Rajasthan Housing Board RFP for RHBMS
Draft Request for Proposal (RFP) Document For
Selection of SI for study, design, development, implementation and operations & maintenance
of Rajasthan Housing Board Management System
(RHBMS)
Functional Requirement Specification
Volume II
RajCOMP Info Services Limited (RISL) 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Phone: 0141-2226055, 5103902 Fax: 0141-2228701 Website: http://risl.rajasthan.gov.in
Email: [email protected]
Rajasthan Housing Board RFP for RHBMS
Rajasthan Housing Board RFP for RHBMS
1 Table of Contents
1. CORE APPLICATION MODULES ...................................................................................................... 4
2. OTHER FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS .............................................................. 5
3. FUNCTIONAL REQUIREMENT OF CORE MODULES .............................................................................. 5
3.1 ESTATE MANAGEMENT MODULE .................................................................................................. 5
3.1.1 Housing Sub Module 6
3.1.2 Recovery Sub-Module 18
3.1.3 Lease System and Rental Properties Sub-Module 26
3.2 FINANCIAL ACCOUNTING ........................................................................................................... 31
3.2.1 Budget Allocation & Management Module 32
3.2.2 Project Accounting Sub Module 38
3.2.3 Book Keeping & Accounting Sub Module 52
3.3 SCHEME INFORMATION SYSTEM MODULE ..................................................................................... 64
3.4 PROJECT MONITORING INFORMATION SYSTEM (PMIS)................................................................... 70
3.5 ASSET MANAGEMENT MODULE .................................................................................................. 76
3.6 PERSONNEL AND PAYROLL MODULE ............................................................................................ 80
3.7 APPLICATION DIGITIZATION & MANAGEMENT ............................................................................... 94
3.8 INTEGRATION REQUIREMENTS .................................................................................................. 101
4. OTHER REQUIREMENTS 102
4.1 DASHBOARD ......................................................................................................................... 102
4.2 WEB PORTAL ........................................................................................................................ 102
4.3 MANAGEMENT OF DOCUMENTS ................................................................................................ 110
4.4 AUTOMATION OF WORKFLOW FOR VARIOUS PROCESS UNDER CORE MODULES.................................... 117
4.5 ADDITIONAL REQUIREMENTS .................................................................................................... 127
5 LIST OF ABBREVIATIONS 137
Rajasthan Housing Board RFP for RHBMS
Annexure I - Functional Requirement Specifications
The functional requirement specifications stated below are the minimum features that the solution
suggested for RHB should have. This indicative functional requirement has been provided here to be
used by the SI for the effort estimation. The System Integrator/ Implementation Agency (SI/IA) shall
develop the final detailed Functional Requirement Specifications (FRS) and System Requirement
Specifications (SRS) documents after a detailed design phase where all the processes, procedures and
existing templates should be studied in detail by the SI/IA. SI/IA should independently design the
solutions as may be required to support the business operations. The SI/IA shall be required to
coordinate with the department for the detailed system study and interact with the different users of the
department for preparation of SRS and related design documents.
1. Core Application Modules
Based on the requirements of services envisaged for the RHB for automation under current scope of
project, mentioned below are the core and non-core functional modules that are envisaged for RHBMS.
These modules have been divided into six Phases.
Modules envisaged in Phases are as follows:
Phase -I
a. Estate Management System
1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module
b. Scheme Information System Module c. Application Digitization and Management tools Phase –II
Project Monitoring Information System Phase -III
Financial Accounting 1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting
Phase-IV
Asset Management Module Phase-V
Personnel and Payroll Module Phase-VI
Rajasthan Housing Board RFP for RHBMS
Stores and Purchase Management System
2. Other functional and non-functional requirements
Based on the requirements of services envisaged for RHB for automation under current scope of project,
following are the other functional and non functional requirements that are envisaged:
a. Dashboard b. Web portal c. Management of Documents d. Workflow Automation e. Additional Requirements
a. System Wide Functionalities b. System Management Requirements
c. Operational Requirements d. Human Engineering Requirements e. Logs f. Security Requirements g. Legal and Regulatory Requirements h. Interface Requirements i. Testing Requirements
j. Common Technical Requirements k. Enquiry and Grievance Redressal Services
f. Integration Requirements a. RHB Lottery System b. UIDIA c. SUGAM d. Payment Gate Way e. SMS Gate Way
f. E Mail Solution
3. Functional Requirement of Core Modules
3.1 Estate Management Module
Estate Management module is the most important module for RHB as it will deal with the allottees
accounts in sync with the scheme and category of houses. It will maintain the database of all houses /
plots developed or under development. This will help in proper management of unsold properties,
recovery of monthly instalments and ultimately will lead to known available funds and total debtors. MIS
will help the management to pin point the area where to concentrate the efforts.
Rajasthan Housing Board RFP for RHBMS
3.1.1 Housing Sub Module
The Housing sub- module of the Estate Management Module, ill have provision for creating account of
individual applicant and after lottery on becoming a successful applicant an allottee account will be
created for the applicant. The module will capture every transaction between allottee and RHB office.
Requirement Id Requirement Description
System Login
REQ_HSM_1 The System shall be accessible to following users:
• Internal RHB users as per the user roles specified by the RHB for various
components of RHBMS for allotment of house, transfer of house, possession
letter, any modification in transfer, final registration deed, and various type of
communication with allottees.
• Registered applicants for tracking their application statement till issuance of
allotment letter.
• Registered allottees for submission of application form for:
o Transfer of property on basis of sale.
o Transfer of property on basis of legal will, executed in favour of
heir(s).
o Addition & modification of spouse and blood relation members in
property.
o No Objection/Clearance certificate.
o Non encumbrance certificate.
o Request for cancellation of allotment letter.
o Request for issue of possession letter.
REQ_HSM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
REQ_HSM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and to ensure that
the data is not submitted by non-humans.
REQ_HSM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
Access
REQ_HSM_5 The module should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Accounts officer
o Accountant / cashier
• Registered Allottees
Fields To Be Captured
REQ_HSM_6 The following mentioned fields are indicatively expected to be captured for allotment
letter under Hire purchase (Monthly Instalment)
• Allotment Letter No
• Date of allotment
• Name of Allottee
• Address of allottee
• Name of Colony/ Sector
• City
• Scheme
• GRS No
• Unit category
• Year of allotment
• House No/Flat No
• Details Of cost of House/flat & other expenses
o Land Area in Sqr Meter
o Cost of land Rate per sqr Mtr
o Cost of land
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Cost of extra land
o Cost of construction
o Ancillary Service charges
o Lease Money (Ten Year)
o Hire Purchase Charges
o Monthly Installment Amount
o Inertest on outstanding Seed Mooney
REQ_HSM_6A The following mentioned fields are indicatively expected to be captured for allotment
letter under Outright Sale
• Allotment Letter No
• Date of allotment
• Name of Allottee
• Address of allottee
• Name of Colony/ Sector
• City
• SchemeGRS No (unique Scheme NO)
• Unit category
• Year of allotment
• House No/Flat No
• Details Of cost of House/flat & other expenses
o Land Area in Sqr Meter
o Cost of land Rate per sqr Mtr
o Cost of land
o Cost of extra land
o Cost of construction
o Extra charges for DC/SDC House
• Other Charges
o Ancillary Service charges
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Lease Money (one year)
o Interest on outstanding Seed Money
o Interest on installment
o Land building tax (if applicable)
• Less (Discount applicable on ORS
o Registry Charges
o Interest on registry Amount
o Seed Money
o Installment
o Interest on seed money
o Interest on installments
o Interest on addition if deposited by the allottee
• Total Amount to be Paid
REQ_HSM_7 The system should provide interface to record the following forms. However, the
fields which need to be captured for each form shall be finalized after consultation
with RHB.
• Intimation letter to allottee
• Reminder for seed money
• Allotment Letter under Outright sale (ORS)
• Allotment letter under Hire Purchase Sale (HPS)
• Reminder for Installment
• Reminder for lease money
• Possession letter to allottee
• Physical possession of property to allottee
• Perpetual dead (For land)
• Conveyance Deed (for House)
• Transfer letter
• Registry of House
• Cancellation of allotment
• No due Certificate
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Non encumbrance certificate
Workflow
REQ_HSM_8 The system should allow designated authority to configure the workflow for various
activities being carried out by the Housing Cell. The system should capture the step
required for each activity and further role based action required. The detail list of
activities and their processes shall be finalized in consultation with the RHB.
• Issuance of allotment Letter under ORS
• Issuance of allotment letter under HPS
• Issuance of possession letter to allottees
• Physical possession of property to allottees
• Final perpetual dead (For land)
• Final Conveyance Deed (for House)
• Registry of House
• Transfer of property on request of allottees
• Transfer of property after death of allottees
• Cancellation of allotment
• Issue of no due/ clearance certificate
• Registration of property in name of Allottee
The designated authority should be allowed to modify the workflow. However all audit
trails shall be maintained in the system and mandatory approvals should be required
to be uploaded in the system if required for the change.
REQ_HSM_9 The system should provide interface to capture the list of successful applicants for a
particular scheme, through process of lottery draw or auction (the process of lottery,
draw or auction is not a part of the proposed system). This list shall be allowed to
record following fields:
• Date of draw/auction
• Name of applicant
• Application Number (applicable only in case of draw)
• Unit category
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Allotment category
• Allotment Authority
REQ_HSM_10 The system should provide interface to capture list of applicants selected under
waiting list for a particular scheme, through process of lottery draw or auction. This
list shall be allowed to record following fields:
• Date of draw
• Name of applicant
• Application Number
• Unit category
• Allotment category
• Waiting list seniority Number
(A list of successful candidates should be fetched from lottery database, and
then populate from RHBMS)
REQ_HSM_11 The system should provide facility for final approval of allotment list and waiting list
through a well configured workflow system
REQ_HSM_12 After final approval of allotment list, system should notify the successful applicants
through SMS/ email notifications.
REQ_HSM_13 The system should be able to generate intimation letter for successful applicants, it
should also have the ability to calculate seed money required before issuance of
allotment letter.
REQ_HSM_14 The system should have ability to calculate interest on seed money and instalment
amount on daily basis.
REQ_HSM_15 • As per pre configured workflow the System shall allow designated authority
to generate allotment letter, under HPS (Hire Purchase Payment) policy.
• The system should automatically calculate expenses payable statement on
account of lease money, HPS deposit, installment amount, administrative
charges and other charges according to prices applicable for respective
category of unit.
REQ_HSM_16 • As per pre configured workflow the System shall allow designated authority
to generate allotment letter, under ORS (outright sale) policy.
• They should have the ability to automatically calculate expenses payable
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
statement on account of lease money, HPS deposit, installment amount,
administrative charges and other charges according to prices applicable to
respective category of unit.
REQ_HSM_17 The system should have the provision to generate possession letter, in the name of
allottees. The system shall allow designated authority to issue this letter with prior
approval of competent authority.
REQ_HSM_18 The System should have the ability to record all type of payments being deposited by
the successful applicant. These includes payment against:
• Seed Money
• Hire Purchase
• Lease Money
• Installment Amount
• Interest on installment/seed money/lease money
• Administrative & Other Charges
REQ_HSM_19 In case of an allottee not depositing any of above mentioned payment in stipulated
time then the system should have the ability to generate reminder and notifications to
concern RHB official and allottees through e-mail/ SMS alert and in-tray of dash
board.
REQ_HSM_20 The system should provide a proper workflow to generate cancellation letter for
cancellation of allotment.
REQ_HSM_21 The system should have provision to generate conveyance deed/perpetual deed, in
the name of allottees. As per configured workflow the system shall allow designated
authority to issue this deed with prior approval of competent authority.
REQ_HSM_22 The system should have ability to generate registry in the name of allottee as per
business rule and configured workflow.
REQ_HSM_23 As and when there is any update in the allotment number, the status of unit may
change in the system to any of the following:
• Selected & Intimation letter issued
• Offer Accepted by allottee
• Seed money deposited
• Allotment letter Issued
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Possession letter issued
• Possession taken by owner
• Conveyance Deed/ Perpetual Deed
• Clearance for registry
• Cancelled allotment
• Unsold property
Post Allotment Activity
REQ_HSM_24 The system shall provide online request form along with configured workflow for
submission and processing of service requests. Indicative list of Request forms is
provided below. However, the detail list shall be finalized after SI discussions with
RHB.
• Issuance of duplicate letter of allotment
• Transfer of property on basis of sale,
• Transfer of property on basis of a will executed in favour of
heir(s).
• Addition & modification of spouse and blood relation members in
property
• No Objection/Clearance Certificate
• Non encumbrance certificate
• Request for cancellation of allotment letter
• Request for issue of possession letter
• Application for refund of earnest money
REQ_HSM_25 The system should allow authorized user to specify the fee for each service.
REQ_HSM_26 The system should allow authorized user to define supporting documents required for
each request.
REQ_HSM_27 All request forms should be downloadable in XML embedded format. These forms
should have inbuilt validation check for field, in respect to data type, date range, date
format.
Workflow
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_HSM_28 The System should allow configuration of the workflow for processing of allottees
request for any modification in allotment/official database. Indicative list of Requests
is providing in below section.
• Issuance of duplicate letter of allotment.
• Transfer of property on basis of sale.
• Transfer of property on basis of legal will executed in favour of
heir(s).
• Addition & modification of spouse and blood relation members in
property.
• No Objection/Clearance Certificate.
• Non encumbrance certificate.
• Request for cancellation of allotment letter.
• Request for issue of possession letter.
The designated authority should be allowed to modify the workflow. However all audit
trails shall be maintained in the system and mandatory approvals should be required
to be uploaded in the system if required for the change.
REQ_HSM_29 The system should allow authorized users to configure activity based reminders for
defined periodicity based on defined action timelines or custom timelines. Authorized
user may be allowed to extend/revise the timelines based on the guidelines provided
in the charter of the RHB.
Request Form Submission
REQ_HSM_30 The system should provide XML embedded electronic form for submitting the request
in the following three modes for every available scheme ( Please refer Scheme
Information System Module) :
• Registered allottee may download the form, then fill the form in off-line mode
and then upload the application form through their respective account. ( All
applicable rules and validations shall be included in downloaded form as
well)
• Registered allottee may choose to fill online application and submit.
• Office user may fill application on behalf of applicant and capture the details.
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_HSM_31 The system should have mandatory fields marked out clearly for online application
filling. The system should not allow submission of the application without completing
the mandatory fields. Mandatory/Non Mandatory fields shall be finalized in discussion
with the RHB.
REQ_HSM_32 The system should allow the applicant /office user to attach various
documents/supporting documents/evidences along with the application. Following
should be the indicatively allowed formats for upload:
• Scanned documents
• Images
• RTFs
• PDFs
The system shall support all other formats as specified by RHB for above mentioned
types of documents.
REQ_HSM_33 All types of documents submitted along with the application should be preserved
securely in the system and its quality must be maintained. All documents should be
in read only mode and non editable.
REQ_HSM_34 On submission of the application, a unique application number should be generated
by the system for future reference. This application number should be saved in
encrypted form in the system.
REQ_HSM_35 All types of documents submitted along with the complaint should be tagged with the
unique application number and should be retrievable only by an authorized user of
the RHB
REQ_HSM_36 On submission of application along with supporting document, acknowledgement
receipt should be sent to the applicant through email/SMS
Processing of Request
REQ_HSM_37 All submitted applications should be notified to the designated authority through dash
board and email notification, as per the pre configured workflow for respective
application category.
REQ_HSM_38 The designated authority should be given an authorized access to review the
application form submitted and allow him/her to report any discrepancies if found.
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_HSM_39 If any discrepancy is found in the application form, then the authorized user should
be able to provide the comments and also if required should be able to send an
email/sms notification to the applicant informing requirements of fulfilling the
discrepancies.
REQ_HSM_40 If no discrepancy is found, the system should allow designated authority to forward
the application for next level with his/her own comments. It should reflect in next
authority’s dashboard as well as in his/her email notification.
REQ_HSM_41 In case next level authority does not agree with the supporting documents and other
facts of applicant then he/she may reject application or inform applicant about
discrepancy in application. Alternatively, designated authority can forward application
to approving authority along with remarks.
REQ_HSM_42 Designated estate admin should be able to view the details of the application and
activities carried out so far and if any decision is taken, he should be able to approve/
allow through system.
REQ_HSM_43 The system should automatically ask for a mandatory reason/ comment when status
is changed to 'Rejected' or 'Clarification Required'.
REQ_HSM_44 Based on the task configured in the workflow by authorized user, the tasks should
reflect in the email of the user and in the dashboard along with activity status.
REQ_HSM_45 Customized dashboard should allow authorized user to take action on activities
pending with him/her in a secured manner in a system seamlessly integrated with
other modules like portal, document management and other modules of the
application. Submission of every activity in the system should suitably update
required tables/databases at the backend. There should be no/minimum data
redundancy.
REQ_HSM_46 The configured workflow should allow each designated authorized user for a
particular activity to provide his comments on a note sheet in line with format used by
the RHB. The same should be attached with each application which shall record all
Reports/Remarks/decisions related to the application and will exist throughout the
lifecycle of the application. Authorized users should only be allowed to provide inputs
to notesheet. No user should be allowed to modify any already existing content in the
notesheet.
REQ_HSM_47 All communications, remarks, reviews, recommendations, approvals, rejections,
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
disposals should be recorded in the system and available for
preparer/approver/reviewer or any other designated officer as per assigned authority
for viewing and providing comments.
MIS
REQ_HSM_48 The system should provide suitable MIS to designated officer at predefined
periodicity/ scheme/circle/division. These MIS should have parameters to configure
option to be delivered through email, or dashboard, or access by the designated
user. Indicative but not comprehensive list of MIS include:
• Summary of sold properties according to scheme and unit category
• Summary of salable property
• List of properties sold on ORS
• List of properties sold on HPS
• Allotment list for a scheme
• List of allottees who have deposited the seed money
• List of allottee eligible for issue of possession letter
• List of units/allottees who have taken possession
• List of allottees who have not deposited lease money
• List of cancelled allotment letters
Integration
REQ_HSM_49 The system should have backend integration with scheme information management
system
REQ_HSM_50 The system should have integration with application digitization and management
system
REQ_HSM_51 The system should have integration with recovery sub module and accounts system
REQ_HSM_52 The system should allow seamless integration for workflow activities of Legal cell and
for prosecution cases.
REQ_HSM_53 The system shall maintain a centralized repository of all such
documents/policies/rules/procedure etc. (Please refer to requirements of
“management of documents”, section 6.3 for details)
Rajasthan Housing Board RFP for RHBMS
3.1.2 Recovery Sub-Module
Recovery would be another sub module of Estate Management. This sub module will be integrated with
the Housing sub module and will automate the process of calculating the amount to be recovered from
the allottee for the following processes
Requirement Id Requirement Description
System Login
REQ_RSM_1 The System shall be accessible to following users:
• Internal RHB users as per the user roles specified by the RHB for various
components of RHBMS for receipt of all type payment being made by
allottee, manage allottee account, provide waver in payment, onetime
settlement etc..
• Registered allottee for
o View transaction details
o View Payment reminders and Notices
o View statement of account
o certificate for Income tax
o online payment of installment
o Application for one time settlement
REQ_RSM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
REQ_RSM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_RSM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_RSM_5 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Account officer
• Register user Tenants
Fields to capture
REQ_RSM_6 The system should provide electronic form to record the details account profile (one
time profile) of each allottee. It should comprise of the following fields (indicative
only):
• Circle/Division
• A/c Number of Allottee
• Allottee Name
• Name of scheme (where house is allotted)
• Communication Address
• Permanent Address
• Mobile No
• Email of Allottee
• Unit Number (Allotted house/shop /plot no )
• Unit Category
• size of house/plot/shop
• Date of lottery/draw/auction
• Mode of payment opted by allottee (HPS/ORS)
• Allotment No
• Allotment date
• Date of Possession
• Hire purchase deposit Amount
• Balance cost (deferred amount)
• Rate of Interest
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Monthly installment due from (date from when installment will start)
• Total number of Monthly Installment (count of installment)
• Monthly Installment completion date (date when last installment will
paid)
• Monthly installment amount
• Lease money (yearly)
• Lease money (half yearly)
• Lease money due from (date from when lease money installment will
start)
• One time lease money deposit
REQ_RSM_7 The system should provide electronic form to record the payment being received by
RHB. It should comprise of the following fields (indicative only)
• Circle/Division
• Receipt Number
• Date of Payment
• A/c Number of Allottee
• Allottee Name
• Name of scheme (where house is allotted)
• Unit Number (Allotted house/shop /plot no )
• Unit Category (EWG/LIG/MIG-I/MIG-II/HIG)
• Mode of Payment (HP/ORS/Auction)
• Payment Description (cash/DD/Cheque bank name and date)
• Details of Deposit (Account Head in which money deposited)
• If Cash Employee/cashier Id (who receive money)
• Total Amount
REQ_RSM_8 The system should have the ability to create master of deposit heads, it should
have provision to correlate these deposit head to their corresponding account
heads, bank a/c number etc. indicative list of deposit head is as under:
• Monthly Installment
• Lease Money
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• HPS allotment Amount (before possession amt)
• Out Right Payment ORS
• SFS/Parijat
• Auction of Plot & shop
• Per day penalty on late possession
• Administrative charges (fees, fine)
• Registration amount
• Seed money
Work flow
REQ_RSM_9 The System should allow designated authority to configure the workflow for various
activities being carried out by the recovery cell. The system should capture the step
required for each activity and further role base action required. Indicative list of
activities is provided in this section
• One time Settlement of account
• OTS under Government Policy
• Adjustment in loan account
• Calculation of interest
• Cancellation of OTS
The designated authority should be allowed to modify the workflow. However all
audit trails shall be maintained in the system and mandatory approvals should be
required to be uploaded in the system if required for the change.
REQ_RSM_10 The system should have ability to set calculation formula for various type of interest
and panel interest. it must have ability to configure workflow to allow concession on
interest. Indicative list of interest applicable is as under:
• Calculation of interest on seed money /installment/lease money
• Calculation of per day interest on late possession
• Calculation of panel interest on hire purchase (default amount)
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Calculation of panel interest on installment (default amount)
• Calculation of panel interest on lease money (default Amount)
• Calculation of interest on any additional deposit
• Calculation of administration charges
Workflow
REQ_RSM_11 The System should allow designated authority to configure the workflow for various
activities being carried out by the recovery cell. System should capture the step
required for each activity and further role base action required. Indicative list of
activities is providing in this section However details list of activities and their
processes shall be finalized in consultation with the RHB.
• Recovery of default installment amount
• Recovery of default lease amount
• Payment deferment & Rescheduling of installment
• Allow concession on interest & penalties
• One time settlement under predefined policy
• One time settlement routine cases
• Start legal prosecution against allottee
• Issue of clearance certificate
The designated authority should be allowed to modify the workflow. However all
audit trails shall be maintained in the system and mandatory approvals should be
required to be uploaded in the system if required for the change.
REQ_RSM_12 The system should have the provision to capture prepayment penalty and process
the receipts accordingly.
REQ_RSM_13 The system should have the provision to waive-off pre-payment penalty and
approval limits by the designated authority.
REQ_RSM_14 The system should allow designated authority for rescheduling of payment
structure. It can be one of the following but not limited to:
• Fixed to floating and vice-versa
• Annual reducing balance to monthly reducing balance
• Re-Appraisal
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
Payment System
REQ_RSM_15 The system should have the ability to generate Pay-in-Slip with account number of
allottee.
REQ_RSM_16 The system should have the ability to accept receipts through various receipt
methods like Cash / Cheque, Electronic Clearance system
REQ_RSM_17 The system shall have provision for bank reconciliation of all payment being
deposited through cheque and ESC. Provision to enter, view and update the
details of bounced cheque.
REQ_RSM_18 The system should have ability to notify allottee and concerned recovery cell about
dishonored cheques and other instruments through email/SMS and dash board
REQ_RSM_19 The system should ability to escalate cheque bouncing cases to higher authority for
appropriate action to be taken for realizing payment and for initiating various
proceedings under Negotiable Instruments Act or any other act applicable.
REQ_RSM_20 The system should have the provision to handle special cases like cancellation of a
cheque/stop ESC facility
REQ_RSM_21 Through centralized web based system, an allottee should be able to login and
view statement of account various statements for his/her respective account.
Indicative list for statements to be displayed is provided in subsection.
• Receipt of Instalment paid
• Account statement with charges, interest, panel interest and payment
• Interest certificate for income tax
• Provisional certificate of principal & interest
REQ_RSM_22 The system should have the provision to enter any type of additional charges/panel
interest and the adjustment should be made in the allottees account.
REQ_RSM_23 The system should be able to handle customer refund; this shall be allowed through
pre configured workflow. Refund should be handled by cash/cheque/ or direct bank
transfer in the account of allottee.
REQ_RSM_24 In regard to each allottees the system must be able to maintain the following
components of dues
• Installment component
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Lease Installment
• HPS deposit
• Simple Interest part
• Compound part
• Loss of rebate
• Interest penalty
• Risk Charge
• Interest Tax
Recovery from Default
REQ_RSM_25 The system should have ability to assign role base recovery agent and recovery
officer for default amount, it should notify the designated officer about status of
recoveries and follow-up dates
REQ_RSM_26 A note sheet in line with format used by the RHB should be attached with each
default recovery case which shall record all calls/reminder/personal
meetings/assurance by defaulter/decisions related to the recovery case and will
exist throughout the lifecycle of the allottee. Authorized users should only be
allowed to provide inputs to note sheet. No user should be allowed to modify any
already existing content in the note sheet.
REQ_RSM_27 The system should allow designated authority to issue legal notice to the defaulter;
it should be notified to the allottee through email and print hard copy.
REQ_RSM_28 The system should allow designated authority to notify the allottee for legal action
and prosecution
One time settlement
REQ_RSM_29 The system should have provision to create master database of all policies being
issued by RHB for settlement of loan/HPS accounts. It should also allow designated
officer to configure workflow for approval and settlement of account
REQ_RSM_30 The system should have provision to record application received under OTS policy.
All submitted requests should be notified to the reviewer through email and
dashboard. This role shall be preconfigured in the system as part of workflow
configured for review of request
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_RSM_31 The system should allow reviewer to forward the submitted OTS request for
following action as per the configured work flow of the RHB
• Calculation of actual receivable
• Concession if already granted to allottee
• History of payments
• Physical verification if required
• Discrepancy in documents that need to be attached with case
• Deposit of minimum installment with request letter
REQ_RSM_32 The system should have the provision to enter any type of waiver information and
accounting adjustments in receivables account
REQ_RSM_33 The system should have ability to track all OTS cases as per the terms and
conditions, in case allottee fails to deposit the money as per the reschedule terms
then system should allow designated authority to cancellation of OTS and roll back
account to original status.
Integration
REQ_RSM_34 The system should have integration with following module ( Phase II of the project)
• Scheme Information system Module
• Estate Housing Module
• Application Digitization & Management Tools
• Personal & Payroll Module
• Account Module (envisaged in second phase)
MIS
REQ_RSM_35 The system should be able to generate MIS reports as per the requirements of
Board. These reports should be allowed to filter according to board, circle, division
or revenue district. The indicative list of MIS reports include:
• List of defaulters who fall under Red category (having defaulted on 3 times
of nonpayment of installments )
• List of defaulters (defaulter of more than 1 installments )
• List of cheques and ECS dishonored/bounced
• List of case settled under OTS
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• List of defaulters after OTS
• List of defaultes under prosecution
3.1.3 Lease System and Rental Properties Sub-Module
Context: Various schemes are run at state and district level by Rajasthan Housing Board. Fund is
allocated for various schemes. Beneficiary applies through application form under various schemes.
Application is processed and if approved, a grant is sanctioned to the beneficiary.
Requirement Id
Requirement Description
System Login
REQ_LSR_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB.
• Registered tenants for
o View transaction details
o View Payment reminders and Notices
o View statement of account
o online payment of Rent
REQ_LSR_2 The system should allow authorized users to access various functions, forms, screens,
sub modules, information etc. as per the authorizations and user roles permissible as
per guidelines and policies of the RHB
REQ_LSR_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_LSR_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_LSR_5 The system should be accessible through centralized web application only for following
roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Account officer
• Register Allottee
• Register Applicant
Fields to be captured
REQ_LSR_6 The system should have provision to create database of all lease hold/freehold
property available with the RHB, it should be able to generate unique property id
across Rajasthan. Indicative list of fields need to be capture about each property are
as under, however detail of fields can be decided in consultation with RHB
• Circle/Division
• Property Number as per asset register
• Sector/colony name where property is situated
• Name of scheme (where property is situated)
• Property type (shop/ house/plot /office/ commercial)
• Shop Number (leased house/shop /plot/office no )
• Size of Property (total Area, Built-up area)
• Description of construction
• Approximate value of property
REQ_LSR_7 The system should provide electronic form to record the details of the allottees. The
allottees profile should contain the following fields (indicative only):
• Circle/Division
• Sector/colony name
• Name of scheme (where house/shop/property is leased)
• A/c Number of lessee
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Lessee Name
• Communication Address
• Permanent Address
• Mobile No
• Email of Allottee
• Property type (shop/ house/plot /office/ commercial)
• Shop Number (leased house/shop /plot/office no )
• size of house/plot/shop
• Details description of Property (built-up area, plot area etc..)
• Lease Rate per/sqr meter
• Date of lease
• Lease expiry date
• Lease money yearly
• Lease money Monthly
• Rate of Interest in case of default
• Yearly increase in lease (in percentage)
REQ_LSR_8 The system should provide electronic form to record the payment being received by
RHB. It should comprise of the following fields (indicative only)
• Circle/Division
• Receipt Number
• Date of Payment
• A/c Number of lessee
• Lessee Name
• Name of scheme (where property is leased)
• Unit Number (leased house/shop /plot/office no )
• Payment Description (cash/DD/Cheque bank name and date)
• Details of Deposit (Account Head in which money deposited)
• If Cash Employee/cashier Id (who receive money)
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Total Amount
REQ_LSR_9 The system should allow the authorized user to attach various type of legal documents
like lease deed / rent agreement/ lease extension along with the lease hold property.
Following should be the minimally allowed formats for upload:
• Scanned documents
• Images
• RTFs
• PDFs
The system shall support all other formats as specified by RHB for above mentioned
types of documents.
REQ_LSR_10 All types of documents uploaded along with the lease deed/rent deed should be
preserved securely in the system and its quality must be maintained. All documents
should be in read only mode and non editable.
REQ_LSR_11 The system should have ability to notify authorised user about rent due, rent default,
lease deed expiry and lease money increase through email and dash board
REQ_LSR_14 The system should have the provision of collection of payments at cash collection
counter/ cheque/ DD and through ECS payment system
REQ_LSR_15 The system should support E-payments collection through internet.
Advertisement for Rental Properties
REQ_LSR_16 The system should have the provision to advertise all property available for
rental/lease hold on web portal. It should capture the following field before publishing
on portal.
• Circle/Division
• Property Number as per asset register
• Sector/colony name where property is situated
• Name of scheme (where property is situated)
• Property type (shop/ house/plot /office/ commercial)
• Shop Number (leased house/shop /plot/office no )
• Size of Property (total Area, Built-up area)
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Description of construction
• Contact person email/mobile number
• Location map of property
• Lay out plan of property
• Picture of property
• Terms of lease/rent
• Expected rent/lease
• Expected yearly increase in rent
• Target segment (Bank/MNC/company/ individual/commercial)
REQ_LSR_17 The system should have the provision of On-line search of any lease/rental properties
REQ_LSR_18 The system should have the provision of recording queries made by prospective
lessee and tenants
REQ_LSR_19 The system should generate the Arrear Register
Recovery from Defaulters
REQ_LSR_20 The system should have ability to assign role base recovery agent and recovery officer
for default amount, it should notify the designated officer about status of recoveries
and follow-up dates
REQ_LSR_21 A note sheet in line with format used by the RHB should be attached with each default
recovery case which shall record all calls/reminder/personal meetings/assurance by
defaulter/decisions related to the recovery case and will exist throughout the lifecycle
of the allottee. Authorized users should only be allowed to provide inputs to note sheet.
No user should be allowed to modify any already existing content in the note sheet.
REQ_LSR_22 The system should allow designated authority to issue legal notice to the defaulter, it
should be notify to the allottee through email and print hard copy
REQ_LSR_23 The system should allow designated authority to approve case and notify allottee for
legal action and prosecution
REQ_LSR_24 The system should have ability to maintain statement of account of each lease holder
Through centralized web based system, any lessee/tenants should be able to login
and view statement of account in regard to
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Receipt of lease/rent paid
• Account statement with charges, interest, panel interest and payment
• Online payment of rent/lease
Integration
REQ_LSR_25 The system should have integration with following modules
• Scheme Information system Module
• Estate -Housing Module
• Estate -Recovery Module
• Account Module (Envisaged for Phase II of the project)
MIS
REQ_LSR_26 The system should be able to generate MIS reports as per the requirements of Board.
These reports should be allowed to be listed according to board, circle, division or
revenue district. The indicative list of MIS includes
• Circle wise division wise Rental received
• Circle wise division wise Rental receivable
• Monthly Demand collection Register
• Arrear Register
• Generate Defaulter Notices
• Accounting for TDS related to properties rentals
3.2 Financial Accounting
This module defines an integrated system as a financial management system designed with effective and
efficient interrelationships between software, hardware, personnel, procedures, controls, and data
contained within the systems. To be integrated, financial management systems must have, as a
minimum, the following four characteristics:
• Standard data classifications (definitions and formats) that are established and used for recording each
financial event
• Common processes for similar kinds of transactions
• Internal controls over data entry, transaction processing, and reporting that are applied consistently
Rajasthan Housing Board RFP for RHBMS
• A design that eliminates the need for duplicate entry of transactions.
3.2.1 Budget Allocation & Management Module
Requirement Id Requirement Description
System Login
REQ_FMBS_1 The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:
o Head office
- Housing Commissioner
- CAO/Account Admin
- Accounts Officer
- Accountant (Assigned for Budget Management)
o Circle Office
- Circle Head /SE/ DHC
- Circle Accountant
o Division Office
- Division head / EE/RE
- Divisional Accountant
- Office user/accounts (Assigned for Budget Management)
REQ_FMBS_2 The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB
REQ_FMBS_3 The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS
Access
REQ_FMBS_4 R The System shall be accessible to following users
• Internal RHB users at division office as specified by the RHB for various components of RHBMS to record
• Head Office o Budget Consolidation o Budget Review for approval o Budget Prioritization after approval o Intimate Circle office/Division office/HoD regarding Budget
sanction o Transfer to corresponding CD account o Budget Monitoring and report generation
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Budget revision approval • Circle Office
o Budget Consolidation o Budget Review for approved projects o Budget Forward to corresponding agencies o Budget Monitoring and report generation o Credit Drawing authority
• Division office o Prepare budget for Plan Heads o Prepare Budget for Non Plan Heads o Prepare Annual Budget for New Projects o Prepare budget for R&M of Building & assets
§ Schedule Repair § Special Repairs § Non schedule Repairs
o Credit Drawing authority
REQ_FMBS_5 Budget and actual expenditure inquiry or reporting by a internal users should be
restricted to the data pertaining to that finance & accounts cell only. The
authorized budget users such as the Budget Officer and the officials of the budget
section should however have complete access.
Pre –Budget for Plan & Non Plan Heads
REQ_FMBS_6 Should allow authorised user at DO/Circle Office level to prepare a Scheme wise Plan budget for a complete financial year (New/On going Projects Expenditure). List of indicative fields needs to be captured is as under:
• Location HO/Circle/Division • Financial Year • Scheme Name • Account Head • Cost of Project • Other description • Implementation details of on-going projects
o Particular of work order (order No, date and amount) o Physical Progress Stage (plinth /linthal /roof) o percentage completion o expenditure incurred till previous year o sanctioned budget o Requirement for this years
• Total budget requirement for project REQ_FMBS_7
Should allow authorised user at DO/Circle Office level to prepare a head wise Plan budget for a complete financial year (Non Projects Expenditure). List of indicative fields needs to be captured is as under:
• Location Division/Circle/HO • Department/Cell • Financial Year
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Account Head (Major/Minor) • Amount Budgeted • Other description
REQ_FMBS_8 Should allow creation of expenditure programme for non-plan budget, based on rules of expenditure for:
• Recurring expenditure items proportionate over the year @ of 1/12 • Recurring expenditure items not proportionate over the year e.g.
maintenance • Non recurring expenditure item to be planned over the year e.g. office
furniture & equipment REQ_FMBS_9
Should allow authorised user at Division Office /Circle Office level to prepare a head wise Non Plan budget for a complete financial year. List of indicative fields needs to be captured is as under:
• Location Division /Circle/HO • Financial Year • Account Head (Major/Minor) • Amount Budgeted • Other description
REQ_FMBS_10 System should make the e-form available for entering the revised budget estimation
REQ_FMBS_11 System should allow user to bifurcate head wise budget in monthly/ quarterly and half yearly mode
REQ_FMBS_12 Should allow copying details from existing budget into the revised budget estimate form
REQ_FMBS_13 Should populate the projected expenditure and actual expenditure accrued on last year while preparing head wise monthly budget to compare the level of expenditure achieved
REQ_FMBS_14 it should allow the user to prepare scheme wise budget for new projects, Facility for direct manual entry of amounts for individual budget items apart from formula builder and percentage revaluations
REQ_FMBS_15 Should allow compilation of the revised budget for HR and non-HR expenses head wise by incorporating re-appropriations and additional grants and subtracting Surrenders
REQ_FMBS_16 The system should have provision to generate Annual budget for preventive maintenance of building as per standard maintenance schedule.
REQ_FMBS_17 The system should have provision to generate Annual budget for amount receivable under various account heads. Should populate the projected Income and actual recovery accrued on last year, and default recovery target set by the Estate Department while preparing head wise monthly budget to compare the level of income achieved
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
Budget Consolidation & Review
REQ_FMBS_18 interface to consolidation of budget at division level and circle level
REQ_FMBS_19 Should provide an option to drill down to the complete details of each project
• Project List • New or Rolling Project • Cost associated with new Project • Cost associated with ongoing projects • Priority of Project • Probable start date • Outcome of Project • Activity List • Cost Breakdown of activities • Brief Description • Duration of project • Start Date • End Date • Implementation details of on-going projects
REQ_FMBS_20 Interface to review budget by adding new items, delete items, edit quantity of items and edit cost etc..
REQ_FMBS_21 Ability to generate queries to the subordinate office in regard , all queries should bind with a unique no.
Budget Approval
REQ_FMBS_22 There should be provision to record the final budget approved according to division wise along with details of work code, head code, sub head code etc..
REQ_FMBS_23 Should allow relevant stakeholders to transfer budget within various account heads within a major head
REQ_FMBS_24 Should have provision to freeze budget on basis of budget head and account head, there should be provision to drill down budget up to month level. Ability to support user-defined budget availability controls to specify which accounts do not allow actual exceed budget or otherwise
Budget Reversion & Monitoring
REQ_FMBS_25 There should be provision to carry forward budget to next year as per the configured workflow and business rule of department
REQ_FMBS_26 Provides budget vis-à-vis actual comparison on a on-line basis as well as periodic intervals
REQ_FMBS_27 Ability to transfer budget from one head to another. This should be allowed as per
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
configured business rule of the RHB
REQ_FMBS_28 System should populate the re-appropriation, re-allocations, surrenders, revised requirements for the remaining months etc. as on the date of preparation of revised estimates
REQ_FMBS_29 System should cumulate the re-appropriation, re-allocations, surrenders etc. with the budgeted estimates to arrive at the revised budget estimates
REQ_FMBS_30 Should allow DOs to submit the revised estimates to the Head office for purpose of re-allocation
REQ_FMBS_31 Should allow designated authorities at Head office to review and approve revised estimates received from DO & CO
REQ_FMBS_32 Should enable DO/CO/HO and HOD to undertake expenditure monitoring/ reviews using system tools and utilities.
REQ_FMBS_33 Comparison of expenditure with project implementation schedule in plan budget (mile stone/end of activity stage) periodically(at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)
REQ_FMBS_34 Comparison of expenditure with expenditure program using trend analysis for recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)
REQ_FMBS_35 Comparison of expenditure with expenditure program using for non-recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)
REQ_FMBS_36 As a result of expenditure reviews should identify likely savings/excesses
REQ_FMBS_37 Should allow users to choose from following options
• No Requirement • Additional Requirement • Budget Savings
REQ_FMBS_38 Should allow designated authority to fill the surrender proposal and submit the proposal to Finance & Accounts, list of indicative fields need to in budget surrender form are as under:
• Planned/Non-Planned Budget • Grant • Account Head (Major/Minor) • Amount to Surrender
REQ_FMBS_39 System allows users to perform on-line appropriation budget adjustments with appropriate security authority within the Financial powers
REQ_FMBS_40 Should allow HODs/DOs /COs to prepare a supplementary grant proposal and
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
submit it to accounts cell in case there is no excess budget available for re-appropriation
REQ_FMBS_41 Should automatically update original budget on the basis of Re-appropriation/additional grants/surrendered budget
REQ_FMBS_42 System should allow designated authorities of Accounts cell to lock any budget head for any period of time in case of issues with resource availability
REQ_FMBS_43 System should allow specifying a lower limit of expenditure to be done under a particular budget head
REQ_FMBS_44 System should allow to notify all HOD/DO/CO in case of low or no
expenditure being done by a board for any particular head
REQ_FMBS_45 Online enquiry of budget availability for a particular account head/ project head /
expense head
REQ_FMBS_46 Option to send an e-mail to the concerned department requesting the expenditure
if the cumulative expenditure exceeds the budget
Workflow
REQ_FMBS_47 it should be allowed to configure workflow as per business rule of the board for forward budget along with recommendation, consolidation of budget, review of budget, rights for addition and deletion of budget items
REQ_FMBS_48 Provide flexible budget hierarchy to define budgeting level (what level should be budgeted), account posting level (level where accounting entries will be posted) and budget availability control level (budget level where active budget availability checks are performed).
REQ_FMBS_49 The system should have ability to configure workflow for following activities
o Prioritization of Projects o Budget review o Financial & administrative sanction of project according to project value
REQ_FMBS_50 Support the monitoring of various budget types such as original budget,
supplementary budget, budget carry-forward (unutilized budget amounts carried
forward from previous years), budget transfers.
MIS Reports
REQ_FMBS_51 Flexibility to report against different versions like budget estimate, revised estimate, etc. for the year
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_FMBS_52 Ability to export the budget data into text or excel format that can be used by the publisher for publishing
REQ_FMBS_53 Budget version analysis report showing differences between different versions of a budget
REQ_FMBS_54 Budget versus actual expenditure report for all or a selected set of departments and expenditure heads for the current year as well as the previous ones
REQ_FMBS_55 Budget and actual expenditure inquiry or reporting by a department should be restricted to the data pertaining to that department only. The authorized budget users such as the Budget Officer and the officials of the budget section should however have complete access.
3.2.2 Project Accounting Sub Module
Requirement Id Requirement Description
System Login
REQ FMPA 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:
o Head office
- Housing Commissioner
- CAO/Account Admin
- Accounts Officer
- Accountant / cashier
o Circle Head /Dy Housing Commissioner
o Circle Accountant
o Division head / Executive Engineer/RE/DHC
o Divisional accountant
o Assistant Engineer
o Junior Engineer
o Office user accounts (DO)
REQ FMPA 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMPA 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.
Access
REQ FMPA 4. The System shall be accessible to following users
• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record
• Head Office
o Project Monitoring and report generation
o Approval of Monthly Fund requires for Project
• Circle Office
o Approval of project monthly project funds
o Approval of revised project bill
o approval of contract &work order
o Project Review with time line
o Edit /delete MB books
o Impose penalty on contractor
• Division office RE/DHC
o Approval of contractor Bill in partial or full bill
o Approval of contractor Advances
o Edition and deletion in MB book
o Impose penalty on contractor
o Prepare Monthly report (funds required for a work)
o Reject contractor bill
o Approval of contract work order
• Assistant Engineer/JE
o Entry of DPR Project Profile
o Enter work contact detail with Milestone, rate and payment terms
o Submission of running bill against work
o Submission of Measurement Book
o Entry of Credit Note against material supplied to contractor
o Update work milestone status in line with PMIS
• Divisional Accountant
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Review Contractor running bill
o adjustment of material payment
o deduction against penalty imposed by AE/RE/SE
o entry of Advance paid to contractor
o deduction of advance & mobilization advances from contractor bill
o deduction of security amount from contractor bill
o entry of payment paid to contractor against a work
Field to capture
REQ FMPA 5. A system should have ability to capture project related data. It should have ability to define scheme then activities and sub activities under a scheme. it should generate unique id for each activities and sub activities. and should be capable to calculate actual expenditure incurred up to sub activities level
REQ FMPA 6. The system Should ability to create project profile for new projects and DPRs. the list of indicative fields need to be captured is as under
• Location
• Name of Scheme
• Category of Scheme (EWS/LIG/MIG1/HIG/Flats/Multistoried
• Plinth Area As Per Scheme
• Plot Size
• Total Houses constructed
• estimated cost per houses
• cost of construction for total houses
• date of commencement as per scheme
• actual project period
• Goal & Objectives (Outcome) of the Project
• Target Beneficiary
• Current Situation
• Work Plan
• Mode of funding (with alternative funding options)
• Funding Agency (Multiple Agencies)
• Major milestones of projects
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Activity Sets & strategy to achieve each milestone
• Criteria and Justification for selection of the final strategy
• Outputs of each activity
• Cost of each Milestone
• Total Cost of the Project
REQ FMPA 7. Should be able to enter milestones, milestone dates and Key Performance Indicators in the system
REQ FMPA 8. System should allow creation of a new activity and generate an activity ID, these activities should have interlinkage with PMIS Module, for the purpose of resource allocation
REQ FMPA 9. System should have integration with PMIS module and it should allow breaking the strategy options into activity sets and provide the following details
• Scheme Name
• Milestone ID
• Activity Name
• Activity Description
• Activity ID
• Whether it is work related to construction/engineering
• Target date for completion of activities
REQ FMPA 10. System should be able to calculate the cost specific to each activity with the help of cost tables
REQ FMPA 11. System should allow consolidation of cost specific to each activity set
REQ FMPA 12. System should calculate the cost of the entire project
REQ FMPA 13. Should capture approvals (Administrative and/or Technical Sanctions) of each project/work specifically all activities related to construction work/engineering related
REQ FMPA 14. System should allow the stakeholders to apply for Administrative sanctions by Competent Authority for any work under scheme which is due for implementation
REQ FMPA 15. System should allow stakeholders to seek technical sanction from a competent authority for the details & cost estimate of the work
REQ FMPA 16. System should allow issuing revised AS/TS in cases the expenditure goes beyond the approved estimates
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMPA 17. Should allow authorised users to review the approved project plan submitted by the implementation authority from PMIS
REQ FMPA 18. Should allow authorised user to review the activities line items of each approved Project /Programme provided under the Planned Budget of the current Financial Year
REQ FMPA 19. Should have ability to capture the following details of work related construction and engineering
• Name Of The Scheme
• Work/ Project Name
• Work Description
• Work ID/Code
• Administrative Sanction No & Date
• sanction authority
• Sanctioned Amount
• Technical Sanction No & Date
• Target Completion Date
• Source of Funding (should allow multiple sources also)
REQ FMPA 20. Should be able to record following details of milestone associated with a particular project/work
• Work ID
• Milestone Name
• Budgeted Estimate for milestone
• Target date for completion for Milestone
REQ FMPA 21. Should be able to record following details of associated with a particular milestone
• Work ID
• Milestone Name
• Activity ID
• Activity Name
• Activity Brief Description
• Budgeted Estimate for Activity
• Target date for completion for Milestone
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMPA 22. Should allow to capture contract details of each work associated with scheme. List of indicative fields needs to be captured are as below
• Name Of The Scheme
• Project/Work Name
• Project/ Work ID
• Work Order No & Date
• Work Order Amount
• Target Completion Date
• Total Work Order amount
• Contractor Name & details address
• Contractor Account ID
• Contractor Bank Account details
• Contractor PAN Number,
• Contractor Service tax number
• Milestone Details
o Milestone Name
o Activities to be perform
o Cost for Milestone
o Target date for completion
• Unit Rate
o Item & Chapter No
o Item description
o Measuring Unit
o Quantity
o Unit Price
• Payment Terms
o Mile stone Basis / Monthly Basis
• Performance Security Amount (in case of advance)
• Late delivery Penalty If any
o Milestone Name
o Activity Name
o Target Date
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Penalty calculation Methodology (Percentage/ Days)
o Penalty Amount
REQ FMPA 23. Should be able to provide the following details of the Work In Progress project
• Project/work ID
• Project/work Name
• Milestone Name & ID
• Milestone Target date
• On Going Activities List
o Activity ID
o Activity Name
o Current Status of activity (completed/ Ongoing/not started/cancelled)
o Pending activities
• Expected target date to achieve milestone
• Milestones achieved (Percentage of completion)
• Cost Incurred to date
• Budgeted Sanctioned for milestone
• Budget required for completion (if Any)
REQ FMPA 24. Should allow project estimate to be maintained so that revised estimates can be computed in combination with the actual to date expenditure
Monthly Budget Requirements for Work
REQ FMPA 25. It should allow the user to prepare scheme wise budget at DO level so that budget can be forward to the circle office. Should compile the draft plan for new and ongoing projects having following details
• Division name
• Circle Name
• Financial year
• Scheme Locations
• Project Name
• Project Duration
o Start date
o Target completion date
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Total project Cost Estimates
• Implementation details of on-going projects
o Particular of work order (order No, date and amount)
o Physical Progress Stage (plinth /linthal /roof)
o percentage completion
o expenditure incurred
o sanctioned budget
o Requirement for this month/years
o recommended by DHC (Deputy Housing commissioner)
• funds received in current financial year
• funds available from previous financial year
• funds utilized
• surplus funds available with Div
• Net Funds required
REQ FMPA 26. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure
REQ FMPA 27. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)
REQ FMPA 28. should have ability to review monthly funds requirements and approve as per the authorisation and business rule of the Board
REQ FMPA 29. The system should provide the functionality to allocating/distributing scheme budget over the FY as per needs of construction programme (month wise)
REQ FMPA 30. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)
REQ FMPA 31. The system should provide the functionality to customize online MB reach-wise
REQ FMPA 32. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure
REQ FMPA 33. The system should provide the functionality to raise alerts if slice/quantities exceeds predefined limits
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMPA 34. The system should provide the functionality to enable consolidation of measurement RE (Division)-wise as also inter division consolidation of Item-wise quantities and milepost information.
REQ FMPA 35. The system should provide the functionality to enable consolidation of all information/data of all the contracts of a particular project/scheme in project management module
REQ FMPA 36. Should allow the system updating authority to update the project with the following information:
o Project Name (Drop Down)
o Project Id (self generated)
o Project duration ( to be selected by authority)
• Activity Detail
• Output of each activity
o Milestones set (self generated from)
o Milestones Pending (self Generated by the system)
o Milestones achieved (to be filled in by authority)
o Activities set under the milestone
o Activities achieved
o Activities pending
o Cost Incurred
o Material Used (for works)
o Remarks by the sub engineer
REQ FMPA 37. The system should provide the functionality to enable closure of contract when completed/abandoned/ terminated
REQ FMPA 38. The system should provide the functionality to enable audit logs for all changes/modifications and copied in the contract/project management utility/system
REQ FMPA 39. The system should provide the functionality to assign contracts owner, contracts manager, accountable person and key stakeholders, System updating authority, reviewing authority
REQ FMPA 40. The system should provide the functionality to be able to re-open closed contracts
Monitoring Physical Progress
REQ FMPA 41. The system should provide the functionality to define reach slice/quantities and milestones of the contract in section’s online MB enabling capture of
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
measurements and milestone in the MB. list of indicative field need to be captured are as below
• Location (Circle & Division)
• Work Name & ID
• Work Order No & Date
• Contractor Name
• Period from
• Period to
• Measured/recoded By (Name, ID & designation of Emplyee)
• Reference No of physical MB Books
• Item wise quantities
o Item Name
o Item Number
o Description
o Measuring Unit
o Dimension (height, width, length)
o Total Item Quantity
REQ FMPA 42. Should generate an alert for the AE/EE if the Junior engineer does not upload MB within specified time as per the project requirement
REQ FMPA 43. Should allow the AE & EE to accept / reject / edit the MB at his own end.
REQ FMPA 44. Should allow the AE & EE to seek clarification or mark for action to Junior engineer
REQ FMPA 45. Should allow the AE/EE to enter the reasons for the rejection of the MB or the part there off
REQ FMPA 46. Should allow the AE/EE to edit the MB at his own end for certain minor changes
REQ FMPA 47. Should allow the AE/EE to approve quantities (partially) as per his/her own verification
Contractor Payment
REQ FMPA 48. Should provide required electronic formats of invoices (e.g. Abstract of quantities executed as per running bill format along with a generic invoice format which can be customized by the project authority for the project use
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMPA 49. For every invoice submitted and entered into the system, system should create an unique Invoice/Bill id. Any further communication and tracking should be based on that
REQ FMPA 50. Should allow authorised user track the status of contractor bill. The points at which the status can be tracked would be:
• Invoice processed at sub engineer level
• Submitted to assistant engineer for clearing
• Invoice processed at AE level, bill created
• Submitted to RE for clearing
• Invoice accepted / rejected at RE level
• Queued in Ways & Means Management
• Bill cleared
REQ FMPA 51. Should allow the AE or User authorize by AE to enter the following bill details. the list of indicative fields needs to be captured are as under
• Invoice No.
• Bill no.
• whether final bill/running
• Work Name & ID
• work order No & date
• Head details
• Contractor’s name
• Contractor’s ID
• TAN & CIN Number of the company
• Contractor’s bank account number ( Bank branch name, location and code)
• Address of the company
• Contact details of the contractor
• Milestone Achieved or not Yes or No
• Claimed amount Rs…
• Passed amount – Rs…
• Penalties to levy on contractor - if any (to be filled by relevant authorities
(JE/AE/EE/DHC) – Rs…
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Deductions (to be filled by DA/Auditor) – Rs…
• Deduction against material supplied –RS
• Assistant Engineer’s/EE/SE Remarks
• Digital signature of the EE
REQ FMPA 52. System should have ability to capture the Abstract of quantities executed as per the measurement book recorded by the AE/JE. List of indicative fields needs to be compiled from MB books are as follows
• Work Name & ID
• Work Order No & Date
• Contractor Name
• Period from
• Period to
• Measured/re coded By
• Item wise quantities
o Item Name
o Item Number
o Description
o Measuring Unit
o Dimension (height, width, length)
o Total Quantity
o Quantity verified by AE/EE/SE
REQ FMPA 53. System should have ability to capture the amount against material supplied to the contractor on payment, List of indicative fields needs to be compiled from store receipt are as follows
• Work Name & ID
• Work Order No & Date
• Contractor Name
• Date
• Store Issued By
• Indent No & Date
• Indent Approved By
• Material Details
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Material Name
o Material Number
o Measuring Unit
o Quantity Issued
o Unit Price
o Total Price
REQ FMPA 54. The system should provide the functionality to enable computation of quantities for approval of contractor’s bill/invoice of quantities
REQ FMPA 55. The system should provide the functionality to enable creation of contract bill as per verified/measured quantities less what is paid earlier (Process: Contractor Bill Clearing)
REQ FMPA 56. The system should provide the functionality to enable adjustments of deductions on account of advances, security, penalty, taxes, etc from created bill (Process: Contractor Bill Clearing)
REQ FMPA 57. The system should provide the functionality to enable uploading of contractor’s bill along with necessary approval
REQ FMPA 58. Should allow the DO/EE to view the work ID in the bi, as soon as the AE upates/uploads the bill. The Work ID the project plan, online measurement book, corresponding terms of reference, original contract document and budget availability statement should open up automatically
REQ FMPA 59. Should provide the facility to EE to review the Measurement Book if required, Bank Guarantee details contract uploaded over the system
REQ FMPA 60. Should allow the DO/EE to accept / reject / edit the bill at his end
REQ FMPA 61. the System should allow EE/DO to approve contractor invoice in an full approval or in partial approval
REQ FMPA 62. Should allow the EE to seek clarification or mark for action to junior engineer through AE
REQ FMPA 63. Should provide the EE/PIU the following options:
• Accept • Reject • Object and resend to bill clerk • For processing the raised bill
REQ FMPA 64. Should allow the EE/Designated Authorities to enter the following format in case of a rejection:
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Claim id • Rejection ID • Rejection Date • Rejection Code • Reason for rejection (description to be filled in by bill clerk)
REQ FMPA 65. Should allow the EE to fill in the following details in case of an objection
• Claim id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be
recorded)………………………….. • Objection # 2: (Description to be filled)………………………….. • Objection # n: (Description to be filled)…………………………..
REQ FMPA 66. Should allow the designated staff to respond to the raised objections in a serial wise manner:
• Claim id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:………………………….. • Actions taken over the Objection # n)………………
REQ FMPA 67. Should system generate notifications (through SMS / email / In Tray dash board etc.) at each of the following stages:
• Measurements taken/verified at junior engineer level
• Bill created at AE level for clearing
• Submitted to RE for clearing
• Bill accepted / rejected at EE level
• Submitted to Accounts disbursement system
• Bill cleared by Ways & Means system and contractor’s account credited
REQ FMPA 68. Should allow the user to enter all the invoices for advance received at the front desk from the contractor/supplier/service provider for advance payments. The bill clerk will make the following entries while accepting the invoices for advance payment:
• Claim ID (System Generated) • Claim date • Project/work Id • Contractor’s name • Contractor’s ID • Advance Type • Whether advance is to be deducted from running bill Y/N • Contractor’s bank account details (already registered in the system) • Particulars of security received (e.g. bank guarantee, etc) • Advance Amount
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMPA 69. Should generate an alert for the Resident Engineer as soon as the bill clerk raises a bill for advance payments
REQ FMPA 70. Should maintain a database of all the advance payments
REQ FMPA 71. Should maintain a database of all the Security amount deducted from contractor bill
REQ FMPA 72. Should account for recovery/adjustment of advance payment while making the next payments to the contractor
REQ FMPA 73. Should provide details of the advances that have been paid till date to the contractor/supplier/service provider before any new payments
REQ FMPA 74. The system shall provide functionality to automatically update the general ledger with contract transaction and documents
MIS Reports
REQ FMPA 75. Following is list of MIS but not limited up to this list
1. Project wise Bill Paid
2. Project wise bill pending for approval at different level
3. Project Physical Progress Vis-a Vis Finnacial Progress
4. Monthly Expenditure on each project
5. Monthly Expenditure on each scheme
6. Monthly expenditure budgeted vis-à-vis expenditure incurred on a project
7. Monthly Funds requirement statement for a project
3.2.3 Book Keeping & Accounting Sub Module
Requirement Id Requirement Description
System Login
REQ FMBK 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:
o Head office - Housing Commissioner - CAO/Account Admin
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
- Accounts Officer - Accountant - Cashier
o Circle Head /Dy Housing Commissioner o Circle Accountant o Account Assistant o Division head / Executive Engineer o Divisional accountant o Account Assistant o Office user accounts (DO)
REQ FMBK 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB
REQ FMBK 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.
REQ FMBK 4. Access
REQ FMBK 5. The System shall be accessible to following users
• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record
• Head Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher o Entry of Loans from FI o Entry of Interest on loans o Entry of loan repayment o Entry of investment from Government grant o Entry of funds transfer to circle & divisional offices o Generation of MIS reports related to accounts o Send financial queries to the HoD, COs and DOs o Generate balance sheet
• Circle Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Generation of MIS reports related to accounts o Send financial queries to DOs o Reply of financial & audit queries being send by HO
• Division office o Entry of Payment Receipt o Entry of Payment Voucher o Entry of Cheque o Bank Reconciliation o Entry of Challan (Government funds) o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Reply of financial & audit queries being send by CO/HO o Generate balance sheet for a particular project/scheme
REQ FMBK 6. Should set up security by various user groups to restrict access for those account ranges.
REQ FMBK 7. Should define Account level security by user e.g.: The system should restrict user entering or reviewing balances for certain accounts.
Generic Requirements
REQ FMBK 8. Should define accounting periods with at least fiscal periods, per year with Cumulative figures. indicative fields need to be capture are as below
• Financial Year • Start Date • End Date
REQ FMBK 9. Should create and maintain unlimited number of account Head and sub head
REQ FMBK 10. The system shall provide functionality to support a centralized ledger for each Account head.
REQ FMBK 11. Should create and maintain unlimited number of ledgers/registers in general Ledger (GL) with an option to include or exclude any of the ledgers for one or multiple consolidations. list of indicative fields need to be capture in GL are as under
• Ledger Name • Ledger Code • weather behave as sub ledger • if yes then name of master ledger • Account Head & Sub head details • ledger Type (income /expenditure/Assets/Liabilities) • Opening Balance Rs …. (Dr/Cr) • weather account is active
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMBK 12. Should have centralized account maintenance capability in order to ensure that any addition or change in the account code in the master chart of account will be available automatically in all location
REQ FMBK 13. The system shall provide functionality to simultaneously support the following basis of accounting for appropriate fund types, but not limited to:
• Cash basis • Accrual basis • Modified accrual basis
REQ FMBK 14. The system shall provide functionality to support multi-fund accounting with the capacity to segregate funds by type and by regulatory requirements
Cash & Journal Transactions
REQ FMBK 15. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types including, but not limited to:
• Manual • Recurring • Interfaced
REQ FMBK 16. The system shall provide functionality to configure a journal voucher format as per the business procedure of the RHB
REQ FMBK 17. The system shall provide functionality for the user to set-up standard journal voucher templates that can be recycled to enable the creation of like kind vouchers
REQ FMBK 18. The system shall provide functionality to generate a unique voucher Id for each journal transaction and transaction line entered. These voucher ID should be maintains in accordance to the voucher type.
REQ FMBK 19. System should provide user interface to define the prefix of each voucher ID
REQ FMBK 20. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types
REQ FMBK 21. The system shall provide functionality to support both automatic and manual identification of document numbers
REQ FMBK 22. should allows cash accounting with multiple cash points for a single or multiple
cash GL accounts
REQ FMBK 23. The system shall provide functionality to post transactions from integrated functional areas to the general ledger interactively after the due approval of designated authority
REQ FMBK 24. The system shall provide functionality to reverse journal vouchers with user control over the period in which the reversal occurs
REQ FMBK 25. The system shall provide functionality to identify goods or services received in the prior year that were paid for in the current year
REQ FMBK 26. The system shall provide the functionality to post transactions in the past or future period as long as the period is open
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMBK 27. The system shall provide the functionality to permit prior year adjustments to be entered in the current fiscal year and reported as a prior year adjustment for financial reporting and entered as a current year adjustment for budgetary purposes
REQ FMBK 28. The system shall provide functionality to run multiple periods and fiscal years concurrently, which will allow users to enter transactions, based on effective dates, in any periods that have not been closed
REQ FMBK 29. The system shall provide functionality to automatically adjust cash held in an agency’s fund ledger and the associated revenue for each returned cheques or unsuccessful transaction (payment)
REQ FMBK 30. The system shall provide functionality for users to trace summarized transactions in the general ledger back to detail source documents in other system modules or subsystems. If the information must be retrieved from these modules or subsystems, it should be transparent to users
REQ FMBK 31. The system shall provide functionality for users to perform on-line drill-downs from the general ledger summary balance to the original source document(s)
REQ FMBK 32. The System shall provide the functionality to prevent creation of duplicate transactions with system controls
Bank Transactions
REQ FMBK 33. The system shall provide functionality to accommodate multiple banks and bank accounts in the automated bank reconciliation process
REQ FMBK 34. Should provide interface for entry to incoming cheques for current as well as
future period and segregation based on dates possible.
REQ FMBK 35. Should provide facility to view and print cheque deposit statement for a day.
REQ FMBK 36. Captures value date for cheque deposited and payment
REQ FMBK 37. The system shall provide functionality for users to make correction during the reconciliation process
REQ FMBK 38. The system shall provide functionality for users to enter the bank charges corresponding to a particular transaction during the reconciliation process
REQ FMBK 39. The system shall provide functionality to automatically reconcile bank activity entered in the system with bank transactions received from the State's bank Accounts (e-scrolls).
Financial Queries
REQ FMBK 40. Should perform on-line transaction inquiries for Individual Chart of Accounts, Summarized at various levels of parents, range of periods, Actual or budget or both with variance, Period to date, year to date and project to date
REQ FMBK 41. Should perform budget vs. actual inquiry on summary account & detailed account balances
REQ FMBK 42. Should provide interface to the user to send transaction related queries to the subordinate office . list of indicative fields need to capture are as below
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Reviewer ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be
recorded)………………………….. • Objection # 2: (Description to be filled)………………………….. • Objection # n: (Description to be filled)…………………………..
REQ FMBK 43. Should allow the designated staff to respond to the raised objections in a serial wise manner:
• Respondent ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:………………………….. • Actions taken over the Objection # n)………………
Payment Against Purchase
REQ FMBK 44. Should have ability to enter invoice details. List of indicative fields needs to be captured are as under
• Location HO/circle /division • Claim No & Date • Purchase Order No & date • Invoice no & date • Name & address of supplier/vendor • Store Receipt No & date • Account Head / GL Number • Project/Work ID (in case of purchase on account of project) • Description of Goods or services provided by vendor • Invoice Amount • State VAT (if any) • Service Tax (if any) • Total Invoice Amount
REQ FMBK 45. Supports typical 3 way match (PO, GRN, Vendor invoice) bill passing process
REQ FMBK 46. should allow to capture Expense voucher where vendor is credited without PO/GRN in the system
REQ FMBK 47. should have ability mark goods to capital job note in case of capital asset receipt
REQ FMBK 48. With respect to service entry note in case of a service vendor
REQ FMBK 49. The system should have ability to invoice processing as per the pre configured workflow and business rule of the RHB
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMBK 50. Should notify the stakeholder involved in the bill processing through email and in-tray dash board
REQ FMBK 51. Should allow authorised user track the status of vendors invoice. The points at which the status can be tracked would be:
• Invoice processed at Store level • Invoice processed at 1st Level Reviewer
• Invoice processed at 2st Level Reviewer
• Submitted to final approver for clearing
• Invoice accepted / rejected at approver level • Queued in Ways & Means Management
• Invoice cleared for payment
• Payment made
REQ FMBK 52. Should allow processing of payment against one or multiple invoices - adhoc
amount
REQ FMBK 53. Ability to block certain vendors invoices so that they cannot be paid unless
cleared by appropriate authority
REQ FMBK 54. Allows to process one or more vendor invoices, debit notes, credit notes and
allows to make net payment
REQ FMBK 55. Allows to select/deselect certain invoices for payment processing
REQ FMBK 56. Should allow approver and reviewer to drill down other details related to invoice like purchase order, store receipt, comments of store incharge etc
REQ FMBK 57. Should allow approver and reviewer to drill down other details related to vendors like
• Payment history for selected supplier • Supplier history in terms of delivery date and target date • Other outstanding bills of same vendors
REQ FMBK 58. Should allow approver and accounts manager to drill down other details related to selected account head corresponding to invoice
• Budget approve / spent and balance in account head • Budget approve / spent and balance in particular project head (in case of
project) • Other outstanding invoices under same project
REQ FMBK 59. Should provide the approver the following options: • Accept • Reject • Object and resend to bill clerk • For processing the raised bill
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMBK 60. Should allow the Designated Authorities to enter the following format in case of a rejection:
• Claim id • Rejection ID • Rejection Date • Rejection Code • Reason for rejection (description to be filled in by bill clerk)
REQ FMBK 61. Should allow the approver to fill in the following details in case of an objection • Claim id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be
recorded)………………………….. • Objection # 2: (Description to be filled)………………………….. • Objection # n: (Description to be filled)…………………………..
REQ FMBK 62. Should allow the designated staff to respond to the raised objections in a serial wise manner:
• Claim id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:………………………….. • Actions taken over the Objection # n)………………
REQ FMBK 63. Ability to edit /modify invoice amount through a manual intervention. authorised user should be allowed to deduct penalty, shortage or any other LD in line with the terms of purchase order
REQ FMBK 64. Ability to prompt/automatically deduct all deductible charges such as TDS, works contract tax, surcharge on these taxes at the time of vendor bill processing
REQ FMBK 65. Ability to automatically account for all these deductions based on pre-determined criteria
REQ FMBK 66. Triggers timeline/ commitment and updates budget on issue of purchase orders
for goods/services
REQ FMBK 67. Ability to approve full bill invoice or partial approval
REQ FMBK 68. Ability to capture payment details through a payment voucher as per the format of RHB
REQ FMBK 69. On payment system should automatically update entry of transaction in vendor
account
REQ FMBK 70. Ability to track duplicate invoice based on vendor code, purchase order number
and invoice number
Loan & Advances
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMBK 71. Should have the capability of setting up special accounts for loans. It should be able to interface with the Accounting system and retrieve information about the movement of funds in these special accounts
REQ FMBK 72. Should have a separate debt management section with the following login options:
• Market Borrowing • Loans from Financial Institutions • Central Government Loans and Grants
REQ FMBK 73. Should capture the following details related to each new loan (bearing a unique borrowing id):
• Borrowing ID • Amount Borrowed • Source of Borrowing • Financer Details • Date of Borrowing • Details of Borrowing (coupon rate, discount offered, rate of interest, face
value etc.) • Terms of Reference of borrowing • Duration of borrowing • Repayment Schedule
REQ FMBK 74. The system should be able to interact with the accounting system to transfer details about the disbursement schedule of monetary aid received from the Financing agency
REQ FMBK 75. Should update the states receipt and liability account as soon as a new borrowing is taken by the RHB
REQ FMBK 76. Should interact with the fixed asset module to reconcile the acquisition/ creation of assets out of aid money, as reported by the beneficiary budget entity, with the aid recorded in the
REQ FMBK 77. System should be able to transfer information of due but not paid amount of interest/loan installments of various loans and market borrowings to the accounts payable system and update current liability account also
REQ FMBK 78. The system should notify the concern users on receive information about the actual disbursement of loans and should be able to register the payments into the loan accounts of the project head who has taken the loan
REQ FMBK 79. Should allow the concerned user to update the following details over the Repayment of Borrowing Section:
• Borrowing ID (against which the repayment was done) • Amount repaid • Distribution of Repayment (Principle & Interest) • Date of Repayment • Total Amount Repaid • Remaining Amount • Amount of next repayment
REQ FMBK 80. the system should ability to generate notification and alerts for concerned
stakeholder users, on the event of installment date overdue
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ FMBK 81. Should provide a facility for entering the repayment advice received through the bank
REQ FMBK 82. Should be able to interface with the ACCOUNTING SYSTEM to retrieve the information on receipts pertaining to repayment of debt and should print reconciliation reports
Audit Trail
REQ FMBK 83. should maintain audit trail for reopening of fiscal year periods, any modification in
the previous fiscal year
REQ FMBK 84. Tracking of user login in accounts module, date and time for each transaction
REQ FMBK 85. Tracking of changes made to any document like add, edit delete
REQ FMBK 86. Tracking of creation and changes to any master data in the system
REQ FMBK 87. Tracking of creation and changes to any set up data in the system, e.g. TDS
codes, excise chapter nos.
REQ FMBK 88. Tracing of changes to authorization profile/ approval profile
Workflow
REQ FMBK 89. The system shall provide functionality to automatically receive and store electronic deposit information in various formats as well as generate information to identify and approve the deposits
REQ FMBK 90. The system shall provide functionality to define accounting rules such that both full accrual and modified accrual postings are cap the following items including, but not limited to:
• Fixed and Current assets • Liabilities • Loans receivables and payable • Investments • Deposits • Advances to Contractors • Amount Receivable and payable • Disbursement and Receipts (taxation) • Non tax revenue receipts tured, as well as cash basis for
The system shall provide functionality to assign approval routes to journal voucher transactions
REQ FMBK 91. The system shall provide functionality to create approval routes for inter-fund or inter-agency
REQ FMBK 92. The system should provide functionality to configure workflow for the approval of following type of payment
• Advance Payment to contractor • Payment against Purchase
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Payment to Contractor for Running Bill • Payment to contractor for Final Bill • Release of Contractor Security • Payment to Financial Institution for Re-payment of Loan
REQ FMBK 93. The system shall provide functionality to Configure an automated workflow to carry out following activities
• Edit entry in previous Fiscal year • Edit/ Delete any Receipt • Edit/ Delete payment voucher
REQ FMBK 94. The system shall provide functionality to perform an automated year-end rollover of appropriate financial information into the new fiscal year
REQ FMBK 95. Allows to take comparative balance sheet, profit and loss account, trial balance
where a corresponding period which can be selected by user
REQ FMBK 96. Should ability to define various TDS rates, works contract tax rates in the system and attach relevant rates to contractor based on the applicability
MIS Reports
REQ FMBK 97. Should provide functionality to develop routines, reports, and inquiries that compare subsidiary ledger balances (e.g., any integrated functional area) with the respective general ledger balance for integrity controls
REQ FMBK 98. Should generate trial balance summarized by account segment and in detail
REQ FMBK 99. Should produce general ledger reports for users elected accounts and periods
REQ FMBK 100. Should generate the following financial reports in user defined format Balance sheet, Income and Expenditure Account, Cash flow statement, Budget status report ( budget vs. actual by selected accounts/groups of accounts)
REQ FMBK 101. Should have all Online transactions registers on the basis of voucher type
Interlinking with other module
REQ FMBK 102. The system should be interlined with following modules
• Estate Management System
• Project Monitoring Information System • Personal & Payroll Module
• Assets management
REQ FMBK 103. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by allottee
• Receipt of Seed money
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Receipt of ORS payment
• Receipt of HPS Installment
• Interest payment
• receipt of Penalty & Charges
REQ FMBK 104. The financial & accounting module should have integration with Estate management system The account should automatically be updated on event of following type transaction
• OTS Settlement of Allottee account • Receipt of full & final of allottee account
• Surrender of allotment by allottee
REQ FMBK 105. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by Tenants against rented income
• Receipt of Rent amount • receipt of security from tenant
• Refund of security amount to tenant
• OTS Settlement & waiver amount provided to tenants
REQ FMBK 106. The financial & accounting module should have integration with Estate management system and should have ability to calculate periodical projection of amount receivable by the estate section on account of following
• Lease Rent to be received against rented property
• HIPS installment amount to be received for Allottee
• Amounted to be recover from the defaulters (As per target assigned to the recovery staff)
REQ FMBK 107. The financial & accounting module should have integration with Personal & Payroll Management System The account should automatically be updated on Receipt following information from the HR Department
• Consolidated salary Bill
• Challan for payment of TDS amount • Challan for payment of EPF & PF
• Grant of Employees Loan
• Deduction of employees loan installment from salary account
• Release of employees gratuity
REQ FMBK 108. The financial & accounting module should have integration with Project Monitoring & Information System The account should automatically be updated on Receipt
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
following information related to PMIS module
• Creation of Project Profile
• Milestone & activities defined for project • Budget allocated to project and milestone corresponding to the projects
• Physical Progress of project Vis-a vis financial progress of project
3.3 Scheme Information System Module
Requirement Id Requirement Description
System Login
RHB_SIM_1 The System shall be accessible to Internal RHB users as per the user roles specified
by the RHB for various components of RHBMS
RHB_SIM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
RHB_SIM_3 The system shall as a part of registration establish challenge and responsive
mechanisms for session validation for future online sessions. Details such as
username and password, challenge question and response answer should be asked
if login details are forgotten etc.
RHB_SIM_4 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
RHB_SIM_5 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
RHB_SIM_6 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o Account officer
RHB_SIM_7 The system should be accessible through web application only, for add/ modify new
scheme it should be accessible to internal user authorised by Board for maintenance
of scheme database
RHB_SIM_8 The system should have the feature to define/modify/delete a new scheme by
authorized users.
Scheme Database
RHB_SIM_9 The system should provide interface to record the detail of each scheme. Indicative
list for fields to be captured is provided. However details to be captured shall be
finalized in consultation with the RHB.
• Name of Project
• Location of Project (District /Circle/Division)
• Total Area of Project
• Type of scheme (Residential, Commercial etc)
• Unit details (Number of different type of plots/houses)
• Details of Commercial Area ( no of shops, club, parks, & other non
residential property)
• Land usage details (area of roads, parks, community facilities etc.)
• Other as per requirements of RHB
Details of Units
RHB_SIM_10 The system should allow user to create unit category like LIG, MIG, HIG etc.
RHB_SIM_11 The system should allow user to define unit description under each category. In case
of built house. For each category of unit, indicative list for fields to be captured is
provided.
• Total super area available in each unit
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• covered area of unit,
• Total no of bed Rooms in unit
• Total no of bathrooms in unit
• Availability of storage space
• No of balconies & total area available for balconies,
• Parking area available
RHB_SIM_12 The system should allow user to capture no of units available under each category of
unit.
Allotment Criteria
RHB_SIM_13 The system should allow user to capture the special allotment quota available for
each category of unit
RHB_SIM_14 The system should provide feature to capture detail eligibility criteria for applicant to
meet special quota.
Rate Applicable per unit
RHB_SIM_15 The system should allow user to capture rate per unit. These rate shall be depending
upon category of unit, and then category of applicants e.g price of a LIG category of
unit for general category will be different from sportsman category
RHB_SIM_16 The system should allow capturing different payment option for each category. The
RHB allows allottee to pay allotment charges on instalment mode. Further there is
some discount on lump sum payment also
RHB_SIM_17 The system should allow user to capture interest rate applicable on various payment
options,
Application Process
RHB_SIM_18 The system should be able to capture the complete workflow requires for application
process as per the guidelines of RHB, it should capture the step required and further
role base action required from application registration to final allotment of Unit.
Update Scheme Business rule
RHB_SIM_19 The system should allow designated authority to configure the workflow for
processing of application for each scheme, category of applicants and category of
unit as per the guidelines of Department of RHB. The designated authority should be
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
allowed to modify the workflow. However all audit trails shall be maintained in the
system and mandatory approvals should be required to be uploaded in the system if
required for the change
Interlinking with other module
RHB_SIM_20 The system should have integration with following modules
• Project Monitoring Information System
• Application Digitization & Management Tools
RHB_SIM_21 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
Application Form
RHB_SIM_22 The system should have the provision to create, design and upload application form
for each scheme.
RHB_SIM_23 Application form should comprises the following fields e.g scheme code ,unit
category, allottee category, cast category, district code, gender code, qualification,
income group code etc.
RHB_SIM_24 This form should have inbuilt validation check for field, in respect of data type, date
range, date format etc.
RHB_SIM_25 The system should have feature to publish and download the application from the link
on the web portal having detailed information about scheme and procedure for
application.
RHB_SIM_26 The system should have inbuilt validation check available on downloadable version,
in respect to data type, date range, date format, mandatory field. These validations
should also be available in off line mode.
RHB_SIM_27 The system should have the ability to capture and display FAQs and online help
related to filling & submission of application form.
Notification for Application Form
RHB_SIM_28 The system should have ability to capture the following dates for submission of form
• Form publish date on internet,
• last date for online form submission through online mode,
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• last date for form submission by hand
RHB_SIM_29 The system should provide feature to define partner bank for submission of
application form, the system should capture following details about partner bank,
indicative list for fields to be captured is provided. However details to be captured
shall be finalized in consultation with the RHB.
• Bank Name
• Branch Name
• Branch code
• Branch Address
• Account Type
• Account No
RHB_SIM_30 The system should have integration with web portal for the following details:
• About scheme
• Project Layout Plan
• Unit wise layout Design
• Eligibility Criteria (General category)
• Eligibility Criteria (Special Reserve category)
• Category wise unit price
• Payment Stages
• Payment Installation mode (discount on the basis of payment mode)
• Special Discount (if Applicable)
• FAQs related to Application
Scheme Monitoring
RHB_SIM_31 The system should provide feature to create generic milestone required for any
scheme, these milestone should also be interlinked with PMIS module.
RHB_SIM_32 The system should allow designated authority to automate the workflow involved with
each milestone. Indicative list of mile stone is as under
• Land Acquisition
• Land Survey,
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• DPR Preparation,
• Design Template,
• Clearances From Competent Authorities,
• Execution of Construction Work
• Unit Cost Estimation
• Formation of Allotment Committee
RHB_SIM_33 The system should allow authorized user to select milestone required for particular
scheme and further allows user to customize milestone basis workflow for the
respective scheme along with supporting documents
The designated authority should be allowed to modify the workflow anytime during
the proceedings. However all audit trails shall be maintained in the system and
mandatory approvals should be required to be uploaded in the system if required for
the change.
RHB_SIM_34 The system shall be able to facilitate dissemination of information about the scheme
to stakeholders such as registered users, existing allottee and concern employees
through preferred medium and through the online web application
RHB_SIM_35 The system shall allow authorized user to update the parameters of the scheme with
necessary supporting data
RHB_SIM_36 The system should have the ability to assign role of registered board representative
for various approvals as per the workflow defined in line with laid down approval
policies of the board ( e.g. Verification Officer)
RHB_SIM_37 The system shall allow authorised user to update scheme status in terms to
• Application Open
• Application closed
• Allotment completed
RHB_SIM_38 The system shall allow authorised user to close the scheme with support documents
as per the guidelines of the scheme.
Search Option
RHB_SIM_39 The system shall allow authorized personnel to access the details of the various
schemes. System shall allow search facility by different parameters like scheme wise
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
information, scheme wise allotments etc.
RHB_SIM_40 The system shall be able to monitor the performance of running scheme against the
configured parameters.
RHB_SIM_41 The system shall be able to link the schemes that are conducted in a series or
periodically.
MIS Reports
RHB_SIM_42 The system should be able to generate MIS reports as per the requirements of the
department. The system should be able to generate various reports according to
board, circle, division or revenue district. The indicative list of scheme is as follows:
• Date wise initiation of Scheme
• Scheme where fresh application have been closed
• Scheme where allotment have been done
• City wise Scheme
• Scheme wise quota for a particular user category
• Scheme wise No of units available under each unit category
Interlinking with other module
RHB_SIM_43 The system should be interlined with other modules
• Scheme Information System Module
• Estate Management Housing Module
• Personal and Payroll
RHB_SIM_44 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
3.4 Project Monitoring Information System (PMIS)
The project execution and monitoring module will involve checking of Project plan for the project including
schedule, resources, deliverables, dependency on deliverable and other details as required for different
types of projects. Further this module will provide feature to compare physical target achieved against the
plan, to map physical and financial progress against fund allocation and further to the extent of
expenditure utilization certificate,
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
System Login
REQ_PM_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB for various components of
RHBMS to record
o All type of Movables, Immovable assets
o Upload of legal documents related to assets
o Dispose of assets
o maintain assets
REQ_PM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB
REQ_PM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_PM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Activity Planner
REQ_PM_5 The system must provide the following to automate the Project execution and
monitoring process:
The Creation of a project plan with the milestones, resources and deliverables
• Entry of the project status periodically
• Generation of periodic status reports and alerts for important
deliverables and milestones
• Linking of the Project execution with the Financial and HR modules
• Workflow process for project for monitoring and change in the Project plan
REQ_PM_6 The system should provide complete facility to add/ edit/ review/block activity, sub
activities and other task related to Activities.
REQ_PM_7 The system should provide a workflow for the approval of activities wherever
required. The user may specify the task and stage related to activity. e.g for
approval of DPR system will comprises sub activities like finalisation land, location
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
of land, clearance from revenue department, rough estimation, bill of quantities,
clearance from internal accounts branch etc.
REQ_PM_8 The system should provide the facility to define start date, target date, priority,
ownership, weightage,
Work Flow
REQ_PM_9 The system should allow designated authority to define activities /deliverable and
further configure work flow required for the completion of activities. The board may
set some default work flow for each activity according to their business rule but any
operational office can further be allowed to add /customize the micro level work flow
as per their structure. Indicative list of activities/mile stone requires for completion
of each scheme/project is as under
• Demand Survey
o Assess Demand
o Assess Quantum
o Assess Typology
• Site Selection Methodology
o Assessment of land change Use
o Assessment of approach road
o Availability of Water Resources
o Availability of Power
• Techno economic Feasibility study
• Conceptualization of Project
o Approval of Internal process
o Project Estimate
o Funding provision
o Approval of Board
o Approval by Government
• Appointment of Architecture
o Finalisation of layout
o Buildings Design
• Approval of layout and buildings from Regulatory Authorities
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
o EIA (Environmental Impact Assessment)
o State Pollution Control Board
o Central Pollution Control Board
o ASI (Archaeological Survey of India)
o AAI (Airport Authority of India)
o Department of Irrigation
o Town Plaining Department
o Power (State Electricity Board)
o Local Bodies Department
• Prepare Detail Estimation (DPR)
• Technical Sanction
• Administrative sanction
• Selection of contractor and
• Execution of work
Resource Allocation
REQ_PM_10 The system shall provide resource allocation system for the ownership of each
activity, wherein system will be able to define resource owner, responsibility of
owner till micro level, weightage of his ownership etc. The system should have
interlinking with Personnel and Payroll Module for associate resource on a project,
it should fetch employee from existing database only.
REQ_PM_11 The system should have the provision for maintaining the skills enhancement
database of all employees in board working on projects.
REQ_PM_12 The system should have the provision for review of the skills database of
employees to enable resource allocation to projects.
REQ_PM_13 The system should have the provision for resource allocation module to update the
database of the employees for the projects allocated from time to time.
REQ_PM_14 The system should have the provision for performance management module to
enter the performance of the employees based on the status of the projects.
Dependency
REQ_PM_15 The system will provide system to define interdependency of each activity and sub
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
activity within the activity
Consolidation and Approvals of Activities
REQ_PM_16 A comprehensive workflow process will need to be implemented for the
approval process to ensure that necessary approvals are taken based on the
authority levels.
Online Authorization, Review of Activities
REQ_PM_17 The system should facilitate life – cycle based Program and Project Planning
approach.
REQ_PM_18 The system should facilitate online project scheduling and generation and allocation
of job number.
REQ_PM_19 The system should also facilitate online review, authorization and approval by the
concerned authority as per the Basic Schedule of Powers.
Financial Progress Tracking
REQ_PM_20 The system shall provide detail information for head and sub head wise fund
allocation, these fund allocation may be tag along with activities. Further the
milestone stage of release of payment will be tag according to sub activities.
REQ_PM_21 The system will allow all level of user to report for fund utilization against their
respected fund allocated to them. It will provide to drill down to the state to district
wise and also activities to sub activities wise report.
Action Points Tracking
REQ_PM_22 The action point tracker will provide the system to escalate the problem and action
required to the higher authorities. e.g divisional office may escalate some action
point where circle office /Zonal office intervention is required subsequently the
Circle office will escalate the action point need to addressed by the Zonal office/Ho
or at state Government. Similarly district administration intervention and external
departmental intervention would be required at some stage of the project, for the
system to escalate the problem.
REQ_PM_23 Further each action will be tag with their respective activities, sub activities and up
to task level.
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_PM_24 The system will automatically alert popup for delayed activities being carried out at
below level. The user will be imparted to drill down into the details of delay. e.g if
circle office notice a delay in particular activities then he may grill down till the sub
activities and task which cause delay. There user will be empowered to identify the
person responsible for delay and impact of delay on overall activity user can also
give instruction to the responsible person or escalate the problem to higher
authority.
MIS Reports
REQ_PM_25 The system will be able to generate MIS reports for almost every stake holder.
These reports can be generated on the basis of activities, stake holder as well as
state also. These will be provision to drill down the reports till task level. However
the DIT will get consolidated reports of all state, then they may drill down state
specific reports also. Similarly state will get consolidated report of all districts but
further user will be able to drill down each district also. The following reports may
be generated
• Periodic activities wise status in term of Progress, completed, not
completed (monthly, weekly, fortnightly - as per the requirement of
the department).
• Project status along with line Activities, Sub activities and Task and
Sub task
• Fortnightly status of each zone /circle/ division
• Action Point Required at Zonal level
• Action points required at circle Level
• Action Point Required at District administration Level/ external
department level
• Action required at state Government level or central government
ministry level
• Activities wise fund utilization
• Comparison of Fund allocation vis-a vis physical progress
• Comparison of Fund allocation Vis-a vis fund utilization
• Delayed activities
• Long time delayed activities
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Delay in various tasks.
Interlinking with other module
RHB_PM_26 The system should be interlined with other modules
• Scheme Information System Module
• Personal and Payroll
RHB_PM_27 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
3.5 Asset Management Module
RHB owns and manages large number of building, houses, land and other assets like parks, gardens in
the state. The Asset management Module will provide overview of each of these assets. Asset
Management system shall take care of all the assets / part of the assets from the date of receipt of the
asset from the manufacturer / construction of the fixed assets, their operation, Maintenance till de-
commissioning and disposal.
Requirement Id Requirement Description
System Login
REQ_ASM_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB for various components of
RHBMS to record
o All type of Movables, Immovable assets
o Upload of legal documents related to assets
o Disposal of assets
o Maintenance of Assets
REQ_ASM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB
REQ_ASM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
data is not submitted by non-humans. The prospective external user could be
vendors and AMC contractors
REQ_ASM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_ASM_5 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Dy Housing commissioner
o Estate officer
o Estate User
o Account officer
o Vendors & AMC Contractors
Field to capture
REQ_ASM_6 The system should have the ability to capture the attributes of the Fixed / Movable
Assets.
Asset Register
REQ_ASM_7 The system should have the provision that the asset data base should have all
classification based on specification, make, type, location etc. and could be traced
and grouped on any combination.
REQ_ASM_8 The system should have the capability to automatically generate codification of
assets for identification by unique number.
REQ_ASM_9 The system should have the provision of maintaining an electronic copy of
necessary revenue documents pertaining to asset like land registration details,
copy of mutation, layout plan, necessary approvals etc.
REQ_ASM_10 In case of any machinery, the system should have provision to record the technical
documentation pertaining to asset.
REQ_ASM_11 The system should have the details of building along with block wise details, and
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
then floor wise details.
REQ_ASM_12 The system should have feature to add the details of addition in the asset e.g.
addition of new block in the building.
REQ_ASM_13 The system should have feature to add the modification made in the assets like
construction of additional room in a block.
REQ_ASM_15 The system should have the capability to track assets wherever the asset moves in
its life time, maintain the asset history, maintenance records and location of the
assets.
REQ_ASM_16 The system should be capable of tracking the details of the asset in transit, asset in
service at each location etc.
REQ_ASM_17 The system should be integrated with the estate management system and with
PMIS.
Transfer & Movement of Assets
REQ_ASM_18 The system shall have facility to migrate the available asset and maintenance data.
REQ_ASM_19 The system should be capable of tracking assets, its associated costs as it moves
to various locations.
REQ_ASM_20 The system should have facility to provide book value of the assets at any time
based on the calculation with the available input details (initial cost, year of
commissioning / construction and Rate of Depreciation).
REQ_ASM_21 The system should be able to create association between people and assets based
on authorization.
REQ_ASM_22 The system should have capability for linking assets with the related spare parts
which, in turn, should be linked to the inventory
REQ_ASM_23 The system should have the ability to track all aspects of warranty, latent defect,
extension of warrantee etc.
REQ_ASM_24 The system should have the ability to show different status of asset at any point of
time such as service, breakdown, idle etc
REQ_ASM_25 The system should have the ability to create association between equipment serial
number and location to perform asset physical inventory of the asset.
Maintenance of Assets
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_ASM_26 The system should have provision to generate Annual Maintenance Plans for each
asset as per standard maintenance schedule
REQ_ASM_27 The system should have ability to define different activities sequentially Schedule of
Repair SoR (each with its own parts, labour and tools requirements) for different
maintenance process.
REQ_ASM_28 The system should have the ability to view comprehensive and detailed planning
information such as work plans, schedules, costs, materials etc.
REQ_ASM_29 The system should have ability to create cost of maintenance based on the persons
employed, materials used and time for maintenance.
REQ_ASM_30 The system should support both Preventive Maintenance and Breakdown
Maintenance functionalities.
REQ_ASM_31 The system should have ability to capture Repair / Maintenance notifications,
Repair / Maintenance orders
REQ_ASM_32 The system should have ability to capture all Repair / Maintenance work carried
out, Materials / parts replaced etc
REQ_ASM_33 The system should capture the Complete Repair / Maintenance History.
MIS Reports
REQ_ASM_34 The system should generate the following main MIS reports related to Asset
management
• Assets Registers with grouping
• Non-Revenue Infrastructure and Social Assets
• Rental/lease assets
• Current fixed assets
• Assets for Corporation use: Land, Building, Furniture &
Fixtures, Vehicles, Other assets
Interlinking with other module
RHB_ASM_35 The system should be interlined with other modules
• Scheme Information System Module
• Project Monitoring Information Module
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Personal and Payroll Module
RHB_ASM_36 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
3.6 Personnel and Payroll Module
The system will provide feature for online generation of Employee List ID wise and Employee Code,
Employment listing, transfers, leaves, service records etc. The system should be designed to provide
below mentioned information.
Requirement ID Requirement Description
System Login
REQ_PPM_1 The System shall be accessible to following users
• Internal RHB Internal users as per specified by RHB for various
components of RHBMS for employees registration, maintain employees
service book, any modification in service book, leave management, salary
generation, PF and EPF maintenance
• RHB employees
o View salary Slip
o Submit Travel bill
o Submit leave application
o View leave details
REQ_PPM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
REQ_PPM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_PPM_5 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o HR Admin (Secretary RHB)
o HR officer
o Accounts officer
o RHB Employees
Fields to capture
REQ_PPM_6 The system should be able to record and store Master Data Information for an
Employee. Indicative list of fields required to be captured for each employees are
as follows:
• Name of employee
• Father’s Name
• Date of birth
• Employee Cast category (SC/ST/OBC/Others)
• Religion
• Permanent Address
• Current Address
• Education Qualification
• Previous Employment
• Phone Numbers / Contact Information
• Work Experience
• Languages known
• Family Information
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
• Employee photo, Signature
• Passport details
• PF number
• Bank account information (salary Account)
• Employee class – (permanent employees, temporary employees, contract
workers, project teams, etc.)
• Location (HO/zone/ward/branch)
• Department
• Job code/designation
• Grade/cadre
• Date of joining
• Identification Mark for verification
• UID Number (optional)
• Date of probation/confirmation
• Date of termination/retirement
REQ_PPM_7 The system should have ability to capture details (service record history) as per
the service book being maintained by RHB. The following are indicative
requirements of service book data:
• Details of Appointments
• Promotions during job
• Additional charges held
• Posting / transfer of officers upon their promotions
• Routine Transfers during Job
• Deputation, temporary transfers
• Increments during Job
• Date of pay rate change, etc – Increment
• Date of pay grade/scale change
REQ_PPM_8 The system should have ability to record the training attended by employee during
his tenure with RHB.
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_9 The system should have ability to capture information when an employee receives
an award and appreciation.
REQ_PPM_10 The system should have ability to capture details of all administrative actions taken
against the employee, in regard to
• Charge sheet issued to employee
• Temporary suspension from job
• Any vigilance enquiry
• Any departmental enquiry
REQ_PPM_11 The system should have ability to record annual confidential report of employee as
per the formats and guidelines of RHB, the formats shall be varied according to
role and designation of employee
REQ_PPM_12 The system should allow authorized user to configure the workflow as per the
guidelines of RHB for following activities
• Promotion of Employees
• Change in basic pay increment
• Transfer & posting of Group A officer
• Transfer & Posting of Group B Employees
• Transfer & Posting of Group C employees
• Suspension of employees
• Department enquiry against employee
• Assign additional charge to employee
• Handing complaint made by collogue/ co-worker
• Handling complaint made by senior/ boss
• Sanction of leave for leaving India ( visits to other countries for
conference/ seminar/ workshop)
• Acceptance of resignation
• Issue of relieving certificate
• Processing of annual confidential report
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
• Permanent Reliving formalities
• Reliving during transfer & posting
• Joining procedure during transfer & posting
• Appointment of casual/ contractual employee
Designated authority should be allowed to modify the workflow anytime during the
proceedings. However all audit trails shall be maintained in the system and
mandatory approvals should be required to be uploaded in the system if the
workflow is required to be changed.
Leave Management
REQ_PPM_13 The system should have ability to record Definition and maintenance of leave
calendars for different types of leave depending upon the pay scales of the
employee
REQ_PPM_14 The system should provide feature to create master for all types of leave like CL,
PL, ML SL extra-ordinary leave, special leave etc
It should have ability to configure leave eligibilities for each type of employee in
accordance to designation/ basic pay/ gender of depending on the rules specified
by RHB
REQ_PPM_15 The system should have the ability to maintain rules for leave taken in terms of
rules for availing leave, enchasing leave, accrual of leaves, lapsing of leaves,
ceilings for accumulation of leaves, rules for combination of leave types, etc.
REQ_PPM_16 The system should have the provision to accounting of leave including automatic
credit of leave and also provision with manual credit / debit / modification /
cancellation etc.
REQ_PPM_17 The system should have the provision for leave cancellation and leave extension /
amendments advancement, postponement of leave.
REQ_PPM_18 The system should have the provision for calculating the leave avail-ment / carry
forward leave as laws laid down by the Board / Government.
REQ_PPM_19 The system should have the provision for interlinking of Leave management to
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
payroll and employee history
Transfer & Posting
REQ_PPM_20 The system should have the provision that the transfer/redeployment of officers is
done based on requirement/sanction strength of different regions/zones
REQ_PPM_21 Maintenance of transfer records of specialist transfer, identification of vacancies
and issue of transfer orders based on the recommendations received from the
respective cell/operational office
REQ_PPM_22 Generation of list of eligible staff members for transfer based on the user defined
criteria (like those who completed 3 years service at one place, those who working
more than 10 years in one region, those who have not worked outside the state in
a particular scale or overall position)
REQ_PPM_23 Maintenance of exemptions given in transfers with a facility to record the reasons
for the same
REQ_PPM_24 The system should have the provision to record the transfer orders
cancelled/deferred/modified and follow up with the respective regional/zonal
offices for implementation
REQ_PPM_26 The system should have the provision to capture the details of officers on
deputation to outside agencies, etc.
Payroll Configuration
REQ_PPM_27 The system should have the provision to store current & previous rules/rates in the
system with date effected and date implemented so that previous claims (arrears)
can be calculated with date effected & date implemented
REQ_PPM_28 The system should provide feature to create master for all types of allowances
and deduction
It should have ability to configure allowances & deduction eligibilities for each type
of employee in accordance to designation/ basic pay/ posting location of
depending on the rules specified by RHB
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_29 The system shall be rule based and configurable in nature so as to permit changes
in Compensation structure and tax structure
REQ_PPM_30 The system should allow for the computation of the following elements:
Fixed Pay elements applicable to all employees Like Basic, PF, Special
Allowance, Conveyance Allowance etc.
Variable Pay elements based on parameters Like options exercised by the
employee, place of duty etc (CCA, HRA, Recoveries Like LIC, NIC)
Formula based Pay elements like (DA as a % of Basic) and combination of the
above.
REQ_PPM_31 The system should have the ability to process scale and non-scale increments,
based on inputs from Administration department
REQ_PPM_32 The system should have the ability to configure pay groups and pay check
sequences.
Payroll Integration
REQ_PPM_33 The system should have the ability to accept list of employee details, leave details
and increments details as a data entry input from each cell, as an input for payroll
processing
REQ_PPM_34 The system should have the ability to integrate with administration module ( to be
incorporated in Phase II of the project) to accept employee details, leave details
and increments details directly from employee service book
REQ_PPM_35 For each employee, system should have the ability to use Employee Master data
of such as:
• Name of employee
• PF Account No.
• Name of Father / Husband
• Date of birth
• Basic Pay
• Designation
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
• Date of Joining service
• Nomination details
• Name & address of nominee
• Relationship with subscriber
• Age of Nominee
• Share payable to each nominee
• Other user-defined fields / service book attributes
REQ_PPM_36 The system should have the ability to transmit payroll information to Finance and
Accounts module ( to be incorporated in Phase II of the project) with seamless
integration
REQ_PPM_37 The system should have the ability to integrate the system to fetch the data from
Attendance system, Time recording system, Benefits Administration System
(Earnings Master, Deduction Master), General Ledger Account
Payroll Processing
REQ_PPM_38 The system should have the ability to flag and track exceptions
REQ_PPM_39 The system should have the ability to generate different payrolls per cycle period.
REQ_PPM_40 The system should have the ability to generate payroll registers
REQ_PPM_41 The system should have the ability to transmit all payroll information electronically
after aggregation of information at circle level, division level, sub division level
other operating offices for processing at headquarters
REQ_PPM_42 Ability to process payroll on the following frequencies:
• Weekly
• Monthly
• On-demand (i.e., exceptions, terminations, vacation advance, court order,
ratification)
REQ_PPM_43 The system should have the ability to allow for deductions under Rules like
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
• General Provident Fund
• Advances
• Income Tax/ Surcharge
• House Monthly Installment (in case purchased from RHB)
• House Rent Recovery
• Employee Welfare fund
• Others (User Defined)
REQ_PPM_44 The system should have the ability to define multiple direct deposit accounts for
each employee.
REQ_PPM_45 The system should have the ability to produce a supplemental payroll.
REQ_PPM_46 The system should have the ability to automatically recover salary advances.
REQ_PPM_47 The system should have the ability to support deferred salary calculations (e.g.,
work 9 months, pay over 12 months).
REQ_PPM_48 The system should have the ability to calculate a "net pay" deduction for direct
deposit.
REQ_PPM_49 The system should have the ability to set a defined amount for direct deposit.
REQ_PPM_50 The system should have the ability to support arrears calculations, which shall
support payroll increases with retrospective benefit.
REQ_PPM_51 The system should have the provision for TDS calculations (if any) & tracking of
TDS payable to the Government of India.
REQ_PPM_52 The system should allow the calculation of pay based on Compensation Rules like:
• Years of Service
• Grade
• Location
• Employee Type
• Others (user Defined)
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_53 The system should have provision to maintain/ configure pay elements like LTA
and Medical, Service Award etc.
REQ_PPM_54 The system should allow the setup of multiple payrolls with different payroll
administrators & combining payroll
REQ_PPM_55 The system should allow restriction of administrative functions to a few select
payroll users
REQ_PPM_56 The system should have a data upload facility to upload history payroll data
REQ_PPM_57 The system should allow the maintenance of slab wise details for statutory
elements like Income Tax, Professional Tax as well as user defined elements
REQ_PPM_58 The system should allow for the calculation of the following kinds of pay elements
• Basic/ Leave Encashment
• Special Pay/ Allowance/ Personal Pay
• Dearness Allowance
• House Rent Allowance
• City Compensatory Allowance
• Tuitions Fees
• Children’s Education Allowance
• Washing Allowance
• Conveyance Allowance
• All Loans & funds
• Accounting at PF, LTS, Pension, Gratuity, Leave etc.
• Transport Allowance
• Others (User Defined)
REQ_PPM_59 The system should allow for advance payments: Fixed Value amounts or Formula-
based Amounts
REQ_PPM_60 The system should allow the capture of deductions at user defined fixed values or
as a percentage of some pay elements / Flexibility to relax user defined caps.
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_61 The system should Allow the following calculation of onetime payment of
allowance and / or deduction:
• Incentive, arrear, ex-gratia, uniform, lease / conveyance maintenance,
Foundation day, etc.
• By Amount: enter amount to be deducted or payable - by Days: enter
number of Days for system to compute the amount based on Basic Pay or
gross Pay and/or any other component of Pay
• By Percentage: enter percentage for system to compute the amount
based on basic pay or gross pay and/or any other component of pay
REQ_PPM_62 The system should Calculate recurring payments and / or deductions using the
same criteria as onetime payment / deduction
REQ_PPM_63 The system should have the ability to allow for input of start and end date for
recurring payment / deduction
REQ_PPM_64 The system should have the ability to combine travel and expense
reimbursements with other payables and pay with one check at user's option.
REQ_PPM_65 The system should Automatically update Payroll database for changes in
employee record without interfering with payroll processing (e.g. Promotions in the
middle of month)
REQ_PPM_66 The system should have a full and Final settlement process in place
REQ_PPM_67 The system should provide a final settlement report for each terminated employee
REQ_PPM_68 The system should have provision to suspend Payroll runs or control final
settlement processing on a case to case basis
REQ_PPM_69 The system should have the provision to run separate bonus/ incentive runs
REQ_PPM_70 The system should provide the capability to handle unlimited pay account codes
and drawing banks
REQ_PPM_71 The system should have a provision to process Arrear and backdated (Retroactive
Pay) Payment calculations
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_72 The system should have the provision to recover advances in subsequent pay
periods with a single transaction
REQ_PPM_73 The system should have Linkage to leave, punishments, suspension period,
promotion, location, qualifications (Core HR information database)
REQ_PPM_74 The system should have the ability to calculate HRA Rebate for Income tax
computation.
REQ_PPM_75 The system should handle LTA and Medical exemptions as per the Income Tax
Rules
Maintain PF and Gratuity
REQ_PPM_76 The system should allow the capture of the following kinds of information for an
employee:
• PAN No
• Ex Serviceman Information
• Residential Status
• PF Number
• Pension Fund Number
• Dependant info.
• The system should capture Previous Employment Information like
• Designation
• Annual Salary
• PF Number
• PF Establishment code
• No of LTC availed in the previous block
• No of LTC availed in the current block
• Leave Encashment amount
• Gratuity Amount
• VRS Amount
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
• Gross Earning for the current tax year
• PF deduction for the current tax year
• Professional tax paid in the current tax year
• TDS deducted for the current tax year
REQ_PPM_77 The system should have the ability to calculate the Gratuity of the employees.
REQ_PPM_78 The system should handle Provident fund rules
REQ_PPM_79 The system should Capture Nomination Information like
• Nominee Details
• Relationship with employee
• Percentage
• Guardian Information for minors
• Other Required Fields
REQ_PPM_80 The system should have the ability to generate P.F. schedules, P.F. Annual Slips
etc.
REQ_PPM_81 The system should have the ability to process P.F. Final claims, Gratuity
calculations based on user-defined configurable rules
REQ_PPM_82 The system should have the ability to process Family Pension Return in Form No.
7 and 8. (available on the department website)
REQ_PPM_83 There should be a report generated before posting of salaries at month end. This
would ensure that the system allows checking of data prior to posting
REQ_PPM_84 The system should have the ability to calculate and incorporate bonus based on
user-defined formula
REQ_PPM_85 The system should have the ability to process L.P.C. & Salary details of
transferred employees/officers
REQ_PPM_86 The system should have the ability to generate challan of statutory payments such
as I. Tax, P. Tax
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_PPM_87 The system should have the ability to process I.T. Certificate Form 16, 24,
Quarterly statement 24Q
REQ_PPM_88 The system should have the ability to process I. Tax calculation for each employee
REQ_PPM_89 The system should have the ability to generate advance leave salary bill
REQ_PPM_90 The system should have the ability to generate salary slip and print it on pre-
printed stationery
REQ_PPM_91 The system should have the ability to allow for workflows to replicate existing
stages of approvals, audits and authorizations
REQ_PPM_92 The system should have the ability to print all Paychecks / Direct Deposit Receipts
outputs in English and Marathi
MIS
REQ_PPM_93 The system should provide suitable MIS to designated officer at predefined
periodicity. These MIS should have parameters to configure option to be delivered
through email, or dashboard, or access by the designated user. Indicative but not
comprehensive list of MIS include:
• Generation of seniority list
• Reporting capabilities for AdHoc Reporting
• Reports on Demographics
• Reports on Vacancies
• Report on Employees Salary Details
• Report on Leave Availed
• Report on Leave Entitlements
• Employee Attendance List for a Business Event
• Budget Comparisons
• Headcount Report
• Report on time spent in a grade
• Transfer List
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
• Form 16 with Form 12 BA
• Form 24
• Provident Fund Returns: Monthly returns to the Regional Provident Fund
Commissioner for joining (Form 5) or leaving employees (Form 10) and
• Contributions paid (Form 12A) as well as monthly returns for Pension
contributions for exempted trusts for joining (Form 4) or leaving employees
(Form 5) and the contributions paid (Form 6)Professional Tax returns
• Ability to generate reports branch wise with / Account head wise
Classification form 6 and Form 7, the half yearly returns to be generated
by the payroll for the eligible employees with the relevant annexure listing
the employees and the amounts earned and deducted
• Ability to calculate actual leave balance at any point in time
3.7 Application Digitization & Management
A computerized database shall be generated for all the application receiving under various schemes.
The web interface shall be provided to the citizen for submission of on line application form. This will be
pre allotment procedure and it shall be capture following information
• Publication of advertisement for the allotment of houses under scheme
• Interlinking of application form with scheme database for allotment criteria, application money,
form fee, eligibility criteria and other documents required for eligibility
• Generation Publication of downloadable application form in XML embedded
• Facility for Online submission of form
• Facility with tools to digitization application form through OCR scanning
• Intimation to success full applicant after lottery
• Prepare a waiting list along with seniority list
• Refund of application money to the unsuccessful applicants
Requirement Id Requirement Description
System Login
REQ_ADM_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB for various components of
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
RHBMS like submission of application, processing of application,
accept/reject application,
• Register applicants for submission of application form, track their
application statement till issue of allotment letter
REQ_ADM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
REQ_ADM_3 The system shall as a part of registration establish challenge and responsive
mechanisms for session validation for future online sessions. Details such as
username and password, challenge question and response answer should be
asked if login details are forgotten etc.
REQ_ADM_4 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_ADM_5 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_ADM_6 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Account officer
• Register Applicant
Fields to be Captured
REQ_ADM_7 Following is the list of indicative field which needs to be captured through the online
application form. However, the final list would be prepared in consultation with
RHB:
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Division/ RHB Office
• Sector/Colony
• Scheme
• Name of Applicant
• Father/Husband Name
• Date of Birth
• Nationality
• Photo Identity Card Type/ Number
• Source Of Income salaries/ Non Salaried
• Corresponding address
• Permanent Address
• Mobile no
• Email Id
• Total family Income (self+ Spouse)
• Whether Income tax payee (Year wise IT return)
• Income slab
• Details of application money (bank name, DD no, date)
• Payment Mode Opted (ORS/HPS)
• Applicant Category (in which quota applied)
• Bank account Details of applicant (Bank account, Name, Branch)
• Whether applicant hold any lease hold/free hold property if yes then details
of property
REQ_ADM_8 The system shall provide interface to record following sub set of form along with the
main application form. Indicative list of forms is as under however formats and
fields of these forms shall be discussed and finalized with the RHB
• Challan of Application Money
• Nomination Form
• Declaration form
• Acceptance Form
Application Submission
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_ADM_9 The system should have the ability to provide electronic form for submitting the
application in following three modes for every scheme available
• Registered user may download form, fill the form in off line mode and then
upload the application form through their respective account
• Registered user choose to fill online application form wherein user should
be allowed to fill the application form in online mode and submit
• The system should provide interface to the office user for filing application
on behalf of applicant and capture the details
REQ_ADM_10 The system should perform data validation checks on the input such as data
formats, completeness of the form in terms of mandatory fields, etc. In case of any
validation failure, the system should display an appropriate error message.
REQ_ADM_11 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans
REQ_ADM_12 The system should validate last date of form submission for respective scheme in
case current date is greater than last date then system should display an
appropriate error message
REQ_ADM_13 The system shall require entries from the user for certain important information
items entered twice. For example email id needs to be captured correctly if email is
the preferred mode of communication
REQ_ADM_14 The system should have the ability to select the scheme for which he/she may wish
to apply for
REQ_ADM_15 The system should have the ability to select the unit category for which he/she wish
to apply for
REQ_ADM_16 The system should have the ability to select the special applicant category for
which he/she wish to apply
REQ_ADM_17 The system shall provide online help in regard to selection of code
• District code
• Scheme Code
• Unit category
• Special applicant Category
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
• Cast category
• Income group category
• Any department specific code applicable for respective scheme
REQ_ADM_18 The system shall provide adequate aid to the user in the form of online tutorials,
"How Tos", FAQs, etc that can be used on their own to familiarize themselves with
keying-in the registration data and the registration process
REQ_ADM_19 The system should provide feature to download application form in XML format and
fill it in off line mode, downloadable form should have inbuilt validation check, in
regard to date range, date formate, field length, data type etc..
REQ_ADM_20 The system shall authenticate the external users through login credentials prior to
providing access to update the record
REQ_ADM_21 The system should have the provision for periodic automatic saving of the data
entered by the applicant during a live session and should make the data available
to applicant as intermediate save even after expiry of session.
REQ_ADM_22 The system should have the ability to save form in draft mode before final
submission. The system should allow the applicant to add/ modify details in the
draft version.
Upload Supporting Document
REQ_ADM_23 The system should have the ability for seamless integration with the document
management system with tagging of the uploaded documents to the unique
application number and easy retrieval based on the application number.
REQ_ADM_24 The system should have the ability to upload supporting documents/supplement
documents in permissible formats for each scheme / scheme component as agreed
with the Department e.g. pdf, doc, rtf etc.
REQ_ADM_25 The system should prompt user to select file format before uploading, further there
should be ability to validate the file formate at time uploading, in case format does
not match the system should give error message
REQ_ADM_26 The system should prompt user to select the document category for which
document is being required and further document name e.g ID proof is document
category and Driving licence is document name
REQ_ADM_27 The system should have the ability to validate the file format of document in case
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
system does not support file type then it should give error message “the system
does not recognize this file format”
REQ_ADM_28 The system shall allow user to define maximum size of file for each category of
document. In case file size exceed the permissible limit then system should raise
alert message “file exceeded the maximum allowed size”
REQ_ADM_29 The system should have the ability to resubmit revised documents, however
previous versions shall not be deleted but suitably archived as per relevant cases
or re submission etc.
REQ_ADM_30 The system should have appropriate restrictions on various modes e.g Draft,
Submitted, Processed, Held etc
REQ_ADM_31 The system should have the ability to flag relevant documents to be attached.
Application Money
REQ_ADM_32 The system should have integration with partner bank for use of payment gate
facility
REQ_ADM_33 The system should allow register user to transfer payment through net banking
facility, the payment being made by applicant should directly transfer to the RHB
bank account in its respective account code
REQ_ADM_34 The system should allow office user to capture the payment details on counter and
generate receipt of payment for applicant
Application Acknowledgement
REQ_ADM_35 The system shall allow register user to submit application form without attachment
of supporting document and application money, but in such event system should
save application on hold mode till time applicant submit requires document and
application money either through online, with partner bank, directly at office counter
or any other mode as desire by Board.
REQ_ADM_36 The system should have the ability to generate unique reference number for
application submitted, which shall flash on the screen for future reference and
tracking of the application.(Application number)
REQ_ADM_37 The system should have the ability to save and print acknowledgement number
only after submission of all supporting documents and application money.
REQ_ADM_38 The system should have the ability to send auto email confirmation to the registered
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
email id of the applicant at various stages of the application cycle as agreed with
the Department.
REQ_ADM_39 The system should have the ability to send auto SMS confirmation to the registered
mobile number of the applicant at various stages of the application cycle as agreed
with the Department.
REQ_ADM_40 The system should have the ability to track the status of the application through
web portal
REQ_ADM_41 The system should have the ability to display audit and version history and tracking
of the application
REQ_ADM_42 The system should have the ability to view / publish MIS reports based on various
filter parameters as per the format of Board
Processing of Application
REQ_ADM_43 The system should have the ability to commit the application through configured
workflow for approval and communicating necessary alerts and messages to roles
in workflow through email and SMS only after validating that required information
has been provided by the applicant. Otherwise flash appropriate
messages/reminder SMS/reminder eMail for the applicant.
REQ_ADM_44 The submitted Application form must be available to the authorised user of RHB in
read-only form. Any required changes will have to be requested by the Board and
made at the applicants end.
REQ_ADM_45 The system should automatically notify information on the dash board of designated
authority as per the business rule applicable for respective scheme. The system
should allow the designated authority to forward the application to next level
authority for verification; this should be allowed as per business rule applicable for
respective scheme. Typically any application goes through following key steps
• Application Submission as per eligibility criteria
• Application submission under special category as per eligibility criteria
• Attaching suitable documents
• Late submission of application
• Non submission of Application Money
REQ_ADM_46 The system should allow manual intervention o authorised user to escalate
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
rejection cases for the approval of designated authority, it should also provide
interface to capture reason for rejection of application form
REQ_ADM_47 The system should have the ability to escalate or delegate approval to another
registered Department representative in line with laid down approval policies of the
Department.
REQ_ADM_48 The system should populate rejected case on dash board of designated authority,
for final decision
REQ_ADM_49 The system should re-confirm from user before rejection of application
REQ_ADM_50 The system should have the ability to print list applicants eligible for lottery
3.8 Integration Requirements
Board has certain existing and envisaged systems that shall be developed in near future. SI should
provide suitable connectors/interfaces of APIs for integration with the existing and envisaged IT systems.
List of these systems is as follows
Application Status Integration Requirements Data exchange methodology
Court Cases
(Litigation)
Monitoring System
Implemented For dispute cases under various schemes
and grants , integration may be required to
view case proceeding details
Flat files/ Web
services for
Data exchange
Integration with
UID initiative
Envisaged System should provision for integration with
UIDAI system in terms of
• House Allotment information,
online application for
payment, etc for the citizen.
• Using Aadhaar and
demographic/biometric
authentication for service
delivery
• Complying to various
standards and compliance
requirements of various
components in line with
Flat files/ Web
services for
Data exchange
Rajasthan Housing Board RFP for RHBMS
guidelines issued by UIDAI
SI may be required to integrate/provide connectors/APIs to integrate RHBMS modules with above
mentioned applications of the Board. These shall be finalized in discussion with the Board.
4. Other Requirements
4.1 Dashboard
Requirement Id Requirement Description
REQ_GEN_1 Each user of RHBMS should have a customized dashboard view on logging into the
system with key sections as
• Activities pending
• Activities assigned
• Key MIS
• SMS
• Notifications
• Link to allowable modules/activities for particular User
4.2 Web Portal
Requirement Id
Requirement Description
REQ_GEN_2 SI shall be required to develop a web portal for RHB which shall be user friendly,
informative, interactive and easily accessible.
It should have following sections (indicative):
• Overview about the RHB
• Brief statistics about the board
• Administrative setup of the RHB
• Access to various types of forms/applications
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Access to various rules and regulations related literature
• Feedback centre
• Contact us
• News section
• Notification Section
• Access for users to Register themselves and apply for various housing
schemes
• Link for board users to access various modules of RHB
• Link for administrators for various modules/components of RHB including
security, database, user administration etc.
• Information related to Rights to Information Act required to be made public.
• Citizen charter
• MIS reports for the both Citizen & Board etc.
REQ_GEN_3 All the sections of the Web portal would be of dynamic nature and must be supported
with a Content Management module for easy content management and administration of
the same.
REQ_GEN_4 The Web portal would be accessed by Citizens (Internet) and all the Users (Intranet) of
the Board and various other entities related to Board through this portal using a Secured
Login process.
REQ_GEN_5 The domain name of the Web site is to be registered by the Board as
http://www.rhbonline.rajasthan.gov.in.
Access
REQ_GEN_6 The system should be accessible to
• Office user at head office with a user role
o Any other designated and authorized by Board
• Office staff at Circle / Division office with role
o Circle / Divisional Officer
o Office clerk
o Any other designated and authorized by Board
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Public user to view various components of Web portal
• Registered User (Applicants)
User management
REQ_GEN_7 The system should allow to creation and management of office user, each user should
comprises the following details
• Employee Name
• Date of registration
• User ID (unique Name)
• Employee ID (as per Board)
• Operation office (HO or district or block)
• Designation
• Mobile Number
• Contract Address
REQ_GEN_8 The system should allow to create unique user name only
REQ_GEN_9 The system should provide feature to search a valid user name
REQ_GEN_10 The system should provide facility to block or unblock any office user
REQ_GEN_11 The system should allow admin user to create/modify user and roles and privileges
Board Master
REQ_GEN_12 The system should have facility to create master of Boards/ cell/wing.
Operation office
REQ_GEN_13 The system should have facility to create database of operational office. It should
comprises following field
• Operational office type (HO/Circle/Divisional )
• Circle name (if operation type = district or block)
• Divisional (if operation type = block)
• Office Name
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
• Office Address
o Street 1
o Street 2
o City/Town
o Tehsil
o District
o State
o PIN Code
• Contact person
• Contact number
o Office Phone
o Fax
o Mobile
• Email Address
Designation Master
REQ_GEN_14 The system should have facility to create designation master
User Role
REQ_GEN_15 The system should provide facility to create user role as per the follows
• Office user at head office with a user role
o Director
o Joint/Deputy director
o Office clerk
• Office staff at district office with role
o Circle Officer
o Office clerk
• Registered User
• Applicant
• Any other as specified by the Board
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
Default Right to User Role
REQ_GEN_16 The system should provide facility to define form level/report level/record search access
right to each user role. These access rights should be for following type
• Add
• Edit
• Delete
• View
• Search (applicable for search)
Assign Role to user
REQ_GEN_17 The system should allow system to assign user role to each user,
REQ_GEN_18 The user will be assigned with default rights of the given access role
Public User Registration
REQ_GEN_19 the system should allow any public user to register on the web portal, the user should be
permitted with define role for register user
REQ_GEN_20 The system should capture the following detail about each user
• User First Name
• User Last Name
• User ID (unique)
• User Address
o Street 1
o Street 2
o City/Town
o Tehsil
o District
o State
o PIN Code
• Contact number
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
o Phone
o Fax
o Mobile (required for all SMS alert)
• Email Address
REQ_GEN_21 The system should provide facility to confirm user id though user’s given email only
REQ_GEN_22 The system should give warning if user with similar email id is already exist
REQ_GEN_23 the system should provide facility to block or unblock any user access
Web Content management
REQ_GEN_24 The system should allow creating site navigation index through a dynamic menu option.
REQ_GEN_25 The WCMS should allow to create a web page on the fly, with help of rich text box facility
REQ_GEN_26 The WCMS should also provide facility to upload a pre designed pages
REQ_GEN_27 The WCMS should provide web pages directory with facility to publish or block web page
REQ_GEN_28 The WCMS should provide facility to create meta tag search of each web page
REQ_GEN_29 WCMS should allow to upload any image on the page and it should be further allow to
define position of the image on web page
REQ_GEN_30 WCMS should provide feature to define the position of the web page like center frame,
left frame or right frame etc.
Language
REQ_GEN_31 The system should allow bi lingual option i.e. Hindi and English
Web Page Search
REQ_GEN_32 The portal should provide meta tag basis search option
REQ_GEN_33 The search result should show path of the web page with brief description of the page,
REQ_GEN_34 In case page description is not been provide by user then it should show first 20- 30
words of the page
REQ_GEN_35 The system should allow to drill down to the page
News Section
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
REQ_GEN_36 The system should provide news section for publication of Board news, office circular
REQ_GEN_37 The news should comprises minimum following details
• News Heading
• Date of publication
• News source
• Reported by
• News room
• News search key word
• News main content
REQ_GEN_38 The system should provide facility to attach image related to news
Event Calendar
REQ_GEN_39 The portal should provide facility to upload event details being organized by Board
REQ_GEN_40 The event should comprises minimum following details
• Event Name
• Event Type
• Date of event
• Start time- End Time
• Event description
• Reported by
• Detail event program schedule
• Event organized by
• Target group
• Registration process
• Fee if any
REQ_GEN_41 The system should provide facility to attach image related to event
REQ_GEN_42 The system should provide facility to search event with key word
REQ_GEN_43 The system should provide facility for online registration for event; this facility should be
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
allowed to the registered user only.
User dash Board
REQ_GEN_44 The system should provide digital dash board for each user
REQ_GEN_45 Dash board should be design in accordance to user role assign to the user
REQ_GEN_46 The system should allow the user to personalize dash board menu options
REQ_GEN_47 The system should provide feature to change color scheme, skin of screen, font and
language
Others
REQ_GEN_48 System shall be able to provide a view of maintenance / updating requests to authorized
users
REQ_GEN_49 System shall be able to filter / sort the requests based on various parameters
REQ_GEN_50 System shall support dynamic configuration of the modules. For each of the modules
listed above. System shall be able to enable or disable the features.
REQ_GEN_51 System should be able to design custom look and feel of the portal with minimal change
in software code
REQ_GEN_52 System should adhere to standard programming practices that can help extending the
functionality of the portal easily
REQ_GEN_53 The system shall provide compatible interfaces, metadata and indexing support for
exchange of electronic documents with Scanner APIs, digital imaging Programs and
document management software
REQ_GEN_54 All forms shall be created on standard A4 paper (as defined by standard ISO 216: 2007)
REQ_GEN_55 All kinds of notifications whether internal or external through channels such as email,
letter, SMS shall be recorded.
REQ_GEN_56 All kinds of notifications shall be assigned a designated user to whom response will be
communicated. The response shall be automatically routed to the designated user.
REQ_GEN_57 All forms shall be accompanied by a well-written set of instructions - in English and Hindi
- on how to fill up the form and the mode of submission
REQ_GEN_58 All notifications / alerts / reminders shall be as per as a standard format/ template that is
Rajasthan Housing Board RFP for RHBMS
Requirement Id
Requirement Description
configurable
REQ_GEN_59 System shall display the date and time of last login when the user logs in
REQ_GEN_60 System shall have a fail-proof online modification submission process. The system shall
have performed the commit of the return data to the database only once if the transaction
has gone through successfully. In case the transaction has not been fully committed, the
system shall not post any modifications into the database.
REQ_GEN_61 System shall ensure virus check for all files that are uploaded in the system e.g. detect
malicious executables
REQ_GEN_62 While authentication, on 3 unsuccessful attempts in a row, the user account shall be
locked and be denied access to application till the user account is unlocked through
challenge and response questions
REQ_GEN_63 Once authenticated through challenge and response questions, system shall be able to
send the new password to the email id of the user within a time period of 5 minutes.
REQ_GEN_64 For all kinds of online forms, system shall allow downloading of an electronic form and
uploading of the filled-in form at a later stage
REQ_GEN_65 Where ever documents are involved, system shall allow the user to assign a
note/annotation to a document image
REQ_GEN_66 Where ever workflow systems are involved, Workflow systems shall be designed in such
a manner that introduction of additional workflow requirements or changes to existing
workflow can be implemented without underlying architectural or programming changes
to the system
REQ_GEN_67 System shall provide consistent look & feel to the users and the standards defined for
content, structure and presentation of the portal shall be applied and followed throughout
the portal
REQ_GEN_68 The solution shall provide Metadata directories or indexes of data related to the data
available within the application to facilitate search
4.3 Management of documents
Central Repository for managing documents would form integral part of the solution. Key points where
documents shall be managed through solution include
Rajasthan Housing Board RFP for RHBMS
• Managing various documents of RHB Board including operating procedures, scheme manuals,
application manuals, Registers, policies guidelines etc
• Documents submitted by various departments as per requirements of workflow for above detailed
core modules
• Documents submitted by applicants in application process for various schemes
• Documents submitted by beneficiaries as reporting requirements etc.
This module helps in catering to all requirements of Board related to management of documents. It
provides clear metadata for categorization of any document entering the system. It must also support a
string based search.
Requirement Id Requirement Description
REQ_GEN_1 The system shall provide centralized repository of all departments related policies
guidelines etc and those mentioned above (related to RHBMS) and shall make it
centrally accessible to various users based on roles, privileges and permissions.
REQ_GEN_2 The system shall allow storing and retrieval of digital documents comprising of
a) Scanned documents
b) Images
c) Video clips
d) Audio clips
REQ_GEN_3 Automatic categorization of documents as different documents like Office file
document, Supporting documents, Field report etc.
REQ_GEN_4 Easy to use GUI for setting the scanning properties like indexing parameters,
document and folder nomenclature, zones for data extraction etc
REQ_GEN_5 Facility to upload scanned batches from different field offices with Auto
folder/Subfolder creation document filing & indexing on user defined fields.
REQ_GEN_6 System ability to provide Compression of scanned image files in TIF Format.
REQ_GEN_7 The System shall support Image Editing operations such as page insertion, deletion
merge/split pages, etc.
REQ_GEN_8 The system shall provide facility for merging/splitting documents based on bar-
code/page count, etc. to assemble documents from scanned batches
REQ_GEN_9 Support all the special image enhancement functionality offered by the scanner
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
through the driver interface.
REQ_GEN_10 The system shall support categorization of documents in folders-subfolders just like
windows interface. There should not be any limit on the number of folder and levels
of sub folder
REQ_GEN_11 The system shall provide facility to link cross-related documents like Application
form and Field report, Grievance and reply sent etc.
REQ_GEN_12 The system shall provide search facility to in the same interface, so that users are
able to search the documents to be linked
REQ_GEN_13 The system shall support versioning of documents with facility to write version
comments
REQ_GEN_14 The system shall allow Locking of documents for editing and importing it back into
the system through check-in/Check-out features
REQ_GEN_15 The system shall support Applet for viewing Image documents- No third party
viewers should be there for viewing of scanned images. Please specify if third party
applets are used and the licensing terms together with cost implication
REQ_GEN_16 Image view applet should support progressive display technology.
REQ_GEN_17 Even for multi page document. The download and view should be page by page.
REQ_GEN_18 The system shall facilitate Document View without the native application in pdf or
html view for office applications like Word, excel, PPT etc.
REQ_GEN_19 The system shall facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to
zoom in on a part of image and other image operations like Invert, rotate etc.
REQ_GEN_20 Document view shall have the provision to draw a line, insert arrows etc over image
document.
REQ_GEN_21 Document view shall have the provision to highlight or hide certain text by drawing
line rectangle and solid rectangle.
REQ_GEN_22 Document view shall have the provision to insert text over image document
REQ_GEN_23 The system shall support for viewing documents in native application
REQ_GEN_24 The system shall provide facility of putting text, graphic and image annotations on
document pages
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
Archival of Files
REQ_GEN_25 The system should differentiate between Administrative general files (Subject Files)
and Administrative Business files (Special Files)
REQ_GEN_26 The system should support handling of both types of files
REQ_GEN_27 The system shall have a facility to create/open a new electronic file.
REQ_GEN_28 Subject File creation shall take at least File Number and File Subject as inputs.
REQ_GEN_29 The system shall have a facility to create both main as well as part file.
REQ_GEN_30 The system shall have a facility to save the file in the desired folder in the system.
REQ_GEN_31 The system shall also generate a Barcode number on successful creation of a file.
This barcode can be pasted on a physical file for tracking, in case physical file is
also used.
REQ_GEN_32 The system shall have facility to print barcode number of file at any point of time.
REQ_GEN_33 The system shall have facility to add documents in the File.
REQ_GEN_34 The system should have a facility to search a file on File number, file subject
REQ_GEN_35 The system should have a index table of all created files in the form of a "File
Register" as per the Guidelines of Office procedure by Government of India
REQ_GEN_36 The system should support creation of any types of special files such as employee
files, property return file etc
REQ_GEN_37 The system should have a provision to define searching attributes for each type of
special file
REQ_GEN_38 The system should have a separate searching interface for each type of special file
Integration with Workflow and RHBMS modules
REQ_GEN_39 Document management and access should be seamlessly integrated with RHBMS
workflow, portal and integration requirements
General
REQ_GEN_40 The system shall provide an easy to use email like interface for routing & working
on workflow items
REQ_GEN_41 The system shall provide an inbox like feature to receive workflow item
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_GEN_42 The system shall provide an Sent Item like feature to view forwarded workflow item
REQ_GEN_43 The system shall have a tree like structure for frequently use features.
Indexing
REQ_GEN_44 The System shall provide facility to index folders and documents on user-defined
indexes like Board, ministry, file number, year etc.
REQ_GEN_45 The system shall provide facility to set particular fields as mandatory or unique
Search and Retrieval
REQ_GEN_46 The system shall provide extensive search facility to retrieve documents or
Folders/Files
REQ_GEN_47 The system shall support saving of search queries and search results
REQ_GEN_48 The system shall have quick retrieval ( should be able to handle Terabytes of data
quickly in less than 10 seconds(indicative))
REQ_GEN_49 The system shall support search for documents or folders on document or folder on
profile information such as name, created, modified or accessed times, keywords,
owner etc.
REQ_GEN_50 The system shall support combined search on Profile, Indexed and Full Text
Search
REQ_GEN_51 The system shall support search for documents/Folders using user-defined indexes
and document classes i.e. file number, name, ministry, Board, date etc.
REQ_GEN_52 The system shall support Full Text Search on image and electronic documents
REQ_GEN_53 The system shall support highlighting of searched string with a facility to browse
between pages for a multiple page document and moving between hit pages
REQ_GEN_54 The system shall support advanced search using Boolean and logical operators like
and, or, greater than etc. for example searching application form on the basis of
customer type and city
REQ_GEN_55 The system shall support facility to export results in excel format
REQ_GEN_56 The system should provide support for configuring and saving search criteria’s
REQ_GEN_57 Check-In and Checkout support for collaborative working on documents
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
Security
REQ_GEN_58 The system shall support access permissions on Folders, documents and object
level
REQ_GEN_59 The system shall support multiple levels of access rights (Delete/ Edit/ View/ Print/
Copy or Download).
REQ_GEN_60 The system shall support for application based rights
REQ_GEN_61 The system shall support system privileges like Create/Delete Users, Define
indexes etc.
REQ_GEN_62 The system shall support secure login id and passwords for each user and
passwords shall be stored in encrypted format in database
REQ_GEN_63 The system shall have a facility to define password policy with extensive password
validations like passwords must be of minimum 8 characters, shall be
alphanumeric, locking of user-id after three un-successful attempts, password
expiry, password history so that passwords are not same as previous passwords
etc.
REQ_GEN_64 The system shall support Disaster recovery by replicating the data at remote
locations
REQ_GEN_65 The system shall support provide support for HTTPs/SSL for secured data transfer
and session timeouts.
REQ_GEN_66 The system shall provide LDAP support for integrating with directory services and
shall support single sign on
REQ_GEN_67 The system shall support Extensive Audit-trails at document, Folder and for highest
levels for each action done by particular user with user name, date and time
REQ_GEN_68 The system shall support integration with database-based authentication.
Administration
REQ_GEN_69 The system shall support web-based administration module for the complete
management of system.
Document Delivery and Distribution
REQ_GEN_70 The system shall allow users to download documents through HTTP depending
upon the access rights
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_GEN_71 The system shall support for Print/Mail/Fax of documents
Reports and Audit Trails Features
REQ_GEN_72 The system shall support extensive Reports and audit trails and shall also provide
data points and facility to design new reports
REQ_GEN_73 The application shall log all the actions done by individual users with user name,
date and time and the administrator shall be able to generate detailed audit logs
and history of the process instance.
Reminders and Alarms
REQ_GEN_74 The system should have the capability to set automatic reminders and alarms to
concerned users.
Monitoring and Tracking
REQ_GEN_75 The system shall be able to keep track of the status, the date/time the jobs are
started and ended, the creation and archival date of the documents.
REQ_GEN_76 The system should have inbuilt monitoring and diagnostic tool for monitoring of
logs, versions and important services
Custom Human to Human interfaces
REQ_GEN_77 The system shall support Rapid Application Development component that enables
development of User friendly and customizable user Interface.
REQ_GEN_78 The desktop shall support inbuilt Imaging capabilities and shall support complete
and automatic integration of every step of the approval workflow with the underlying
DMS for the purpose of document retrieving and processing. There shall be no
need for integrating individual steps of a workflow to DMS separately.
REQ_GEN_79 The system shall be Unicode compliant for supporting different languages and shall
also provide localization kits for localizing the User Interface in particular language
REQ_GEN_80 The system shall have a support for Hindi language GUI
Integration and Web Services
REQ_GEN_81 Should be based on open standards and have API support for data import & export
REQ_GEN_82 The system shall provide support to invocation of external programs to perform
activities of a process like launching core application screen for data entry.
Rajasthan Housing Board RFP for RHBMS
Requirement Id Requirement Description
REQ_GEN_83 The system shall support integration based on messaging
REQ_GEN_84 The system shall support integration based on standards such as XML
REQ_GEN_85 The system shall support message-based collaboration based on protocols such as
HTTP, FTP and SMTP.
REQ_GEN_86 The system shall support integration with Email Servers.
REQ_GEN_87 The system shall support email-steps to be fully integrated, not just for notification
but also to initiate or complete a work step.
REQ_GEN_88 The system shall provide fully functional APIs for Integration.
REQ_GEN_89 The system shall provide presentation level API to customize user task interfaces.
REQ_GEN_90 The system shall support Web services.
REQ_GEN_91 The system shall enable the work items to access the Web methods of a remotely
deployed web service
REQ_GEN_92 The system shall allow support of both synchronous as well as asynchronous mode
to invoke Web methods
REQ_GEN_93 The system shall support Web based interfaces.
REQ_GEN_94 The system may have its own front-end or launch any application.
REQ_GEN_95 The system should have the capability to interface with industry standard web
services through simple interfaces.
4.4 Automation of workflow for various process under core modules
The proposed solution shall be capable of an automated electronic processing of data and documents
that allows for the integration of Business Rules. It must adhere to the thin client open standards and
must not require any proprietary software to be installed on client machines. It shall be able to deal with
exceptions when these occur by changing business rules or even the entire processes in real time to
respond to business conditions. It shall enable the efficient and accurate tracking of the entire cycle of
each major business process and provide means of generating reports for management as well as for
statistical purposes. It shall seamless manage documents related to the workflow and be capable of
retrieving and attaching documents and archiving the processed documents with metadata in the
specified folder structure.
Rajasthan Housing Board RFP for RHBMS
Requirement ID Requirement Description
REQ_WFS_1 The system shall have a workflow engine to support different types of document
routing mechanism including:
a. Sequential routing –Tasks are to be performed one after the other in a sequence
b. Parallel routing – Tasks can be performed in parallel by splitting the tasks among
multiple users and then merging as single composite work item. The system shall
support conditional merging of multiple parallel activities i.e. Response from
mandatory parallel work stages before it can be forwarded to next stage
c. Rule based routing - One or another task is to be performed, depending on
predefined rules
d. Ad-hoc routing: Changing the routing sequence by authorized personnel
Process Designing
I. Graphical Route Designer
REQ_WFS_2 The workflow management system shall support Inbuilt Graphical route designer for
modeling complex Business Processes using drag and drop facilities.
REQ_WFS_3 The system shall allow process designers to define multiple automatic system
defined stages, where no human intervention is required.
REQ_WFS_4 The interface shall be easy to use so that Process owners can change the business
process as and when required without any programming knowledge.
REQ_WFS_5 The system shall enable process designers to design multiple sub-processes. This
includes mapping of the existing process instance to the newly created process
instance as per mapping defined in the route.
REQ_WFS_6 The workflow management system development environment shall provide easy
navigation to choose sub-processes as required to be invoked from within a process.
REQ_WFS_7 Facility to copy and paste work stages along with all its properties.
REQ_WFS_8 Facility to define documents viewed and to be attached at individual stages.
REQ_WFS_9 The Process designer shall support multiple Introduction stages for introducing
different document types from different acquisition sources
REQ_WFS_10 Facility to define multiple archive stages for archive selected documents and indexes
at any stage of workflow process.
Rajasthan Housing Board RFP for RHBMS
REQ_WFS_11 The system shall provide facility to define hold stages so that a particular instance or
the workflow can be kept on hold for specified interval on the basis of pre-defined
condition. The system shall also provide facility to define conditions for resuming the
instance from hold stage.
REQ_WFS_12 The system shall allow process designers to design properties for each work stage
like default document view, form view or Exception view etc.
REQ_WFS_13 The system shall allow users to define entry-level settings like Increase of priority or
sending an email trigger on the basis of pre-defined conditions or setting up
particular variable or property etc.
REQ_WFS_14 The workflow management system shall support the definition of roles and allow
many-to-many relationships between users and roles to be defined.
REQ_WFS_15 The workflow management system shall be capable of automatically deploying an
entire business process application (including forms and adapters) to the servers
from the development environment
II. Inbuilt Form Designer
REQ_WFS_16 The system shall provide inbuilt facility to design Custom forms that can be attached
at one or more stages of workflow.
REQ_WFS_17 The Form designer interface shall support facility to define text boxes, Combo boxes,
radio buttons, Drop down etc.
REQ_WFS_18 The system shall provide facility to define variables in the process or in external
database tables, which can be linked to fields defined in the form for efficient data
entry.
REQ_WFS_19 The system shall provide facility to define zones at forms and images, so that
relevant part of the image is highlighted for Image assisted data entry.
REQ_WFS_20 The system shall support field level calculations at form level
REQ_WFS_21 Facility to use scripts for defining field level validations
III. Automatic Escalations
REQ_WFS_22 The system shall provide facility to define multi level escalation procedures
REQ_WFS_23 The system shall provide facility to define deadlines to individual work stages and
escalation to respective or group of individuals, if the instance is not processed in
specified time frame.
Rajasthan Housing Board RFP for RHBMS
REQ_WFS_24 The system shall provide facility to define multi level escalations on the basis of
deadlines i.e. Level 1 escalation after specified time and Level 2 escalation after
specified time.
REQ_WFS_25 Facility to raise custom triggers like Email, sms etc. for escalations.
REQ_WFS_26 The system shall support inbuilt calendar for defining Holidays and Working hours
and the escalations and reminders shall be raised on the basis of this i.e. if the
escalation time is set for 2 days and there is Sunday in between then it shall not be
included
IV. Inbuilt Exceptions
REQ_WFS_27 The system shall provide facility to define exceptions at individual stages, which shall
dynamically change the route on execution.
REQ_WFS_28 The system shall facility to give rights to raise and clear exceptions at different
stages of the process with user comments.
REQ_WFS_29 Facility to raise triggers on the basis of exceptions.
REQ_WFS_30 Facility to raise automatic exceptions on the basis of pre defined conditions.
REQ_WFS_31 The system shall track all the exceptions raised in the course of process and shall
maintain history of that with user name, date, time and comments.
REQ_WFS_32 The system shall clearly differentiate process instances with and without exception
V Task Management
REQ_WFS_33 The system shall provide facility to define tasks for individual or group of users with
deadlines.
REQ_WFS_34 The system shall provide facility to define check lists for individual stage with option
to make particular checklist items as mandatory.
REQ_WFS_35 Facility to raise triggers on the basis of checklist.
REQ_WFS_36 The workflow management system shall have email notification to user when the
user is not logged on to the workflow management system. Upon receiving the
email, the user shall be able to click on the attachment in the email to automatically
launch the Workflow management system and present the user with the task to act
on.
REQ_WFS_37 Automatic reminders to concerned users for delegated tasks.
REQ_WFS_38 The system shall allow definition of audit stages to audit work of new users. The
Rajasthan Housing Board RFP for RHBMS
users shall be able to define percentage of work to be audited on the basis of which,
random instances shall be picked up and sent to auditing supervisor.
REQ_WFS_39 The workflow management system shall provide user-definable job filters and
sorters for the outstanding tasks for viewing and work prioritization.
REQ_WFS_40 The workflow management system shall allow the users to route/re-route the jobs to
one or more other users by job and by users (e.g. on long leave, resignation).
REQ_WFS_41 The workflow management system shall allow automatic temporary re-routing of jobs
to one or more other users (e.g. temporary covering of duties).
VI. Inbuilt Triggers
REQ_WFS_42 The system shall provide facility to define custom triggers like Emails, Word template
or launching executable etc. on predefined conditions
REQ_WFS_43 The system shall provide facility to define custom templates for the triggers with
static and dynamic data.
REQ_WFS_44 The system shall provide facility to generate event based triggers for automatically
sending mails/ fax, generating responses, invoking data form for data entry,
communicating from external systems.
REQ_WFS_45 The workflow management system shall have email notification to user when the
user is not logged on to the workflow management system. Upon receiving the
email, the user shall be able to click on the URL in the email to automatically launch
the Workflow management system and present the user with the task to act on.
VII. Multiple Initiation Methodologies
REQ_WFS_46 The Workflow management system shall support multiple Initiation methodologies
for different user groups or document types.
REQ_WFS_47 The Workflow management system shall support automatic initiation of incoming
faxes as separate instance with the fax document as an attachment.
REQ_WFS_48 The system shall support automatic initiation on the basis of incoming emails with
email as an attachment.
REQ_WFS_49 The system shall support integration with IVRS application for automatic initiation of
processes.
REQ_WFS_50 The system shall support facility to host online forms in PDF or JSP format, which
can be filled online by the users and on submission a process instance is initiated.
Rajasthan Housing Board RFP for RHBMS
VIII Custom Human to Human interfaces
REQ_WFS_51 The system shall support Rapid Application Development component that enables
development of User friendly and customizable user interfaces for each stage of the
Workflow on the fly.
REQ_WFS_52 The system shall provide facilities so that process implementer needs only to define
the Work step parameters like the to do list, exceptions, comments, associated
Forms and related document images for each step based on, which the user
interface is automatically generated. Each parameter that requires user input,
including interfaces of integrated applications and images that the user needs to
refer to shall be made available in different frames through a single desktop.
REQ_WFS_53 The desktop shall support inbuilt Imaging capabilities and shall support complete
and automatic integration of every step of the workflow with the underlying DMS for
the purpose of document retrieving and processing. There shall be no need for
integrating individual steps of a workflow to DMS separately.
Architecture and Technology
REQ_WFS_54 The workflow management system shall be based on an N-tier, open, scalable
architecture.
REQ_WFS_55 The workflow management system shall support thin client architecture.
REQ_WFS_56 The workflow management system shall support Web based interfaces.
REQ_WFS_57 The workflow management system shall support XML messaging and SOA
Architecture.
REQ_WFS_58 The workflow management system shall have the ability to integrate through
messaging.
REQ_WFS_59 The workflow management system shall have the ability to integrate through APIs.
REQ_WFS_60 The workflow management system architecture must be scalable and can support
increasing number of users and concurrent transactions.
REQ_WFS_61 The workflow management system shall run in a clustered environment.
REQ_WFS_62 The workflow management system shall be scalable through both horizontal
clustering (multiple channels) and vertical clustering (multiple instances per
machine).
REQ_WFS_63 The Workflow management system must be Unicode compliant and shall also
Rajasthan Housing Board RFP for RHBMS
support customizing the interface in Local language.
REQ_WFS_64 The system should have the capability to interface with industry standard web
services through simple interfaces.
Process Management
REQ_WFS_65 The workflow management system shall be able to support complete administration
through a web browser interface.
REQ_WFS_66 The workflow management system shall allow administrators to manage users,
groups, Roles and other document management operations.
REQ_WFS_67 The workflow management system shall allow administrators to suspend, resume
and control various processes from the same interface
REQ_WFS_68 The workflow management system shall have audit trail to maintain history of all
transactions performed on the system.
REQ_WFS_69 The system shall give flexibility to administrator to do selective logging i.e. suspend
and resume audit trail generation for specific system and user activities.
REQ_WFS_70 The workflow system shall give a facility to define Turnaround time for the complete
process and also for the individual work stages for efficient monitoring
REQ_WFS_71 The workflow system shall give a facility to set Audit percentage for multiple users at
different stages, so that the specified percentage of work randomly goes for work
audit.
REQ_WFS_72 The workflow system shall give a facility to review the audit done by different
auditors.
REQ_WFS_73 The workflow system shall display all the queues corresponding to particular process
and add and remove multiple users to particular queue.
REQ_WFS_74 The workflow system shall allow administrator to set properties of particular queue
i.e. FIFO, Dynamic etc.
REQ_WFS_75 The system shall support Load balancing of work items in case of Dynamic Queues
i.e. if more than one user is associated with particular queue, work items shall be
assigned on the basis of current load.
REQ_WFS_76 The Workflow system shall support the concept of Shared and Personal Queues, so
that work items can either be permanently assigned to user’s Personal queue or can
be routed to shred pool of users.
Rajasthan Housing Board RFP for RHBMS
REQ_WFS_77 The workflow management system shall allow administrator to add new queues and
associate multiple work steps with them.
REQ_WFS_78 The workflow system shall give a facility to set diversions for particular users so that
all the incoming work items are routed to assigned person or group of users.
Application Access Control
REQ_WFS_79 The workflow management system shall provide comprehensive access control
mechanism.
REQ_WFS_80 All users of the workflow management system shall be able to access to their own
work queues and other work queues with access granted by the workflow
administrator. They shall not be able to delete assigned tasks from the work queues.
REQ_WFS_81 Process Owners or workflow administrator shall be able to intervene the flow of work
items and reassign to specific user and shall also support ad-hoc routing to specific
stage in case of delays or bottleneck.
REQ_WFS_82 The application shall log all the actions done by individual users with user name,
date and time and the administrator shall be able to generate detailed audit logs and
history of the process instance.
REQ_WFS_83 The application shall support field level access so that authorized users can only edit
them.
REQ_WFS_84 The workflow management system shall allow process owners to track the following
status:
Task Status
REQ_WFS_85 Types of actions required (i.e. for approval, for acknowledgment, for further
dissemination, for reply, etc)
REQ_WFS_86 For a task in progress or a completed task on Name of Officer, Start Date, End
Date, Duration
Process Monitoring and Reporting
REQ_WFS_87 The workflow management system shall be able to keep track of the work item
status, the date/time the jobs are started and ended, the creation and archival date
of the documents.
REQ_WFS_88 The workflow management system shall provide graphical and tabular tools to view
progress of each individual process
Rajasthan Housing Board RFP for RHBMS
REQ_WFS_89 The workflow management system shall support the generation of statistical and
management reports like:
• Number of cases assigned
• Number of cases completed
• Time taken to complete each task
• Process History Report
• User Performance Report
• Average Process Time Report
• Participant Report
• Participant Processing Time Report
• Process Definition Summary Report
• Exception Details Report
• Expired Work item Report
• Diversion Report
• Temporary Queue Assignment Report
REQ_WFS_90 The workflow management system shall support the generation of performance
comparison reports.
REQ_WFS_91 The workflow management system shall support users drill down from a higher level
view of business processes to lower level details.
REQ_WFS_92 The workflow management system shall support statistical reports like Total
turnaround time and delay report for complete process or specific work stages
REQ_WFS_93 The workflow management system shall support definition of new customized
reports based on exposed data points.
REQ_WFS_94 The workflow management system shall also provide dashboard interface for online
reporting of various processes. The interface shall give a flexibility to toggle between
graphical and tabular view and tile different windows in the same interface
User Management and Security
REQ_WFS_95 The workflow management system shall support integration with domain level
authentication and single sign on.
REQ_WFS_96 The workflow management system shall support integration with database-based
authentication.
Rajasthan Housing Board RFP for RHBMS
REQ_WFS_97 The workflow management system shall be capable of giving access rights to
users/groups on work stages, documents, forms and also to the data fields.
REQ_WFS_98 The workflow management system shall support extensive password validations i.e.
locking of user account after specified number of unsuccessful login attempts,
password history, password expiry, passwords must be alphanumeric and of
minimum character length etc.
REQ_WFS_99 The workflow management system shall support SSL, HTTPS and session timeouts.
Integration and Web Services
REQ_WFS_100 The workflow management system shall provide support to invocation of external
programs to perform activities of a process like launching core application screen for
data entry.
REQ_WFS_101 The workflow management system shall support integration based on messaging.
REQ_WFS_102 The workflow management system shall support integration based on standards
such as XML
REQ_WFS_103 The workflow management system shall support message-based collaboration
based on protocols such as HTTP, FTP and SMTP.
REQ_WFS_104 The workflow management system shall support actions to be taken on business
processes based on messaging.
REQ_WFS_105 The workflow management system shall allow documents used in processes to
come from inbuilt proposed Document Management System.
REQ_WFS_106 The workflow management system shall support integration with Email Servers.
REQ_WFS_107 The workflow management system shall support email-steps to be fully integrated
into business processes, not just for notification but also to initiate or complete a
work step.
REQ_WFS_108 The workflow management system shall provide fully functional APIs for Process,
Rules and Integration engines.
REQ_WFS_109 The workflow management system shall support Web services.
REQ_WFS_110 The workflow management system shall enable the work items to access the Web
methods of a remotely deployed web service
REQ_WFS_111 The system shall allow the data to be mapped from the workflow to Web method
parameters and vice versa.
Rajasthan Housing Board RFP for RHBMS
REQ_WFS_112 The system shall allow support of both synchronous as well as asynchronous mode
to invoke Web methods
REQ_WFS_113 The workflow management system shall allow a step of a business process or
integration process to be performed by Web services.
REQ_WFS_114 The workflow management system shall allow for an integration flow or a business
process to be made available as Web services
4.5 Additional Requirements
S No. Business Requirement Description
System Wide Functionalities
REQ_GEN_96 Consistent, globally unique naming and addressing scheme for data made centrally
and automatically
REQ_GEN_97 Centralized application and components
REQ_GEN_98 Application shall be paperless and web-based. Functions and other relevant
information shall be accessible to authorized persons on request.
REQ_GEN_99 Application shall be modular in design and shall be designed using modular and
reusable programming techniques for ease of maintenance.
REQ_GEN_100 For any hardware and software purchased in order to facilitate Application, quality
assurance requirements must be adhered to.
REQ_GEN_101 Application shall have the capability to ensure that management of data is defined
independently of the processes that create or use that data.
REQ_GEN_102 Application shall have the capability to format output to support HTML, XML, text and
any other format required for data exchange/integration with various entities involved
in the process.
REQ_GEN_103 The architecture shall be expandable. This requires that the application architecture
should include interfaces that will permit easy insertion of additional capabilities as
required (e.g., replacing an Relational Database Management System (RDBMS) with
an RDBMS with object oriented extensions, adding new report formats, statistical
algorithms etc.)
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_104 The architecture shall be operationally robust. This requires that the system
architecture should: - include standard error handling modules permitting the system to
degrade "gracefully" in the presence of failures, be functionally redundant when
appropriate, ensure that functional allocation to architectural elements does not
introduce unacceptable delay or introduction of human error, support end-to-end
system performance analysis
REQ_GEN_105 Application shall be designed to permit the easy insertion of new modules and new
enhancements.
REQ_GEN_106 Internal application changes shall be transparent, any changes that will not be
transparent must be coordinated before implementation
REQ_GEN_107 Application shall have the capability to complete all requests (e.g., store, retrieve,
update, etc.) without any data loss
REQ_GEN_108 Application shall have a system of record for legal purposes and shall maintain an
audit file in chronological sequence of each transaction and all corresponding
corrections made during the transaction by clients or their facilitators
REQ_GEN_109 Application shall be made possible to distribute the elements between different
premises.(only if required)
REQ_GEN_110 Distributed elements shall operate as a single integrated and cohesive information
system
REQ_GEN_111 System shall have the capability to organize and store all data for aggregation and
analysis
REQ_GEN_112 System shall be able to add new storage devices, if required, to serve archiving needs.
REQ_GEN_113 Application shall accommodate usage growth with minimal disruptions.
REQ_GEN_114 Application shall be designed to accommodate growth in data rates and volumes for
communications and networks
REQ_GEN_115 Application shall have the capability to define and modify Client’s access privileges.
REQ_GEN_116 Application shall have the capability to remotely maintain and upgrade the system
REQ_GEN_117 Application shall use open systems, standard-based architecture to meet functional
requirements and to inter-operate with existing information systems.
REQ_GEN_118 Application may be built from a combination of both unique and Commercial Off-The-
Shelf (COTS) service capabilities if required
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_119 Application shall facilitate the development of applications; application platform’s
enabling services shall consist of well-defined Applications Program Interface (API).
REQ_GEN_120 A standards-based operating system shall be selected, which will provide formally
defined APIs for application program access
System Management Requirements
REQ_GEN_121 System shall incorporate management capability, which shall include: Configuration
Management, Testing & Validation, Fault Detection, Fault Isolation, Fault Recovery,
Data collection, Data Analysis
REQ_GEN_122 System shall provide end-to-end performance monitoring and control.
REQ_GEN_123 System shall maintain knowledge of current operational status of all elements.
REQ_GEN_124 Necessary configuration control procedures shall be instituted to ensure a complete
understanding of system and configuration
REQ_GEN_125 System shall provide the capability to manage system operations, administration,
archiving, and security functions
REQ_GEN_126 System shall establish and maintain accounting information on communications used.
REQ_GEN_127 System shall support end-to-end system fault isolation of all provided services,
including the capability to identify a failing node, element, and/or service, to the level
necessary to correct the fault.
REQ_GEN_128 System shall provide capability to manage fault isolation functions
REQ_GEN_129 System shall provide data quality determination and analysis, error correction,
recovery processing, and related quality control procedures and processes.
REQ_GEN_130 System shall provide for support of coordinated management of elements distributed
between different premises.
REQ_GEN_131 Application shall implement applications and infrastructure components to permit
management to monitor and measure the effectiveness.
REQ_GEN_132 Application shall permit inclusion of new or modified requirements during the life of
application with appropriate established change control procedures.
Operational Requirements
REQ_GEN_133 Application shall support 24 hours per day, 7 days per week on a continuous basis
REQ_GEN_134 User training shall be provided to authorized personnel to permit full use of application
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_135 Application shall perform its operations in accordance with applicable policies and
procedures.
REQ_GEN_136 Data inputs to the application shall be validated prior to being processed
REQ_GEN_137 Input data shall be validated for out of range values.
REQ_GEN_138 Input data shall be validated for missing or incomplete data.
REQ_GEN_139 Input data shall be validated for unauthorized or inconsistent control data.
REQ_GEN_140 Input data shall be validated for values or volumes that are exceptional to the norm.
REQ_GEN_141 Invalid input data shall be rejected and security incident shall be initiated.
REQ_GEN_142 Integrity checks functionality on any data generated by the system shall be provided.
REQ_GEN_143 Reasonableness check functionality on the volume and values of data output shall be
provided.
REQ_GEN_144 Functionality necessary for scheduling of Application to certain days, dates or time of
day, shall be provided.
REQ_GEN_145 Functionality necessary for 'roll back' or recovery routines if applicable fails to operate
as planned shall be provided
Human Engineering Requirements
REQ_GEN_146 System shall provide a menu driven screen interface permitting a properly trained user
to navigate easily through the different functions of the system.
REQ_GEN_147 System shall provide users with access to information management services at their
premises.
REQ_GEN_148 The user interface shall be tailored to functions, which are authorized for the user.
Back Up Requirements
REQ_GEN_149 Back-up copies of data shall be taken at a mutually agreed upon frequency to be
consistent with the ability to recover cost effectively from any loss or corruption.
Logs
The following operations shall be logged by means of automatic (machine generated)
logs:
REQ_GEN_150 Logs shall include process start and finish times.
REQ_GEN_151 Logs shall include Application faults, errors and recovery processes.
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_152 Logs shall include the use of any privileged passwords.
REQ_GEN_153 Logs shall include the use of any privileged utilities.
REQ_GEN_154 Logs shall include automatically generated data necessary to assess the application
performance.
REQ_GEN_155 The frequency of logs generation shall be mutually agreed upon, in order to be
consistent with the ability to trace appropriate actions of the application.
REQ_GEN_156 Logs shall include all log-ons and log-outs as well as all attempts (whether successful
or not) to log-on
REQ_GEN_157 Logs shall have appropriate mutually agreed upon retention period.
REQ_GEN_158 The log generating software shall prohibit amendment of log details and disabling of
the recording of events.
REQ_GEN_159 The log generating software shall include review of log-on patterns to determine
potentially abnormal system use.
REQ_GEN_160 Files of logged events shall be protected from amendment or deletion.
REQ_GEN_161 Logging process shall always be enabled except when explicitly disabled by a
supervisor role. Controls shall be in place to prevent the logging process from being
disabled.
Security Requirements
REQ_GEN_162 Application shall prevent unauthorized users from accessing the system.
REQ_GEN_163 Application shall make data available to the authorized users in an expedient and
secure environment
REQ_GEN_164 Application shall provide access monitoring to compile and report security violations
and attempted security violations
REQ_GEN_165 Application shall have the thorough capability to a log record of an unauthorized
attempt.
REQ_GEN_166 Application shall provide physical and remote access control to Application systems.
REQ_GEN_167 Application shall evaluate the following security measures such as encryption and
firewalls, which shall provide a model for the Application design.
REQ_GEN_168 Application shall implement controls to ensure the privacy of information, individuals,
and corporations are not compromised.
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_169 Application shall use audit controls, electronic signatures, data encryption and other
methods to assure the authenticity of transaction and other relevant data.
REQ_GEN_170 Application database management security services shall include access control (e.g.,
Discretionary Access Control (DAC), Mandatory Access Control (MAC), content-
dependent and context dependent access control), individual user identification and
authentication (I&A), data confidentiality, data integrity (e.g., entity integrity, referential
integrity, and label integrity), security audit, object reuse, availability of service and
data, and other security services.
REQ_GEN_171 Application shall implement controls to ensure the authenticity of data is preserved.
REQ_GEN_172 Application shall comply with the Application Security Plan and security guidelines of
each of the stakeholder involved.
REQ_GEN_173 Application shall adhere to guidelines for physical, personnel, computer,
communications, and internal data security.
REQ_GEN_174 Application shall be foreseen of user registration system allowing: distinguishing
different user roles; authorization of users;
REQ_GEN_175 Application shall be foreseen with an access control policy functionality allowing
access of users in different roles to different functionalities of Application. At least the
following roles shall be introduced for Application: Supervisor, Operator, System
support, User
REQ_GEN_176 Only registered users shall be allowed to log-in to the application.
REQ_GEN_177 Registered users shall be allowed to log-on only to those Application functions which
they are authorized to access and use.
REQ_GEN_178 Registration of users in their respective roles shall be valid only for a limited period of
time, where after their authorization shall be re-confirmed and prolonged.
REQ_GEN_179 Additional access controls shall be considered for log-on to Application (such as
physical tokens)
REQ_GEN_180 The logon processes shall display only the minimum amount of information to assist
users.
REQ_GEN_181 The logon processes shall prohibit the display of help screens.
REQ_GEN_182 The logon processes shall minimize the opportunities for unauthorized connections to
Application.
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_183 The logon processes shall prohibit the display of the Application system or the
application details until the process has been successfully completed.
REQ_GEN_184 The logon process shall deny access if either the username or password is invalid
without identifying the specific erroneous element.
REQ_GEN_185 The logon process shall allow only a fixed number of logon attempts before disabling
the terminal.
REQ_GEN_186 If access is denied following repeated unsuccessful logon attempts, this shall be
treated by the application as a security incident and handled accordingly.
REQ_GEN_187 The logoff procedure shall clear any screen displays prior to terminating the
application.
REQ_GEN_188 Application shall disallow simultaneous logon by the same user.
REQ_GEN_189 Passwords to log-on to Application (and additional access control devices) shall have
at least the length of TBD characters. The password management system shall require
the enforcement of a minimum password length.
REQ_GEN_190 The password management system shall require the use of quality (i.e. difficult to
guess) passwords.
REQ_GEN_191 The password management system shall require the enforcement of a password
change after a TBD period.
REQ_GEN_192 The password management system shall include non-display of the password when
being entered
REQ_GEN_193 The password management system shall require the storage of passwords in
encrypted form.
REQ_GEN_194 For all security incidents alarm functionality shall be implemented, which immediately
informs the supervisor role of these incidents.
REQ_GEN_195 Application shall treat the following events as security incidents: unsuccessful log-on,
intrusion detection, malfunctioning of encryption facility
Legal and Regulatory Requirements
REQ_GEN_196 Application shall provide flexibility to easily modify the system to handle changes in
trade laws, regulations, and license & permit requirements.
REQ_GEN_197 Application shall have the capability to search and analyze payment transactions for
enforcement purposes
Rajasthan Housing Board RFP for RHBMS
Interface Requirements
REQ_GEN_198 Seam less integration / interfacing with existing/proposed applications
Testing Requirements
REQ_GEN_199 Standard procedures shall be established to test compliance and conformance of
equipment, to be used to facilitate IPF to IPF Standards and to certify interoperability
and portability of information systems coupled to applications.
REQ_GEN_200 All corrections to address discrepancies shall be validated through formal regression
test before insertion into the operational systems
REQ_GEN_201 Application shall support the revalidation of performance capabilities whenever an
element(s) upgrade/enhancement is made to IPF, which may cause a change in
performance.
REQ_GEN_202 All new application functionality shall be validated through a formal extensive testing
before insertion into the operational systems.
REQ_GEN_203 Application shall support operations and testing concurrently.
REQ_GEN_204 Application shall provide tools and metrics to support testing, system performance
monitoring, fault isolation, verification and validation of the end-to-end system
Common Technical Requirements
REQ_GEN_205 The system shall have ability to customize user menus and screens based on user
access authority.
REQ_GEN_206 The system shall be able to archive transactional database records to prevent long
term speed concerns. The solution must also feature functionality for efficient retrieval
of archived data.
REQ_GEN_207 The solution shall be capable of generating event notifications and interfacing with E-
mail system and must support e-mail triggers as part of the solution’s workflow.
REQ_GEN_208 The system shall provide a report-writing tool, which can be used to generate
customized reports at any level.
Audit Trail
The system shall be able to automatically record an audit trail of events under the
control of the system, storing information about:
REQ_GEN_209 • Action which is being carried out
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_210 • The object(s) to which the action is being applied
REQ_GEN_211 • The user carrying out the action
REQ_GEN_212 • The date and time of the event
REQ_GEN_213 The system shall track and record information about events in the audit trail without
manual intervention, once the audit trail facility has been activated
REQ_GEN_214 The system shall ensure that audit trail data cannot be modified, or any part of the data
be deleted by any user, including an Administrator.
REQ_GEN_215 The system allow the extent of audit trail tracking and recording to be user-
configurable, so that an Administrator can select the events for which information is
automatically recorded
REQ_GEN_216 The system shall ensure that the selection for audit trail tracking, and all later changes
to it, are also recorded in the audit trail
REQ_GEN_217 The system shall ensure that audit trail data is available for inspection on request, so
that a specific event can be identified and all related data made accessible, and that
this can be achieved by authorized external personnel e.g. auditors, who have little or
no familiarity with the system
User Interface
REQ_GEN_218 System shall perform data validation checks on the input such as data formats,
completeness of the form in terms of mandatory fields, checking for file type and size
of files uploaded, etc. In case of any validation failure, the system shall display an
appropriate error message.
Enquiries and Grievance Redressal Services
REQ_GEN_219 System shall be able to provide a list of "Frequently Asked Questions" to the user
REQ_GEN_220 Allowing employers to log enquiries and grievances through an online web application
/ Allow help desk personnel to take grievances
REQ_GEN_221 System shall be able to capture enquiries and grievances through an electronic form.
REQ_GEN_222 System shall be able to associate an enquiry or a grievance with a past request similar
request
REQ_GEN_223 System shall generate a unique case number for the grievance which can be used for
tracking purposes on successful submission of the form through the web portal
Rajasthan Housing Board RFP for RHBMS
REQ_GEN_224 Should be based on open standards and have API support for data import and export
REQ_GEN_225 The system shall provide support to invocation of external programs to perform
activities of a process like launching core application screen for data entry
REQ_GEN_226 The system shall support integration based on messaging and shall support distributed
systems interface
REQ_GEN_227 The system shall provide the option of invoking its integration components (adapters)
either synchronously and asynchronously
REQ_GEN_228 The system shall allow users to define adapters for the system
REQ_GEN_229 The system shall support integration based on standards such as XML/those laid down
by Stakeholders
REQ_GEN_230 The system shall support message based collaboration based on protocols such as
HTTP, FTP and SMTP
REQ_GEN_231 The system shall provide fully functional APIs for integration
REQ_GEN_232 The system shall provide presentation level API to customize user task interfaces
REQ_GEN_233 The system shall support web services
REQ_GEN_234 The system shall enable the work items to access the web methods of a remotely
deployed web service
REQ_GEN_235 The system shall allow support of both synchronous and asynchronous modes to
invoke web methods
REQ_GEN_236 The system shall support web based interfaces
REQ_GEN_237 The system shall have the ability to integrate through messaging
REQ_GEN_238 The system may have its own front end or launch any application
REQ_GEN_239 The system should have the capability to interface with industry standard web services
through simple interfaces
Rajasthan Housing Board RFP for RHBMS
5 List of Abbreviations
Terms Definitions
A.A.O Assistant Accounts Officer
Accnt Accounts
A.C.E Additional Chief Engineer
Admin Administration
Admin and Estb Administration and Establishment
A.O. Accounts Officer
C.A.O Chief accounts Officer
CAPEX Capital Expenditure
C.E. Chief Engineer
C.E.M Chief estate Manager
Comp Compilation cell
D.D.O Drawing & Disbursement Officer
D.H.C. Deputy Housing Commissioner
DoIT&C Department of Information Technology and Communications
DPR Detailed Project report
E & M Estate Manager
EWS Economically Weaker Sections
F.A. Financial Advisor
G2B Government to Business
G2C Government to citizen
G2G Government to Government
GOR Government Of Rajasthan
GPF Gratuity Provident Fund
Rajasthan Housing Board RFP for RHBMS
Terms Definitions
H.C. Housing Commissioner
HIG High Income Group
H.O. Head Office
HPS Hire Purchase system
IT Information Technology
Jr. Accountant Junior accountant
Jr. Assistant Junior Assistant
LAA Land Acquisition Act
LAO Land Acquisition officer
Land Acq Land Acquisition
LFAD Local Fund Audit Department
LIG Low Income Group
MIG Medium Income Group
MIS Management Information System
MRF Mediclaim Reimbursement Fund
NeGP National e-Governance Plan
O.S. Office Superintendent
ORS Out Right Sale
OSD Officer On Special Duty
OTL One time Lease
P.E. Project engineer
PIO Public Information officer
P & M Planning and Monitoring
Rajasthan Housing Board RFP for RHBMS
Terms Definitions
Q.C. Quality Control
RAS Rajasthan Administrative Services
R.E. Resident engineer
RFP Request for Proposal
RHBMS Rajasthan Housing Board Management System
RISL RajCOMP Info Service ltd.
RTI Right to Information
Sr. A.O. Senior accounts Officer
SeMT State e Mission Team
T.A. Technical Advisor
TCAP Houses Taken up, Houses Completed, Houses Allotted and Houses Possessed
Tech Technical
UIT Urban Improvement Trust
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