circuit offices in Indore and Gwalior.
2. Department of Law, Govt. of MP
3. MP High Court
4. All the State Departments in MP
5. All the Districts and Block
6. All the Govt. Agencies represented by AG Office in High Court.
7. Citizens
8. Department of Information Technology, Govt. of MP
Office of the Advocate General is the single and constitutional agency to provide
legal services to all the departments and agencies of the State Government. Thus, entire
state government is the stakeholder for this project. All the departments, district
administrations, local bodies, etc. interact with AG office for their legal cases and AG office
represent these in the H'ble High Court.
Citizens files petitions/appeals against state government in H'ble High Court and AG
Office respond on such petitions/appeals after necessary consultation with department.
Thus, citizens are also affected by the functioning of AG Office.
Law Department is the parent department for AG office and has many day to day
management related interaction with AG Office. Depart of Information Technology is
providing technical support to the AG office for this project. Roles & responsibilities and
influence level of each stakeholder is as follows:
Stakeholder Group Roles and Responsibilities Level of Influence
Office of the Advocate Provide legal services to all the state High
General departments/agencies and represent them in
the H'ble High Court, MP.
State Departments, Presentation of facts on respective cases. Medium

Administrative Units, Compliance of Court Orders.
Local Bodies and
Agencies (Specifically Support AG Office for finalization of returns.
OIC's) Seek advice and legal support from AG office
on relevant situations.
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Citizen Provide advance copy of petition to AG Low

Office.
Receive advance copy of response from AG
Office.
Law Department Provide functional support and budget to AG

Office.
Coordinate between AG Office with State
Medium
Govt. on various issues.
Provide Legal Opinion to all the
department/agencies of Govt. of MP
H'ble High Court Issuing daily and weekly cause list. Hearing High
Cases and make Judgement.
IT Department Provide technical support and necessary High

consultation for project planning and
implementation.
8 Project Management Arrangement

In order to effectively plan, implement, manage and sustain the project, 3 main
bodies i.e. Project Steering Committee (PSC), Project Operations Committee (POC) and
Project Management Unit (PMU), will be constituted. These three bodies will be responsible
for overall project.
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8.1.1 Project Steering committee:
The Project Steering Committee will have the overall responsibility for issuing policy
directives, guidance and coordination for activities related to the project under the
chairmanship of H'ble Advocate General. Secretary of Information Technology Department,
Secretary of Law Department, Representative of General Administration Department,
Registrar IT from High Court, Head SeMT, Head POC, Addl. AG and other key stakeholders
will be the members of Steering Committee. PSC will play key role in the project
implementation and the systemic transformation that the project aims at. It will also
monitor and review the project implementation in coordination with the Project Operations
Committee (POC) and Project Management Unit (PMU). The Steering Committee will be
responsible for:
1. Overall project guidance and taking policy decision.

2. Coordination with Stakeholder departments and agencies.
3. Overseeing the work of Project eMission Team.
4. Periodic Review of implementation progress
5. Interim changes in work scope (Application and Function)
6. Consider recommendations put forward by the POC
7. Strategic control over the project
8.1.2 Project Operations Committee (POC)
Under the guidance of PSC, Project Operations Committee is responsible for

successful implementation of the project. POC will be headed by the Dy. Advocate General
or Addl. Advocate General and will have external expert consultants as well as
representative of State IT Department and Implementation Agency. Department of IT will
depute a dedicated team of Project Management Consultants and Technical Experts as
Project eMission Team (PeMT). This team will act as technical team under Project
Operations Committee. Broad responsibilities of POC are:
Overseeing and directly supervising the project implementation
Providing directions and guidance to implementation agency for project

implementation
Vetting of all deliverables of the project and recommend the same for
acceptance by the steering committee
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Coordinating with the relevant officers at all levels for effective implementation
of the project and helping resolve issues requiring high level interventions
Carrying out related tasks as may be reasonably requested by the SC
Address concerns / enquiries / complaints from project Stakeholders and AG

Office employees.
Developing and overseeing procedures for undertaking quality audits of

institutions participating in the project
Assist in execution of the vision for change management
Ensuring effective transfer of knowledge and lessons learnt to the people

involved within and across AG Offices
Monitor the progress of change management implementation and the project as

a whole.
Clarify expectations from the various change management phases. The

expectations will include matters related to scope, time and deliverables.
Resolve any conflicts and issues that may arise during the implementation of the
project.
8.1.3 Project Management Unit (PMU)
The PMU will bear overall responsibility of the Project Management on day to day
basis and remain accountable to POC. Under the guidance of the POC, the PMU will be
responsible for day-to-day activity planning, management, coordination, meeting the
administrative requirements of the Project. The PMU will demonstrate examples of good
practice, and guide and support the various entities involved on all aspects of project
implementation. It also includes, wherever required, efforts to build capacity of the AG
Offices. The PMU shall be a group of Project management, Technology and Change
Management Experts. All the expert consultants of PeMT will remain essential part of PMU.
Composition of PMU will be decided by POC in consultation with IA in order to ensure better
coordination and synergy among experts of both sides. Key responsibilities of PMU would
be as follows:
1. Overseeing and assisting the project implementation
2. Providing directions and guidance to implementation agency for project

implementation
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3. Coordinating with the relevant officers at all levels
4. Carrying out related tasks as may be reasonably requested by the POC
5. Help in laying down a set of guidelines, following internationally accepted norms and
e-Governance standards, if not present already, for the testing and certification in all
aspects of project development and implementation covering software, hardware
and networking. This includes the processes relating to the design of systems and
sub-systems, coding, testing, business process description, documentation, version
control, security, architecture, performance in relation to compliance with Service
Level Agreement (SLA) metrics, interoperability, scalability, availability and
compliance with all the technical and functional requirements of the Request for
Proposal (RFP) and the agreement.
6. Ensure that all relevant guidelines are being followed and to avoid large-scale
modifications pursuant to testing done after the application is fully developed
7. Establish appropriate processes for notifying the implementation agency of any

deviations from the norms, standards or guidelines at the earliest instance after
noticing the same to enable them to take corrective action
8. Ensuring full knowledge and systematic application guidance to the implementation

agency in the initial stages and the testing and approval of the deliverables at the
intermediate stage and finally the monitoring and analysis of reports
9. Orienting the AG Offices on the structure and methodologies of the Project

implementation and usage by conducting periodic workshops to discuss progress on
the project and to identify and solve emerging problems
10. Monitoring the internal operations of the project utilization
11. Developing procedures to regularly monitor the performance of institutions

participating in the project, and preparing regular monitoring reports. This will
include procedures for assisting with ad hoc surveys.
IA would be required to deploy a full time project manager for the entire duration of
project. The project manager shall act as the single point of contact for AG Office and the
PMU. The project manager would create a weekly status report based on the agreed upon
format with AG Office and the PMU at the end of each week. The individual would also be
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responsible for escalating all delays in a timely manner. In addition to the Project Manager,
IA has to deploy a sufficient number of staff and technical persons.
9 Existing System of Functioning in AG Offices

The principal activity of the office of the Advocate General is to file and conduct
cases pertaining to the State Government before the Supreme Court, MP High Court and
Central Administrative Tribunal where the State of MP is a party to the case. Following are
the Core Activities and procedures of AG Office:
9.1 CASE FILE MANAGEMENT

Case files are prepared, managed and stored in 4 separate sections in AG office, i.e.
Writ Petition Section, Civil and Writ Appeal Section, Criminal (Bail) Section and Criminal
(Appeal and Revision) Section. Distribution of Case files among these sections is based on
nature and category of cases. Case file processing system is almost same in all the section
except Criminal (Bail) Section because it deals only with bail applications filed in High Court.
Major tasks performed by these sections are case file registration, handling, file retrieval for
hearing, movement of Files to OIC/Advocate, adding adjoinders in the file, etc.
9.2 PETITION RECEIVING

All the petitions, filed in the High Court and where Govt. of MP is a party, have to be
submitted in AG Office first as advanced copy. High Court only accepts petitions with
advance copy receipt of AG, wherever applicable. Thus petitioner's council submits advance
copy of petition in AG Office first and then submit original in High Court. High Court checks
the format, page numbering, enclosures, etc. as per high court rules and accepts petition.
There is a separate form called "Compute Sheet" associated with every petition. This form
comprises all the key case parameters like Petitioner, respondents, case category, subject
matter in brief, subject code, etc. as required to key in for Case registration. After
registration, New Case Number is generated. Since February 2013, High Court is also
scanning all the pages of petitions for registration. After registration, daily list of new case
registered is provided to AG Office and AG Office updates Case files with case numbers
received from High Court.
All the petitions received in AG Office, forwarded to Addl. AG or Dy. AG who

scrutinize them and identify high priority or emergency response petitions. Rest petitions
are forwarded in respective sections.
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Petition Receiving & Filing
Petitioner or Petitioners
Receiving Window of AG Office High Court
Councel
Petitioner's counsel files

advance copy of petition to Petitioner's counsel submit main
AG Office. copy of petition in High Court along
AG Office Clerk receives Advance with receipt of AG Office.
copy of Petition and provide
receipt of same
Petitioners Counsel makes Petition submitted for scrutiny to

Addl AG High Court
necessary correction and
receiving counter checks
resubmit to AG Office
whether petition is in format
and all the enclosures
are in place
Addl AG identifies petitions that as per rules?
requires emergency response and
write noting on same.
YES
Receiving Clerk Receives petitions
back from Addl AG. and records
general parameter and forward
the petitions to respective High Court registers the petition and
sections. issues case number
Sections receive petitions, obtain

case number from high Court and
prepare Case files.
End
9.3 PREPARATION OF RETURN

Process of return preparation is start after receiving the instructions from court or
appropriate authority of AG Office. Govt. Advocate, who received instructions from Court or
Appropriate Authority of AG Office, prepares a letter and sends to the respondent
departments to appoint an OIC and ask him to present in the AG Office with his office order,
facts of the case, draft return, etc. OIC comes to AG Office and facilitate concerned govt.
advocate in preparation of return. Following is the process chart for same.
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Preparation and Submission of Return in WP and WA

High Court
High Court Issues Original Copy of return is

instruction to submit return. End submitted in High Court with
receipt of petitioners counsel.
Department(s)
Respondent
Respondent Department(s)
Appoints OIC and instruct OIC
to report AG office with all the
OIC goes back to his department
necessary factual contents,
evidences and documents.
OIC Submits file Back to respective

Govt. Advocate, who received Section.
instructions from Court, issues
a letter to respondent
department(s). If file is returned
If file is kept with to OIC
Govt. Advocate
Return to be
OIC Reports to AG Office and meet with prepared later on?
Section Officer or Under Secretary to make an Whether

entry in OIC register and to obtain Authority Govt. Advocate Govt. Advocate
Slip. study the case quickly and keeps case file with
decides whether the return him for study or
can prepared right now or returns
later on? back OIC?
Return to be
OIC goes to respective department and show prepared right now.
authority slip to take his case file.
AG Office
Govt. Advocate dictates the matter of return to AG Office

Stenos, who types it on computer and print.
Record Room Incharge retrieves case file and
prepares a notesheet mentioning Case Details
and OIC Detail and marks it to appropriate
authority (Addl. AG/Dy. AG). Advocate signs the return and give it to OIC with file.
OIC takes file with notesheet and make an OIC Signs Wakalatnama, Put Stamps on Return, Sign
entry/sign on outward register of Record the Return, Prepare affidavit and notarize it and finally
Room. submit it back to respective section along with file.
OIC Presents the file before Addl. AG/Dy. AG, Section incharge checks all the documents, signs and
who marks the file to a Govt. Advocate. stamps before receiving the file from OIC and make an
entry in Register.
OIC takes the file to the Govt. Advocate, Section serves a copy of return to the petitioner's counsel.
whom the file is marked to.
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9.4 HEARING OF PETITIONS

High Court fixes the date of hearing for various cases and publishes same in form of
cause list. Cause list is issued for new and motion cases on daily basis while the cases listed
for final hearing, cause list is issued on weekly basis. There are around 20 courts exist in the
High Court. AG office has allocated a group of 4-5 advocates and panel advocates to each
court. According to this allocation, AG Office marks case files to respective group advocates
equally/rationally.
Case Hearing
High Court AG Office
High Court fixes the date Paper printed Cause List received and Cases
of hearing for a petition related Govt. Marked manually.
and publishes it as cause
list daily
Case files of marked cases are retrieved from

Record room by respective sections.
After hearing, High Court
issues necessary
instruction on the case. Case Files allocated to Law Officers manually
as per pre-defined Roster for Hearing.
Following information noted on case file:

Law Officer notes High a. Date of Hearing
Court instructions on the b. H'ble Justice Name
Hard Cover of case file. c. Sr. Number of case in cause list
d. Name of Govt. Advocate to appear in hearing
e. Reason as mentioned in cause list
If any action Case Files are tied in bunches for each Law
required on file?
officer and delivered at his/her home.
Law Officers study the cases at their

residence and next day appear before court
No
with case files.
Yes Law Officer keeps file with them
Necessary action performed by

Law Officer
Law Officer return Record Room Clerk

files to back to the puts the files back End
respective to their
sections. appropriate place.
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Hearing on Bail Cases
AG Office SP Office and Concerned Thana
AG office receives advance copy of Bail

application
SP office informs respective Thana to submit case diary
in AG Office
High Court Lists bail application for hearing.
Bail Section Allocate Bail cases to Govt.

Advocates as per Roster Concerned Thana checks if Case Diary is already
available with Bail Section of AG Office
Govt. Advocate appears in the Court for

Hearing.
No If High Court Calls Case Diary It happens quite

frequently that
If case diary Case Diary is
Yes is available already available
with AG Office in AG Office.
Letter faxed to SP Office of concerned Bail Section.
Thana and wireless and telecommunication
sent to Thana.
Yes
End No
Concerned Thana If Case Diary is already exist in

sends case diary by AG Office, concerned Thana
Concerned Government Advocate prepares
special messenger to respond with the submission
response and appears in the court.
AG Office details of the case diary.
Case Diary with bail appeal is sent to concerned

Govt. Advocate.
Special messanger
Special messenger fills Diary Submission
AG Office finds Case
submits case diary in Form in two copies
Diary on the basis of
bail section and takes
the detail submitted
receipt in duplicate copy
by concerned Thana.
of Form.
Diary Submission form &

case diary submitted to
Govt. Advocate first,
who forwards it bail There are around 5 Govt.
section. advocates authorized to
forward Case Diaries.
Page 27
9.5 FINAL COURT ORDER
Final Court Order
High Court AG Office Govt. Departments
Advocate write a letter to

High Court passes final Respondent
respondent departments and
Judgement. Departments
Law department with his
along with Law
opinion on the Court Order.
Department
Concerned Advocate takes final
makes necessary noting NO decision as
on Case File. End whether to go
for Appeal or
comply with
court order.
If Certified AG office takes necessary
copy of order is action as per decision of
required ? respondent department.
Respondent
Department
YES
communicate its
Concerned Section putup file decision to AG office
to concerned Advocate with in written
Certified copies of Court Order
High Court releases
Certified Copy. At present there
is no provision for
compliance
Concerned section files
tracking of Court
Application in High Court to
Orders in AG
obtain certified copy.
Office.
File is sent to concerned

section of AG office.
9.6 FILING FRESH APPEAL/REVIEW PETITION/CAVEAT IN THE COURT

Govt. Department or Agency makes written request with all the necessary
documents to AG office for filing appeal in High Court.
Creation of New File by respective Section.
Appointment of OIC (In Criminal Cases, presence/appointment of OIC is not required
if appeal is being filed in time frame. However, appointment of OIC is required in all
the Civil Cases.)
Preparation of return by Govt. Advocate.
Submission of Appeal in the High Court.
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10 System Requirements
The system to be developed by the Implementation Agency (IA) should be able to
deliver at minimum the services listed below. The IA shall implement all the necessary
functional, technical, operational and other supporting requirements to meet these services
levels.
10.1 FUNCTIONAL REQUIREMENTS (APPLICATION LEVEL)

Indicative Functional modules and sub-modules of the system are shown in the
figure below. These modules are indicative only and IA may arrange these sub-modules into
any other group as long as the system is delivering the services listed in the RFP.
Office Automation and Case Management System
Case Management Library Mgt.
Case File Processing

Case File Mgt. MIS, Record keeping,
in different Dashboard Online book search,
Allocation of Document Receiving, Sections of and Time Issuance of Books,
Preparation AG Office Tracking Book return alerts, etc.
cases for Forwarding, Marking and
of Return
hearing Preliminary Study
This system will provide following (module wise) office automation and content
management support:
10.1.1 Document Receiving, Forwarding, Marking and Preliminary Study
All the correspondence, received in AG offices, will be scanned using a

comprehensive Data Capturing Tool. All necessary parameter will be recorded using
keyboard or OCR based input, in the system. Data capturing tool will support parameter
capturing by providing functionality of page area based Optical Character Reading (OCR).
There will be additional parameters of specific category of cases or correspondences also.
After scanning and parameter recording, the application will generate a unique document
number. This document number will further get associated with relevant case files in
subsequent workflows. The application will have provision for defining authorities to
Page 29
scrutinize different categories of correspondence time to time. Such categories will later be
defined by AG Office.
Petitioner or his counsel submits an advance copy of petition/appeal in AG Office

before submitting the main copy in High Court. Application should have provision for
recording very basic information of the petition/appeal (for reference only) at the time of
receiving advance copy of petition/appeal. High Court first checks the format and enclosures
of petition as per High Court Rules and if there is no infirmity, High Court registers case and
provides Case Number. Petition receiving section of High Court scans all the
petitions/appeals received in High Court with all the necessary parameter (detailed
separately in this RFP). The application system will also retrieve/extract newly filed petitions
from high Court Server on real time basis or in fixed intervals. AG Office Application should
provide an interface to map these cases with the documents available in the AG Office. This
mapping will be done on the basis of the name of the petitioner and respondent
department agencies.
All the correspondences received in AG office shall than be forwarded to respective

Sections to take necessary actions. Similarly, petitions/appeals received in the AG Office
(from High Court Server), will be forwarded to the designated officer (Dy. AG or Addl. AG),
who will quickly study and decide the nature and criticality of cases and accordingly allocate
the cases to Govt. Advocates using an automated workflow. Govt. Advocates will examine
the Petitions in detail and put necessary remarks on same. These remarks will be structured
enough to categorize cases on the basis of priorities and time limits. Cases will also be
identified for special response and requirement of bringing them in the knowledge of
Advocate General. These remarks will also comprise the desired action from respondent
departments and agencies.
The cases will also be forwarded to respondent departments/agencies according to

the remarks put by concerned govt. advocate. Departments will receive the petition online
using a web based interface. Respondent Departments/Agencies will also receive set of
desired actions at their level as per remarks of Govt. Advocate. Departments will also be
able to get necessary clarification online from the AG office.
Following are the functional specification but not limited to for this module:
Sr.No. Functional Specifications
1 System Should record following detail of new petition/appeal received in AG Office:

Petitioner's Name
Petitioner's Counsel's name (Should have auto complete feature from
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previous records)
Case Category
Respondent Departments/Agencies name (Should support selection of
multiple departments/agencies from list items)
2 System should record following details for other correspondence

Sender Name
Sender Address
Sender Contact No.
Correspondence addressed to (Should support selection of multiple receivers)
Correspondence type. (List box input)
Deadline (if any)
Scanned copy of Correspondence
3 System should generate unique document ID for the documents just after scanning, so
that same can be written on the top of correspondence.
4 System should scan document in highly optimized B/W PDF format.
5 Should have provision to define authorities/sections to forward all the petitions and
correspondence.
6 System should have provision for scrutinizing correspondence including petitions as

next level workflow, where:
There would be provision for marking each correspondence to concerned
officer/section/unit for further action.
There would be provision for flagging each document as Urgent/Highest
Priority/Priority/Time limit/Regular.
7 Should validate if same document is already exists in the system and if so, display an
appropriate message.
8 Should have provision for user friendly viewing and marking the petitions to concerned
advocates.
9 System should have provision for defining maximum number of petitions to mark to an
advocate in a week.
10 System should suggest names of Govt. Advocates to mark a petition on the basis of
Type/Category of Petition and existing workload on Advocates.
11 Should alert the concerned Advocate or clerk through the system to further process the
application
12 Should have provision for Govt. Advocates to view the petition, write comments, issues
instruction to departments and set time limits.
Page 31
13 Should have provision to set various parameters under different categories of cases to
record opinion/remark of Govt. Advocate.
14 System should email Scanned copy of petition to all the respondent

departments/agencies automatically with a covering note (Template of such covering
note will be decided by AG Office)
15 System should send SMS intimation to the HOD of concerned department/agency.
16 System should have provision for respondent departments to login using web interface
on AG Office website and respond on petitions with necessary fact and documentary
evidences.
17 System Should have provision for only quick written communication between
concerned advocates and departments.
18 System should provide a separate interface to received case numbers of newly

registered cases and mapping of same with petitions received in AG Office.
10.1.2 Case File Processing
All the petitions that receive Case Number from High Court, will get transformed in
Case File. Case file is nothing but consolidation of all the documents i.e. Petition, Vakalat
Nama, Affidavit, Return, Rejoinder, Adjoinder, Notices, Communications, instructions issues,
decision taken, etc. that pertain to a particular Case after registration in High Court. All
these documents will be added in due course of life in case file. Core purpose of this module
is to organize all the contents of a case file in structured manner and provide controlled
access to all the users.
Digital record of all the case files is already available with High Court, which will be
shared with AG Office once the application is ready. AG office application should be able to
synchronize case detail from high court server in real time. High Court has also started
scanning of all the case files. Legacy data (Old case files) will take around 2-3 years to be
scanned completely. New cases (petitions) registered from February 2013, are being
scanned in real time by High Court. In this context, AG Office application should be able to
connect High Court server and fetch scanned copies of case files as and when required.
Case file processing module will record all the case proceedings and trigger relevant
workflows as and when required. These workflows may include issuing notices, calling case
diary from respective thana, compliance of interim court orders, etc. If a case is decided
against govt., concerned department/agencies have only two options i.e. either comply
court order or go for appeal/review. Concerned department takes appropriate decision in
consultation with AG Office and Law Department in this regard. If it is decided not to go for
appeal/review, the Case Processing Module will trigger a separate workflow for compliance
Page 32
tracking against court order. Concerned Govt. Advocate will define action points and dead-
lines as per court order in the system. These action points can be accessed by the respective
departments to take necessary action in given time-limit and update status of compliance.
Compliance status will be tracked by MIS module and necessary escalations, alerts,
compliance warnings will be generated accordingly. Following are the functional
specification but not limited to for this module:
S. No. Functional Specifications
1 Should allow only authorized user to access this application
2 Should create Case file in the system with Case detail and following scanned documents to
be associated in the course of case proceedings:
Court Processing Documents:
o Vakalatnama
o Affidavit
o Computer Sheet
o etc.
Petition
Petition Enclosures
Rejoinder
Return
Additional Facts and Rulings
Case Correspondence Notices, letters, etc.
Any other
3 Should provided dedicated interface for filing new Case, Appeal, Caveat, etc. by AG Office.
4 Should record following detail but not limited to, in due course of case lifecycle:
OIC Detail,
Case Hearing Details like hearing date, Name of H'ble Justice, name of Govt.
advocate appeared in hearing, etc.
Case proceedings after hearing.
Time limits for further actions and concerned actors.
Case file movement detail.
Comments and openings.
etc.
5 Should provide comprehensive view of a case file on single screen.
6 Should provide option for marking and forwarding files with in AG Office.
7 Should provide facility to record case proceedings
8 Should trigger various workflows as per case proceedings like issuing notices, calling case
diary in bail cases, compliance of interim court orders, etc. (IA will assess need of such
workflows in FRS/SRS and design them)
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9 Should be able to sync with High Court server for fetching details of newly registered cases
and updating existing cases.
10 Should be able to connect high court server for download of scanned documents
associated with concerned cases.
11 Should provide comprehensive facility for viewing list of files along with detail available
with viewer.
12 Should provide facility for adding personal remarks on protected sharing basis on case files.
13 Should provide following pre-defined option (but not limited to) to set time limits for time
tracking:
File return
Call case diary
Obtain certified copies of record
Obtain copy of Court Order
Call OIC
Compliance of Court Orders.
etc.
14 Once decision is taken in a case and final order is uploaded, the system should provide
interface for defining action points with due dates by concerned Govt. Officer with his/her
opinion.
15 Should provide interface for respective departments to see and record compliance status
on each action point.
16 Should provide facility for preparation of written communication or auto filled forms that
are required in day to day work. Such written communication or auto filled forms may be:
Letter to departments for appointment of OIC and preparation of return.
Letter to call OIC.
Wireless message to call case diary (in predefined format)
Duly filled form for obtaining certified copies.
Any other.
17 Should have provision for adding new forms and templates as per requirement.
18 Should have facility to export letter/forms in .Doc format for manual editing.
19 Should have provision for sending letters/forms to their intended receivers by email.
10.1.3 Allocation of cases for hearing
The system will have intelligent algorithms for case allocation for next hearing on the
basis of Roster, case nature, earlier handled by advocates, workload, expertise, status, etc.
System will fetch Cause List from High Court Server and automatically allocate cases to govt.
advocates. Case files will be accessed online by advocates on 24x7 basis. Some relevant
content related to the cases will also be made available on mobile phone.
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After hearing, the advocates will update status in case file. Respondent departments
and agencies will be informed with desired actions at their level and compliances will be
tracked accordingly. If court issues some order in the hearing, dispatch department of AG
office will be informed to obtain a copy of court order. The system will also facilitate to
perform formalities for obtaining court order copies. After obtaining copy of the court
order, the dispatch department will scan and upload it as another content of respective case
file. Following are the functional specification but not limited to for this module:
Sr.No. Functional Specification
1 System should have provision to configure Case Allocation roster prepared weekly by AG
Office.
2 System should also have provision to set/define multiple rules for case allocation like:
Case allocation on the basis of experience and expertise of advocate.
Case allocation as per earlier appearance of govt. advocates in respective cases.
Case allocation as per existing workload of Govt. Advocate.
Case distribution among other govt. advocates in case of concerned advocate is
on leave.
Multiple/separate Case allocation rule sets for:
priority/urgent cases,
as per noting done by appropriate authority, or
cases listed for final hearing.
3 System should be able to synchronize daily/weekly cause list with high court server in real
time.
4 System should be able to allocate case in real time they are being listed by high court
server.
5 System should be able to shoot SMS alerts to Govt. Advocates on urgent/priority/final

hearing cases.
6 System should be able to generate real time case allocation report to each section
(especially WP Section) so that respective case files can be extracted from record room as
soon as possible.
10.1.4 Preparation of Return
Preparation of Return is the task that requires close coordination between Govt.
Advocates and Respondent Departments/agencies. Application will facilitate this
coordination work by providing only return preparation and submission facility. The
application will initiate this process with issuance a Notice to respondent
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department/agencies. Notice will be prepared by application in predefined template and

served on email of respective official/HODs/OICs. In response of this notice department will
login on AG Office portal and get access of case file submit detail of OIC appointed for the
case. There will be separate form for written preparation, in which paragraph wise response
will be submitted and necessary factual contents, evidences, etc. will be attached with each
paragraph. Govt. Advocates will also be able to write specific remark on each paragraph that
will support/guide respondent departments to prepare response. Final response will be
exported in DOC format for final editing.
Once the response of the departments/agencies is submitted online, concerned OIC

will visit AG Office with Original records, if required. Concerned Govt. Advocate in AG Office,
will prepare final return in consultation with OICs. The system will also provide necessary
functioning for content typing of return by computer typist and real time review of content
by concerned advocate. This will reduce time of return preparation and save papers as well
as printing resources that are used in printing drafts. Final version of return will be printed
as per legal requirements and printed copy will be provided to OICs for pasting necessary
stamps and signing. Final Return will again be scanned and saved with file as electronic
record. Following are the functional specification but not limited to for this module:
1 Should provide separate workflow for Return Preparation Module
2 Should provide authorization code base login for OICs and Respondent departments.
3 Should provide user interface to submit para-wise reply on the petition/rejoinder to the
User department/OIC.
4 Should allow OIC/department to attach scanned copies of evidences and factual contents
with each reply paragraph of return.
5 Should support multiple files to attach with each paragraph and support all relevant file
formats i.e. PDF, JPG, PNG, DOC, etc.
6 Should provide access to see the return prepared by other respondents on same case and
other departments on similar case.
7 Should allow Departments to download Petition in PDF format.
8 Should provide facility for govt advocate to add guiding instruction with each paragraph,
so that departments can see and follow those while preparation of return.
9 Should provide facility to export paragraph wise return in predefined .DOC file template
for further editing.
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10 Should allow department/OIC to edit or modify the return any time.
10.1.5 Case File Management in different Sections of AG Office
At present, there are more than 3 lakh files available in AG Office Jabalpur, Indore
and Gwalior. These files are stored in common racks located in halls, rooms, corridors, etc.
without proper indexing. Storage capacity of these racks and vaults should be properly
indexed to be able to extract files in minimum time. Case File Management Module of the
application will define and track location of each and every file that is stored in racks and
vaults. Following are the functional specification but not limited to for this module:
1 Should allow storage locations (shelves) to be defined in the system by providing:

Location
Room
Capacity of the shelve
Any other nomenclature, as defined
2 Should automatically generate a sticker for the shelf. System should allow user to print
the sticker
3 Should allow a new directory / appropriate data structure to be created ,for storing data
about each new case, by providing:
Case number
Shelves where the case file has to be placed
4 Should allow the record keeper to search the case file by providing case number/party
name/ year etc.
5 Should suggest the shelves that can be allotted to the case
6 Should allow entries about records to be created by providing:

Case reference number
Record type
Brief description
7 Should attach the storage details to the case records in the system
8 Should allow record keeper to manually select a storage space as well
9 Should display a list of records matching the search criteria.
10 Should allow record keeper to issue case files to Law Officers/OIC/Staff.
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11 Should automatically generate a Receipt form for taking / receiving from the staff
12 Should automatically generate a unique transaction id for the transaction
13 Should automatically escalate and send alert, if Case file is not returned by the staff with
the in the stipulated return time
14 Should generate a printable acknowledgement for the transaction
15 Should allow record keeper to extend the return date of the record and provide
notes/comments for the same
16 Should be integrated with Case Allocation Module so that record keeper does not have
feed each case number that is listed for next hearing as well as Govt. Advocate to be
issued the file to.
17 Should arrange the Case Number list for next haring in a way, that enables record keeper
to take shortest way to extract multiple files.
18 Should maintain detailed record of inward and outward record/case file movement.
10.1.6 MIS
A comprehensive MIS providing details of high priority cases, compliance status,

hearing, court orders, pending tasks at various levels, etc. will be developed. Senior officials
of AG Office and respective department will be provided access to MIS module Following
are the functional specification but not limited to for this module:
S.No. Functional Specifications
1 System should allow configuration of MIS reports
1.1 Should allow only authorized officials to access the service.
1.2 Should allow creation and updating of MIS report templates. An indicative list of reports
to be generated is provided below:
MIS reports (Court Wise/AG Office Wise/Department wise/Case Category Wise/
Subject Category wise)
Cases filed in a specified period of time
Cases Disposed of in a specified period of time
Notices issued in a specified period of time
Returns prepared in a specific period of time
Cases listed for final hearing
Cases pending in a specified period of time
Cases pending for hearing.
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Category wise cases disposed in a specified period of time

Category wise cases pending in a specified period of time
Any other report as identified during study phase
1.3 Should allow configuration of the following properties of the MIS reports:
Frequency of generation
Recipient list
1.4 Should log all user actions
2 System should automatically generate and email MIS reports
2.1 Should automatically generate and email MIS reports as per defined frequency
2.2 Should allow authorized personnel to generate MIS reports as per need (dynamic
reporting)
2.3 Should log user actions
3 Reports generated should have various formatting, filtering and other features
3.1 Reports generated should be XML transformable.
3.2 Data extracted from the database should be able to be aggregated to form reporting
fields
3.3 Data should be able to be formatted for different types of views
3.4 Reports should support filters and drill down features
3.5 Reports should be convertible to multiple file formats
3.6 Users should be able to customize reports on demand and shall support filtering,
searching and sorting within a report
3.7 Users should be able to save reports so that they need not be re-generated every time
it is viewed
3.8 Should escalate MIS report on non-compliance to as per the escalation matrix
3.9 Should allow to create favourite list of MIS report by authenticated user
3.10 Should allow to configure the mandatory reports with frequency by the user
3.11 Should allow to configure the format with field level detail of the output reports
Should show reports arranged in ascending/descending order so that the attention

seeking record appears first
3.12
3.13 Should not allow to modify/delete the data of the MIS report
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10.1.7 Dashboard, Time-tracking and Alerts
To gauge the performance, the digital dashboards shall be designed to allow user
and senior officers to capture specific data points providing a "snapshot" of performance.
Digital dashboards will act as executive information system and allow users to see multiple
performance parameters on single screen and raise alarms/reminders for major events. The
system will track movement and processing of each and every case file as per defined
timelines. System will also support pre-defined rule-sets and algorithms to track files and
generate alerts accordingly in a way that enables AG Office to take necessary action at
appropriate time.
1 Should have integration with all other modules.
2 Should be able to receive information from each module.
3 Should view all the critical information for user in dashboard view.
4 Should show all the escalation of service level to users on dashboard view.
5 Should show critical KPIs pertaining to the logged-in user.
6 Should allow user to customize the view and content in dashboard
7 Should allow user to navigate from dashboard to corresponding MIS reports/ forms on
user action and also drill down and view various reports.
8 Should be able to provide dashboard view with graphs/ charts/ tables etc.
9 Should be able to provide alerts to user in the dashboard
10 Should be able to define and customize for individual roles/user groups.
10.1.8 Library Management Module
AG office has fully functional Library in each of the three office locations i.e.
Jabalpur, Indore and Gwalior. Each of such library, there are around 25000 book available.
All of these books are related to Law. Every morning, before hearing, law officers require
studying various books and they approach Library. It is very difficult for Library Management
Unit to serve law officers by searching, extracting and issuing books. Hence, Library
Management module should record all the details of books, present this detail before Law
Officers online, provide them facility to search appropriate books, check their availability in
Library, allow them to make request for book issuance online, alert them for return of books
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if dead line is close, etc. Following are the indicative functional requirements for this
module.
1. Should record details of Books and other library material and generate unique code for
each book.
2 Should have provision for adding, modifying, replacing and deleting books from record.
3 Should have provision defining record parameters of books.
4 Should have provision for writing-off the books.
5 Should print a bar coded sticker to paste on book immediately after registration.
6 Should have integration with Centralized User Authentication system.
7 Should provide local web based interface for users to search books and availability of
same in the library in real time.
8 Should allow library manager/executive to issue books to the users on system.
9 Should allow quickly record book information using bar code scanner for issuing and
receiving books from concerned user.
10 Should automatically track issued books as per timelines and rules defined by library
policy.
11 Should be able to send SMS alerts to users who delays in returning books.
12 Should generate periodic reports in the formats as defined by AG Office.
10.1.9 Web Portal
Web portal shall integrates all stakeholders involved in AG Office services by

providing access of both centralized and distributed applications. It will also offer various
middleware services (e.g., authentication, content management etc.). User shall require a
web browser with internet connectivity to interact with the online web based system.
Integrated portal shall have different views employee view, Law Officer view,
applicant/respondent Department view, etc. Following points outline key requirements of
the portal that shall be used by the external users:
1 Should have dedicated AG Office Internet Web Portal for all users and separate Intranet
Portal for each AG Office application access.
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2 The portal shall have security and identity management features like User
authentication, authorization, role based access etc.
3 Access Information about AG Offices, Services, Processes & Procedures, related

application forms, Announcements, Circulars & Notifications, Press releases, Acts/Bills,
FAQs, Policy Information (Privacy, Security), Feedback, Contact, Sitemap and such other
information that is useful for external users.
4 A personalized login and user interface for Govt. Departments
5 Instruction kits and online help detailing step by step instructions for using the portal,
form filling & submission, Correction facility for commonly encountered errors etc.
6 Facilitate downloading forms in standard formats, electronically pre-filled, print them

offline, and submit manually for various purposes in AG Office.
7 Facility to fill and submit para-wise return/response online along with attachments.
8 Facility to track status of a case
9 Automated SMS alerts for emergency response on court cases.
10 Shall provide powerful search features through the automatic categorization and
indexing functionality as provided by various portal applications.
11 Portal shall provide consistent look & feel to the users and the standards shall be defined
for content, structure and presentation of the portal and these standards should be
applied and followed throughout the portal.
12 It shall provide data caching at multiple levels including page/sections in the page, which
improves the performance of the portal, in terms of the speed at which content is
delivered to users, by caching frequently accessed information.
13 It should have import/export tools as well as APIs that will allow authorized users to
easily manage content and documents during staging, back-up, offline usage and
deployment.
14 It shall provide activity reporting facility for logging the user behavior and profile
information and also provide canned and ad-hoc reporting capabilities of the raw data.
User demographics and content navigation patterns are common reports that shall be
provided based on activity reporting function.
15 Ability to support personalization of the web content
16 Provide a tool for content management and the tool should allow automatic indexing and
searching portal
17 Shall have a separate link for the important websites: Shall facilitate the add links of the
important websites
18 Shall provide dedicated interface for external registered users (stakeholders) :
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- To access limited features and functions of AG Office Application.

- To access case information filed against them or by them.
- To submit draft response on the notices/petitions/appeals
- To upload documents/evidences/facts related to various cases.
- To communication with AG Office.
- To access dashboards and MIS Reports.
- Any other to meet functional requirement of the application system.
19 Ability to support XML, WML, SOAP by the solution to integrate with other systems
20 Should comply with W3C Accessibility Guidelines and GIGW published by Govt. of India.
10.1.10 User administration service
The functional specifications of the user administration system are provided below:
S.No Functional Specifications
1 Should allow only authorized system administrators to access this function
2 Shall facilitate the system administrator to Add, Delete, Modify, Password reset, Restrict
etc. For the user profiles
3 Ability to support role based access control
4 Ability to provide multiple roles for one user
5 Ability to configure the number of permissible log-in attempts
6 Ability to restrict data updation/deletion/creation only through application layer
7 Solution should comply with the Indian Information Technology Act
8 Ability to provide access level security for Entry forms at Field level - allow, Read only,
Hide
9 Ability to provide access level security for Entry forms at Transaction level -
allow/deny
10 Ability to provide access level security for reports at Transaction level - allow/ deny
11 Ability to provide authorization by transaction type
12 Ability to provide authorization by user name
13 Ability to provide automatic time out for entry transaction
14 Ability to provide time restriction on transactions
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15 Ability to provide user login with time restriction
16 Ability to provide automatic time out (log out) for user
17 Should allow the administrator to define access groups/create access policies
18 Should support defining of time or location based policies
19 Should support defining of fine-grained access control to service, functionality, file, page,
or objects
20 Should allow only authorized administrators to access this function
21 Should allow creation of new user accounts and should seek the general user inputs (as
required by application solution) for the same.
22 Should validate the inputs provided by the user and display an appropriate error message
if any of the inputs is not valid.
23 Should check if new user id to be created is already in use. If so, an appropriate error
message should be displayed
24 Should create a new user if the inputs provided are valid. The new user created must be
granted access to all the requested services. System should automatically generate a
password for the new user and email the login details to the email id provided or support
passwords based on password policies
25 Should allow deactivation of user accounts. The account entries should only be
passivated and should not be removed from the database on deactivation
26 Should allow updating of user accounts. The following should be possible:

Updating of user details
Resetting of password
Updating of the services to which the user has access
27 Should log user actions
28 Should have a self service module in which the user can modify his/her
personal/professional details.
29 The solution should have facilities for enforced-change of password after first-time login
including after password reset, automatic password outage after a fixed period of time,
maintenance of unique passwords that neither resemble login ID nor any of the
previously used passwords (last n passwords), a combination of upper & lower cases,
numbers and special characters, be of sufficient strength and not less than 6 characters
in length, etc.
30 The solution should auto-logout the user after a defined period (pre-configurable) of
non-interaction by the user with the system. All such logouts will cause the system to
save the data as a dirty-form for further work after a fresh login by the same user
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31 Should provide access to the self-service module post user-login
32 Should log user actions
33 The solution should provide Challenge-Response system to authenticate a user with a

forgotten password by using shared secrets.
All the above requirements are based on our internal study conducted without
keeping any application platform or ready to deploy product in the mind. These
requirements will be refined further during requirement gathering and system. Sole purpose
of defining functional and application level requirements here is to provide a fair idea on
project complexities and resource/solution requirements to that the prospective bidders
can effectively plan their solutions and present same in the bidding process. .
10.1.11 Lifecycle of Case files
Overall objective of the Case Management and Tracking System, is to track status of
each file at various stages of the Life Cycle of case files. Broadly, at each stage, the system
will record status of case in three parameters i.e. What to do next, Who will do it and By
what time it should be done. Following is a simple and at glance depiction of various stages
of Case File Life Cycle as well as requirements from new system at each level. Since it is a
high level view, various small processes and minor details are omitted from it.
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Case Management &

Case File Lifecycle Activities
Tracking Functions
Petition Receiving of Filing Petition Record keeping and scanning

Petition Recordkeeping Forward scanned copy to respondent
System automatically generates alerts by SMS and Email. Dashboard updated on real time basis. AG office tracks
Scrutiny and Preliminary Study departments
Obtaining Case No. from High Court Department see the petition online.
Case File Preparation Record Preliminary screening parameters
Start process of Return Preparation if case Connect Court Server to obtain Case No.
Petition Receiving or Filing is critical nature Initiate necessary workflow
Connect High Court Server for obtaining

Receiving Cause List from High Court Cause List
Allocation of Case as per Roster. Automated Allocation of cases among govt.
Extracting Case File from Record Room advocates.
Case not Initial Noting on Case File System helps in extracting case file and
Accepted Delivery of Case File to Advocate at home generate Case Hearing Sheet.
Study of Case by Advocate Online study of case files by advocates.
First Hearing Next day, hearing in Court Advocate fills Case hearing sheet and
Court instruction noted on Case File update same on system online.
System generate Notice and communicate

department online.
Issue notice to Respondent Departments
Dept. update OIC information on web portal.
Appointment of OIC by Department
OIC log in prepare parawise return online.
OIC Visit of AG Office, collect Case File
Advocate approves return content online.
from record room and meet with Advocate
OIC visit AG Office, finalize return with
Preparation of Return
Advocate and sign return.
Submission of Return in High Court.

overall status by MIS reports.

In bail cases, generate notices for calling
Return Submission case diary and maintain records.
Connect High Court Server for obtaining

Receiving Cause list from High Court Cause List
Searching of Case file in Record Room Automated Allocation of cases among govt.
Allocation of Case advocates.
Court Hearing System helps in extracting case file and
Interlocutory Orders generate Case Hearing Sheet.
Appeal or Review
Adjoinder Rejoinder Online study of case files by advocates.

Case listed for Final Hearing Advocate fills Case hearing sheet and
Motion Hearing update same on system online.
System obtains order copy from high court

server.
Judgment passed on case Advocate writes his opinion on system.
Obtain copy from High Court System generate a letter to department
Advocate writes his opinion on case to Department online consult with Law
concerned department Department
Final Judgment by Court Department update its decision online.
Judgment not in Favour
Department decides whether to go for

Appeal or comply the court order.
Either department comply on Court order or
Advocate file fresh appeal/review petition in
Judgment in Favour
Appeal or Compliance Court

Decision by Govt.
Order Compliance
Advocate define compliance parameter on

Department takes necessary action in system with timelines.
compliance of Court Order Department update status of compliance
Compliance
End
10.2 Functional Performance Requirements

The expected load on the system is as follows:
1. Expected numbers of internal users of the system will be around 200 (90 users in
Jabalpur, 60 users in Indore and 50 users in Gwalior AG Offices) that include all the
law officers, Stenos, Section, HR, Accounts, Library, ect. System should have
provisions to add new internal users as and when required. Number of such
additional users will not be more than 30% in next 3 years after go live.
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2. Expected number of internal concurrent users will be around 100. Internal

concurrent users will increase only in cases further enhancement in the system.
3. Expected numbers of external users during the first year are 1000 and User volume
is expected to grow @10% per annum. Expected numbers of concurrent users during
the first year shall not be more than 200 for modules/applications related to external
users (Govt. Department/agencies)
4. The proposed solution should provide the facility for online accessing (from outside
of the AG Offices) of various Application services to the respondent departments and
law officers.
5. The application software should be designed to cater to this load without any
degradation of performance as explained above.
6. The system should utilize a database schema and design that is capable of handling
current and future loads as indicated above (should be scalable).
7. System should be upwardly scalable in the event of increased usage of the system or
new business requirements.
10.3 TECHNICAL REQUIREMENTS
10.3.1 Solution Framework
Indicative solution architecture of the envisaged AG Office Application system is

shown in the figure below. The schematic diagram represents the overall solution
architecture of the Project. The IA shall propose a relevant solution in his proposal that best
suits the required functionality.
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Petitioner's Counsel Govt. Advocate AG Office Staff OIC Govt. Department
Application
Front Office Desk Mobile Web Portal
Interface
Internet/Intranet
Date Security
Gateways
Layer Layer
SMTP
SMTP
Gateway
Gateway SMS Gateway SSDG Web Gateway
Data Aggregation
Authentication
Policies, Guidelines and Standards
Presentation
Layer
SMTP
Cache Gateway
Management Content Management Personalization
Authorization
Repository
Content
Library
Service Layer
Single Sign-on
Case Management Case Tracking

Management
Repository
Document
User Admin Mail/SMS MIS
Management and Monitoring Services
Centralized
Database
CCTNS
External linkages Integration with High Court Server
Jail
FIGURE 1: COMPREHENSIVE VIEW OF APPLICATION FRAMEWORK
Above Figure brings out a conceptual architecture of the system. Please note that
the architecture depicted above is holistic representation on implementation of all
components of Application Framework, and not just of a few components. Implementing
agency will be given opportunity to modify this framework in consultation with AG Office
Technical Team for better fitment with the proposed solution.
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10.3.2 Users
The first user group is the application users. Key requirement of the application users
is shown in table below. The users of Application include all the employees of the AG Office.
Group Users Purpose
AG Office Users AG, Addl. AG and Dy. AG Case tracking and issuing online instructions
Dy Secretary, Under Secretary Office Administration
Law Officers Case study and noting
Civil Section Case Processing
Writ Petition Section Case Processing
Criminal Section Case Processing
Library Section Library Management
Other Staff HR and Payroll
OIC/HOD Case study, submission of written and

communication with Law Officers
Govt. Department/ OIC/HOD Case study, submission of written and

Agencies communication with Law Officers
More users may be added by IA as per requirement of the solution proposed and as per need
generated during system study.
10.3.3 Access Channels
Application services shall be accessed through various channels. Intranet based

Application interface would be the main access channel for most of the services by AG
Office. For external users, the access channel would be AG Office web portal. All status
updates and alerts on cases shall be provided through SMSes and emails. The internal users
are expected to use the back-office portal for various services.
10.3.4 Gateways
The various gateways act as interfaces to the users and service layer. The gateways
include web gateway, SSDG (State Service Delivery gateway), SMS gateway and SMTP
gateway. These gateways essentially enable the access to AG Office services through access
channels.
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10.3.5 Presentation Layer
The communication between AG Office and other actors that communicate with the
Application is performed via Web Services. The presentation layer components extract the
data from the services and presents to the user in a personalized format. When a user
places any service request, these service interfaces invoke the respective applications and
data returned by the application and presented to the user in a readable format.
10.3.6 Services Layer
This layer basically consists of actual modules of the system in the e-enabled
scenario. Conceptually, the system can be conceived as a synthesis of inter-linked
information systems for the AG Office business areas. In other words, each information
system pertaining to a business area would together make the system. Further it is
proposed and is required through this project to roll out a portal that will, in course of time,
emerge as the most preferred point of reference for information on AG Office. To place this
module in the overall context, the portal is identified as Main Module since this would be
module shared among all the other modules and yet have its own development
requirements.
10.3.7 Security Layer
Security is the critical component of the solution architecture. Single Sign On (SSO)
and Role based access are achieved through the identity assertion, credential management
and directory services components. Security layer components should adhere to the
standards for the security management as prescribed in this volume of the RFP.
10.3.8 Data layer
Applications and users use this layer for the data access; it contains the data access
logic agents and service agents through Data aggregation component. Data management
shall be performed through the document and content repository. The physical data used by
the system resides in this layer.
10.3.9 Policies, Guidelines and Standards
Policy and guidelines are the guiding principles for the overall Application
architecture. Any component envisaged should strictly adhere to the policies and guidelines
laid out. The solution shall follow open standards and other technology standards
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10.3.10 External Interfaces
The application should easily interface with the external systems. External systems
include High Court (e-Courts), Police (CCTNS), Jail, etc. government systems that interact
with the AG Office. Application should be able to interact with various external systems
through application level integration. It should also be interoperable and should comply
with open standards for an easy integration. At present, State Service Delivery Gateway
(SSDG) project is being implemented in Madhya Pradesh, which may take some time to get
fully integrate with department level eGovernance Systems. The application system should
be able to integrate with SSDG in future. SSDG framework is very generic, which may be
studied on NeGP portal.
AG Offices regularly interact with High Court and most of information necessary for
AG Office Application, is generated by High Court. Scanned copy of case files and court
orders shall also be extracted from High Court Database for AG Office Application. Following
data will be extracted or synchronized from High Court Database:
Newly registered cases

Daily and Weekly Cause List
Case file detail of pending/decided Cases One time data migration
Case file updates.
Scanned record of Case files and High Court Orders
All the cases submitted in the High Court, comprises a "computer sheet" duly filled by the
appellant, applicant or petitioner or by his advocate. This computer sheet contains following
information
1) Class of the Case,

2) Case Number (to be filled by the Registry),
3) Whether cognizable by a division bench or a single bench (to be filled by the
Registry),
4) Name of the first party on either side,
5) Date of filing,
6) Date of Registration (to be filled by the Registry),
7) Subject Matter,
8) Provision of law,
9) Subject Category Code, (As per Annexure)
10) Name and State Bar Council Enrollment Number of the main advocate,
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11) Name & State Bar Council Enrollment Number of other advocate (s) signing
vakalatnama,
12) Particulars of the lower Court, Authority or Tribunal etc., i.e.- (a) name, (b)
designation, (c) case, file / order number, (d) date of impugned judgment / order,
13) Whether the appellant, applicant or petitioner is desirous of getting the matter
settled through any of the alternative modes of dispute resolution,
14) Caveat notice, whether received,
15) Name and signature of the advocate filing main case.
Information in above fields, is recorded in High Court computers. All the case records
related to AG Office will be provided by High Court to AG Office in above fields. IA shall
migrate above information in AG Office system. This information will be updated on periodic
basis from High Court Server. This data will become the initial record of all the case files
available in AG Office. IA will be required to update AG Office information from case files in
the additional fields of this data table. Case number will be the unique reference key for all
the updation and correlation with other data to be received from High Court.
AG Office will also require dedicated application interface for Crime and Criminal
Tracking Network System (CCTNS) project for calling case diaries. Similarly, AG Office may
also require an interface for Jail department to call necessary information for court cases.
10.3.11 Hosting
AG Office application shall work on centralized architecture, in which application and

database, both shall be hosted in the SDC. All the AG offices and High Court will be
connected to SDC through SWAN. The application shall be accessed through the back office
portal via a secure communication (HTTPS protocol). AG Office Portal shall also be hosted in
State Data Centre.
Expected data size is approximately 500 GB for first 2 years in AG Office Jabalpur and
300 GB for first 2 years in AG office Indore and Gwalior each. Approximately 3 GB Data
would be required for AG Office Web portal in SDC. Data is expected to grow at the rate of
20% per year after 2 year. Solution will be scalable enough to accommodate minimum 10
years of data. Hence a provision of 3 TB storage space should be made in the SDC for same.
11 Testing and Quality Assurance Requirements

All recommend levels of testing shall be conducted at appropriate sites. Testing must
demonstrate that the new system:
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Satisfy the technical performance requirements and system functional

requirements.
Perform according to detailed functional requirements
Meet the basic system concepts
Satisfy the operational and technical performance criteria
Provide right information to each user group or provide the efficient system
navigation to process various queries or process transactions
The Implementation Agency must undertake the following:
Outline the methodology that will be used for testing the system
Define the various levels or types of testing that will be performed for system
Provide necessary checklist/documentation that will be required for testing the
system
Describe any technique that will be used for testing the system
Describe how the testing methodology will confirm to requirements of each of
the functionalities.
Indicate how one will demonstrate to AG Office that all applications installed in
the system have been tested
Competent Authority from AG Office shall issue installation completion certificate to

Implementation Agency after successful installation.
11.1 INSPECTION
11.1.1 Inspections following delivery:
AG Office shall appoint an officer to conduct a thorough physical inspection of all the
products delivered by the supplier to ensure that the delivered equipment is free from
physical damage including but not limited to crushed or broken equipment, missing seals,
opened packages and incomplete shipments. AG Office reserves the right to return the
products to the Supplier at the suppliers expense.
Physical inspection of hardware will also include physical checking, unpacking and
counting of the delivered equipment by AG Office staff in presence of the IA. Supplied
equipments will only be acceptable as correct when each received item corresponds with
the checklist that will be prepared by the IA (and approved by AG Office or its
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representatives) prior to shipment. Any shortfalls in terms of number of items received may
render the delivered equipment incomplete.
11.2 OPERATIONAL ACCEPTANCE TEST

Functionality: Test that the functional requirements specified for the system are
actually met. All functions must be tested when user provides inputs with correct
and incorrect inputs and testing of formats:
Unit Test: Each module or component should be fully tested independently
before integration.
System Test:
o All specified functionality should be tested. This testing verifies the
program's functionality and performance with respect to the
requirements for the software.
o All system functions, including those that are accessed through menus,
should be tested
Security-Attempt to break the password, Time-out facility on dormant
menu/screen etc. shall be tested."
Stress Test: Finding errors that will show themselves under certain combinations
of events or data values. Heavy repeating of certain actions or inputs
Reliability Testing: Testing the system for prolonged use at varying levels, or,
possibly, constant value at peak level
Performance Testing: Testing to probe the system against prescribed timing
should be tested.
Audit Trail: Tracking critical transactions and Logging all critical errors should be
tested.
Multi-User Capability: Test that the application system can support several users,
sessions and prescribed load.
Volume Test: Test to submit the system to large volumes of data
System Integration Test: System would be tested with respect to integration,
testing all the integration requirements between various modules and sub-
modules
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Compatibility and Configuration Testing: Operating System and Data Base

Compatibility Hardware and Network Compatibility Checking Compliance with
Standards Test the compatibility of data to the higher version, as and when
applicable
Graphical User Interface (GUI) Test: The system will be tested for GUI which will
include, but will not be limited to, Menus, Message Boxes, Keyboard Interface,
Cursor Management, Visual Design, etc.
User Acceptance Tests (UAT): AG Office will form different user groups which
shall be headed by a competent officer appointed by AG Office for the UAT.
These user groups would test the application for the functionality, reliability and
all other related tests. Once the users are completely satisfied with the
application, Implementation Agency should take a formal sign off from the
competent officer appointed by AG Office for acceptance of each module. Based
on the sign off and user feedback, AG Office would issue UAT certification to the
Implementation Agency for that particular module/ sub-module.
11.3 TEST DOCUMENTATION

Test procedures, test data, and test results should be documented in a manner
permitting objective pass/fail decisions to be reached. They should also be suitable for
review and objective decision making subsequent to running the test, and they should be
suitable for use in any subsequent regression testing.
Errors detected during testing should be logged, classified, reviewed, and resolved
prior to release of the software. Software error data that is collected and analyzed during a
development life cycle may be used to determine the suitability of the software product for
release and installation. Test reports should comply with the requirements of the
corresponding test plans.
The acceptance tests must demonstrate that the Implementation Agency has met
each and every requirement specified within the RFP and contract and has delivered an
effective operational system
11.4 COMPLETE SYSTEM ACCEPTANCE

At the end of the system acceptance period, AG office will acknowledge complete
system acceptance in writing to the IA upon completion of the following:
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Sign off from the competent authority of AG Office after completion of project
activities like installation of hardware, software, data entry, data migration, data
scanning, training, etc.
All required activities as defined in the bid document including all changes
agreed by AG Office are delivered by the Implementation Agency and accepted
by AG Office.
All required system functionality as defined in the bid document including all
changes agreed by AG Office and delivered by the Implementation Agency and
accepted by AG Office.
All required documentation as defined in this bid document including all changes
agreed by AG Office and delivered by the Implementation Agency and accepted
by AG Office.
All required training as defined in this bid document including all changes agreed
by AG Office and delivered by the Implementation Agency and accepted by AG
Office.
All identified shortcomings/defects in the systems have been addressed to
complete satisfaction of AG Office
Certification by a third party testing agency if appointed by AG Office.
In order to accept the system, AG Office (Project Operation Committee) must be

satisfied that all of the work has been completed and delivered with complete satisfaction
and that all aspects of the system perform acceptably.
The functional/logical acceptance of the system will only be certified when the
proposed system is installed and configured according to the design and that all the detailed
procedures of operating them have been carried out by the Implementation Agency in the
presence of AG Office Staff.
11.5 AUDIT & CERTIFICATION

AG Office will undertake an exercise of Audit and Certification of the system through
STQC, as soon as the IA declares the completion of system implementation. Third party
certification is also required for application/web portal hosting in State Data Centre. The
following methodology will be adopted by the IA:
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AG Office shall nominate STQC for conducting audit and certification, upon
intimation by the IA that the system implementation is complete. AG Office will
bear the cost of STQC certification and payment will directly be made to STQC by
AG Office.
The system shall also be audited through a CERT-in enrolled agency for security
audit. This security audit is essential for application hosting in State Data Centre.
Cost of security audit will born by IA.
The agencies nominated by AG Office shall establish appropriate processes for
notifying the IA of any deviations from the norms, standards or guidelines at the
earliest instance, after noticing the same, to enable the IA to take corrective
action.
IA shall extend all support to AG Office nominated Third Party Audit Agency
(TPAA) for all the activities related to audit and certification.
All changes suggested by the audit agency shall be implemented by the IA upon
acceptance and approval by the AG Office.
Third Party Auditor will issue certificate and on basis of same, AG office will issue
completion certificate to IA.
12 Data Digitization and Migration

Data Digitization in the context of this RFP, refers to Data Entry, Validation, and
migration of data from the legacy system to the new database schema, scanning of
documents, linking and tagging the scanned documents to the relevant records in the AG
Office Application and conformance to quality control requirements. A record in the context
of data digitization shall refer to a collection of data fields of a data unit.
A comprehensive data mapping exercise must be undertaken before embarking on

data migration. A good data map will detail an in-depth cross-referencing of all mutual fields
across the source system and the target system. Ideally it should include:
Names of applicable to and from fields

Lengths and data types of these fields,
Mapping of relationships between entities,
Check on the constraints, unique fields and integrity checks,
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Any logic involved in mapping such as string truncations or validations against

any business rules.
In order to effectively perform data assessment and cleaning, it is important that the
data migration team is sufficiently familiar with existing data structures of the source
registers/databases.
The Implementation Agency shall be responsible for digitization of all the records as
specified below. However, Implementation Agency shall be required to estimate the exact
number of registers and quantum of the digitization during assessment of the project
requirements.
The rough estimate of the quantum of work (number of records) for some of the
data elements is mentioned in following Table. Implementation Agency shall
digitize/migrate all case files and service records of AG Offices pertaining to the project.
Bidder should submit data digitization/ migration plan in his/her bid, detailing all the
activities to be performed during the data digitization. Indicative broad activities to be
performed by the Implementation Agency (IA) are as follows
An assessment should be done to identify the database requirements for the

software envisaged for the project. The data requirements in terms of master
data and transaction data need to be identified, which is required for the
envisaged solution.
Deploying the data entry software having following features:
o The software, for performing data entry, must be properly designed after
an adequate study of the data to be digitized. The software must have
adequate validations built in to reduce errors during data entry.
o The software deployed must be adequately tested before deployment. It
is preferable to test the data using live data from some of the
departments records that shall be available in digitized format by then.
o Appropriate controls such as audit trail etc. must be built into the
software to ensure that changes to the entered data are tracked.
Data entry of all legacy data for all the AG Offices including case files etc. need to
be done to acceptable quality and standards as prescribed in this RFP.
Data digitization should be carried at the premises of that particular AG Office
only.
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Development of merged database structure

Porting of all the data into the database
Final updating of the single database
Following table shows the detail of Data Digitization and Migration Requirements
Sr.No. Type of Data Measurement Total units Remarks

unit
1 Library Books Books Record 75,000 Book record will include Book
Details Name, Publisher, Publishing year,
Category, Type, No. of pages, price,
etc.
2 Case Files File 3,00,000 Basic parameters of these case files

are already digitized by High Court.
This data will be provided to IA.
Additional fields like Case
Proceedings, dates of earlier
hearings, law officer appeared
before court, etc. shall be created
for data entry.
Scanning of Case files is not
required.
Estimated unit/record size for data digitization:
Library Book Detail: Estimated size of a record to capture detail of one book is 300
Character.
Case File Proceedings: Estimated size of a record to digitize case proceedings of a single file
is 100 Character. It includes on an average last 5 dates of hearing, Kind of instruction
received from court (if any) in the hearing, Kind of action taken in compliance (if any) after
hearing."
All the original case files remain in custody of respective High Courts. AG Office
maintains a copy of these case files for the purpose of study and processing. Basic
parameters of a case file i.e. Case Number, Petitioners, respondents, case category, subject
matter, filing date, etc. is already digitized by High Court. At present, scanning work of paper
records (of case files) is in process by High Court, which may take 2-3 years to complete. AG
Office will be provided access to this record by High Court. Thus, fresh data entry or
scanning of case files is not required.
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13 Change Management & Capacity Building
13.1 CHANGE MANAGEMENT

Overall success of the project depends on effective Change Management strategies.
IA shall be required to develop a comprehensive Change Management and Training Plan and
submit it to AG office for proper sign-off before starting such activities.
One of the key requirements of implementing a change management plan in the AG

Offices is to identify Early Adopters of the new processes and environment at the offices.
These Early Adopters would form part of the Change Management Team along with the
change experts and act as change agents to spearhead the change process. Teams assisting
in specific interventions should be formed with the early adopters. It is essential that a core
Change Management team is formed which is responsible for managing change and building
capacity of employees post implementation of the transformation process. The Change
Management core team will have support teams with functional experts from their
respective areas and change agents. The following three support teams can be formed:
1. Training Team
2. Process & Procedure Team
3. Communication & Other Interventions Team
Effective change agents at the project locations (members of the Change
Management Teams) must possess the skills required to complete the following tasks:
Explain the process and system change and its implications to employees
Focus on the smaller issues of change at AG Office
Solicit and monitor the workforce support for change
Provide honest information regarding the change process
Effective communication mechanism can be an excellent tool for any change
management exercise. During a change process employees are undergoing a transition
phase and are resisting the changing environment for a multitude of reasons. Employees are
the central focus of the change management and communication plan. For successful
project implementation, change management strategies should particularly aim at
supporting those who will be most affected by the change of processes and systems.
The objectives of the communication in a change management plan are to:

Use communication mechanisms for providing the employees with critical
information, feedback mechanisms and support during the change of system.
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Ensure least resistance from employees with regard to proposed changes in the
processes and systems.
Provide confidence to the employees about the change process and its benefits.
The most common concern of the employees is often "Whats in it for me?"The
communication process should be robust enough to answer the query and provide
employees with the assurance that change is beneficial for them. The following messages
are some of the benefits that employees should gain from Communication and Change
Management exercise:
Uniform work procedures / system for employees leading to rationalization of

workload
Skill enhancement through training of the employees (Procedures and technology)
Higher productivity and more efficiency
Recognition to efficient employees through a recognition program
Better office environment and infrastructure due to proposed changes
Incentives and Reward mechanisms shall be used as an effective means of increasing

the motivation levels of the employees and also effectively engaging them by making them
feel involved in the Change Process. Employee Reward and Recognition Programs are a
proven method of achieving sustained employee participation in large scale intervention
projects. The purpose of employee recognition award programs is to say "thank you," "well
done," "we value you as an employee." Therefore, various incentive and reward mechanism
will be implemented of incentive and rewards scheme program in discussions with key
stakeholders.
13.2 CAPACITY BUILDING

One of the key tasks of the Change Management team will be to implement capacity
building measures in light of the new skills required in a transformed environment. Training
is an effective tool for skill building and creating an interest around the concept of the
Project, especially where processes have changed or new skills are required. IA will prepare
a comprehensive training plan to conduct training programmes and to assess the efficacy of
the imparted training. The list of training interventions, number of users to be trained,
number of batches, duration and frequency of such trainings for the stakeholder group are
mentioned below. The IA shall be required to prepare a comprehensive Training Plan and
sign-off same with AG Office. The IA will be responsible for providing these trainings,
Training material / kits and teaching aids.
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Training delivery will be conducted at offices/sites as per the convenience of AG

Office. This will happen in logically made groups of attendees and will be finalized by the
Implementation Agency in consultation with the department.
13.2.1 AG Office Orientation Training
The AG Office Orientation Training is envisaged to be conducted for all the AG

Offices in Jabalpur. The orientation training program is expected to generate awareness
about the project across all levels of the hierarchy. The program outline is to communicate
the objective of the project to AG Office Staff. The Orientation Programme will for One day
and following broad areas will be covered:
Overview of e-Governance
Vision, Objective & Interventions of the Project
Scope of the Project
Proposed Solution
Roles & Responsibilities of officials
Typical workflow envisaged under the Project
Benefits emanating from the project to government officials
13.2.2 Technical Trainings
The technical trainings are dependent upon the technology finalized and the
implementation plan for the same. Technical Trainings shall mainly be imparted to following
three user groups:
End User: These shall be the groups of employees who will be the actual users of the
technology implemented. End users may vary depending upon the types of users and
the span of control which they will be exercising. End User training will be conducted
when the whole system is ready to be implemented. The aim should be to ensure
that all users of the system are trained at least 2 weeks in advance of the actual
system implementation. End user technical training should be at least 1 days. IA may
increase training duration depending upon the technology implemented.
Process Owner: These will be the employee groups who know the process and can
be termed as "Process Champions". They are aware of the change and can guide
others and help them with issues etc. as and when they crop up. Process Owner
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training should be at-least 1 days which may happen prior or parallel to the process
implementation phase.
Super User Training: Super User Training pertains to the core group who will be the
administrators of the processes, who will grant permissions and give access for extra
modules etc. This user group will need training on certain extra modules which gives
them administrator rights and the usage emphasis as well. There is no minimum
fixed time for this training. IA may decide it as per need and technology
implemented. Ideally, IA should identify Super Users in the initial phase of the
project and involve them in throughout design and development process.
13.2.3 Core Application Training for Operational Level Staff
The previous trainings were on general usage of computers, whereas the following training
will happen on the project software itself. This training is for training the operational staff to
enable them posting the data to applications and use the software. This will be a 2 days
training with following contents:
Establishing revised roles and responsibilities of concerned actors
Developing action and activities list interactively
Understanding the revised method of performing action and activity
Identification of deletion of action and activity
Modifications in action and activity
Additions in action and activity
Identification of action and activity associated with use of computers
Specific modules of the Project application through screen shots
Commands key board and mouse roll over
Specific module based training for the concerned process officials on use, working,
authenticity and implementation of access control methods and tools
Awareness on Security Policies
Implementation Agency should ensure that the knowledge transfer to the staff at AG
Office happens effectively post training, during the project implementation and
maintenance phase as well.
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13.2.4 Indicative List Training Interventions

Sr. Trainings Duration User Details No. of No. of
No users for batche
training s
1 Change Sensitization training One Day Addl. AGs, Dy. AGs, Advocates, 80 4
Panel Advocates, Officers from
Law Department
2 Core Application Training Half Day Addl. AGs, Dy. AGs, Advocates 250 10
and AG Office Staff
3 Technical training on Application 2 Days AG Office Technical Unit and 25 1
Maintenance, User Management, PMU
Hardware Maintenance, Network
troubleshooting, Backup & Restore,
Data digitization handholding, SLA
Monitoring, etc.
Training material / kits to be used in trainings will be arranged by the

Implementation Agency. IA should provision for same while calculating the cost
of training.
Training delivery will be conducted at offices / sites as per the convenience of AG
Office. This will happen in logically made groups of attendees and will be
finalized by the Implementation Agency in consultation with the AG Office.
Implementation Agency should ensure that the knowledge transfer to the staff at
AG Office happens effectively post training, during the project implementation
and maintenance phase as well.
14 Operations and Maintenance Support

The IA shall adopt an integrated service model for providing O&M services. The IA
shall be responsible for end to end provision of O&M services including planning, delivery
and execution of services during the contract period of 5 years from Go-live. The IA shall
deploy the required resources and is responsible for:
1. Application maintenance and support services for the solution to meet the
desired service levels
2. Annual Technical Support (ATS) for all the licensed software
3. Warranty & AMC support for all the new hardware procured as part of this RFP
4. Operations and maintenance services for the server and related infrastructure
supplied and commissioned by the IA for the application at the Data Centres.
5. Operations & Maintenance services for Video Conferencing Solution
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6. A Technical helpdesk has to be established by the IA.

7. Handholding Support for the end users at the Client Sites
8. Training & Change Management
9. SLA Monitoring and Management Services
10. During performance of the term of the agreement, the IA shall offer to the AG
Office all new versions, releases, and updates of Standard Software, as well as
related documentation and technical support services. In no case will the prices
for such updates/softwares exceed those quoted by the IA in the commercial
forms in the bid. However during Exit Management the IA should install all new
versions, releases, and updates of Standard Software prevailing at the time of
exit.
15 Change Request Handeling

1. After go-live (during O&M phase), if AG Office wants any modification/change in
any feature, interface, function, etc. of the application software, it will raise
Change Request in the format as prescribed by IA.
2. IA will study the Change Request and submit Change Request Handling estimate
including time and efforts in terms of "Man Hours" to AG Office.
3. All such Change Request Handling estimates will be discussed and approved by a
Technical Committee for Change Request.
4. Technical Committee for Change Request will be constituted by State IT
department, in which AG Office and IA will nominate their technical experts
having good understanding of the technology and application development tools
used in AG Office application.
5. IA will present Change Request Handling process and efforts in detail with
relevant part of SRS, DB modules and third party integration need (if any) before
technical committee. The Committee will seek justification behind proposed Man
Hours by IA. It is duty of IA representative to satisfy Technical Committee
member for its judicious and genuine estimation of efforts.
6. Decision of Technical Committee for Change Request will be the final for both
the parties. If IA is not satisfied with the decision of Technical Committee, it can
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raise representation before Project Operation Committee of AG Office. All

Change Request handling related issues will be resolved in mutual consent of IA
and AG Office.
7. IA will put best possible efforts to handle change request in given time and
submit a report on same.
8. AG Office will evaluate the change in terms the Change request raised initially
and approve same.
9. After receiving approval from AG Office, the IA will raise invoice for the payment
as per rates quoted in the financial bid.
16 SLA Management Tool(s)

IA shall supply, install and configure SLA management and monitoring tool for the
Project. This SLA Management tool should have following features:
SLA management tool should be able to monitor the all the service levels defined
in the service level agreement.
The proposed solution should provide comprehensive and end-to-end
management of all the components for each service including Network, Systems,
Databases and Application infrastructure.
The proposed SLA management tools should automatically document problems
and interruptions for services and provide the consolidated violations as per the
SLA
The Tool should allow changing the parameters of the measurement and should
allow adding new SLAs on need basis.
SLA management tool should enable the AG Office to have a unified view of the
entire system SLA at single console.
The proposed solution should provide the following performance reports.
o Executive Summary report that gives an overall view of a group of
elements, showing volume and other important metrics for the
technology being viewed.
o Capacity Planning report which provides a view of under-and-over-
utilized elements.
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o Service Level report that shows the elements with the worst availability
and worst response time-the two leading metrics used to monitor SLAs.
o The proposed system must have a built-in report authoring tool which
will enable complete customization flexibility of performance reports.
o The tool should provide an integrated performance view for all the
managed systems and networks along with the various threshold
violations alarms in them. It should be possible to drill-down into the
performance view to execute context specific reports.
The proposed tool should be able to monitor various operating system
parameters such as processors, memory, files, processes, file systems, etc. where
applicable, using agents on the servers to be monitored.
The proposed solution should provide self-monitoring wherein it will track critical
status such as
o CPU utilization
o Memory capacity
o File system space and other important data.
17 Project Support Manpower

IA shall deploy Project Support Staff for Operations and Maintenance of the new
system. Though IA shall be responsible for overall support activities during 5 years O&M
phase, but following minimum project support manpower shall essentially be deployed by
IA in AG Office during O&M Phase.
Sr. Manpower Type AG Office Location

No.
Jabalpur Indore Gwalior
1 System Engineer 1 1 1
Should be qualified as Engineering in Computer
Science or MCA and have at least 2 years of
relevant IT industry experience in the field of
Network / Databases and other related areas. IA
should involve them in all the project activities
since beginning of the project, so that they can
easily take-up and coordinate for Project related
work.
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System Engineer will assist in O&M Activities and

perform operations related to Troubleshooting,
technical handholding, regular backup,
Data/Network security jobs, etc.
18 Data and information security requirements

Since AG Office deals with the cases filed in High Court that pertains to Govt. of MP,
it shall be a paramount responsibility of IA to maintain confidentiality of data. Hence, a
strong and comprehensive information security policy based on leading standards such as
ISO 27001 and guidelines from Department of Information Technology (DIT) would need to
be defined and implemented by the IA. The same should be approved by AG Office and
must be adhered by IA at all times during the currency of the contract. At the minimum the
policy should define the following guidelines:
18.1 INVENTORY OF ASSETS

An inventory of all hardware and software assets should be maintained electronically
using a software tool and kept updated centrally. Reports should be available periodically
and as desired by AG Office.
18.2 INFORMATION CLASSIFICATION

Information within the system should be classified as:
Public
Confidential
Restricted
Access to the information should be provided based on the classification of the

information. Data owners should nominate appropriate information classification on their
data and should review information classification periodically to determine if current
classification levels are valid.
18.3 HUMAN RESOURCE SECURITY

Background check should be performed on all individuals for whom access to the
system is requested. Access should be revoked when a user leaves the
organization or does not require access to the application.
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User accounts of any outsourced agency personnel should include an automatic

account expiration date, set at no longer than 6 months from their start date or
till expiry of contract whichever is earlier.
Any personnel who becomes aware of any loss, compromise, or possible
compromise of information, or any other incident which has information security
implications, will immediately report the incident to the designated IT in-charge.
Any personnel found violating the IS policy, would be penalized.
18.4 PHYSICAL AND ENVIRONMENTAL SECURITY

All information storage media (e.g. hard disks, pen drive, floppy disks, magnetic
tapes and CD-ROMs) containing sensitive or confidential data will be physically
secured, when not in use.
Security inspections should be made periodically.
18.5 COMMUNICATIONS AND OPERATIONS MANAGEMENT

All operations performed by third parties should be monitored periodically.
Backup of all critical data should be taken periodically.
18.6 ACCESS CONTROL

Access to the application should be given only after approval from application
owner and the competent authority.
The access should be on a role basis rather than designation.
The access control policy should cover:
1. Identification
2. Authentication
3. Authorization and Access Control
4. Administration
5. Audit
19 Documentation requirements
IA shall be responsible for preparation of documents including User Manuals,
Operations Manual, Administration Manual, Security Manual, Application Support Guide
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and others (if any) as per industry best practices and acceptable standards (e.g. IEEE/ISO
specifications for documentation).
19.1 End User Documents

Documentation will be supplied and maintained by the Implementation Agency
during the project. The ownership of all documents, supplied by the Implementation
Agency, will be with AG Office. The electronic copies shall be submitted along with all the
paper documents and manuals, required for operating and configuring the system. The
documents provided must include at least: User Manual (both online and paper copies)
providing detailed instructions on how to use the software. In addition, it describes how to
access, submit inputs to, and interpret outputs from the application System installation
guide including the configuration of the supplied infrastructure. User will have the rights to
duplicate the hardcopy and soft copy for the documents created by the Implementation
Agency without any financial and legal implications.
19.2 Technical Documents

The Implementation Agency shall supply operation and maintenance manuals for all
the deliverables. These shall be in such details as to enable AG Office to operate, maintain,
adjust and fix the system etc. The manuals etc. for all deliverables shall be in English and in
soft and hard copy and equal to the number of the deliverables.
The Implementation Agency must ensure that the Application components being
developed are thoroughly documented with comprehensive manuals and adhere to
standard methodologies in software development as per ISO and/or CMM models. The
documents including but not limited to are:
Quality Assurance Plan Documenting the planned and systematic pattern of all
actions necessary to assure confidence that the software developed will conform
to the AG Office functional and technical requirements.
Interface Control Document Documenting the interface characteristics of one or
more systems and documents agreements between interface owners. It contains
information on both the physical and data element requirements that are
necessary to make the transfer of information between systems feasible.
Test Plan Containing information on the software test environment to be used
for independent testing, the test cases to be performed, and the overall testing
Page 70
schedule. This includes methodology, schedule, resources, tools, procedures,

environment definition, test cases, and software test results.
Systems Manual Detailing the data structure, table, forms and report structures.
Installation and maintenance manual for the servers and other hardware
Operations Manual providing instructions for installing the application,
troubleshooting, interpreting message logs, and FAQs (Frequently Asked
Questions).
Trouble Shooting Guide/ Handbook for Helpdesk which describes the various
trouble shooting methods.
20 Project Deliverable
The Implementation Agency has to deliver the following deliverables to AG Office as
part of an assurance to fulfill the obligations under the SLA. The table given below may not
be exhaustive and IA is responsible to provide all those deliverables which may be specified
in this RFP but not listed here and those agreed by IA in response to any request from AG
Office. The timelines for producing each of these deliverables will be in line and closely
linked with the overall project timeline as indicated in this RFP. Any conflict with respect to
the project and/or deliverable timelines will have to be resolved by IA in consultation with
AG Office and/or its designated agencies and approved by AG Office. Thereafter the
approved timelines will have to be adhered to by IA, unless specified otherwise.
It is to be noted that upon completion of Go-live, IA is required to submit / handover

all the updated system design documents, specifications, source code, application
deployment files, user manuals, administration manuals and all other applicable
deliverables listed below. IA shall handover source code irrespective of open source or
proprietary software.
S.N. Deliverables
1. PBG (within 15 days from the notice of award of contract)

EMD as Security deposit (At the time of bid submission)
2. Detailed project plan for study, design, development & implementation of

application system, Infrastructure, Digitization plan, Training strategy and plan,
Change Management & Communication Strategy and plan and Training material.
The plan should clearly identify all the milestones and deliverables together with
the tasks and time & resource allocation.
Page 71
4. System Requirement Specifications (SRS) Document
5. Technical / System Design Document (HLD and LLD) including but not limited to
o Logical and Physical Data base Design
o Application architecture, deployment architecture, network
architecture diagrams, security architecture etc.
o Component, and Deployment Views of the Application
o Collaboration, Class diagrams in the UML notations
o Security and Features
o Performance Features
o Interface / Control Design Features
Traceability Matrix
Document on Testing Approach for Application, along with the test cases and
test results.
6 Digitized, corrected and Migrated Database

Developed and customized solution
7 IT Infrastructure solution encompassing Network, Servers, Database, System

Software, including deployment and collocation at State Data Centre.
Establishing the IT & non-IT infrastructure at various project locations.
8 Security policy
Standard Operating Procedures
9 Completion of Training for all the users

Change Management Workshops including presentation materials and related
documents
Communication drives/ campaigns
Updated Training & User Manuals
10 Defect Free AG Office Application Software and other automation

requirements including Source Code, library files, DLLs, Setup programs,
Documentation, etc.
Updated & Final System Requirements and Design Documents
Maintenance Manuals for Administration and Maintenance of the system
SLA Monitoring & Measurement system
11 Project Documentation
12 Post Implementation Support to AG Office
Page 72
Call Log & Resolution Reports

Daily/Weekly/for-nightly/monthly Performance Monitoring Reports
13 At the end of each quarter, during O & M phase:

Updated system design documents, specifications,
Most recent source code, application deployment files, configuration files for
entire solution
Updated user manuals, administration manuals, training manuals etc.
Software change logs etc.
21 Bill of Material and Specification

The specification and Bill of Material (BOM) provided below is indicative. The bidder
should provide the complete BOM in his technical proposal (without price). The same BOM
with prices shall be provided in his commercial proposal. The BOM in the technical bid
should match the BOM in the commercial bid.
21.1 BILL OF MATERIAL FOR AG OFFICE JABALPUR

The following specifications shall be taken as minimal requirements for the solution.
Item Description Quantity Compliant Remarks
Estimated (Y/N)
Client site
PCs 15
Network Printer 2
Document Scanner 3
Multi-Function Laser Printer 5
UPS (1 KVA) 10 Min Backup 15
Barcode Printer & Scanner 1
Network Switch 32 Ports 10/100 Managed
2
(Primary & Secondary)
Network Switch 16 Ports 10/100 Managed 2
Site Preparation
Electrical Cabling,
Wall Mountable Network Rack
No. (s ) to be
Patch Panel 12 Ports CAT 6
ascertained and
Information Outlet CAT 6
provisioned by IA
Cat 6 Cable
Patch Cords
Software
Operating System windows 8 15
Office 15
Page 73
21.2 BILL OF MATERIAL FOR AG OFFICE INDORE

Estimated (Y/N)
Client site
PCs 15
Network Printer 2
Document Scanner 2
2
Site Preparation
Furniture (Computer Tables & Chairs) 15
Electrical Cabling,
Wall Mountable Network Rack
No. (s ) to be
Patch Panel 12 Ports CAT 6
ascertained and
provisioned by IA
Cat 6 Cable
Patch Cords
Software
Office 15
21.3 BILL OF MATERIAL FOR AG OFFICE GWALIOR

Estimated (Y/N)
Client site
PCs 15
Network Printer 2
Document Scanner 2
2
Site Preparation
Furniture (Computer Tables & Chairs) 15
Electrical Cabling, No. (s ) to be
Page 74
Wall Mountable Network Rack ascertained and

Patch Panel 12 Ports CAT 6 provisioned by IA
Cat 6 Cable
Patch Cords
Software
Office 15
21.4 BILL OF MATERIAL FOR STATE DATA CENTER

Estimated (Y/N)
Application Server 2
Database Server 1
Backup Server 1
Softwares: To be ascertained
Server Operating System by bidder
Backup System
Antivirus
Server Management
Application Development & Associated soft.
DBMS
Storage, SAN Switch, Automated Tape Library
(ATL) with Backup Software, Building Monitoring
System, Access Control, Physical Security & Not Applicable as
Surveillance, Power Supply, UPS Backup and SDC will provide
Generator, Precision AC, Fire Prevention System, same.
Internet and Intranet Routers, Core switch,
Firewall, EMS/NMS
21.5 SPECIFICATIONS
1. Specification for Data Centre Hardware/Software
Specification for Database Server Quantity - 1
Compliance
Type Details
(Y/N)
Latest generation Intel Xeon E5-4620 (2.2GHz/8-core/16MB/95W)
Processor Processor or Equivalent AMD Processor with same or higher Specint rating ,
based on Intel/AMD series chipset. Server Should be scalabe to 4 Processor.
128 GB Memory scalable to at least upto 1TB, using DDR3 Load Reduced
DIMM (LRDIMM) memory modules. Proposed memory should support
Memory
reliably identify and verify whether installed memory has passed the rigorous
OEM qualification and testing process to increase system reliability
Hard disk 2 * 600 GB hot plug SFF SAS drives.
Page 75
drive with
carrier
Storage Integrated PCIe 3.0/PCIe 2.0 SAS Raid Controller with RAID 0, 1 with 512MB
Controller of Flash backed write cache onboard.
Networking Dual port 10Gbps network port which supports partitioning up to 4*
features Ethernet ports per 10Gbps port
Interfaces Minimum of 1 * internal USB 2.0 port and
ACPI 2.0
Microsoft Logo certifications
USB 2.0 Support
IMPI 2.0
Secure Digital 2.0
TMP 1.2 Support
Industry IEEE (specific IEEE standards depending on Ethernet adapter card(s) installed)
Standard Advanced Encryption Standard (AES)
Compliance Triple Data Encryption Standard (3DES)
SNMP
SSL 2.0
DMTF Systems Management Architecture for Server Hardware Command
Line Protocol (SMASH CLP)
Active Directory v1.0
PCIe 3.0/2.0
Microsoft Windows 2008 R2
Microsoft Windows 2008 (32 bit and 64 bit)
Microsoft Windows Server 2008 Standard Edition (32 bit and 64 bit)
Microsoft Windows Server 2008 Enterprise Edition (32 bit and 64 bit)
Red Hat Enterprise Linux 5.7 (32 bit and 64 bit)
OS Support
Red Hat Enterprise Linux 6.0 (32 bit and 64 bit)
SUSE LINUX Enterprise Server 11 (32 bit and 64 bit)
SUSE LINUX Enterprise Server 10 (32 bit and 64 bit)
VMware ESX 4.1
VMware ESXi 5.0
Essential tools, drivers, agents to setup, deploy and maintain (not the OS)
Provisioning
the server should be embedded inside the server.
Specification for Application Server Quantity - 2
Compliance
Type Details
(Y/N)
2 nos of Intel Xeon E5-2640 v2 (2.0GHz/8-core/20MB/95W)
Processor or Equivalent AMD Processor with same or higher Specint
rating.
64 GB memory scalable to at least upto 512GB, using DDR3
Memory
Load Reduced DIMM (LRDIMM) memory modules.
Advanced ECC with multi-bit error protection supporting
Memory
technologies of memory mirroring and memory lockstep mode
Protection
or Equivalent Technology
Storage Integrated PCIe 3.0/2.0 based SAS Raid Controller with RAID 0, 1
Controller with 512MB of Flash backed write cache onboard.
Networking Dual port 10Gbps network port which supports partitioning up
features to 4* Ethernet ports per 10Gbps port
Page 76
Minimum of 1 * internal USB 2.0 port and 1* internal SDHC

Interfaces
card slot
Minimum of 2Nos of 3.0/2.0 PCIe x16 based mezzanine slots
Bus Slots
supporting Ethernet, FC adapters
ACPI 2.0
USB 2.0 Support
IPMI 2.0
Secure Digital 2.0
TPM 1.2 Support
IEEE (specific IEEE standards dependant on Ethernet adapter
Industry
card(s) installed)
Standard
Advanced Encryption Standard (AES)
Compliance
Triple Data Encryption Standard (3DES)
SNMP
SSL 2.0
DMTF Systems Management Architecture for Server Hardware
Command Line Protocol (SMASH CLP)
PCIe 3.0/2.0
Microsoft Windows Server
Red Hat Enterprise Linux (RHEL)
SUSE Linux Enterprise Server (SLES)
OS Support
Oracle Solaris
VMware
Citrix XenServer
Essential tools, drivers, agents to setup, deploy and maintain
Provisioning
(not the OS) the server should be embedded inside the server.
Specification for Backup Server Quantity - 1
Compliance
Type Details
(Y/N)
Intel Xeon E5-2640 v2 (2.0GHz/8-core/20MB/95W) or
Processor
Equivalent AMD Processor with same or higher Specint rating.
32 GB DIMMS scalable to at least upto 512GB, using DDR3 Load
Memory
Reduced DIMM (LRDIMM) memory modules.
Memory Advanced ECC with multi-bit error protection supporting
Protection technologies of memory mirroring and memory lockstep mode
Hard disk
drive with 2 * 300 GB hot plug SFF SAS drives.
carrier
Storage Integrated PCIe 3.0/2.0 based SAS Raid Controller with RAID 0, 1
Controller with 512MB of Flash backed write cache onboard.
Networking Dual port 10Gbps network port which supports partitioning up
features to 4* Ethernet ports per 10Gbps port
Page 77
Minimum of 1 * internal USB 2.0 port and 1* internal SDHC

Interfaces
card slot
Minimum of 2Nos of 3.0/2.0 PCIe x16 based mezzanine slots
Bus Slots
supporting Ethernet, FC adapters
Graphics Integrated G200
ACPI 2.0
USB 2.0 Support
IPMI 2.0
Secure Digital 2.0
TPM 1.2 Support
IEEE (specific IEEE standards dependant on Ethernet adapter
Industry
card(s) installed)
Standard
Advanced Encryption Standard (AES)
Compliance
Triple Data Encryption Standard (3DES)
SNMP
SSL 2.0
DMTF Systems Management Architecture for Server Hardware
Command Line Protocol (SMASH CLP)
PCIe 3.0/2.0
Microsoft Windows Server
Red Hat Enterprise Linux (RHEL)
SUSE Linux Enterprise Server (SLES)
OS Support
Oracle Solaris
VMware
Citrix XenServer
Warranty 3 year 24x7 4Hour response comprehensive warranty
Essential tools, drivers, agents to setup, deploy and maintain
(not the OS) the server should be embedded inside the server.
There should be a built -in Update manager that can update
Provisioning
these tools online. The Server should support Early Video - 3-5
Seconds to Pre-Boot that provides information on server errors
during pre boot/boot.
Specification for Database Management System

Compliance
Type Details
(Y/N)
Platform Platform Independent: The database must be O.S. platform
independent.
Security: The database must support Secure Application Roles, Proxy
Authentication, and Data Encryption.
Application The DBMS shall support SQL Developer, JAVA Support and
Development: Comprehensive XML Support.
Database Size: The DBMS shall support unlimited Database Size.
Page 78
Query Must support query optimization. Must support Distributed

Optimization: Queries/ Transactions.
High Shall have the following features
Availability: a)Data Replication
b) Cross-Platform Recovery
c) Cross-Platform Backup
Manageability: Must provide the following features: a) Automatic Memory
Management, b) Automatic Storage Management.
Note: While creating the solution, the bidder must provision for
necessary application cluster license, as deemed fit for the
proposed solution.
The database licenses must be provided to support the
estimated number of users, and machines mentioned in the
RFP and subsequent Corrigenda.
General Specifications of DC Hardware/Software:
The indicative general configurations for the server and other are provided below.
The specifications are indicative and the Successful Bidder must fine-tune and provide
detailed specifications and numbers as per requirements of the system proposed. The
Successful Bidder should also propose the specifications of any additional servers and other
hardware, if required for the system.
Features common for all hardware items
All components shall be rated for continuous operation.
Availability of spares and support for the system for the complete period of the
contract.
The Bidder shall provide all other H/W items that are not explicitly mentioned
herein but are required to fulfill the intended specifications by the Bidder in the
bid.
The Specifications parameters are indicative and any item of higher rating will be
preferred.
All servers (systems) shall be of same make.
The server farms for all the critical components in the architecture including web,
application, database, DNS etc shall build redundancy in servers (with primary and
backup servers) in high-availability mode, which facilitates server backup. The
primary and backup servers, can be implemented in either active-active or active-
passive mode. But, the sizing of each server or total number of servers
implemented for the solution shall ensure no performance degradation, even if a
particular server is unavailable.
No item should be offered whose end-of-sale has been declared by the OEM or has
been declared to be under phase out.
Page 79
All events and changes applied to the device configurations shall be audited and
logged.
The proposed devices shall provide support for alerting the proposed solution and
also provide support for syslog and SNMP.
The proposed devices shall support roles based access controls and assignment/
delegation of privileged access.
The device shall be capable of supporting configuration that will disable in-secure
services or network services that should not be required for use.
Unattended access or idle connections to the proposed devices shall have time-
outs after a time interval of 5minutes.
The proposed devices shall support IPV 4 and IPV6 both.
The devices shall allow out of band access for management and administrative
functions.
The IA shall put in place all necessary information security controls when out of
band access is not required.
The proposed devices shall be capable of being managed by Command Line
Interface and SSH.
The proposed devices shall support configuration of the Network Time Protocol
(NTP).
The proposed switches shall support configuration of File Transfer Protocol (FTP),
Trivial File Transfer Protocol (TFTP) or Secure Copy (SCP) enabled file transfers.
The proposed switches shall support local and remote port mirroring features.
The proposed devices shall support an easy-to-use management interface using a
graphical user interface.
The proposed devices shall have remote monitoring capabilities to monitor for
device and port status.
The proposed devices shall support real time notification user access to
management console system.
The proposed devices should provide support for at least 128 bit Secure Sockets
Layer (SSL) encryption.
2. Specification for Desktop Computer:
Compliance
Type Details
(Y/N)
Intel Core i5-650, 2.93 GHz, 4 MB L3 Cache and 1066 MHz FSB /
CPU
AMD Phenom II X2 555, 6 MB L3 Cache, 4000 MHz HT or higher
Chipset Intel 5 series / AMD or better
Memory 2 GB 1066 MHz or higher DDR2 RAM with 4 GB Expandability
Page 80
Hard Disk
500 GB Serial ATA HDD.
drive
Monitor 17" TFT (or above upto 19") Digital Color LED/LCD Monitor
Keyboard Bilingual (Hindi & English) Keyboard with 104 or higher keys
Mouse USB Optical Mouse, Two button Scroll
6 USB Ports (with at least 2 in front), 1 Serial, Audio ports for
Ports
microphone and headphone in front.
Cabinet Mini Tower
DVD ROM
8X or better DVD Writer
Drive
Networking 10/100/1000 on board integrated Network Port with remote
facility booting facility remote system installation, remote wake up.
Product Windows 7 & Linux Certification. However UL and FCC
Certifications Certification is preferable
ISO 9001-14001, ISO 9001-2008, Should be in the list of Top
OEM 5 Desktop brands as per IDC report published for India
Certifications during year 2010. However Greenpeace international
certification is preferable
Power Screen Blanking, Hard Disk and System Idle Mode in Power
Management On, Set up Password, Power supply SMPS Surge protected.
Software for Desktops:
System Integrator is responsible for supply, install, testing, commissioning and

maintenance of software in desktops as per details and quantities specified above. All the
licenses should be in the name of AG Office Jabalpur.
All System software licenses shall be genuine, perpetual, full use and should provide
patches, bug fixes, security patches, and updates directly from the respective developer /
manufacturer for the contract period. The software product used should have well defined
product roadmap by the respective developer / manufacturer.
The proposed system software must provide indemnification and indemnification must
cover patent claims, copy right claims, legal fees and damages claim. System integrator or
respective developer / manufacturer must protect the department from all such legal cost
that may arise out of any claim by a third party alleging intellectual property infringement
i.e. related to the software.
3. Specifications for Laser Printer:
Compliance
Type Details
(Y/N)
Speed 28 PPM Legal (21.5 x 35.5) or higher
Processor 400 MHz or higher
Resolution Min. 1200 x 1200 dpi
Duty Cycle Min. 50,000 page / month
Memory 64 MB or higher
Interface USB 2.0 (High Speed) with USB Cable
Network Yes (10/100Mbps)
Duplex Yes
Paper support A4
Page 81
Compatibility Windows XP/ Windows Vista/ Windows 7 / Linux
4. Multi-Function Laser (Print, Scan, Copy):
Type Details Compliance (Y/N)

Functions
All-in-one functions Print, Copy, Scan
Multitasking capability Yes
Printing specifications
Print speed, black
(normal quality 18 PPM or higher
mode)
First page out (black) As fast as 8 to 9 second
Monthly duty cycle Up to 8000 pages
Print technology Laser
Minimum 600 x 600 x 2 dpi preferable
Print resolution, black
Up to 1200 x 1200 dpi
Scanner specifications
Scanner type Flatbed, ADF
Scan resolution, optical Up to 1200 dpi
Bit depth 24-bit OR 64 bit
Scan size, maximum
Legal (21.5 x 35.5)
(flatbed)
Scan size, maximum (ADF) Legal (21.5 x 35.5)
Scan speed (default) 15 ppm or higher
Copier specifications
Copy resolution, black Up to 600 x 600 dpi
Copy reduce/enlarge
25 to 400%
settings
Maximum number of
Up to 99 copies
copies
Windows XP/ Windows Vista/ Windows
Compatibility
7 / Linux
5. Specifications for Document Scanner
Compliance
Type Details
(Yes/No)
Resolutions 600x600 ( in DPI)
Speed 40 PPM or more
Document Feeder ADF and Flat Bed
Document size Minimum A4 through Flat Bed. Legal paper through ADF
Document feed
75 sheets legal size
tray capacity
Duty Cycle 1500 pages
Page 82
JPG, TIFF, TIFF (compressed), Multi-page TIFF, PNG, PDF

File format (normal, normal with images, searchable image-only, MRC),
PDF/A, RTF, TXT, UNICODE, HTM, DOC, WPD
Connectivity USB
Duplex Scanning, Document Digitisation, Text
Features Enhancement, Auto Area Segmentation, Correct Document
Skew, Auto Orientation, USB drive output
6. Specifications for Barcode Printer
Compliance
Type Details
(Yes/No)
Printing Method Direct Thermal Transfer and Thermal Transfer Printing
Resolution 200 DPI or higher.
Memory 8 MB Flash and 16 MB DRAM or better
Print Speed 8 inch per second or better
Max. Print width 4 inch or higher
Must have USB 2.0 or higher with RS-232C serial port and
Connectivity
bi-direction parallel interface
Fixed reflective sensor, adjustable transmissive sensor
Media Sensors
media characteristics
Ribbon Length 450 meter per roll or higher
Ribbon Type Resin, (Should also support wax type ribbon)
Media Type Continuous, die-cut, tags
Operating
0 to 40 degree Celsius
temperature
Operating
20-85% non-condensing
Humidity
Graphic Support User defined fonts and graphics
Barcode Should be able to print 1D barcodes on sticky paper.
Display Should have 240X128 pixel display or more
Programmable
Should have programmable key.
key
7. Specifications for Offline UPS SYSTEM (1 KVA) Scope
Compliance
Type Description (Y/ N)
Page 83
Capacity 1 KVA
PWM using MOSFET / IGBT ( Indicate the make,
Technology capacity and other technical details of the
MOSFET/IGBT)
A. MAINS MODE
1. AC INPUT
1. Voltage 160 to 270Volts
2. Frequency 50 Hz + 3 Hz
2. AC OUTPUT
200V to 245V (with AVR). The output voltage should be
within 200V to 245V range at any point of time during
input window of 160V to 270V. Please mention type of
1. Voltage Window AVR.
2. Frequency Sync to Mains
B. INVERTER MODE (Output)
230 volts + 5% during all condition in inverter mode like
1. Voltage
Full load to no load, backup period etc.
2. Frequency 50 Hz + 0.5 Hz
3. Load Power Factor 0.6 (Lag)
4. Output Load 600W for 1 KVA
5. Wave Form Quasi Sine wave
6. Inverter Efficiency 65 % (on full rated capacity of UPS at 0.6 load PF)
7. Total Harmonic
Distortion 22%
Battery Bank
1. BATTERY VRLA (Sealed Maintenance Free )
2. Minimum Battery
20 minutes on full load
Backup
3. Battery End Cell > 10.5V (None of the Battery should be discharge
Voltage below 10.5V)
4. Battery Cabinet Inbuilt
UPS cabinet should of minimum 1mm thick material and
5. UPS Cabinet should be free from sharp edge, scratches, nicks, &
burs etc.
PROTECTIONS
Electronic current limit in inverter mode & Fuse/MCB in
1. Short Circuit
mains mode.
2. Surge/Spikes Through Line Filters
Page 84
3. DC under Voltage Yes

4. Overload Yes
1. UPS Status, 2. Load Status, 3. Battery Status / Low
DISPLAY
Battery
ALARMS For any Fault Condition and Low Battery
Cold Start, Night Guard, No load shutdown, &
OTHER FEATURE
Generator Compatibility should be provided.
Minimum 3 Nos. (230V/5A ISI mark) sockets / IEC
AC Output SOCKETS socket with cable and additional output terminal for
700VA and above capacity.
8. Specifications for Managed Network Switch 16/32 Ports 10/100 MBPS
Compliance
Type Details
(Y/N)
IEEE 802.3 Ethernet, IEEE 802.3u Fast Ethernet,
Standards IEEE 802.3x Flow Control, Compatible with all major
network software.
Network
RJ 45 UTP - 10/100BaseT
Interface
Switching
Store and forward
Method
Switch Fabric 4.8 Gbps
MAC Address 4000 Entries or higher, however

Table 8000 entries are preferable
Filtering/Forward
ing/Learning Full line rate/full wire speed
Rates
Physical Metal Housing

Specifications Side Air Vents with proper Air- Cooling Design
100Mbps one per port
LEDs 10Mbps one per port
Power Link/Act (activity)
Universal AC input: 100 to 240
Power VAC, 50 to 60 Hz, Internal

Requirements Universal Power Supply
9. Specifications for Wall Mounted Network Rack- 9U
Page 85
Compliance
Details
(Y/N)
19 Wall mount, 9 U height
Minimum Powder quoted steel Body with front door of glass.
Completely covered & have security locks.
Proper ventilated with One Fan, One Cable Manager, Power Distribution Unit of 6
No. (5 and 5 Amp) Sockets with surge protection, Mounting Accessories,
Fitted with Copper Strip for earthing the equipments
10. Specifications for Cat- 6 Patch Panel
Compliance
Type Details
(Yes/No)
24 or 12 port patch panel as per requirement,
Type Unshielded Twisted Pair, Category 6, ANSI/TIA/EIA 568-
B.2.1
Category Category 6
Circuit Identification Port Labeling for port identification on each of 24-ports
Scheme
Port Identification Labels on each of 24/48-ports (to be included in supply)
Height 1 U (1.75 inches)
Modular Jack 750 mating cycles
11. Information Outlet Cat 6 (Single Port wall mounted) Scope:
Compliance
Type Details
(Yes/No)
1-port, Shuttered, White, with surface box for surface
Type
mount applications, Category 6,TIA/EIA 568-b Category
Material ABS/Polycarbonate
No. of ports One
Protection Shutters
Identification To be supplied with label for port identification
Page 86

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RFP for Case Management & Tracking System in AG Office MP Volume II

Request for Proposal (Third Call)

Case Management & Tracking System

MAP_IT Office of the Advocate General,

This page is intentionally left blank

15 Change Request Handeling .......................................................................... 65

1.1 ABOUT OFFICE OF ADVOCATE GENERAL

1.1.1 Human Resource in AG Offices

Office of Advocate General, Govt. of MP, Jabalpur

AG Office at Jabalpur AG Office at Gwalior AG Office at Indore

Addl. AG (2) Addl. AG (1) Addl. AG (1)

Dy. AG (4) Dy. AG (1) Dy. AG (1)

18 Law Officers 9 Law Officers 7 Law Officers

Regular Staff Regular Staff Regular Staff

1.1.2 Functional Units in AG Offices

Writ Criminal Accounts &

1.2 MP HIGH COURT, JABALPUR

Jabalpur (Principal Seat)

Anuppur, Balaghat, Betul, Bhopal, Burhanpur, Chhatarpur, Chhindwara,

Alirajpur, Badwani, Dewas, Dhar, Indore, Jhabua, Mandsaur, Neemuch,

1.3 ABOUT MAP_IT

specifications as well as other requirements (functional, operational and technical) of the

Office of the Advocate General, MP wants to improve in-house functioning by

3.1 REFORM AREAS

3.1.1 Tracking of Cases:

3.1.2 Digital Filing, Documentation and Record Keeping:

3.1.3 Process Automation

3.1.4 Allocation of Cases to Law Officers

3.1.5 Facilitation for the Law Officers and Respondent Departments

3.1.6 Collaboration with Respondent/Applicant Departments

Continues collaboration between concerned departments/agencies and law officers

3.1.7 Monitoring of Court Orders and their Compliances

3.2 GAD ESTABLISMENT IN AG OFFICE

3.3 TARGETS ENVISAGED TO BE ACHIEVED

Office Automation No Automation, Online File Tracking, Online Consultation

Compliance Tracking on parameters on real time basis and

5.1 PREPARATION OF THE INCEPTION REPORT

5.2 PREPARATION OF DETAILED PROJECT PLAN

A high-level analysis of processes has already been performed and functional

5.3 DEFINITION & DESIGN

Application Architecture with all relevant design patterns identified

All Database structure and detailed description of tables and fields.

Naming conventions followed for the tables and fields.

Data Flow Diagrams (DFD) & Entity-Relationship (ER) diagrams.

Format of all input screens including data entry requirements.

Format of all reports that would be generated by the system.

Business logic used for all reports and functions.

Implement data security to allow for changes in technology and business

Hardware Deployment Architecture, Network Design, Security Architecture etc. for

5.4 DEVELOPMENT & INSTALLATION

Entire application development or customization must be documented in detail and

5.5 SETTING-UP DATA CENTER

Centralized Application and Database Hosting Architecture

State Data Centre

Jabalpur, Indore & Gwalior

All the AG Office work is done

IA shall configure the Network Connectivity among various locations of AG Offices

5.6 PROCUREMENT & INSTALLATION OF CLIENT SIDE HARDWARE

IA is expected to prepare all project locations/sites i.e. AG Office Jabalpur, Indore

Provisioning Local Area Network (LAN)

Operating System Installation and Configuration

5.7 DATA DIGITIZATION AND MIGRATION

Mapping of the data