Development Cell

11

SHORT PROPOSALIntegrated Academic Information & Management SystemAwais M. Awan

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Awais M. AwanDevelopment Cell, InfoTech Systems2nd Floor, Allied Bank Building, Faisal Shaheed Road,Taxila (47080)

August 1, 2011

Mr. Flan Flan FlanDirectorFlan Flan Flan TradersTaxila (47080)

Dear Mr. Flan Flan Flan:

All medium to large organizations (Whether they are Academic or Business-oriented) depend on Information technology for their continued survival in the competition-oriented environment. Consider Universities like Oxford, Comsats Institute of Information Technology, International Islamic University, Virtual University of Pakistan and many other academic & business organizations having to manually calculate the records of thousands or millions of students of every month or quarter! Clearly the clerical effort involved would make it difficult for the organizations to reach their goals. Similar arguments apply to many other organizations such as the high street banks, central and local government. A recent article in the Daily Telegraph IT supplement suggested that many large organizations could last no longer than 24 hours without IT support! There should be little wonder that attitudes to the development of information systems have changed over the years from an ad hoc almost cavalier approach to a professionally managed, disciplined, planned engineering approach

OBJ ECT IVE

Our objective is to develop and implement the proposed “Integrated Academic Information & Management System” in the organization. Install the said software, including implementation and setup, training, conversion assistance, and post-conversion support of the data entry, reports generation, and backup or restore. Provide professional assistance related to this new system. Success of this project is dependent not only on the software, but also on your personnel's skill, effort, and willingness to work as a team.

The proposed information systems will have following facilities/capabilities:

Admission

Fee Management

Time Table

Examination

Attendance

Budgeting & Inventory Management

Payroll

Utilities

Reports – User-based customized report for all the modules

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Scheduled – Automated back-up

SMS facility for forwarding message to parents at the time of fee generation, and also results (optional).

SCO PE O F SERVI CES

1. ProceduresA. Assist in planning implementation of the Integrated Academic Information & Management System.B. Recommend steps required to successfully install the new system and assist in assembling setup

information and accounting data used in the implementation process.

2. Training and TestingA. Work with you and your staff during installation and implementation to help you gain a general

understanding of the system.B. Train in the areas of entry and posting, weekly, monthly and year-end reporting procedures, monthly and

year-end closing procedures, and periodic back-up procedures.C. Upon completion, system test of the Information System to assure that it is functioning as intended and

producing accurate academic reports based on your input.

3. Conversion and Post-Conversion SupportA. Assist in planning and assembling data for the conversion to Integrated Academic Information &

Management System, as required. B. Provide free telephone support for 30 days after conversion. Subsequent charges for support calls are

billed at Rs. 500 per visit.C. Support calls are invoiced weekly. Fees are subject to change annually, effective January 1 of each year,

based upon 30-day notice.

YOU R RESP ONS IB I L IT I ES

This project demands significant involvement by your related personnel. Ultimate success is highly dependent on their effort. To help achieve a smooth and successful implementation, it will be your responsibility to:

1. Provide all material containing the records which are intended to be included into the systems. 2. Create an up-to-date record related to all students as of the conversion date.3. Compile a complete list of all students, teachers, staff, income (if any) and expenses, including amounts

outstanding, addresses, phone numbers, guardian information, and other necessary information.

BENEFI TS

When the project is complete, our group will have successfully converted to the Integrated Academic Information & Management System. Benefits include timely, accurate data, ease of data entry, and flexible reporting.

SO FTWARE CO STS AND P ROF ESSI ON AL FEES

Software costs and fee estimates are summarized on the attached schedule. These fees are effective provided if your records are in good order and a staff member can devote full time to the implementation process. Fees will be adjusted to actual accordingly. We will not incur additional visits without written prior approval. Our fee does not include modifications to the Integrated Academic Information & Management System.

We require a 50% deposit on software costs before we begin. The balance for software costs is due upon installation (actual loading of the software).

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CLOS ING

We appreciate the opportunity to service your computer software needs. If you want to accept this proposal, please sign one copy and return it with a 50% deposit of the software costs.

Sincerely,

Awais M. AwanConsultant IT

ENCLOSURE

RESPO NSE

Accepted by: Title: Date: 1/8/2011

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Development Cell, InfoTech Systems2nd Floor, Allied Bank Building, Faisal Shaheed Road,Taxila (47080)

IMPLEMENTATION OF “INTEGRATED ACADEMIC INFORMATION & MANAGEMENT SYSTEM”

Mr. Flan Flan FlanAugust 1, 2011

SOFTWARE: INTEGRATED ACADEMIC INFORMATION & MANAGEMENT SYSTEM

SOFT W AR E C OST

Design of Monogram, Headers/Formats of Reports Rs. 1,500/-

Form / Screen Design & Development Rs. 7,500/-

Reports Design & Development Rs. 7,500/-

Total Software Cost Rs. 16,500/-

PROF ES SION AL S ER VICES C OST S

Per Visit Fee Rs. 300/-

Total Estimated Visits 15

Total Professional Services Cost Rs. 4,500/-

ITEM IZED T AS K L IS T AND A SS OCIA T ED DU R AT ION

Task Days

Installation Plan

1. Study/Analysis of the existing management system.

2. Establish schedule

3. Determine Feasibility

02

Development of Software

1. Develop Integrated Academic Information & Management System modules

30

Installation of Software

1. Install Integrated Academic Information & Management System modules

2. Set printers and defaults

3. Establish security

02

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Implementation of Modules

1. Establish parameter and master files

04

Training: All Modules and Backup

1. Document Procedures

2. Demonstrate hands-on entry reporting

04

Conversion

1. Define conversion tasks and methods

02

Total Days 42