Application development proposal draft

Response to Request for Proposal
Submitted by:
Vmoksha Technologies Pvt. Ltd.
2799 & 2800, Srinidhi, Sector-1, 27th Main,
HSR Layout, Bangalore - 560102
Tel No: +91-80-25053500 / 41376300
www.vmokshagroup.com

Client logo
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TABLE OF CONTENTS
1 INTRODUCTION ...............................................................................................................2
1.1.About Customer ............................................................................................................ 2
1.2.About us ........................................................................................................................ 2
1.3.Background ................................................................................................................... 2
2 SCOPE OF WORK ..............................................................................................................3
2.1 In Scope ........................................................................................................................ 3
2.2 Out of Scope.................................................................................................................. 5
3 PROPOSED SOLUTION ....................................................................................................6
3.1 Project Objective ........................................................................................................... 6
3.2 Current Situation ........................................................................................................... 6
3.3 Vmoksha Solution ......................................................................................................... 7
3.3.1 Solution Architecture ........................................................................................... 7
3.3.2 Deployment Architecture..................................................................................... 8
3.3.3 Hardware Details .................................................................................................. 8
3.3.4 Software Details .................................................................................................... 9
4 EXECUTION APPROACH ..............................................................................................10
4.3 Development Methodology .......................................................................................... 10
4.4 Staffing ........................................................................................................................ 12
4.5 Project Management .................................................................................................... 13
4.5.1 Project Team Organization ............................................................................... 13
4.5.2 Communication Management ........................................................................... 15
4.5.3 Issue Management .............................................................................................. 16
4.5.4 Change Request Management and Escalation................................................. 17
4.5.5 Quality Management .......................................................................................... 17
4.5.6 Risk Management ............................................................................................... 18
4.5.7 Acceptance Management ................................................................................... 18
4.5.8 Testing Methodology .......................................................................................... 19
5 PROJECT ESTIMATES AND COMMERCIALS............................................................20
5.3 Assumptions ............................................................................................................... 20
5.4 Dependencies .............................................................................................................. 20
5.5 Lead Time .................................................................................................................... 20
5.6 Commercials................................................................................................................ 21
5.7 Project Schedule ......................................................................................................... 21
5.8 Post Implementation Support ...................................................................................... 21
5.9 Payment Terms & Conditions ...................................................................................... 21
6 ANNEXURES ...................................................................................................................22
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The Client is a regional body with the regulatory authority to oversee a unified approach to managing the
commission without regard to political boundaries. Client programs include water quality protection, water
supply allocation, regulatory review (permitting), water conservation initiatives, watershed planning, drought
management, Flood control, and recreation. Client has approximately 45 staff conducting business activities
from a single office located in West Trenton. NJ. Additional information about client can be obtained from
www.client.net.
Vmoksha Technologies Inc, is an IT consulting organization with its headquarters in Bangalore, India. Since
inception in May 2001, Vmoksha has adopted a strategy of rapid organic as well as inorganic
growth. Vmoksha’s growth has been realized through a strong focus on Offshore IT Outsourcing Services
and adapting its Flexible Business Model for customers around the globe. The Business strategy has led to
the acquisitions of a number of large, prestigious customers including 3M Healthcare, Edwards, NTUC
Fairprice, S1 Corporation, Pickfords, Toyota, Gallo Wineries, CPA, UCB, IBM, Cisco, Wincor Nixdorf,
Nextance, Unilever-India etc.
Vmoksha has currently operations in US, Europe and Asia Pacific, with offices in Newport Beach, London
and Singapore. This has enabled us to provide a high level of customer satisfaction and deliver cost effective
solutions.
For more information on Vmoksha technologies please find the annexure A or visit us
www.vmokshagroup.com
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1 Introduction
1.1. About Customer
1.2. About us
1.3. Background
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2 Scope of Work
2.1 In Scope
1 Onsite System Study with Client staffs & SME's
1.1 Study AS-System and the regulatory requirement of the natural gas industry
2 Arrive Hardware, Software & Network Specifications and Integration
2.1 Study existing infra and arrive at new infra based on Non Functional Requirements
2.2 Acquire & Integrate the Hardware’s & Software’s at the time of System T esting
3 Client Integrated Database
3.1 MS SQL Server 2005 to 2008 migration
3.2 Database design to accommodate the concept of related natural gas projects comprising of
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i) withdrawal, ii) well pad and iii) discharge, and the tracking of water between these
different sites, and associated monitoring
3.2.1 Client database modifications in terms of structure, queries and reports to handle the new
data fields being collected
3.2.2 MS Access User Interface (Front-end) Modifications to reflect the changes made in the back
end
3.3 Development of 20 new Queries (workflow & biz rules)
3.4 Development of 20 new Reports
3.9 Developing a robust and seamless database and server backup system
4 Online Client Project Application Forms and Reporting Forms
4.1 Creating web form specifications
4.2 Multiple (Approximately 8 applications) web-based project applications (e.g., water
withdrawal application)
4.2.1 SQL server database back-end modification
4.2.2 Secure (password protected) web-based data entry form development
4.2.3 Data validation and database integrity checks and QA/QC protocols to minimize data entry
errors
4.2.4 Coding to populate the database
4.2.5 Data import feature a.k.a Electronic Data Deliverables (EDD)
4.2.6 DMS integration i.e. file upload thru web based forms and store it in the DMS

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4.3 Multiple (Approximately 5 Reports) web-based reporting (e.g., for submission of a water
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monitoring report by applicant)
4.3.1 SQL server database back-end modification
4.3.2 Secure (password protected) web-based data entry form development
4.3.3 Data validation and database integrity checks and QA/QC protocols to minimize data entry
errors
4.3.4 Coding to populate the database
4.4 Audit trail component to keep track of the modifications post submission by customer staff
4.5 Electronic Payment Processing
4.5.1 Integration with ACH
4.5.2 Payment reconciliation
4.5.3 Reports to track late or incorrect payments
5 Database Security (Access control Mechanism)
5.1 Client staff use
5.1.1 Implement database security permissions, controlled by SQL server ( i.e. tight role based
security)
5.2 External users
5.2.1 User profile management with individual accounts
5.2.2 Logon and authentication against database thru SSL
5.2.3 Data quarantine for review and approval prior upload into IDB
6 Document Management System
6.1 Store and manage incoming documents submitted online
6.2 Store and manage documents prepared by staff in a centralized location
6.3 3rd Party (MOSS 2010) DMS integration (DMS Acquisition & Implementation)
6.3.1 Customize and integrate MOSS 2010 into the client’s system (both existing MS access
forms and new web apps)
6.3.2 Integration with MS Outlook
6.3.3 Integration with Exchange Server
7 Clients Public Web Portal
7.1 Giving the public the ability to retrieve select data and documents from the client database
7.2 Signup for automatic notifications on selected projects (e.g., RSS feed).

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7.3 Displaying the available spatial and temporal data
7.4 Querying the available spatial and temporal data graphically within an interactive map using
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ArcGIS server technology
7.5 FAQs
8 Standard Operating Procedures (SOPs)
8.1 Development of technical documentation i.e. Server, Network, Database
8.2 Development of user manuals for operations and maintenance
8.3 Development of how-to videos / screen casts for applicants and other external users
9 End user training
9.1 Client staff
9.1.1 System Administrator
9.1.2 Database Administrator
9.1.3 End Users
9.2 External users
9.2.1 Online how-to videos
10 Post Implementation support
2.2 Out of Scope

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3.1 Project Objective
The Client Commission plans to enhance its information technology capabilities in order to improve the
efficiency of data and document handling and the storage and flow of electro nic information through the
commission. This initiative is being driven by the need to efficiently process the expected high volume of
natural gas related projects for client’s regulatory review, but will provide increased efficiency for a number
of existing paper-based processes. The desired enhancements cover a range of technologies and the client
is seeking qualified firm(s) or individual(s) (Contractor) to partner with to complete tile detailed design and
implementation of this important initiative.
The client processes all project applications and the majority of data reporting in hard copy format. Client staff then
enters information into a centralized SQL server database via a MS Access front-end. Documents (letters, reports,
memos, correspondence) related to a particular project are compiled in hard copy in a centralized filing system. The
individual electronic files comprising the project file are stored on multiple, individual computers and/or on shared file
servers.
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3 Proposed Solution
3.2 Current Situation
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Based on the high level business understanding and non functional requirements, Vmoksha proposes a robust and
scalable multi layered, loosely coupled and highly cohesive web based application for the online project & reports
module and Clients public web portal using Microsoft .Net as the underlying technology. For Document Management
System (DMS), we agree with Client recommendation to go for MOSS 2010, the reason being,
 We understood, Client is a Microsoft shop i.e. MS Access, MS SQL 2005, ARC GIS (running in windows),
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3.3 Vmoksha Solution
3.3.1 Solution Architecture
windows Active Directory etc.
 MOSS is a Microsoft product developed in .net technology hence blends well with the proposed solution
 Meets the required features asked by client i.e. Versioning, security, Outlook integration etc.
A Logical representation of the solution architecture is as shown in the diagram below –
Layer Details
User Interface
Business
Data Access
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Servers shown in the architecture above may reside on one or more physical [or] virtual machines depending
upon the hardware sizing, load, desired response, scalability, availability, necessary security, and cost
factors.
The following table lists the deployment hardware environment for Web portal, Robust SQL backup & DMS. The
existing client’s servers will be retained as it is unless a need arise to migrate [or] phase out which will again be finalized
after the analysis and design phase. This hardware details are just indicative actual will be arrived post requirement
study (includes functional & non functional)
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3.3.2 Deployment Architecture
The deployment architecture as conceived by Vmoksha is as shown in the figure below -
The above architecture is indicative and will be finalized after the analysis/design phase.
3.3.3 Hardware Details
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Sl.No. Category Hardware
1 Web Server 32 bit Dual (Quad) proc, Xeon E5507, 2.26 GHz , 8 GB RAM
2
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DB Server (For fault
tolerance)
As per existing infrastructure + one additional
"32 bit Dual (Quad) proc, Xeon E5507, 2.26 GHz , 8 GB RAM" server
for fault tolerance & robust backup.
Vmoksha recommends clustered configuration of servers for high availability.
3.3.4 Software Details
The following table lists the key software proposed.
Sl.No. Category Software
1 OS Windows Server 2008 Standard/Enterprise
2 Database MS SQL Server 2008 workgroup/ Standard
3 Web Server IIS 7.0
4 DMS MOSS 2010
5
ACH/Payment
Gateway
Service provider and corresponding API/software will be chosen later
6 GIS ESRi ARC GS/BING/GOOGLE MAPS API
7 Reporting Tool VS.NET Report Viewer Control
8 IDE MS VS.NET 2010
9 AS-IS application MS Office 2010 Pro

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Vmoksha will deploy its proven offshore model for execution of this project. The entire development will be executed
offshore except the requirement study, implementation and knowledge transitioning. Vmoksha proposes to follow
Waterfall development approach as requirements are fairly stable and known but, methodology and design is amenable
to absorb any variable requirements. The Pictorial representation of the execution model is as follows:
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4 Execution Approach
4.3 Development Methodology
Initiation
Business
Requirement
Analysis Training (KT)
Onsite
The activities performed in each phases of the execution and their deliverables are given in the below table
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System
Design
Implementation
System
Design
Off-Shore
SupporSystem t
Integration
Testing Post-Implementation
Development
Construction Code
Review
Unit
Testing

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Phases Activities Deliverables
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Initiation
- Create a project management structure
- Define Project Plan and Schedule
- Identify Risks and Mitigation Plan
- Review of processes and document templates
- Define the communication plan and status
reporting structure
- Project Plan and Schedule
- Roles, Responsibilities and Resource Plan
- Communication Plan
Business Requirement
Analysis
- Understand business objectives
- Conceptualize user requirements
- Study functionality and technical architecture
of the existing MS Access based system
- Collect and refine the functional requirements
in detail and consolidate the same.
- Analyze and validate implementation approach
- Wire frames
- Functional Specifications and Work Flow analysis
document
- Redefine Project Plan and Schedule, if required
System & DB Design
- Detailed analysis & design and define the core
system architecture
- Object and Data modeling
- Define Coding Standards and Design Guidelines
- Define Unit Test Procedures
- Set up the Development Environment
- Define a Testing Strategy
- System/Technical Architecture Document
- Database Design Documents
- Testing Strategy and System Test Plan
Development
- Review Design Document
- Clarify queries from client
- Prepare Unit Test Procedure
- Construction
- Code Review
- Unit Testing
- Source Code

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Implementation
- Staging Environment Setup
- System Integration
- Integration and System Testing
- Load Testing
- Bug Fixes
- Support for User Acceptance Test
- Assist Client project team to setup
- Production System Environment
- Post Implementation Support
- Integration and System Test Cases
- Test Results
- Deployment Architecture document
Knowledge
Transition
- Provide Production Support
- Educate Users and Technical Staff
- Enhancements and Fine Tuning
- Hand Holding and Support
- User Manual
- Knowledge Repository i.e. FAQs etc.
- Updated Code
4.4 Staffing
The indicative team size in various stages of the project execution is provided below

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4.5 Project Management
4.5.1 Project Team Organization
Vmoksha proposes a very thin and lean project organization structure as depicted below
Roles and Responsibilities of each of the role depicted above are listed in the below table
Role Responsibility
Client Project Sponsor
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Manage Vendor relationship
Approval of resources and budget
Authorize changes in the contract
Provide final resolution of escalated issues and conflicts on behalf of Client
Periodic reviews of the project status and reporting to Client management
Plan and manage Vmoksha’s resources and activities
Coordination with Vmoksha project team
Clie
nt
Proj
ect
Man
ager

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Coordinate reviews & acceptance of deliverables
Report status updates to client’s business sponsors
Maintain the overall project plan
Accept & Approve deliverables
Client SME
Resolve queries raised by Vmoksha team at onsite and offshore PM
Provide existing system understanding to Vmoksha team
Arrange User Acceptance Testing (UAT)
Vmoksha Project Sponsor
Overall responsibility for Vmoksha service commitments
Authority to approve any engagement defining contract or documents or any changes that
affect project cost
Single point of contact for client on any project related issues as escalation
Periodic reviews of the project status with GDE, PM and Client Provide inputs for management
status reviews
Participate in management reviews and teleconferences
Facilitate preparation and release of all deliverables
Ensure overall quality of the project and on-time delivery
Capture and constantly review metrics and productivity figures for the project.
Vmoksha Global Delivery
Executive (GDE)
Provide overall leadership to the project team
Mobilize project team and other required resources
Arrange technical and subject matter experts for the team
Accountable for the scope of the work, including budget, schedule, and quality requirements
of the deliverables
Approve all change requests which are having no impact on project cost
Review the project progress with PM and client
Vmoksha Onsite
coordinator
Coordination day to day project activities with client
Help offshore team on functional/design knowledge
Review deliverables
Arrange to resolve technical queries
Integration and support user acceptance testing

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Project deployment, version rollouts/post implementation support
Vmoksha Project Manager
Create the project plan and Statement of Work
Set up development/test environment
Understand the architecture and functional overview of the system/identified business functions
Assign tasks to team and monitors the progress
Ensure conformance to standards & guidelines
Coordinate day to day project activities with onsite, client and project team
Status reporting, reviews of deliverables, manage change and acceptance procedures
Coordinate with Global Delivery Manager and client PM on progress and issues
Obtain project completion sign off from Client PM
Vmoksha Project Team
Understand functional and technical requirements
Create Test Plans, carry out coding, testing and peer reviews
Escalate issues to the Project Manager
Log the Test results in the Test plans and close defects
Incorporate change requests
Create necessary system documentation
Impart users training
Vmoksha
QA/QC Team
Ensure Process conformance/ adherence for testing, tailored software
Analyze test results/metrics data and utilize the results for performance/ quality improvement
in the project
4.5.2 Communication Management
Communications management establishes reports and dialogues that ensure constant flow of key project information
among the project team members, with client’s stakeholders, and with Vmoksha’s Project oversight mechanisms.
These mechanisms ensure that everyone is informed of project status, and that arising issues can be handled
promptly
Team members will prepare weekly status reports for the Vmoksha Project Manager, who will then aggregate the
reports and provide a weekly status report to the client’s Project Manager/Sponsor and Vmoksha Management.

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Similarly, the Vmoksha Project Manager will conduct weekly team status meetings to ensure that we are executing
against plan and effectively addressing project dynamics. This discussion includes project status, issues, workload,
and client’s priorities
The Vmoksha Project Manager will participate in the monthly project review conducted at Vmoksha office. The
objective of this review is to ensure the project is using the best practices incorporated into Vmoksha’s methodology
and that client’s satisfaction is maintained
An issue is defined as any item that adversely affects the execution of the project. Issues may adversely impact the
project’s cost, timeframe, and quality of the deliverable and/or level of service.
 Team members should document issues in their Individual Status Reports
 However, issues may also be raised during the client’s Status Meeting, Project T eam Meeting or via e-mail
 Issues are retained for the life of the project
 Every record in the Issue Log contains a description of the issue, actual or potential impact if not resolved,
who raised the issue, when the issue was raised, updates, and final resolution
 Every issue has:
 A target date for resolution after which the project may be impacted
 An owner responsible for driving resolution and keeping the Vmoksha Project Manager up to date on
progress
4  An extract of the Issue Log is reviewed in the weekly client’s Status Review and weekly T eam Meetings
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Using the weekly status report as the agenda, the Vmoksha Project Manager will conduct weekly status meetings
with the client’s Project Manager/Sponsor and other appropriate client’s personnel
4.5.3 Issue Management
In order to ensure adequate and timely management of project related issues, Vmoksha will implement its issue
management procedures in this project as described below:
1  Any team member (Vmoksha or client) may raise an issue to the Vmoksha Project Manager
2  Issues are recorded into a Project Issue Log
3  An extract of the Issue Log will be attached to the weekly Project Status Report and reviewed in the
weekly client’s Status Review meetings as well as in the team meetings
 The extract includes open issues and issues closed since last status
5  Issues are closed only when the initiator is comfortable that the resolution addresses his/her problem
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Vmoksha recognizes that changes are a normal part of the project life cycle and that managing change is
critical to the project’s ultimate success. Should any out of scope items be required, Vmoksha or customer
can invoke a mutually agreed upon Change Management procedure.
Vmoksha and the client understand that the spirit of change management is to communicate, document and
control the impact of changes to project scope on level of effort and deadlines
o The Vmoksha project team will document the change, including a description of the change and the
o The authorized client resource will approve or reject the change proposed in a timely manner.
o Vmoksha maintains focus on approved work (per the SOW) until amended through an approved
There may be instances where an issue needs to be escalated. Vmoksha proposes to follow the proposed
Project Organization Structure for any escalation
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4.5.4 Change Request Management and Escalation
A high level overview of the Change Management process is as follows:
impact on costs, staffing, deliverables, and project schedule
Vmoksha expects acceptance within 3 business days
o No work associated with the change request will begin until the change is approved
Advantages to client include:
o Able to decide if a change is worth the impact to schedule, cost or level of s ervice
change request
4.5.5 Qual i ty Management
 Internal QA procedures that Vmoksha will in this project are: -
o Quality Assurance Process
- Independent audits conducted on regular basis
- Pre Audit
- Project Execution Audit
- Post Audit
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 The purpose of Risk management is to minimize the impact on schedule, cost, or level of service
 Vmoksha approach to Risk Management is guided by its Project Risk Management Procedure
(PRMP) which is practiced throughout the life of the project to identify risks, predict the probability of
the risks occurring, quantify the impact should thru occur, and develop a plan for undertaking the
mitigation actions.
 The PRMP is updated periodically throughout the project. These risks are reviewed with the Client
in the periodic Status Review and with Vmoksha Management and also in the Monthly Internal
Vmoksha Project Reviews
 Vmoksha has defined deliverables throughout the life of the project. These are the elements that
move the project towards final completion of the scope as defined in the SOW. Acceptance of a
deliverable means that client agrees that the deliverable meets the acceptance criteria that are
defined for that deliverable and that it can be used as input to related future deliverables when
appropriate
 Acceptance of deliverables on a timely basis is critical in order to avoid delays to the project. To
obtain acceptance, Vmoksha provides the deliverable to the appropriate and authorized client
representative for review, accompanied by a Product/Task Acceptance Form. The Acceptance Form
includes a description of the deliverable and restates the acceptance criteria defined in the Statement
of Work for that deliverable.
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- Lessons Learned
- Corrective action, risk control planning
o Quality Control
- Peer reviews
o Onsite Support
- Monthly Project Review with Branch Management
4.5.6 Risk Management
4.5.7 Acceptance Management
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 Vmoksha will schedule and conduct a walk-through for each deliverable to be approved. Acceptance
of the deliverable will be based upon pre-defined acceptance criteria and provided in writing. If a
deliverable is rejected, client will document the inaccuracies and/or shortcomings against the
acceptance criteria, so they can be corrected. Vmoksha expects client to submit acceptance within
2-3 business days of deliverable submission
 Vmoksha will define the specific acceptance criteria for each deliverable (including final acceptance
 Upon completion of the project, submission and acceptance of all project deliverables , the Vmoksha
Project Manager will submit a Final Project Acceptance Form to the Client Project Manager/Sponsor
for final acceptance. A Deliverable Acceptance Log will be provided, along with the Final Project
Acceptance Form, to show that all deliverables have been accepted and approved.
Vmoksha performs testing at all appropriate stages of the project life cycle and follows the butterfly model for
validating the software.
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and review time for each deliverable) in the Statement of Work
4.5.8 Testing Methodology
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 Vmoksha will develop the system test, integration
and unit test specifications based on the functional
requirements
 Client will review and approve the test
specifications
 Client will provide the test data.
 Vmoksha will test the system as per the test
specifications

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The business functions identified in the request for information document provided by Client have been
considered for preparing estimates. Any change to this list may result in changes to costs and schedules.
 Any requirements identified during the project that are not covered by this proposal will go through
 Client will make available entire software code, executables & documentation of the existing system
 Client must sign off all the deliverables as specified in the mutually agreed project plan. If no feedback
is received within 1 week of the mutually agreed date, the deliverable will be deemed as accepted.
 Client Subject Matter Experts and IT team will be made available to Vmoksha project team, for
seeking clarifications on the business requirements, Operational and technical details on the existing
systems and system installation
 Client single point of contact will ensure timely resolution of all queries/issues raised by Vmoksha
 It is assumed that Client will be able to complete the acceptance testing of new system within a
period as planned. If due to any reason, this effort goes beyond the stipulated duration, Vmoksha
would provide the support during on T&M basis
 Availability of necessary office space, desktop/laptop computers, email and other communication,
office facilities, Functional & Technical SMEs for Vmoksha executives in Client to execute onsite
project activity
5.5 Lead Time
Two (2) weeks of Lead-time is typically necessary between proposal sign off and commencement of work.
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5 Project Estimates and Commercials
5.3 Assumptions
 The estimation has been done based on RFP (requirement) documents provided by Client:
the change request management procedure.
 Client will provide office facilities to Vmoksha Project Team while working at onsite
within 24 hours
5.4 Dependencies
Vmoksha envisages the following dependencies while executing the assignment. Lack of timely input of
these is likely to adversely affect the project schedules and design decisions.
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5.6 Commercials
5.7 Project Schedule
A brief schema of the project execution plan is shown below:
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Phases M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12
Business Requirement Analysis
System Design
Development
System Integration Testing
Implementation (TST & PRD)
Knowledge Transfer
5.8 Post Implementation Support
5.9 Payment Terms & Conditions

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6 Annexures
Annexures will include
 Brief about the company
 Case studies
 References if asked by client
 Any other related information requested by client
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