March 25, 2017

Attention: Dr.Neil B. Mateo

School Director
Poblacion, Sta.Maria, Bulacan,
Philippines www.ICI.edu.ph

Subject: Software Development and Implementation of Student Attendance Monitoring System

for Immaculate Conception College of Sta.Maria

Dear Dr.Mateo:

We appreciate the opportunity to be invited to participate in your project requirement to

implement Student Attendance Monitoring System integrated to SAP Accounting System. We
believe that ICI tech’s Student Attendance Monitoring System (ICISAMS) is the best IT solution
package for Immaculate Conception College of Sta.Maria (ICCS) as our SAP Project Manager
and Consultant who had implemented the SAP Business One same years back would ensure the
seamless integration and compatibility of the Registrar and SAP Accounting system.

Our knowledge, Experience and Excellent Information Technology Services assure you of
getting only the best possible I.T. Solution for the University.

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The following are the outline and details of our quotation:

Table of Contents Page

Document Title
Cover Letter 1
Table Of Contents 2
i. Project Overview 3
ii. Scope of Work 4-5
iii. Project Exclusion 6
iv. Software Warranty, License and Usage 7
v. Minimum Software and Hardware Requirements 8
vi. Investment Analysis and Terms of Payments 8
vii. Change Control 9
vii. Suggested Next Steps Conforme 10
Conforme 10

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1.PROJECT OVERVIEW

It is through the vision of establishing a higher learning institution that would promise rewarding
careers for the youth that Immaculate Conception International College of Arts and Technology
or ICI was founded on March 5, 2008. Starting out with a few rooms in a three-storey building,
with the basics facilities required by the Technical Education and Skills Development Authority
(TESDA), Dr.Neil B. Mateo, the school director, set out to establish ICI as a school that would
aim permits from TESDA, the school Opened up its doors for its first enrolees seeking better
opportunities.

ICI is catholic school Providing Bachelor degree like Information Technology, Computer
Science, Education, Tourism, Hotel & Restaurant Management, Accounting, Business
Administration and Entrepreneurship

The Teacher if Immaculate conception I-college of Sta.Maria has attendance sheet,They using it
as a database of their students, each section has a different attendance sheet. They are checking
the attendance of student by calling the students name 1by1 or giving attendance sheet to the
students, then the teacher will let the student to sign into the side of their name using ballpen.

We created attendance monitoring system using barcode with sms that allows you to: See the
hompage, Login to the system, Register new student, Deactivate student, Edit the information of
the students, Search by Lastname, by Firstname, by Middlename, by Course, by StudentID
number, send sms to guardian, Checking the student attendance using barcode, View the number
of absences and view Time In/Time Out.

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2. PROJECT SCOPE

This Student Attendance Monitoring System engagement covers the implementation of:
a. Student of ICI college

ICI College of Sta.maria’s requirements can be addressed by implementing the following

modules and support of SAMS:

2.1 Module list

2.1.1 Checking of attendance
 Shall facilitate the encoding of basic attendance of students. Auto generation of barcode
of ID’s, and Procedures
2.1.2 Student Registration

 Contains Students Information such as:

*Student Profile
*Student Grades
*Courses

2.1.3 Summary Report

This module shall have functions such as ADD, EDIT ,VIEW, and PRINT of the
following information:
*Student ID number
*Student Fullname
*Date
*Time IN
*Time Out

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2.1.4 Faculty Management

*This module shall maintain Faculty, Loads/ Assigned Subjects, Profile, and other info,
ADD, EDIT, VIEW and PRINT functions are available in this module.

*Class schedule/time
*Faculty/Professor
*Faculty identification Number

2.1.5 User Management

*This module shall contain the following function:

*User level/Access Right
*Audit Log

2.1.6 Examination & Grades Module

*This module shall maintain examination grades system and uploading facility

2.1.8 Reports (Customized)

*Information are readily available:

*Attendance Report
*Date/Time of absences report
*Penalty Report
*Number of absences Report

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3. PROJECT EXCLUSION (Delimination)

This Proposal does not cover the following:

3.1 Software
* Operating System for Server and PC clients
* Remote Connectivity software (Microsoft RDP, Citrix, Etc)
* Anti-virus and other 3rd party software
* Additional SAP Business One lincense
* Purchase of the ICIAMS does not include programming source code

3.2 Services
*Installation of Operating System for Server and PC clients
*Installation of Remote Connectivity Software (i.e. Microsoft RDP and other similar
Software)
*Installation of Anti-virus and other 3rd party software
*Addition Man-days beyond the contracted number (i.e. Additional training,
retraining).

3.3 Hardware
*ICIAMS Server workstations
*Local Network Connection, Internet connection

4. SOFTWARE WARRANTY,LICENSE & USAGE

4.1 Software Warranty

*ICI Tech shall provide six (6) months warranty for the software specified herein

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4.2 Software Usage

 The use of the ICIAMS has no expiry.

 Software upgrade for the ICIAMS shall be free on the firstyear.
 Software enhancement/upgrade of ICIAMS shall not be covered under the software
warranty and instead will be charged separately.
 Reinstallation of the ICIAMS shall be charged according to direct standard man-day rate.
 The software shall be for unlimited number of user

5. MINIMUM SOFTWARE AND HARDWARE REQUIREMENTS

Server Client

Operating System
For Server Machines: Windows7
Microsoft Windows Server 2008

Office Application for Data Extraction

Not Applicable Open Office Project (Free) or

Microsoft Office XP, 2000 and varients

Database
Microsoft SQL Server or Server Express
2005 Not Applicable
2008 (Free)

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 Server Client
Hardware
Processor x 1-10 Users: 1x Intel Pentium Processor- Intel Pentium 4, 2 GHz (or
D/Xeon, 2 Ghz/ 1 MB equivalent)
Hard disk x 1-10 Users: 2 GB for Memory- 1GB
Application Hard Drive- 1GB of Free Hard Disk Space
And 10 GB for database Display 1024 x 768 with 24Bit Color
Memory x 1-10 Users:1-2 GB
Display 1024 x 768 with 25 Bit-color
RAID Support RAID-1 (Mirrored). This will
require that there be and additional hard
Disk of equal size to the main disk for full
Systembackups
Monitor,Keyboard,Mouse,Printer
Network
For local Area Connection: For Local Area Connection
LAN CARD 100MBPS LAN Card 100MBPS

6. INVESTMENT ANALYSIS
6.1 Cost of System Development and Implementation
i. ICI Students Attendance Amount Terms
Monitoring System
System Development and 40% shall be due and payable
Implementation upon signing of the contract

Number of Users : Unlimited 100,000 30% shall be due and payable

Number of Installation: One (1) (VAT Inclusive upon completion of System
Configuration and Student
Data Migration

10% shall be due and payable

upon completion of User
Training/Workshop

10% upon reaching Go-Live

10% One (1) month after Go-

Live

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6.2 Important Terms
For Provincial / outside Manila, Out of Pockey Expenses will be provided by client.
*Per Diem Allowance at P 550.00 per day, which will be paid directly to the consultants.
*Hotel accommodation of Staff house (at the option of Client)
*Transportation from and to Main Office.

6.3 Validity
This agreement is valid until November 30, 2018; at which time prices, terms and conditions
may change without prior notice.

7. Change Control

7.1 Change Procedures

Additional work and “scope changes have to be registered by the Project Sponsor of
CUSTOMER in writing, in order for the same to be recognized as legally binding. The
IMPLENTOR Project Manager will evaluate the impact on functionally, time schedule and
budget. The handling of the “scope change in terms of the implementation agreement will be
discussed by the CUSTOMER Project Sponsor and the IMPLEMENTOR Project Manager and
must be approved by the Customers Management.

7.2 Fees for additional work

ICI Tech will charge Php500 per day for additional work outside the scope of this agreement

8. Suggested Next Steps

We are very much open to any questions, clarifications or suggestions regarding this proposal.

If you are amenable to the above proposal, please sign the conforme below.

Thank you very much and hoping for your most favourable response soonest.

God Bless!

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Sincerely Yours, CONFORME:
ICI TECHNOLOGY SOLUTION INC. ICI COLLEGE OF STA.MARIA

________________________________ ___________________________
Project Manager Head, MIS Office

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