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ALLAMA IQBAL OPEN UNIVERSITY
REQUEST FOR EXPRESSIONS OF INTEREST (EoI)
Development of Enterprise Resource Planning (ERP) Solution
1. INTRODUCTION
Allama Iqbal Open University is one of the mega universities of the world. Its doors are
open for each and every citizen of Pakistan especially for masses of rural area of the Country.
The university provides education of international standard at the doorsteps of the students
with an affordable fee.
The AIOU is strengthening the basic and higher education in the nooks and comers of
the country, especially the deprived rural areas including KPK, Sindh and Baluchistan. The
university has highly qualified and experienced faculty members to provide higher education
of international standard not only to the students of rural areas of the Country but also in
other Countries of the world.
University is consisting of 42-Regional Offices scattered all over the country, and about
30 different departments in main Campus including Treasurer, Registrar, Examination,
Admission, Faculties, Central Library, Printing and Publications and more than 100 different
courses/programs are being offered on semi annually basis. Annually about l400,000/
1500,000 transactions took place on account of admission, examination, other matters and
large amount is paid to about 35000 tutors rendering services all over the Pakistan, besides
routine payments. The University also has the largest publishing house in Pakistan which is
printing over two and half million books annually and providing it to distance learning
students.
2. OBJECTIVE
The main objective of this solicitation is to invite reputed and professional software
development firms/companies to study daily business processes/routines of different
departments of AIOU and develop an ERP software system to automate these processes in an
integrative way. The ERP software system shall not only automate the processes of each
department individually but also shall be designed in a way that all these sub-systems
developed for each department, must integrate well to each other in order to computerize the
whole university processes in a bigger picture.
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3. EoI INFORMATION
3.1
3.2
3.3
3.4
3.5
3.6
3.7
This EOI is being issued for the project titled as “Expression of Interest (EoI) of
Enterprise Resource Planning (ERP) Solution for AIOU”.
The Purchaser (AIOU) invites sealed bids of Expression of Interest (EOI) from
interested parties for the implementation of the ERP on the basis of design,
development, testing, installation & commissioning, integration, warranty & support
and training as specified.
Bidders may obtain further information from the Purchaser during normal working
hours at the address given below.
Attached form titled “Expression of Interest for purchase of AIOU Enterprise
Resource Planning (ERP)/Campus Management System (CMS) Solution” must be
completed in all respect, in English, as provided to the bidders alongwith this
document.
EOI must be delivered to the Purchaser‘s address prescribed in the Invitation on or
before May 04, 2015. Late submissions will be rejected.
The attention of prospective Bidders is drawn to:
a) The fact that they will be required to certify that the attached forms is
complete in all respect.
b) All information provided alongwith the EOI is completely true and no
information required is missing.
c) Any violation(s) will be considered fraud, which is/are, among other
remedies, punishable by potential blacklisting from participation in
further proceedings.
The point of contact for all correspondence is:
Assistant Treasurer (Purchase),
Purchase Section,
Allama Iqbal Open University,
Sector H-8, Islamabad-44000
Phone: 051-9250035, 051-9250031, Fax: 051-9250030
4. SCOPE
The targeted scope for the implementation of the AIOU ERP includes automation of
all the departments at AIOU main campus and subsequent rollout to 43 regional
campuses/offices.
AIOU has identified following area/departments that needs to be automated through
its respective ERP module. The interested party may introduce new module(s) after its study
of AIOU procedures.
However, all these modules shall be designed to work individually as well as integrate
with other modules to give required results in case a business process may comprise more
than one module. In other words, each module is fully functional individually and as a part of
the total ERP solution.
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I.
Accounts & Finance
Currently, Accounts of the AIOU are being maintained manually on single entry i.e
Cash basis. Cash Book are prepared after incurring of expenditure i.e receipt side is credited
when amount is received from Main Office/vendors etc and payment is recorded after issuing
cheques/making payments. Student fee is recorded on receipt. Shortage/excess is recorded
after manual scrutiny, accrual of revenue/fee not "recorded on receipt of admission
forms/application. Fix asset are recorded without recording the depreciation of the assets and
without Tagging/Coding. Movement of assets is recorded manually. Payment is made after
processing of bills/claims on actual basis and no accrual is recorded after incurring of
expenditure.
Since all activities are being managed manually on single entry basis from collection
of fee/dues of students and processing of admission, refund cases etc it creates chances of
misuse of student data, inclusion of forms without fee/dues with fake bank stamps in the
admission/examination/issuing of degree etc.
The Main objective of the Accounting System/Financial and Controlling modules is
the automation of the entire process and with the implementation of MIS, availability of easy
& smooth data entry system and effective progress reporting mechanism, Monitoring &
Evaluation process will be executed timely, accurately and efficiently.
Conversion of manual processing/transactions of Treasurer Department into
accounting software/ERP Financial Modeling and single entry system in to accrual based
accounting in-accordance NAM (New Accounting Module). Recording of daily transactions
of receipts/payments and adjustments, preparation of department—wise and consolidated
Journal, Trail balances, ledgers, financial statements, fund flow and cash flow statements,
bank reconciliation etc. , Recording daily transactions of printing press of the University and
inventory management of supplies/ assets, fixed assets, inventory and estate management,
Payable and receivable management, cash and bank management, Budgetary processing,
analysis and forecasting, salary preparation and reconciliation etc.
Interaction with already available software of the university i.e salary account,
revenue, admission data and extendable to other accounting modules (if required) with
Finance & Controlling modules.
a.
b.
c.
d.
e.
f.
g.
h.
General Journal.
Chart of Accounts
Budgetary planning and forecasting
Maintaining Records in General Ledger
Period End Procedures/Closing of accounts
Bank Reconciliation/Funds flow statement
Fixed Assets and inventory management
Payables Management
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II.
Tutor’s ledger
Vendor Records
Receivables Management/Fee collection processing
Students ledger /record relating to admission, exam, issue of certificates etc all
transactions.
Purchase Order Processing
Costing of Printing and Publication Unit
Valuation method: FIFO Perpetual, LIFO Perpetual, Average Cost, FIFO
Periodic, LIFO Periodic
Preparation of Financial Reports
Employee salary and pension disbursement recording/ledgers
Backup for 8-10 years of about l400,000/1500,000 yearly record
Security/Controlling Setup
Fee Management Module
AIOU needs well structured fees management. The Module shall completely manage
on the base of the fee scheme prepared by authority. The module shall identify student
semester and same fees will be reflected on the screen. The system will identify the student,
his current status, his fees history and on the basis of the Fee history records, it will calculate
the payable amount automatically. The module shall maintain old fee history/records too and
the system shall be able to create reports of current and previous fee history. AIOU is
discussing with partner banks to online transfer relevant fee data directly from their
network/databse. The module is required to handle such transaction as well.
Different fee reports can also be generated from the system as and when required.
These reports are
 Student Fee Collection
 Semester wise fee Report
 Duplicate Fee Receipts generated
 Total Fees Collected Report
 Semester wise Summary Report
 Fee register
 Other customized report as per your need can easily be implemented
III.
Mailing
AIOU publishes and mail about 0.8 million books each year. This module will handle
entire mailing system of books, both overseas and within the country according to admission
data. The module shall maintain and provide information of books, delivered to students or
returned. It shall maintain inventory of books and other allied material. The module shall also
maintain record of current and previous publications and shall be integrated with admission.
IV.
Continuous Assessment and Examination
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Examination Management is an integral part of any academic institution. The Exam
Processing is full of variety in functionality. Currently administrators have great problem of
managing the examinations. The module shall be designed to manage the examination in a
well structured and systematic way.
The examination system needs to summarize internal assessment, submitting the
examination form, making a list of student appearing in an exam, taking attendance of the
students during examination etc, workshop attendance. In addition to all above year/semester
ending activities, the module shall be able to perform following activities throughout the
year.
 Assignments and other continous assessment components
 Workshop attendance
 Internal Assessment via assignment and mid-term
 Assessment of Activities
 Publish Exam Notification
 Exam Scheduling
 Question Paper Submission
 Upload / Enter Subject Marks
 Confirm fee and form submission
 Mark-sheet/Bulletin Printing
 Online Provisional Mark-sheet
 Notifying about Result (SMS, eMail & Letter)
V.
Security
This module will provide centralized security for the whole university including its
regional centers by using and enhancing already placed system of cameras and drawing of
necessary inferences for management decisions.
VI.
HR
This module will encompass:
 Payroll
 Time and attendance
 Performance appraisal
 Benefits administration
 HR management information system
 Recruiting/Learning management
 Performance record
 Employee self-service
a. The Payroll Module
This module automates the pay process by gathering data on employee time and
attendance, calculating various deductions and taxes, and generating periodic pay cheques (if
required) and employee tax reports. Data shall be fed from the human resources and time
keeping modules (or through biometric attendance machines). This module shall encompass
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all employee-related transactions as well as integrate with existing financial management
systems.
b. Time & Attendance Module
This module maintains standardized time and work related efforts. The module shall
provide broad flexibility in data collection methods, labor distribution capabilities and data
analysis features.
c. The Benefits Administration Module
This module provides a system for organizations to administer and track employee
participation in benefits programs.
d. The HR Management Module
This module is a component covering many other HR aspects from application to retirement.
The system records basic demographic and address data, selection, training and development,
capabilities and skills management, compensation planning records and other related
activities. Human resource management function involves the recruitment, placement,
evaluation, compensation and development of the employees. This includes a system to:
 Produce payroll reports;
 Maintain personnel records;
 Pursue talent management.
 Online salary transfer
e.
Recruiting Management
This module encompasses:
 Analyzing personnel usage/utilization within any department; whether new
recruitment is necessary
 Identifying potential applicants through a maintained CV Bank;
 Issuance of offer letter;
 Maintain record of joinings
f.
Performance Record
The module shall create & maintain record of Annual Confidential Reports only to be
accessible by the respective authority.
g.
The Training Module
This module shall publish on website and notify upcoming training modules and
nominate concerned employees and provide a system to administer and track employee
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training and development efforts. The system allows HR to track education, qualifications
and skills of the employees to nominate him or her for any specific training
h. Pension Management
The Pension Management Module handles ex-employees pension related task, like the
pension payment, pensioner payment, monthly pension payment, and pension increment.
Along with customized reports generation. The module shall ensure payment of pension to
each pensioner at their hometown by all banks.
i. Employee self-service
The employee self-service module shall allow employees to query HR related data
and perform some HR transactions over the system. Employees may query their attendance
record from the system without asking the information from HR personnel. Other than that,
the employees shall be able to update and enhance their personal information, view obtained
training, appraisal & benefits record.
VII.
Library
This module will be managing all the library related activities like cataloging, OPAC,
circulation and the other functions such as acquisition, serial control, interlibrary loan (ILL),
and Web OPAC.
VIII.
Helpdesk
This module will help the Directorate of Student Advisory in their day to day activities.
It will be integrated with both the student database as well as AIOU’s call center to provide
updated information to the students to resolve their procedural problems.
IX.
Procurement and Assets
This module will provide the procurement of books, materials, services and other
assets according to PPRA rule. RFP, bidding, comparison sheet, signing and
completion of contract.
X.
Stores and Inventory
This module will keep the inventory of store/warehouses, whether in the university or
in regional offices or elsewhere. Each store/warehouse will have its own inventory of
materials.
XI.
Hostel Management
This particular module helps the university to maintain and manage the hostel
processes for example the room availability, room allocation to student management,
the hostel mess management, the hostel items and stock management and the hostel
expenses management.
XII.
Transport Management
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The Transport Management helps the management to administer all the university
transportation. It includes the vehicle management, fuel and maintenance, vehicle
visit, its sales and depreciation.
XIII.
Student Management and Enrollment
The module shall handle complete life cycle of student at campus from student
registration, to enrollment, and finalization of degree. The module shall act as
personal file of the student.
XIV.
Semester and Course Management
Introducing a new course, enrollment of student in course in session/semester, drop a
course, semester
Portal/Learning Management System
XV.
Learning management system and student portal, which will be integrated with
semester management system. By using LMS, student can enroll/drop a course,
submit assignment, attend live sessions, Graded discussion board, Moderator
discussion board, lecture schedule, downloading the course materials and lecture
videos. Tutor Portal for checking the assignment, marking the assignment, GDB, and
tutor related to-do list. Admin portal for management of both students and tutors.
XVI.
Committee & Meeting Management
The Meeting module shall provide the constitution and management of various
committees that the university formulates. The module shall have mechanism for
notification of meeting to relevant persons and also helps to generate and distribute
the reports/minutes of these meeting sessions.
XVII.
XVIII.
Mass Email and Texting Capabilities
 Integrated email tracking to and from students/leads within student records
 Mass email capability to contact groups of students/leads/graduates
 Individually sends emails avoiding most spam filters
 Can-Spam compliant
 Text messaging to groups of leads or students
Intranet Portal
This module shall act as internal website for staff and employees that shall help them
interact and communicate internally. The same shall acts as notification board about
meetings, events and any other office order. This module shall include diary
management system.
5. PRIMARY QUALIFICATIONS OF THE PARTICIPANTS
By submission of documentary evidence, the bidder must establish to the
Purchaser's satisfaction:
a) that it has the required experience and technical expertise for the project
scope of work; and
b) It has financial capability to perform the Contract
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c) The participants shall be evaluated/pre-qualified based on information
submitted in attached form titled “Expression of Interest for purchase of
AIOU Enterprise Resource Planning (ERP)/Campus Management System
(CMS) Solution”
d) The participants must submit documentary evidence of the information
provided in the said form.
By submission of documentary evidence in its EoI, the participant must establish to
the Purchaser's satisfaction, it will be able to compete in the technical evaluation.
NOTE: Failing to comply or deviation from any of the below would result in rejection of the
bid.
1) Cover Letter of EoI
2) Duly filled form titled “Expression of Interest for purchase of AIOU Enterprise
Resource Planning (ERP)/Campus Management System (CMS) Solution”
3) That the participant is registered with FBR for Income Tax and Sales Tax;
4) That it has successfully completed at least two (02) projects similar or larger in size
Pakistan OR International.
5) That it shall assign at least ten (10) fulltime relevant technical resources with relevant
expertise as required for this project.
6) That it has the organization structure capable to support the project during the
execution and maintenance and operations support period.
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Expression of Interest for purchase of AIOU Enterprise Resource Planning
(ERP)/Campus Management System (CMS) Solution
General
Company Name
The full name of your company
___________________________________________________________________________
Address
Full address of your company including the city name
___________________________________________________________________________
Telephone
Telephone number of your company including area code or mobile code
___________________________________________________________________________
Email Address
Contact email address of your company
___________________________________________________________________________
Registration Details
Please provide proof of NTN, Sales Tax and Registration (if registered) with Software Export
Board
Technical
Main Area of Expertise
Main area(s) of expertise of your company. You can add as many areas as you like by
separating them with coma.
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Technical Staff
Details about your technical staff related to ERP projects, phone/mobile number(s) and their
qualifications etc.
___________________________________________________________________________
___________________________________________________________________________
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Similar Projects
Similar projects completed by your company in last three (03) years
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
References for the similar projects
At least Three (3) reference of the client organization of similar nature
Reference # 1
Name _______________________
Address _______________________
Email
_______________________
Phone _______________________
Reference # 2
Name _______________________
Address _______________________
Email
_______________________
Phone _______________________
Reference # 3
Name _______________________
Address _______________________
Email
_______________________
Phone _______________________
Financial
Annual Turnover____________________________________________________________
(Your company's annual revenue for past 3 years. Please attach the financial statements of
last three (3) years)
Thank you for taking interest in our project. In case of query, our technical team will contact
you shortly.