Since the implementation of CCTNS and a significant part of the functionality of CCTNS application are driven by the states, states are advised to appoint a State Project Management Consultant (SPMC) to support the State Empowered Committee in the following areas :-

1. Preparation of Detailed Project Report (DPR)
2. Assisting the state in identifying the state Systems Integrator (SI):
a. Customizing the model RFP (Request for Proposal) provided by MHA/NCRB
b. Releasing the RFP assisting the state in managing the bid process
c. Assisting the states with the assessment of techno-commercial appraisal
of bids in identifying the state level Systems Integrator (SI)

3. Developing the functional specifications for the extensions/enhancements of
    CCTNS application not covered by MHA/NCRB.

State Project Management Consultant will provide the required operational support in three distinct phases:

Phase I: DPR, RPF Preparation and Bid Process Management for Selection of
System Integrator

Phase II: Support during Implementation Stage

Phase III: Support during Post Implementation Stage

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 Phase I: DPR, RPF Preparation and Bid Process Management for Selection of
System Integrator

a. Process Study to identify the unique requirements of the State and document the configuration and customization requirements on the Core Application provided by the Center

b. Study the additional services that the State plans to implement through CCTNS and document the processes and functional / technical requirements for the required IT solutions

c. Study the existing systems and recommend on the integration with the new solutions

d. Preparation of the DPR based on the guidelines from the Center
i. Design of the solution
ii. Financial estimates of the solution and associated services
iii. Rollout Plan in the State
iv. Customize the model DPR to the State requirements

e. Preparation of the Expression of Interest (EOI) and Request for Proposal (RFP) based on the guidelines from the Center
i. Collect the State Specific Information (existing IT systems, infrastructure,
organization structure, personnel for capacity building) required for the SI
ii. Customize the model RFP to the State requirements

f. Providing guidance to the State and prepare any required notifications, correspondence, clarifications, reports to the Center as and when required during the DPR and RFP approvals by the Center

g. Assist the State in Bid Process Management

i. Evaluating the bidders’ Expression of Interest Proposals
ii. Compiling the EOI evaluation report based on the Pre-qualification evaluation and short listing the pre-qualified bidders
iii. Release of the RFP to the pre-qualified bidders
iv. Compiling response to bid queries and clarifications
v. Managing Pre-bid conference
vi. Technical evaluation
vii. Evaluation of “proof of concept” where necessary
viii. Compiling technical evaluation report and Recommending “the best value” bid
ix. Assist State in design and vetting of the contract with the selected System Integrator

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Phase II: Support during Implementation Stage

Once the System Integrator is selected by the State, the SI will initiate the system study and development of the solution through a well defined software development process, commission the infrastructure (client side, server side, and network infrastructure), migrate and digitize the required data and files, provide the necessary training and change management, and provide handholding support to the end users Through out the implementation stage, the SI will provide several deliverables for the validation and approval of the State. The SPMC will be expected to review the deliverables and the traceability to the requirements given in the RFP to ensure that the solution is being implemented as per the RFP.

The SPMC would provide support to the State till “Go Live” Stage wherein “Go Live” defined as the milestone when the SI has successfully implemented the solution and the associated infrastructure and services to the satisfaction of the State specifically in the areas of:
a. Overall Project Management and Coordination including identification and implementation of the appropriate project management tools

b. Review of the deliverables provided by the SI and support the State in the approval of the deliverables. The actual list of the deliverables will be provided by the SI. An indicative list is provided below:

i.Project Plan,
ii.System Requirements Specifications,
iii.Solution Architecture and
iv.Design,
v.Infrastructure Capacity Planning,
vi.Test Plans,
vii.Change Management
viii.and Capacity Building Plans,
ix.Data Digitization and Migration Plan,
x.Validation of the final testing of the application before roll-out to the end users

c. Conducting formal project meetings, and meetings with project stakeholders

d. Providing guidance and clarifications to SI as and when required

e. Ensure that the application system has been designed and developed in exact conformance to the specifications and design and architecture standards

f. Regular IT Audits to ensure the code and documentation standards are followed

g. Support in Release and Version Management of the solution

h. Preparation of all project reports e.g. quarterly progress reports, annual project report, inception report, and ad-hoc technical reports

i. Interact frequently with the District Core Teams and end users and channel the feedback to the SI for continuous improvements in the solution and implementation methodology

j. Exercising a Strategic Control over the core and critical assets of the project.

k. Overseeing Acceptance Testing and Go-Live readiness

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Phase III: Support during Post Implementation Stage

After the implementation of the solution and the associated services, the SI is expected to provide operations and maintenance support, wherein the SI will provide the handholding support to support the end users use the solution, application functional support to support the end users’ requests and fix any issues / defects incidental to use the solution, and warranty and AMC services to maintain the solution and infrastructure at the service levels indicated in the RFP.

The SPMC can provide support during the Post Implementation Stage through:

a. Monitor Service Levels to ensure satisfied end-user and the continuous usage of the application. The service levels will be broadly based on:

i. Application Uptake
ii. Effectiveness of training and change management
iii. Application Performance and Availability
iv. Infrastructure Performance and Availability
v. Effectiveness of end user handholding support
vi. Responsiveness of the SI with respect to application and infrastructure
maintenance and support

b. Change Control to manage the changes and patches on the application and
infrastructure going into the production environment and identify the required
enhancements that need to be built into the subsequent versions of the solution

c. Conducting formal project meetings, and meetings with project stakeholders

d. Interact frequently with the District Core Teams and end users and channel the
feedback to the SI for continuous improvements in the solution and implementation
methodology
e. Overseeing the communications and awareness campaign for enhancing the usage of the application across the state
f. Monitoring and evaluation of the outcomes and provide feedback to the State and SI to take corrective actions where necessary
g. Monitor SLA compliance and advise State/UT on the payment decisions arising
thereof

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Electronic Corporation of Tamil Nadu (ELCOT)

The Government of Tamil Nadu has designated Electronic Corporation of Tamilnadu (ELCOT) as the SPMC as it fulfills all the requirement enumerated above vide the G.O (Ms) No.871 Home (Modern) Department Dated 09.10.2009.