CRIME & CRIMINAL TRACKING NETWORK AND ...ncrb.gov.in/BureauDivisions/CCTNS/All State...

CRIME & CRIMINAL TRACKING NETWORK AND

SYSTEMS (CCTNS)

REQUEST FOR PROPOSAL (RFP)

FOR

SELECTION OF SYSTEM INTEGRATOR

FOR

IMPLEMENTING, COMMISSIONING AND

MAINTAINING CCTNS

IN

KERALA POLICE

VOLUME - I: FUNCTIONAL AND TECHNICAL

REQUIREMENTS

(KP/SCRB/CCTNS/SI-RFP/07/11)

RELEASED BY:

KERALA POLICE

GOVERNMENT OF KERALA

PREPARED BY:

CENTRE FOR DEVELOPMENT OF ADVANCED COMPUTING

(C-DAC) Thiruvananthapuram

(A Scientific Society of the Ministry of Communications and Information Technology, Government of India)

Request for Proposal – System Integrator (CCTNS) Kerala Police

Volume I- Functional and Technical Requirements of 144

Disclaimer

This Request for Proposal (RFP) is issued by Kerala Police on behalf of the Home

Department, Government of Kerala.

Whilst the information in this RFP has been prepared in good faith, it is not and does not

purport to be comprehensive or to have been independently verified. Neither Kerala

Police, nor any of its officers or employees, nor any of their advisers nor consultants

accept any liability or responsibility for the accuracy, reasonableness or completeness of,

or for any errors, omissions or misstatements, negligent or otherwise, relating to the

proposed CCTNS Project, or makes any representation or warranty, express or implied,

with respect to the information contained in this RFP or on which this RFP is based or

with respect to any written or oral information made or to be made available to any of

the recipients or their professional advisers and, so far as permitted by law and except in

the case of fraudulent misrepresentation by the party concerned, and liability therefore

is hereby expressly disclaimed.

The information contained in this RFP is selective and is subject to updating, expansion,

revision and amendment at the sole discretion of Kerala Police. It does not, and does not

purport to, contain all the information that a recipient may require for the purposes for

making a decision for participation in this process. Neither Kerala Police nor any of its

officers, employees nor any of its advisors nor consultants undertakes to provide any

Party with access to any additional information or to update the information in this RFP

or to correct any inaccuracies therein which may become apparent. Each Party must

conduct its own analysis of the information contained in this RFP, to correct any

inaccuracies therein and is advised to carry out its own investigation into the proposed

CCTNS Project, the regulatory regime which applies thereto and by and all matters

pertinent to the CCTNS Project and to seek its own professional advice on the legal,

financial and regulatory consequences of entering into any agreement or arrangement

relating to the CCTNS Project.

This RFP includes certain statements, estimates, projections, targets and forecasts with

respect to the CCTNS Project. Such statements, estimates, projections, targets and

forecasts reflect various assumptions made by the management, officers and employees

of CCTNS, which (the assumptions and the base information on which they are made)

may or may not prove to be correct. No representation or warranty is given as to the

reasonableness of forecasts or the assumptions on which they may be based and nothing

in this RFP is, or should be relied on as, a promise, representation or warranty.

Kerala Police (on behalf of Govt. of Kerala) shall be the sole and final authority with

respect to qualifying a bidder through this RFP. The decision of Kerala Police in selecting

the System Integrator (SI) who qualifies through this RFP shall be final and Kerala

Police reserves the right to reject any or all the bids without assigning any reason.

Kerala Police further reserves the right to negotiate with the selected agency to enhance

the value through this project and to create a more amicable environment for the

smooth execution of the project.



Table of Contents

1. INTRODUCTION ......................................................................................................................... 11

1.1. Project Background ........................................................................................................... 11

1.2. Background of Police Systems in India.............................................................................. 12

1.3. Crime & Criminal Tracking Network and Systems (CCTNS) .............................................. 13

1.4. Goals and Objectives of CCTNS Project ............................................................................. 14

1.5. CCTNS Implementation Framework .................................................................................. 15

2. PROJECT OVERVIEW .................................................................................................................. 21

2.1. Need for the Project .......................................................................................................... 21

2.2. Vision and Objectives of the Project ................................................................................. 21

2.3. Stakeholders of the Project ............................................................................................... 22

2.4. Desired Outcomes from various Stakeholders ................................................................. 23

3. STATE POLICE DEPARTMENT..................................................................................................... 25

3.1. Organization Structure ...................................................................................................... 25

3.2. Existing Legacy Systems .................................................................................................... 27

3.3. Existing Data Centre Infrastructure .................................................................................. 29

3.4. Existing WAN Infrastructure ............................................................................................. 31

3.5. Existing Client Side Infrastructure ..................................................................................... 31

3.6. Existing Capacity Building Infrastructure (DTCs & PTCs)................................................... 32

4. CORE APPLICATION SOFTWARE (CAS) ...................................................................................... 33

4.1. CAS (Centre) ...................................................................................................................... 34

4.2. CAS (State) ......................................................................................................................... 34

4.3. Development of CCTNS Core Application Software (CAS) ................................................ 35

4.4. Overview of Services for CAS (State) ................................................................................ 36

4.5. Overview of Services for CAS (Centre) .............................................................................. 38

4.6. Technology Stack for CAS (State) and CAS (Centre) .......................................................... 39

4.7. Role of Software Development Agency (SDA) in Supporting CAS .................................... 45

5. SCOPE OF THE PROJECT ............................................................................................................ 49

5.1. Geographical Scope........................................................................................................... 49

5.2. Functional Scope ............................................................................................................... 51

6. SCOPE OF SERVICES .................................................................................................................. 62

6.1. Project Planning and Management................................................................................... 63



6.2. System study and Design .................................................................................................. 65

6.3. Configuration, Customization and Extension (New Modules) of CAS (State) and

Integration with CAS (Centre) and integration with existing Identified Applications .................. 72

6.4. Infrastructure at the District Training Centres .................................................................. 81

6.5. Site Preparation at Police Stations and Higher Offices ..................................................... 81

6.6. Infrastructure at the Client Side Locations ....................................................................... 83

6.7. Network Connectivity for Police Stations, Higher Offices and District Training Centres .. 86

6.8. IT Infrastructure at the Data Centre and Disaster Recovery Centre ................................. 88

6.9. Data Migration and Data Digitization ............................................................................... 91

6.10. Migration of CIPA & CCIS Police Stations/ Higher Offices to CCTNS ................................. 99

6.11. Change Management ........................................................................................................ 99

6.12. Capacity Building ............................................................................................................. 109

6.13. Handholding Support ...................................................................................................... 117

6.14. Requirement on Adherence to Standards ...................................................................... 122

6.15. Support to User Acceptance Testing, Audit and Certification ........................................ 123

6.16. Licences ........................................................................................................................... 126

7. SCOPE OF SERVICES DURING POST IMPLEMENTATION PHASE .............................................. 127

8. IMPLEMENTATION AND ROLL-OUT PLAN ............................................................................... 135

9. SERVICE LEVELS ....................................................................................................................... 143



ABBREVIATIONS USED

Abbreviation Expansion

AFIS Automated Fingerprint Identification System

AT Acceptance Testing

BOM Bill of Material

BPR Business Process Re-engineering

BSNL Bharat Sanchar Nigam Ltd.

CapEx Capital Expenditure

CAS Core Application Software

CBCID Crime Branch Criminal Investigation Department

CCIS Crime and Criminals Information System

CCTNS Crime & Criminal Tracking Network and Systems

CD Case Diary

C-DAC Centre for Development of Advanced Computing

CI Circle Inspector

CID Criminal Investigation Department

CIPA Common Integrated Police Application

CPMU Central Program Management Unit

CRP Conference Room Pilot

DCRB District Crime Record Bureau

DGP Director General of Police

DIG Deputy Inspector General of Police

DIT

Department of Information Technology, Ministry of Communications

& Information Technology, Government of India

DRC Disaster Recovery Centre

DySP Deputy Superintendent of Police

EMD Earnest Money Deposit



ABBREVIATIONS USED


EMS Enterprise Management System

FIR First Information Report

FRS Functional Requirement Specification

GD General Diary

GIS Geographical Information System

GO Government Order

GOI Government of India

HLD High Level Design

HQ Head Quarters

ICT Information & Communication Technologies

IGP Inspector General of Police

IO Investigating Officer

IT Information Technology

KSWAN Kerala State Wide Area Network

LAN Local Area Network

LLD Low Level Design

MHA Ministry of Home Affairs

MMP Mission Mode Project

MoU Memorandum of Understanding

MPLS Multiprotocol Label Switching

NCR Non-Cognizable Report

NCRB National Crime Records Bureau

NeGP National e-Governance Plan

NIC National Informatics Centre

NOC No Objection Certificate



ABBREVIATIONS USED


OIC Officer in Charge

OPEx Operational Expenditure

PCR Police Control Room

PHQ Police Headquarters

RFP Request for Proposal

RTI Right To Information

SAN Storage Area Network

SBCID Special Branch Criminal Investigation Department

SCRB State Crime Records Bureau

SDA Software Development Agency

SDC State Data Centre

SHO Station House Officer

SI System Integrator

SLA Service Level Agreement

SOA Service Oriented Architecture

SP Superintendent of Police

SPMC State Project Management Consultant

SPMU State Project Monitoring Unit

SRS Software Requirement Specifications

SWAN State Wide Area Network

SyRS System Requirement Specifications

VPN Virtual Private Network



GLOSSARY OF TERMS

The definitions of various terms that have been used in this RFP are as follows:

� “Request for Proposal (RFP)” means all three Volumes and its annexure and

any other documents provided along with this RFP or issued during the course of

the selection of bidder, seeking a set of solution(s), service(s), materials and/or

any combination of them.

� “Contract / Agreement / Contract Agreement/ Master Service

Agreement” means the Agreement to be signed between the successful bidder

and Kerala Police, including all attachments, appendices, all documents

incorporated by reference thereto together with any subsequent modifications,

the RFP, the bid offer, the acceptance and all related correspondences,

clarifications, presentations.

� “Bidder” means any firm offering the solution(s), service(s) and /or materials as

required in the RFP. The word Bidder when used in the pre-award period shall be

synonymous with parties bidding against this RFP, and when used after award of

the Contract shall mean the successful party with whom Kerala Police signs the

agreement for rendering of services for implementation of this project.

� “Proposal / Bid” means the Pre-Qualification, Technical and Commercial bids

submitted for this project against this RFP.

� “Requirements” shall mean and include all the reports prepared by Kerala

Police SPMC, schedules, details, description, statements of technical data,

performance characteristics and standards (Indian & International) as applicable

and specified in the RFP.

� “Successful Implementation / Go-Live” will mean: o Successful deployment, commissioning and UAT of the CCTNS application

modules implemented during the Phase. o Site Preparation including creation of LAN, electrical works, etc. during

that phase after verification and approval by Kerala Police or its

constituted committees or representatives. o Successful Data digitization / migration after verification and approval by

Kerala Police or its constituted committees or representatives. o Training and Certification of all the trainees, trained on the CCTNS

application modules of that Phase. o Procurement, deployment and commissioning of the hardware at Police

Stations, Higher Offices, PHQ, Data Centre, DR Site and other locations

required to support the functioning of modules of that Phase.



o Procurement, deployment and commissioning of the networking

equipments and provisioning of desired connectivity required to support

the functioning of modules of that Phase. o Achieving Information Security Standards based on guidelines from CERT-

IN, DIT and IT Department, Govt. of Kerala. o Achievement of the Service Levels as expected during that Phase. o Acceptance / Sign off from Kerala Police or its constituted committees or

representatives.



Datasheet for RFP

1 RFP reference No and Date KP/SCRB/CCTNS/SI-RFP/07/11 27/06/2011

2 Non Refundable Tender Cost Rs.25,000/- + 4% VAT

3 RFP Tender Notice 28/06/2011

4 Sale of RFP Document

From 01/07/2011 between 11 am to 4 pm (Printed version from SCRB, Pattom, Thiruvananthapuram 695004. Soft copy can be downloaded from the Web site from 28/06/2011)

5 Earnest Money Deposit (EMD/ Bid Security)

Rs.1,00,00,000/- (Rupees One Crore only)

6 Last date and Time for submission of written queries for clarifications

11/07/2011 till 4:00 pm

7 Date, Time and Venue of pre-bid conference

19/07/2011, 10.30 am at PTC Auditorium, Police Training College Thycaud, Thiruvananthapuram

8 Release of Response to queries 25/07/2011

9

Last date, Time and Venue for receipt of proposals in response to RFP Notice

01/08/2011 till 2:30 p.m. at the Office of The Nodal Officer(IG-SCRB), CCTNS Project- Kerala State Crime Records Bureau

10

Date, Time and Venue of opening of Technical proposals received in response to the RFP notice

01/08/2011 3:30 p.m. at the Office of The Nodal Officer(IG-SCRB), CCTNS Project- Kerala

11 Technical Presentations by the bidders

From 08-08-2011

12 Opening of Commercial Bids will be informed later

13 Contact Person for queries

The Nodal Officer (IG-SCRB), CCTNS Project- Kerala or Shri. Mathew Simon,

System Analyst, State Crime Records Bureau

14

Addressee and Address at which proposal in response to RFP notice is to be submitted:

The Nodal Officer(IG-SCRB), CCTNS Project- Kerala State Crime Records Bureau Pattom, Thiruvananthapuram 695004 email: [email protected]



1. INTRODUCTION

1.1. Project Background

The Police Stations in the Country are, today, virtually unconnected islands in the

case of Crime & Criminal Tracking. There is no system of effective data storage,

data sharing and accessing data. There is no system under which one Police unit

can talk to another directly. Realizing the gross deficiency in connectivity, the

Central Government is implementing an ambitious scheme called "Crime &

Criminal Tracking Network and System (CCTNS)". The goals of the System are to

facilitate collection, storage, retrieval, analysis, transfer and sharing of data and

information at the Police station and between the Police stations and the State

Headquarters and the Central Police Organizations.

CCTNS is a Mission Mode Project (MMP) under the National e-Governance Plan of

Govt. of India. CCTNS aims at creating a comprehensive and integrated system

for enhancing the efficiency and effectiveness of policing through adopting of

principle of e-Governance and creation of a nationwide networking infrastructure

for evolution of IT-enabled-state-of-the-art tracking system around 'Investigation

of Crimes and Detection of Criminals'. It will not only automate Police functions at

Police station and higher levels but will also create facilities and mechanism to

provide public services like registration of online complaints, ascertaining the

status of case registered at the police station, verification of persons etc.

The Ministry of Home Affairs (MHA) is currently going to implement a program to

facilitate introduction of e-Governance in Police Stations all over India through

the design and implementation of a Crime & Criminal Tracking Network and

Systems (CCTNS).

The executing agency of the Ministry for implementing the project is National

Crime Records Bureau (NCRB). Law and Order being a State subject, States

Government and State Police Departments would play a leading role in

implementing CCTNS. For State level, State Crime Records Bureau (SCRB) will

implement the System under the guidance’s of State Project Management

Consultant/ State Project Monitoring Unit (SPMC/ SPMU) through a System

Integrator (SI).

Availability of relevant and timely information is of utmost necessity in

conduct of business by Police, particularly in investigation of crimes, detection of

criminals and tracking. Police organizations everywhere have been handling

large amounts of information and huge volume of records pertaining to crime

and criminals. Information Technology (IT) can play a very vital role in

improving outcomes in the areas of Crime Investigation and Criminals

Detection and other functioning of the Police organizations, by facilitating easy

recording, retrieval, analysis and sharing of the pile of Information. Quick and

timely information availability about different facets of Police functions to the

right functionaries can bring in a sea change both in Crime & Criminals



handling and related Operations, as well as administrative processes.

Additional information can be found on NCRB website (http://ncrb.nic.in).

1.2. Background of Police Systems in India

Police Systems in India have always been initiated to support, rather than replace

the Policing processes in place since the British Raj. However, with the passage of

time, there have been several gradually improving systems that have been

brought in with an aim to bring in more efficiency and transparency into the

system.

Several initiatives have been introduced in the past to leverage IT in Police

functioning. Some of these initiatives include centrally initiated programs such as

the NCRB led CCIS (Crime and Criminal Information Systems) and CIPA

(Common Integrated Police Application (and State led initiatives such as AFIS (in

Madhya Pradesh), e-COPS (in Andhra Pradesh), Police IT (in Karnataka), Thana

Tracking System (in West Bengal), CAARUS (in Tamil Nadu) and HD IITS (in

Gujarat).

Presently automation in the area of Civil Police is addressed mainly through the

two GOI led initiatives – CCIS and CIPA

CCIS (Crime & Criminal Information Systems) is an NCRB-driven program

and has been launched in 1990. It was a Windows based application that stored

records related to crimes and criminals, and lost and recovered property. The

application resided at the NCRB office in New Delhi, and runs in District

Headquarters and State Headquarters across the Country. Records fed in at the

District level were periodically threshold at the Centre through the Offline/ Online

system of data transfer, in the absence of an active online system. CCIS is

primarily an initiative to create crime- and criminals-related database that can

be used for crime monitoring by monitoring agencies such as NCRB, SCRB &

DCRB and to facilitate statistical analysis of crime and criminals related

information with the States and monitoring agencies.

CCIS was originally built on Unix OS and Ingres database, but has since been

ported to Windows platform and has released its last three versions on Windows

(the last release having taken place in September 2002). The Integrated

Information Forms served as the backbone of the application, which linked 140

tables, 120 forms and 160 parameters related to crimes, criminals and property.

CCIS was potentially the largest Police application in the World.

CIPA (Common Integrated Police Application) started in the year 2004 after

a detailed study thereof by a subgroup of domain and technical experts. It has

been initiated as part of the “Modernization of State Police Forces (MPF)” scheme

of the Ministry of Home Affairs. The aim of CIPA is to bring about

computerization and automation in the functioning at the police station with a

view to bringing in efficiency and transparency in various processes and

functions at the Police station level and improve service delivery to the citizens.



CIPA is a standalone application. The core focus of the application is the

automation of Police station operations. Its core functionality includes the

following modules: (i) Registration Module (ii) Investigation Module (iii)

Prosecution Module. There is also a Reporting module that addresses basic

reporting needs.

CIPA is built on client-server architecture on a NIC Linux platform using Java and

PostgreSQL database.

The pilot project was launched in Delhi in 2005. Computer hardware, software

and technical assistance were provided to Police stations. 20% police stations

have been covered under CIPA wherein, at present, FIRs are being registered

digitally and some events relating to investigations are also being captured. Over

a period of time, at one level, it was felt that, at this pace, it would take many

years before all police stations could be covered and, at another level, that a

stand-alone system of this nature would have very limited utility. Keeping these

aspects in view, it was decided that there is a need for expanding the functional

applications, widening the territorial spread, and building in networking

capabilities in the system, both from the angle of Management Information

Systems (MIS) requirements and storage, collation, analysis and

transmission/sharing of crime and criminals related information at the Police

Station, District, State and Central levels. In this background, the Crime &

Criminal Tracking Network and Systems (CCTNS) Scheme was conceived and

incorporated in the Eleventh Five Year Plan.

1.3. Crime & Criminal Tracking Network and Systems (CCTNS)

Crime & Criminal Tracking Network and Systems (CCTNS) is a Mission Mode

Project conceptualized and sponsored by the Ministry of Home Affairs (MHA)

towards enhancing outcomes in Crime Investigation and Criminals Tracking; and

in enhancing the efficiency and effectiveness of police departments in all States.

It is proposed to achieve this through the adoption of the principles of e-

Governance and creating a nationwide, networked infrastructure for supporting

an ICT (Information and Communication Technology) enabled state-of-the-art

Policing System.

National Crime Records Bureau (NCRB) is the central nodal agency that would

manage CCTNS, which would be implemented nation-wide. Law and Order being

a State subject, States governments and State Police Departments would play a

leading role in implementing CCTNS.

CCTNS aims at creating a comprehensive and integrated system for enhancing

the efficiency and effective policing at all levels and especially at the Police

Station level through adoption of principles of e-Governance, and creation of a

nationwide networked infrastructure for evolution of IT enabled state-of-the-art

tracking system around investigation of crime and detection of criminals’. It aims



to create infrastructure and mechanism to provide the basis for evolution of an IT

enabled state-of-the-art workflow (Processes) automation system in a planned

manner from Police Station level upwards and also provide public service delivery

systems. It will not only automate Police functions at Police station and higher

levels but will also create facilities and mechanism to provide public services like

registration of online complaints, ascertaining the status of case registered at the

police station, verification of persons etc.

The scope of CCTNS spans across 28 States and 7 Union Territories covers all

Police Stations (14,000+ in number) and all Higher Police Offices (6,000+ in

number) in the Country. The CCTNS project includes vertical connectivity of Police

units (linking police units at various levels within the States – Police Stations,

District Police Offices, State Headquarters, SCRB and other Police formations –

and States, through State Headquarters and SCRB, to NCRB at GOI level) as well

as horizontal connectivity, linking Police functions at State and Central level to

external entities. CCTNS also provides for a citizen’s interface to provide basic

services to citizens.

1.4. Goals and Objectives of CCTNS Project

The overall objective of the CCTNS Project is based on enhancing the operational

efficiency and effectiveness of the Police force in delivering the services. The

broad objectives of the project are as follows:

1) Make the Police functioning citizen friendly, transparent, accountable, effective

and efficient by automating the processes and functions at the level of the

Police Stations and other Police Offices at various levels.

2) Improving delivery of citizen-centric services through effective usage of

Information & Communication Technology (ICT).

3) Provide the Investigating Officers with the tools, technologies and information

to facilitate faster and more accurate investigation of crime and detection of

criminals.

4) Implementation of secure channels for data and information sharing through

creating platforms at State and Central levels. This would enable easy sharing

of real-time information/ intelligence across Police Stations and Districts at the

State level and across States at the National level.

5) Improve the Police functioning in various other areas such as Law & Order,

Traffic Management, Curbing Organised Crimes etc.

6) Facilitate collection, storage, retrieval, analysis, transfer and sharing of data

and Information among Police Stations, Districts, State Headquarters and

other organisations/agencies, including those at Government of India level.

7) Enabling and assisting the senior Police Officers in better management of

Police Force.



8) Keep track of the progress of the crime and criminal investigation and

prosecution Cases, including progress of cases in the Courts.

9) Reduction in manual and redundant Record keeping.

In addition to the objectives set for Mission Mode Project under National e-

Governance Plan. Kerala Police has also defined certain goals and objectives to be

achieved through implementing CCTNS in the State of Kerala.

The following goals and objectives have been defined for CCTNS:

1) To Empower the Police Officers on duty to effectively provide services to the

citizens and other departments.

2) To eliminate Drudgery from the current Police Station processes, essentially

eliminating the need of repetitive data entry at various data entry points.

3) To Provide Enhanced Tools for Investigation, Crime Prevention, Law & Order

Maintenance and other functions like Traffic Management, Emergency

Response, etc.

4) To Increase Operational Efficiency.

5) To create platforms at State and Central levels for sharing crime and criminal

information / databases across States and Country. This would enable easy

sharing of real-time information/ intelligence across State level and across

States at the National level.

6) To implement secure channels for data and information sharing Police Stations

and Districts at the State level and across States at the National level. To

improve the service delivery to the public/ citizen/ stakeholders.

1.5. CCTNS Implementation Framework

CCTNS will be implemented at two levels simultaneously, one at the Central level

and other at the State level. The implementation will be in such a way that State

plays a major role in alignment with the NeGP guidelines of “centralized planning

and decentralized implementation”.

MHA and NCRB will plan the CCTNS in collaboration with State Police leadership

for:

Developing standards, specifications and a few core services in order to ensure

uniformity and consistency across States and;

Monitoring and reviewing the progress of the CCTNS program.

Ultimately State and State Police will drive the planning and implementation at

the State level. It is important that the implementation of CCTNS will be taking as



an ‘integrated service delivery’ approach rather than that of procurement of

hardware and software. The central feature of CCTNS implementation at the

State level is the “bundling of services” concept. System Integrator (SI) selected

by State would be the single point of contact for the State for all the components

of CCTNS. These components include the application Software (customisation,

development and integration), hardware, site preparation, communications

infrastructure, data centre, associate services such as capacity building and

handholding etc.

1.5.1. Overview of CCTNS Implementation Framework

1.5.2. Overview of CCTNS Implementation Strategy

� Adopt holistic approach for introduction of ITC System for Police.

• State will take a lead role in the implementation.

• Focus on Capacity Building and Business Process Re-engineering.

• Re-design the program on an OPEx Model as against a CapEx Model.

• Re-package the implementation on a Service Provision Model, as a

‘bundle’ of responsibilities to be entrusted on a turn-key basis.

• A product-based approach and plan the roll-out only after the

application software is certified for functionality, security, scalability &

usability.

Planning: Centralized at GOI and State Levels

Implementation: Decentralized at State

GOI, MHA, NCRB State, SCRB

• Funding

• CAS Development • Program Management

• Application Development and

Management

• Procurement, Deployment

and Management of

Infrastructure and other

bundled services

• Ownership and management

of the System

• Capacity building and

Training



� Enhanced functionality to offer ready and critical utility to Police force.

• Core, Common, Critical functionality to be provided to State by

NCRB/MHA.

• State to customize and enhance the core according to their unique

requirements.

� States are the main Owners of the CCTNS Project.

• States to be given the lead role in implementing the project.

• Centre only defines the Basic Core Architecture (functionality),

Standards, Protocols and creates the Core.

• Implementation led by State Designated Agency.

� Adopt NeGP framework for implementation of such projects. Centralized

planning and decentralized implementation.

� All services bundled to ensure easier for SI and perform best and

accountability to the State.

� Three Phases of implementation is introduced for various set of modules.

� Software Development Agency (SDA) appointed at the Centre by

NCRB/MHA will assist SI in application customization and deployment.

� State have to select & manage Single System Integrator responsible for

“bundle of services” comprising :

• Application Software (customization, development and deployment)

• Site Preparation

• Networking and Connectivity

• Data Centre/ Disaster Recovery Centre

• Hardware (supply and installation).

• Consumables.

• Digitization & Migration of existing Data.

• Integration of existing Legacy Systems.

• Capacity Building.

• Handholding.

� Roll-out on a turnkey basis at State level.

� Ensure SIs’ accountability to the State.

� Payments to SI linked to performance as per implementation milestones.



1.5.3. Kerala State CCTNS Implementation

State will play a major role in implementing CCTNS project in alignment with the

NeGP principle of “centralized planning and de-centralized implementation”. The

role of the Centre (MHA and NCRB) focuses primarily around planning, providing

the core application software (CAS), managing and monitoring the program etc.

State would drive the implementation at the State level and would continue to

own the system after deployment. The implementation of CCTNS would be taking

an “integrated service delivery” approach rather than that of procurement of

hardware and software. The central feature of CCTNS implementation at the

State level is the “bundle of services” concept. The System Integrator (SI)

selected by State would be the single point of contact for the State to procure all

components of CCTNS. The components include the application software,

hardware, communications infrastructure, associated services such as capacity

building, data migration & digitization, handholding support etc.

MHA has selected Kerala as one of the State for pilot implementation of CCTNS.

The SI has to implement & support the trial run of CCTNS in Kerala State and the

indicative list of Police Stations identified for pilot implementation of CCTNS is

given below. The SI has to support Kerala Police in the Pilot implementation of

the CCTNS in 3 police Stations and its higher offices selected for this purpose.

The Phase I implementation of Kerala CCTNS would be in the districts listed

below.

District Police Station

Thiruvananthapuram Rural Parassala PS

Idukki Kattappana PS

Ernakulam City Central PS

This section describes the details of the implementation framework of the Kerala

CCTNS project. It details out the relationships between different agencies

involved in the implementation, the roles and responsibilities of the agencies,

information of committees to be formed for project monitoring, implementation,

co-ordination and review.

It is proposed to roll out CCTNS in three phases. Deployment of hardware,

connectivity and other infrastructure across all Police Stations, Higher Offices and

other Police units would take place in the first two phases. CAS (Core Application

Software) would be rolled out in all the three phases. The core focus of each of

the three phases is delineated below:

CCTNS Phase – I

During the first phase of the application, CCTNS would be rolled out in 2 Police

Districts or not less than 50 Police Stations in 3 Police districts (approximately

10% of the total Police Stations across the State) and its respective Higher



Offices. The roll out would include installation and commissioning of hardware,

connectivity, other infrastructure and associated services (such as handholding).

CAS (State) application will be deployed in these districts. Customization of CAS

will be done in parallel based on suggestions. Phase-I would also include the

digitization/Migration of historical data (covering the last 10 years). The historical

data to be digitized/ migrated would include the data from the 7 IIF and data

from the police stations records rooms.

The feedbacks shall be incorporated before rolling out the solution to other Police

Units in the State. As part of pilot implementation SI should setup the Data

Centre and the selected Police Stations that includes installation and

commissioning of hardware, connectivity, other infrastructure and its associated

services.

CCTNS Phase – II

During the second phase of CCTNS, the remaining Police Stations and Higher

Offices across all the Districts will be covered including installation and

commissioning of hardware, connectivity and other infrastructure and associated

services.

In addition to CAS application, new application modules identified are to be

developed and deployed for Kerala Police. The identified Advanced Solutions for

Kerala Police are Forensic Science Lab, Automated Finger Print Identification

System, Traffic Monitoring, Foreigner Registration, Intelligent Inputs to Crime

Investigation, GIS based Crime Mapping.

CCTNS Phase – III

CCTNS Phase-III is planned around the release of subsequent versions of CAS

and the large enhancements initiated at the State level. During this phase

additional services and interfaces to external agencies like courts, prisons,

hospitals, transport, regional passport offices etc will be developed and deployed.

1.5.4. Goals of this RFP

This RFP intends to bring out all the details with respect to solution and other

requirements that are deemed necessary to share with the potential bidders. The

goals of RFP are further elaborated below.

• To seek proposals from potential bidders for providing the “bundle of

services” provided by NCRB in implementing and managing the CCTNS

solution in the State of Kerala.

• To understand from the bidders how they propose to meet the technical

and operational requirements of CCTNS.

• To ascertain how potential bidders propose to deliver the services and

sustain the demands and growth in the requirements.

• To ascertain from bidders on how they will ensure scalability and

upgradeability of the infrastructure and solution proposed to be deployed.



• To understand from the bidders how they propose for new services other

than the services provided in CAS (State) given by NCRB.

• To understand from the bidders as to how they intend to innovate further

on this service delivery model.

Kerala State Apex Committee and Empowered Committee with the help of SPMC

shall be the final authority to qualify a bidder through this RFP. Their decision

with regard to the choice of the SI who qualifies through this RFP shall be final

and the State reserves the right to reject any or all the bids without assigning any

reason. The State further reserves the right to negotiate with the selected agency

to enhance the value through this project and to create a more amicable

environment for the smooth execution of the project.



2. PROJECT OVERVIEW

2.1. Need for the Project

The Ministry of Home Affairs has conceptualized the Crime & Criminal

Tracking Network and Systems (CCTNS) project as a Mission Mode Project under

the National e-Governance Plan (NeGP). This is an effort of the Government of

India to modernize the Police force giving top priority to citizen services,

information gathering, and its dissemination among various Police organizations

and units across the Country.

A need has been felt to adopt a holistic approach to address the requirements of

the Police, mainly with relation to functions in the police station and traffic

management. There is also a need to strengthen the citizen interfaces with the

Police. Interfaces need to be built with external agencies like courts, transport

authorities, hospitals, and municipal authorities etc to be able to share

information between departments and between States. Therefore, it becomes

critical that information and communication technologies are made an integral

part of policing in order to enhance the efficiency and effectiveness of the Police

Department.

In order to realize the benefits of e-Governance fully, it is essential that a holistic

approach is adopted that includes re-engineering and standardizing key functions

of the Police and creating a sustainable and secure mechanism for sharing critical

crime information across all Police Formations. The CCTNS has been

conceptualized in response to the need for establishing a comprehensive e-

Governance system in Police stations across the Country. CCTNS will create a

national data bank of crime and criminals and their biometric profiles.

The CCTNS database will have a handshake with databases of other agencies of

the Criminal Justice System like Courts, Jails, Immigration, Passport authorities,

Forensic Labs, Transport Department, Mobile Companies, Central Agencies etc. in

a phased manner.

2.2. Vision and Objectives of the Project

Vision: To transform the Police force into a knowledge-based force and improve

the delivery of citizen-centric services through enhancing the efficiency and

effectiveness of the police stations by creating a platform for sharing

crime and criminal information across the police stations in the Country.

Objectives: The overall objective of the MMP is on enhancing the operational

efficiency and effectiveness of the police force in delivering the services. The broad

objectives of the project are as follows:



a. Improve Service Delivery to the Public

Citizens should be able to access police services through multiple,

transparent, and easily accessible channels in a citizen-friendly manner.

The focus is not only to improve the current modes of the service delivery

but also provide alternate modes such as internet for the public to

communicate with the Police.

b. Empowerment of Police Officials at all levels

Police Officials having the right type of information at the right time with the

right tools to perform out his duty is what is envisioned through this project.

It is imperative that the project should implement the aforementioned

concept and shall provide officials with a greater control with tools,

technologies and information to facilitate prevention of crime with faster and

more accurate investigation of crime and detection of criminals.

c. Provide Enhanced Information Technology Tools for Law & Order

Maintenance, Investigation, Crime Prevention, Traffic Management

and other functions

Law & Order Maintenance, Investigation, Crime Prevention, and Traffic

Management are core components of policing work. Information technology

can both enable and improve the effectiveness and efficiency of the core

activities of the police. Police should be provided with data amenable for

easier and faster analysis in order to enable them to make better and informed

decisions.

d. Increase Operational Efficiency by reducing manual and repetitive

tasks

Police should spend more time on the public facing functions. Information

technology solutions should help in reducing the repetitive

paperwork/records and making the back-office functions more efficient.

e. Create a platform for sharing Crime & Criminal information across the

Country

There is a critical need to create a platform for sharing crime and

criminal information across police stations within and between the different

states in order to increase the effectiveness in dealing with criminals across

the state borders.

f. Better Communication and automation at the back-end

g. Sharing Intelligence on real-time basis

2.3. Stakeholders of the Project

The impact of the Police subject being sensitive, a consultative and a bottom-up

approach has to be adopted in designing the MMP impacting the following

stakeholders:



• Citizens/ Citizens groups

• MHA/NCRB/Others

• State Police Department

• External Departments of the State

2.4. Desired Outcomes from various Stakeholders

The following are the expected benefits envisaged from successful implementation

of the MMP:

Benefits to Citizens

a. Multiple channels to access services from Police.

b. Simplified process for registering and tracking incidents, petitions and FIRs.

c. Simplified process for accessing general services such as requests for

certificates, verifications, and permissions.

d. Simplified process for registering grievances against Police.

e. Simplified process for tracking the progress of the case during trials.

f. Simplified access to view/report unclaimed/recovered vehicles and

property.

g. Improved relationship management for victims and witnesses.

h. Faster and assured response from Police to any emergency calls for

assistance.

Benefits to Police Department

a. Enhanced tools for investigation.

b. Centralized crime and criminal information repository along with the criminal

images and fingerprints with advanced search capabilities.

c. Enhanced ability to analyze crime patterns, modus operandi.

d. Enhanced ability to analyze accidents and other road incidents.

e. Faster turnaround time for the analysis results (crime and traffic) to reach the

officers on the field.

f. Reduced workload of the Police station back-office activities such as

preparation of regular and ad-hoc reports and station records

management.



g. Enhanced tools to optimize resource allocation for patrols, emergency

response, petition enquiries, and other general duties.

h. A collaborative knowledge-oriented env i ronmen t where knowledge is

shared across the different regions and units.

i. Better coordination and communication with external stakeholders

through implementation of electronic information exchange systems.

Benefits to Ministry of Home Affairs (NCRB)

a. Standardized means of capturing the crime and criminal data across the

Police stations in the Country.

b. Faster and easier access to crime and criminal information across the

Country in a manner amenable for trend and pattern analysis.

c. Enhanced ability to detect crime patterns and modus operandi across the

States and communicate to the S tate P olice D epartments for aiding in

crime prevention.

d. The ability to respond faster and with greater accuracy to inquiries from the

parliament, citizens and citizens groups; and to RTI queries.

e. Benefits to External Departments (example: Jails, Courts, Passports Office,

Transport Department, and Hospitals)

f. Seamless integration with Police systems for better citizen service delivery

and improved law enforcement.



3. STATE POLICE DEPARTMENT

3.1. Organization Structure

Kerala State Police is the law enforcement agency for the State of Kerala, India.

Kerala Police has its Headquarters in Thiruvananthapuram, the State Capital. The

Kerala Police Academy is situated at Thrissur. The motto of the force is “Mridhu

Bhave Dhrida Krthye” which means “Soft in temperament, Firm in Action”. Kerala

Police has a reputation for being one of the best managed Police forces in the

Country, and one of the top ranking States in terms of Law & Order, in various

social security ranking. The State Police is also the first Police Department in

South Asia to undertake Community Policing.

Kerala Police comes under direct control of Department of Home Affairs,

Government of Kerala. The Police Department is headed by Director General of

Police (DGP). The Law & Order forms the major chunk of State force. For this, the

State is divided into 2 Zones. The North Zone and South Zone each headed by

Additional Director General of Police (ADGP). Each zone is divided into two ranges

each with an Inspector General of Police heading each range. Kannur Range and

Thrissur Range comes under North Zone, whereas Ernakulam (Central) Range and

Trivandrum (Travancore) Range comes under South Range. There are 5

Commissionerates for Kerala with City Police Commissioner (having a rank equal

to Superintendent of Police) taking the leadership. The 5 Commissionerates are

located for Thiruvananthapuram City Police, Kochi City Police, Kozhikode City

Police, Kollam City Police and Thrissur City Police. The important offices located in

PHQ are the NRI Cell, the SC/ST Special Cell, the Hi-Tech Crime Enquiry Cell

(HTCEC) and the Central Command Centre, apart from large number of regular

ministerial staff.

Different Branches of Kerala Police

1. General Executive Branch

The Kerala Police has a General Executive Branch Police wing consisting of

General Officers and Constables related to Law & Order, attached to each local

Police Stations in various towns and cities. General Executive Branch Officers

(Sub Inspectors) are directly recruited, gets trained at the Police academy,

and gets posted to various police stations. They later pick up ranks to become

Inspector, Deputy Superintendent or even a Superintendent based on the

service records.

The lower post Police unit is a Police Outpost generally under command of a

Head Constable, or Assistant Sub Inspector. Above which comes a Police

Station under command of a Sub Inspector (assisted by Additional Sub

Inspectors if required). Two or more Police Stations forms a Police Circle,

under an Inspector (generally called CI or Circle Inspector). More than one

Circle form up a Police Sub Division which would be commanded by a Deputy



Superintendent of Police (designation is Assistant Superintendent of Police for

IPS officers). Many Sub-Divisions form a Police District under a District

Superintendent, above which comes Police Ranges and Zones.

2. Crime Branch- Crime Investigation Department (CB-CID)

Crime Branch wing, which basically deals with first degree crimes or

sensational crimes which span across districts. The concept of the Crime

Branch was conceived due to lack of professional expertise among local police

to investigate major first degree cases as well as those which requires special

team to investigate due to social importance. The Crime Branch CID, a

specialist unit headed by an officer of the rank of Additional Director General

of Police and assisted by an IGP and two DIGs. It has got seven territorial and

three other special units, each headed by a Superintendent of Police.

3. Special Branch (Intelligence and Homeland Security)

The Special Branch CID, headed by an officer of the rank of Additional

Director General of Police and assisted by an IGP and two DIGs, has two

divisions, namely Intelligence and Homeland Security.

• The Intelligence wing of Kerala Police deals with terrorism and anti-

national activities.

• The Homeland Security division is responsible for making security

arrangement at strategic locations like Airports, Ports, border check-posts

etc. Bomb Detection and Disposal Squad (BDDS) comes under the

Security Division.

4. State Crime Records Bureau (SCRB)

The State Crime Records Bureau (SCRB) is headed by an IGP who is assisted

by a DIG and three Superintendents of Police. There are five divisions of the

SCRB.

• Police Computer Centre

• Police Telecommunications

• Criminal Intelligence Bureau

• Finger Print Bureau

• Photographic Bureau

5. Hi – Tech Crime Enquiry Cell

Hi–Tech Crime Enquiry Cell is a formal setup relating to handling of Cyber

Crime and other techno based crimes in Kerala Police. It consists of highly

trained personnel who have been trained in Cyber Forensics by C-DAC (T).



6. Armed Battalions and Riot Force

The Riot control wing of the State Police is based on two units. The Armed

Police (AP) Battalions and the Armed Reserve (AR) Units.

7. Forensic Science Laboratory

Kerala Police has a well-equipped Forensic Science Laboratory at

Thiruvananthapuram. The Forensic Science Lab consists of eight divisions

namely Ballistics, Biology, Serology, Chemistry, Explosives, Documents,

Documents (Civil) and Physics. A Director is the Head of the FSL and he is

assisted by two Joint Directors. Each Division has one Assistant Director and a

Scientific Assistant. There are mobile FSL units in every district.

8. Specialized Police Teams

a. Watch & Ward

b. Kerala Highway Police

c. Marine and Costal Police

d. Tourist Police

e. NRK Assist Cell (Non – Resident Keralite)

f. Mounted Police

g. Dog Squad

The Organisation Structure & Functional Diagrams are provided in Annexure – I,

Organisational Structure of Kerala Police to this RFP.

The contact details of police offices are provided as Annexure – XVIII, Contact

Details of Police Offices.

3.2. Existing Legacy Systems

The Government of Kerala was a front-runner in implementing many a citizen-

friendly e-Governance projects that served to improve performance, efficiency,

quality of service and reduce costs, thereby enabling better utilisation of limited

resources. The Government of Kerala has taken a lead in setting up three major

e-Governance ICT infrastructure projects: the State Data Centre (SDC), the Kerala

State Wide Area Network (KSWAN), and a network of common service Centres in

the form of Akshaya centres all over the State. As Part of e-Governance projects

Kerala Police has been included to bring the benefits of Information Technology to

the Policing and the functioning of the Police Departments. Kerala Police has an

excellent web portal which narrates about the organization, history, various wings



of the department, right to information, useful police links etc. The list of existing

legacy systems that are used by Kerala Police are:

• Common Integrated Police Application (CIPA)

• Crime & Criminal Information System (CCIS)

• Road Accident Information System (RAIS)

• Road Safety Management System (RSMS)

• Service and Payroll Administrative Repository for Kerala (SPARK)

• Dial 100 Call Monitoring System

• Modus Operandi Information System (MOIS)

• Computer Aided Police Service(CAPS)

• Talaash Information System(TIS)

• Crime In India (CII)

• Motor Vehicle Coordination System(MVCS)

• Automated Finger Print Identification System (AFIS)

• Arrested Persons Information System (APIS)

• Crime Review System(CRS)

• Crime Proceeding System(CPS)

• Crime Monitoring Room (CMR)

• Cyber Forensic Tools for Cyber Cell

• Passport Verification System (PVS)

• Communication Backbone (COB) Messaging System

• Petition Management System for Hi-Tech Cell

Details of these applications along with scope of integration and migration are

listed as Annexure – II, Existing Legacy Systems of Kerala Police to this

RFP.

System Integrator should do a detailed analysis of these existing systems and

prepare a detailed SRS and integration plan. NCRB may provide migration tools

for CCIS and CIPA. Otherwise SI should develop tools for migration or integration

with existing legacy systems.



3.3. Existing Data Centre Infrastructure

The State Data Centre (SDC), Kerala was setup by the Government of Kerala in

Thiruvananthapuram to booster the e- Governance activities of the State. The

5000 sq. feet facility is located at Co-Bank Towers, Thiruvananthapuram and

operational since the year 2005. Kerala became the first State in the Country to

have a state-of-the art Data Centre exclusively for e-Governance activities. SDC

currently hosts more than a hundred Government Websites & Web Application

Softwares. SDC is part of the State Information Infrastructure (SII). 100 Mbps

internet link to the National Internet Backbone facilitates instantaneous

connectivity to the SDC from the internet. 1 Gbps intranet link to the Kerala State

Wide Area Network (KSWAN) facilitates direct connectivity to the State

government offices.

State Data Centre (SDC) has been identified as one of the core infrastructure

components to consolidate services, applications and infrastructure to provide

efficient electronic delivery of G2G, G2C and G2B services. State Data Centre will

act as a mediator and convergence point between open unsecured public domain

and sensitive government environment and it will also provide services for

government’s own access. It will enable various State departments to host their

services/applications on a common infrastructure leading to ease of integration

and efficient management, ensuring that computing resources and the support

connectivity infrastructure (SWAN/NICNET) is adequately and optimally used.

These services would be extended to Government agencies, Citizens and

Businesses through the connectivity infrastructure being rolled out such as State

Wide Area network (SWAN) and Common Service Centres (CSC). Data Centre

would provide many functionalities like Central Repository of the databases for the

State, Secure Data Storage, Online Delivery of Services, Citizen

Information/Services Portal, State Intranet Portal, Remote Management and

Service Integration. Apart from our existing State Data Centre, new State Data

Centre is setup at Thejeswini building, Technopark. This SDC will have 1400U of

server rack space, 40TB of data storage space and 300kVA of UPS capacity.

The facilities and features provided at State Data Centre are given in

Annexure – III, Infrastructure facilities of Kerala State Data Centre to this

RFP.

Services offered from the Data centre include

o Server sharing

o Server co-location

o SAN based mass storage

o Automated backup

o Abundant backbone bandwidth

o Mail services

o Web services

o Enterprise Management System

o Help desk



Utilities available in the Data centre include

o 400KVA transformer

o 380 KVA Diesel Generator

o 3 x 60 KVA UPS

o 67.5 TR Air conditioning

o Precision AC for equipments

o Comfort AC for sitting space

o Advanced Fire detection system

o Automatic Fire suppression system with NAFS III gas

o Water detection system

o Rodent repeller

o Public address system

The Data centre currently hosts about 100 Government applications, including

websites and databases. A total bandwidth of 34 MBPS terminates at the State

Data Centre, which makes it possible to connect with Government offices of choice

at instantaneous connectivity speed.

The salient features of the existing Data Centre

Security features

o Fire resistant construction

o Heat/ smoke detection system

o Automatic Fire suppression system with NAFS III

o Physical security

o Biometric access control for server room

o Smart card based access control for other rooms

o Access to all rooms logged and recorded

o CCTV based surveillance in all rooms

o Any movement in any room is recorded

Network and data security

o MPLS core backbone network

o Firewall in all the 3 NOCS

o VPN concentrator in all the 3 NOCS

o Network based Intrusion detection system

o AAA/RADIUS authentication

o VLAN and zoning

o Password protection and access list

o Antivirus protection

o Host based Intrusion detection system

o Shared storage with LUN masking

o LDAP Authentication

o Server Hardening measures like

• Disabling Telnet



• Disabling unwanted services

• Disabling root privileges for services

• Disabling console logins

• Strong Password policy etc.

o SSL v3 enabled for Web Servers

Network features

o Connected to Internet

o Connected to KSWAN through multiple links

o High level of redundancy

Availability features

o Diesel Generator back up for full load

o Dual UPS in parallel redundant mode

o Precision AC in N+1 mode

o Comfort AC in N+1 mode

o Redundant network components

o Redundant Data centre components

Monitoring

o Ciscoworks based Network Monitoring

o CA Unicentre based Enterprise monitoring

o Weekly/ monthly SLA Reports

3.4. Existing WAN Infrastructure

Kerala State Wide Area Network (KSWAN) envisaged functioning as the core

common network infrastructure for e-Governance at Kerala. The State Information

Infrastructure (SII), connecting Thiruvananthapuram, Kochi and Kozhikode will act

as its backbone. It is extended to all the 14 Districts and to the 152 Block

Headquarters. Further, the network will bring into its ambit. About 1660 remote

offices of Government departments and ultimately connecting all the Government

officials in future. The departments will be connected using Point-to- Multipoint

Wireless Systems. Presently Kerala Police have 190 KSWAN connections.

The list of available State Police WAN Infrastructure is listed in Annexure – IV,

Existing WAN Infrastructure of Kerala Police.

3.5. Existing Client Side Infrastructure

Kerala Police has incited Police Station Infrastructure during the implementation of

CIPA application. CIPA was implemented at 224 Police stations. State Police also

got Computers form State funds. Details of existing Infrastructure are provided as

Annexure – V, Existing Kerala Police Infrastructure.



3.6. Existing Capacity Building Infrastructure (DTCs, PTCs, RTCs and PA)

Kerala Police has come a long way since the Police Training School of Travancore

State in 1882. In 2004 Kerala Police Academy (KEPA) at Thrissur became

functional. KEPA has a main building of 90000 sq. feet. In addition to other

features, it consists of 2 computer labs, each of 50 computers for training. Kerala

Police have 17 district training centres, 10 RTC/PTC and one at SCRB. The facilities

provided in these centres are given in Annexure – VI, Capacity Building Details

of Kerala Police.

4. CORE APPLICATION SOFTWARE (CAS)

The CCTNS Core Application Software (CAS) would form the core of the CCTNS

application. CCTNS CAS system would comprise the following:

• CCTNS Central Core Application Software (CAS Centre) that is developed and

deployed at NCRB.

• CCTNS State Core Application Software (CAS State) that would be developed

centrally and provide to States for customization, enhancement and

deployment. This is unique for each State.

• Central and State CAS would be owned and managed by the Centre at NCRB.

CCTNS State specific applications are owned and managed by Kerala Police.

CCTNS CAS consists of a Central Application to aid NCRB in data collation and analysis

and a minimal State Core Application to be delivered to the States. This would ensure

uniformity of data standards, schemas and protocols for interoperability, sharing and

communication between formations. The collated data can be used for information

exchange among various agencies on need basis. MHA and SDA will guide States and

participate in implementation till the Core Application is implemented in the State.

This ensures a level of consistency in terms of functionalities, development

architecture and a reasonable uniformity of implementation. The CAS will mainly focus

on:

� Delivering value at the Police Station level

� Usability and ease of use of the application

� Event and role-driven system where actions on a case can be taken as

required without rigid sequence.

� Maximizing the utility of networked crime. Criminal and other related

information.

� Ability to view and exchange information amongst Police Stations between

PSs’ and other Police formations and with External entities including Citizens.

� Central facilitation and co-ordination; but primarily driven and owned by State

where State can configure and customise the CAS for their unique

requirements without the intervention of the central entity.

The Core Application Software (CAS) is expected to be ready by the middle of 2011.

Software Development Agency follows the RFP and the associated addendums issued

by NCRB for the development and management of CAS. SI should go through these

for CAS assessment and for State specific SRS preparation and developments

(customization of CAS with State specific requirements and development of additional

modules).



4.1. CAS (Centre)

CAS Centre would comprise the services that would address the requirements of MHA

and NCRB at GoI level that would be deployed and used at NCRB premises. CAS

(Centre) would enable NCRB to receive crime and criminals related data from States in

order to organize it suitably to serve NCRBs’ requirements and to provide NCRB with

the analysis and reporting abilities to meet their objectives as the central level crime

and criminals data repository of the nation on a need basis. This would address the

crime- and criminals-related information needs of MHA, NCRB, the Parliament, and

central government ministries and agencies, citizens and citizen groups. Also,

CAS (Centre) is expected to interface with external agencies such as passport offices,

transport authorities, etc.

4.2. CAS (State)

CAS (state) would be a collection of services that would be deployed in States. It

would focus primarily on functionality at Police Stations with special emphasis on

crime investigation and criminal detection. The main functions like Registration,

Investigation Prosecution, Searching and Reports comprises CAS (State). CAS (State)

will also include the functionalities required at Higher Offices such as State Police HQ,

Range Offices, District HQ and SCRB.

It is envisioned that CAS (State), once operational, will significantly enhance the

outcomes in core police functions at Police Stations. It will do so primarily through its

role- and event-orientation, that helps Police personnel (playing different roles) in

more effectively performing their core functions and that relieves police personnel

from repetitive tasks that claim much of their time while returning low or no value. In

order to achieve the above goals, it is envisaged to meet the following requirements:

• It will lay special emphasis on the functions at police stations with focus on

usability and ease of use of the application.

• It will be designed to provide clear and tangible value to key roles at the

Police Station: specifically the SHO, the IO and the Station Writer.

• It will be event-and role-driven.

• It will be content/forms-based, with customized forms based on requirements.

• It will be a flexible application, event and role-driven system where actions on

a case can be taken as required without rigid sequence / workflows.

• It will eliminate the need for duplicate and redundant entry of data, and the

need for repetitive, manual report preparation – this freeing valuable time

and resources for the performance of core police functions

• It will be intelligent and help police perform their roles by providing alerts,

highlighting key action areas, etc.



• Ability to view and exchange information amongst Police Stations, between

Police Stations and other Police formations and with external entities including

Citizens.

• Reporting and data requirements of Higher Offices must be met at the State

Data Centre/ SCRB level and not percolate to the Police Station level.

4.3. Development of CCTNS Core Application Software (CAS)

CAS (Centre) and CAS (State) will be developed at NCRB under the overall guidance

and supervision of MHA, and a dedicated team from NCRB under the supervision of

National Informatics Centre (NIC). NCRB, on behalf of MHA, engaged a professional

Software Development Agency (SDA) to design and develop CAS (Centre) and CAS

(State) and offer associated services. The SDA would enhance and maintain CAS

(Centre) and CAS (State) until the end of the engagement with NCRB and

subsequent to that, CAS (Centre) and CAS (State) would be managed by NCRB

under the guidance of NIC, DIT and MHA.

CAS (State) would be built as a platform at NCRB addressing the core requirements of

the Police Station to provide a basic framework to capture and process crime and

criminal information at the Police Station while providing the States with the flexibility

to build their State specific applications around it and in addition to it. CAS (State) will

be provided to States for deployment. State will customize the CAS according to their

unique requirements and thereafter deploy the application in SDC. State specific

functionalities and modules would be added as extensions to the CAS (State) by the

State System Integrator.

CAS is being built as a highly configurable and customizable application ensuring

consistency and standardization so as to meet the unique requirement of the State.

Therefore CAS would be a product-like application that could be managed centrally

and at the same time can be customised to meet the State requirements. CAS is

centrally developed in two technology stacks for CAS (State). One Offline solution is

also provided in order to overcome connectivity issues.

In order to achieve the key CCTNS goal of facilitating the availability of real time

information across police stations and between police stations and higher offices, CAS

would be built as a web application. However, given the connectivity challenges faced

in a number of police stations, especially rural police stations, the application must be

built to work in police stations with low and/or unreliable connectivity. In a nutshell:

CAS Development Strategy

� NCRB will be the nodal agency with the ownership of the CCTNS Core

Application Software (CAS).

• Institutional mechanism in accordance with NeGP guidelines will be setup

at NCRB to develop and manage the CCTNS Core application.

• NCRB will retain the strategic ownership of the application.



� CAS will be developed through a Software Development Agency (SDA) at the

Centre.

• Leverage the learning & assets of successful Police applications in India.

• Help all States to achieve a minimum threshold level.

• Gol will provide the States with the flexibility to build their State specific

applications.

• Align the implementation with the NeGP principle of centralized planning

and decentralized implementation.

• Minimize technology and vendor lock-in and ensure ownership and control

of GoI/ States over CCTNS.

• Minimize the time to deployment without sacrificing quality.

� State specific requirements.

• State can customize the CAS accordingly as a need-basis.

• State specific new modules can be developed and deployed followed by

CAS architecture.

• Integration with external agencies will be considered by State.

• State will make tools for integrating legacy systems used.

• Centre will provide tools for migrating data from existing CIPA & CCIS.

4.4. Overview of Services for CAS (State)

I. Citizens Portal Services

The Citizen Portal Service should enable Citizens to track the progress of

their General Service Petitions and Citizen Services online. General Service

Petitions/Citizen Services include passport verification requests, NOC (No

Objection Certificates, NOC for vehicle theft, Lost Cell Phone Certificate,

etc.)

II. Petition Management Service

General Service Petition can be any of No Objection Certificate (NOC) for

job, NOC for vehicle theft, NOC for lost cell phone/passport, Licenses for

arms, processions etc.

III. Unclaimed/Abandon Property Register Service

The Lost/Stolen property registers will maintain the unclaimed/abandon

property. Police personnel would search the registers to identify, if the

unclaimed property is reported lost or stolen for different case.



IV. Complaint and FIR Management Service

This service would be used by the Police Officials to register cognizable

complaints or to report non-cognizable offences etc. The police personnel

will register the complaint and generate an FIR/NCR, Missing Persons

Report, Un-natural death Report, Unidentified Dead Body Report, Lost

Property Report, Unclaimed/ Abandoned Property Report using this

Service.

V. PCR Call Interface and Management Service

The Complaints are also registered through the Central Police Control

Room at the State Headquarters that is accessible to the public through

Emergency Contact number (100).

VI. Investigation Management Service

This system would allow the Investigation officer/ Inquiry Officer to record

the investigation/ inquiry details in the Service.

VII. Court and Jail Interface and Prosecution Management Service

Interfacing with the courts during the prosecution of cases is an integral

part of the responsibility of police personnel. This will help the police

personnel in preparing the charge sheet and recording the prosecution /

trial details.

VIII. Crime and Criminal Records and Query Management Service

This service will help the police personnel in searching (Quick & Advanced)

the complaint, crime, criminal, abandoned / unclaimed property, stolen /

lost property, missing persons, arrested, released from jails, convicted,

acquitted, pending warrants, pending summons and other investigation-

toolkit-data (Vehicle Registration, Driver License, Cell Phone Numbers,

Voter Details, Education Data etc.).

IX. Police Email and Messaging Service

The Police Messaging system is role based communication system to help

the police personnel send “Faster” and “Secure” official correspondence

within / across the multiple wings within / across the Police departments.

It would provide general mailbox features such as address book, send /

receive mail with attachments, creation / deletion of folders, moving mail

to folders, spell check, mail filters, calendar, rich text editor, auto

responders, signatures, server side mail filters, spam filters and support

the mail protocols (IMAP and SMTP).

X. Periodic Crime, and Law & Order Reports and Review Dashboard

Service

This functionality will help the police personnel to view the snapshot of the

various statistics within and across police stations on petitions/ complaints,

cases, NCR, FIR, warrants, wanted offenders/suspects etc.,. This will also

be used by the higher officers at all levels/roles to conduct periodic reviews

of the police stations in their jurisdiction.

XI. Notification of Alerts, Important Events, Reminders and

Activity Calendar or Task Service



This service would assist the Police personnel to get notification of alerts;

important events, reminders and activity calendar to help them get latest

information about arrest, vehicles recovered, un-known dead bodies, Date

of VIP bandobust etc.

XII. State-SCRB-NCRB Data Transfer and Management Service

This functionality will enable the States to transfer the crime and criminal

data from the State, organize it suitably to serve the NCRB requirements.

XIII. State CAS Administration and Configuration Management Service

This functionality will help the State to configure the application to suit to

their requirements. The configurability would be by a business user

through the user interface of the application or through a technical user by

changes to the master data at the database without any requirements of

changes to code or redeployment of the application.

XIV. User Help and Assistance Service

This functionality will help the user in providing the details about each

page and also help in guiding the police personnel in capturing the data.

XV. User Feedback Tracking and Resolution Service

This functionality will help the police personnel in logging the

issues/defects occurred while using the system on to Issue tracking

system.

XVI. Activity Log Tracking and Audit Service

The Audit Trail is a sequence of audit records, each of which contains

evidence directly pertaining to and resulting from execution of a business

process or system function.

XVII. User Access and Authorization Management Service

This functionality will clearly differentiate users based on their access

privileges with the system and also help in authenticating and authorizing

the user to access specific set of functionalities.

4.5. Overview of Services for CAS (Centre)

I. State-SCRB-NCRB Data Transfer and Management

The service shall enable the NCRB to receive, transform, and collate

the crime, criminal, and related data from States/UTs, to organize it

suitably to serve NCRB requirements.

II. Crime and Criminal Reports

The service shall enable authorized personnel to generate the reports

and perform analysis on the central crime, criminals, and related data

repository of the nation.

III. Crime and Criminal Records and Query Management

The service shall enable the authorized personnel to view various



registers and perform basic and advanced queries on the central crime,

criminals, and related data repository of the nation

IV. Talaash Service

This service will enable the user to search for missing persons across a

central/ national database.

V. Person of Interest

This service will enable the user to search for persons of interest such as

persons wanted on outstanding warrants, accused, charged, habitual

offenders and convicts across the national database.

VI. Registered Vehicle and Vehicle of Interest Service

The service will useful for users to search for registered vehicles and

vehicles of interest such as, missing/ stolen vehicles, abandoned/ unclaimed

vehicles and vehicles involved in traffic incidents across the national

database.

VII. Publication Service

This functionality will help the NCRB to publish the periodic crime reviews

to the NCRB portal.

VIII. NCRB Citizen Interface

The service shall enable the citizens to access/ search the NCRB National

Database on the data (ex, Stolen Vehicles / Property, Missing Persons,

etc.) that is approved to be made accessible to public.

IX. NCRB Interface for RTI

Due to the sensitivity of the information that pertains to national

security and harmony, this service shall enable a limited and restricted

access to the authorized external stakeholders to search the NCRB

National Database, upon submission of any RTI (Right to Information

Act) requests.

4.6. Technology Stack for CAS (State) and CAS (Centre)

The CCTNS Core Application Software would become the core of the CCTNS

application. NCRB will provide CAS which would be configured, customized,

enhanced and deployed by the States. A Software Development Agency would be

engaged to develop CAS. The Systems Integrator would configure, customise and

deploy CAS according to the unique requirements of the State.

CAS mainly consists of two components.

• CAS (Centre)

• CAS (State)

The SDA would build the CAS (Centre and State) based on the Functional

Requirements Specifications (FRS) and Technical Architecture Guidelines provide by

NCRB on behalf of MHA and its agencies. For CAS (State), two technology stacks



are provided for the convenience of State. One Offline solution is also provided in

order to overcome connectivity issues. Application Architecture will be provided

separately.

Details of the Technology Stacks for CAS (Centre) and CAS State)

The Technical Details for CAS (State) solutions stack 1 & stack 2, CAS (State)

Offline Solution, CAS (Centre) are provided in subsequent tables.

CAS (State) Solution – Stack 1

Items Proposed

Technologies

by SDA

Version Supplier Description

(including

features &

services)

Support

provided

by

WebServer Sun Java

System Web

Server 7.0

7.0 SUN HTTP Server SUN

Application

Server

Glassfish

Application

Server

3.0 SUN J2EE

Application

Server

SUN

Database MySQL 5.1 SUN DB Store SUN

Operating

System

Solaris 10 SUN Operating

System

SUN

Reporting

Engine

Jasper Reports 3.7 Jasper Reporting

Services

Email/

Messaging

Q-Mail 1.4 Q-mail

Community

E-Mail

Solution

Search

Engine

Search:

Unstructured

data; using

openCMS

search

features.

Structured

data using

MySQL &

custom

application

interface

N/A N/A N/A N/A

Portal Glassfish

Application

3.0 SUN J2EE

Application

SUN



Server Server Server

Workflow

Engine

jBPM 4.0 JBoss Workflow

engine

Rules Engine Custom Built N/A N/A N/A N/A

Directory

Services

Sun Directory

Services

7.0 SUN LDAP SUN

DMS/CMS openCMS 7.5.1 OpenCMS Content

Management

System

Security Physical

Security,

Network

Security, DB

Encryption

(MySQL), DB

Access

Controls, Role

Based Access

Control

(Custom

Developed),

LDAP (Sun

Directory

Services)

N/A N/A N/A N/A

Identity

Management

OpenSSO 7.0 SUN LDAP SUN

Audit Log4j, Custom

Built

Application

Audit

N/A N/A N/A N/A

ETL Custom Built N/A N/A N/A N/A

CAS (State) Solution – Stack 2

Items Proposed

Technologies

by SDA


(including

features &

services)

Support

provided

by

WebServer IIS 6.0 Microsoft Web & App Microsoft



Server

Application

Server

IIS 6.0 Microsoft Web & App

Server

Microsoft

Database SQL Server

2008

2008 Microsoft DB Store Microsoft

Operating

System

Windows

Server 2008

2008 Microsoft Operating

System

Microsoft

Reporting

Engine

SQL Server

Reporting

Services

2008 Microsoft Reporting

Services

Microsoft

Email/

Messaging

Q-Mail 1.4 Q-mail

Community

E-Mail

Solution

Search

Engine

Search:

Unstructured

data: using

openCMS

search

features.

Structured

data: using

SQL DB Search

Engine &

custom

application

interface

N/A N/A N/A N/A

Portal

Server

IIS 6.0 Microsoft Web & App.

Server

Microsoft

Workflow

Engine

Windows

Workflow

Foundation

N/A N/A N/A N/A


Directory

Services

Microsoft Active

Directory

2008 Microsoft LDAP Microsoft

DMS/CMS Windows

Sharepoint

Services

N/A N/A N/A Microsoft

Security Physical

Security,

Network

N/A N/A N/A N/A



Security, DB

Encryption

(MySQL), DB

Access

Controls, Role

Based Access

Control

(Custom

Developed),

LDAP (Microsoft

Active

Directory)

Identity

Management

Microsoft Active

Directory

2008 Microsoft LDAP Microsoft

Audit IIS Log,

Custom Built

N/A N/A N/A N/A

ETL SQL Server ETL N/A Microsoft ETL Microsoft

The SI is expected to bid with one of the CAS (State) technology stacks in

response to this RFP. SI shall procure all necessary underlying solution

components required to deploy CAS (State) solution for Kerala State.

CAS (State) Offline Solution

This list is

indicative only

Proposed

Technologies

by SDA


(including

features &

services)

Support

provided

by

Synchronization

Solution

Custom Built N/A N/A N/A N/A

Application

Container

Apache

Tomcat

6.0 Apache

Foundation

J2EE

Application

container

Database MySQL / SQL

Express

5.1 /

2008

SUN /

Microsoft

DB Store SUN /

Microsoft



CAS (Centre) Solution

Items Proposed

Technologies

by SDA


(including

features &

services)

Support

provided

by

WebServer Sun Java

System Web

Server 7.0


Application

Server

Glassfish

Application

Server

3.0 SUN J2EE

Application

Server

SUN

Database SyBase IQ

Enterprise

15.1 Sybase ETL Sybase

Operating

System

Solaris 10 SUN Operating

System

SUN

Reporting

Engine

Jasper Reports 3.7 Jasper Reporting

Services

Email/

Messaging

N/A

Search

Engine

Search:

Unstructured

data: using

Alfresco search

features.

Structured data:

using Sybase DB

search engine &

custom

application

interface

N/A N/A N/A N/A

Portal

Server

Glassfish

Application

Server


Workflow

Engine

jBPM 4.0 JBoss Workflow

engine


Directory

Services

Sun Directory

Services

7.0 SUN LDAP SUN



DMS/CMS Alfresco

Security Physical

Security,

Network

Security, DB

Encryption

(MySQL), DB

Access Controls,

Role Based

Access Control

(Custom

Developed),

LDAP (Sun

Directory

Services)

N/A N/A N/A N/A

Identity

Management

Open SSO 7.0 SUN LDAP SUN

Audit Log4j, Custom

Built Application

Audit

N/A N/A N/A N/A

ETL + Data

Quality

Sybase ETL 15.1 Sybase ETL Sybase

4.7. Role of Software Development Agency (SDA) in Supporting CAS

The SDA of CCTNS selected by NCRB/MHA , will provide Services for CAS (State) for a

period of three (3) years followed by two optional one-year periods from the date of

successful completion of the CAS (State) Certification. The decision on the two

optional one-year periods will be taken in entirety by NCRB. During the contract

period, the SDA shall offer the following services:

i. Application Management Services for CAS (State) and CAS (Centre)

ii. Technical Program Management of Implementation of CAS (State)

for all States throughout the duration of the engagement with

NCRB/MHA. Each of these activities are detailed below:

Application Management Services for CAS (State) and CAS (Centre)

The SDA shall provide Application Management services to the CAS (State) and CAS

(Centre). The application management services include the following:



• Provision of bug fixes, minor changes, error resolutions and minor

enhancements.

• Minor enhancements (the usual run-of-the-mill enhancements and not the

ones identified as part of Continuous Improvement).

• Change request management based on feedback from the users.

• Release Management; Version control of CAS (State) to be managed

centrally, with state-specific configuration incorporated.

• Routine functional changes.

• Any changes to CAS code that may be required because of patches to

licensed software being used (if any).

• Updating and maintenance of all project documents.

All planned changes to the application, especially major enhancements and

changes in functionality that are deviations from the signed-off FRS/SRS, shall

be coordinated within established Change control processes to ensure that:

• Appropriate communication on change required has taken place.

• Proper approvals have been received from CAS Core Group/CTT/CPMU.

The SDA will define the Software Change Management and version control process

and obtain approval for the same from NCRB. For all proposed changes to the

application, the SDA will prepare detailed documentation including proposed changes,

impact on the system in terms of functional outcomes/additional features added to the

system, etc.

Technical Program Management of Implementation of CAS (State)

After successful certification, the SDA will hand over the certified CAS (State) to

States through NCRB. While NCRB will facilitate the transfer, the successful transfer of

CAS to States on time is SDA’s responsibility. During the period of CAS Solution

Design and Development and the Operations and Maintenance Phase following that,

the SDA shall provide Technical Program Management services in implementing CAS

in States. Through the Technical Program Management, the SDA shall extend all the

necessary support to the State SI and ensure that the SI successfully configures,

customizes and deploys CAS (State). The SDA’s Technical Program Management

responsibilities include but are not limited to:

• Preparation of technical manuals to enable the SI to configure, customize,

enhance and deploy CAS in States; to be made available to SIs through the

CAS online repository managed by the SDA.

• Preparation of “CAS Implementation toolkits” that comprehensively covers

details on all the aspects of the CAS (State) and CAS (Centre) applications



including but not limited to technical details of CAS, configuration,

customization, and extension details, infrastructure sizing details,

installation, commissioning, maintenance, infrastructure environment

turning, and performance tuning details that are required for the SI to

successfully commission the CAS (State) application in the State, integrate

CAS (State) with external agencies and third party solutions in the State and

integrate CAS (State) with CAS (Centre) to seamless transfer the required

data to NCRB. The implementation toolkit shall also include the following:

o All completed and updated training and support material needed

for customizing and deploying CAS.

o All completed and updated project documents including FRS,

SRS, HLD, LLD and Test Plans.

o Relevant software assets/artifacts (including configuration utilities

/ tools, deployment scripts to state SIs to deploy CAS (State).

o Relevant standards and design guidelines to the SI for

customization, further enhancements, and integration of the

application with external systems and third party components that

will be implemented by the SI at the State.

• Conduct of direct knowledge transfer through monthly contact sessions at

NCRB covering all State SIs during the contract period. During the contact

sessions, the SDA shall conduct structured training sessions on the CAS

Implementation Toolkit prepared by the SDA.

• Dedicated State Points of Contact: Members of the SDA’s team shall

act as points of contacts for the State level SIs. The number of States

serviced by each SDA contact person shall be determined in

consultation between the CAS Core Group and the SDA. The point of

contact will be responsible for addressing queries from an SI and in

meeting SLA targets.

• Helpdesk Support: SDA shall provide Helpdesk support to the State

SIs during customization, deployment and stabilization phases with

8 contact hours (during normal business hours of 10 AM to 6 PM), 6

days (Monday through Saturday, both included). The SDA shall deploy

a team of at least 5 qualified and certified resources in NCRB to

address the questions from the SIs.

• Deployment Scripts: The SDA shall develop the necessary deployment scripts

to deploy CAS (State) in the States and provide the same to State SI.

• Data Migration Utility: The SDA shall develop a Data Migration

Utility / application with all the formats and tools to load the data into the

State databases. This will be provided to States that enable the State SIs to

migrate data from legacy/paper based systems to the CAS databases.



• Language Localization Support: Proving interface in local languages is a key

requirement of CAS (State). The SDA shall build CAS (State) with interfaces in

English and Hindi; and also build CAS (State) in such a way that it can be

configured for interfaces in other local languages at the State level by the

State SIs. In addition, the SDA shall assist the State SIs in customizing CAS

(State) to support local language interface and ensure the development of

interface in local languages.

• Supporting the SI to ensure that the CAS (State) that is configured and

customized by the SI in the State successfully passes the User Acceptance

Testing (UAT) milestone.

o Configuration of CAS (State)

o Customization of CAS (State)

o Data Migration of CAS (State) related data from the legacy

systems and / or manual records to CAS (State)

o Infrastructure Sizing related to CAS (State)

o Commissioning and Deployment of CAS (State)

o Infrastructure Environment Performance Turning related to CAS

(State)

o Maintenance of CAS (State)

o Integration of CAS (State) with external agency solutions

o Integration of CAS (State) with additional solutions being integrated

by the SI at the State

• Seamless data exchange from CAS (State) to CAS (Centre).

• Troubleshooting, resolution and escalation with State SIs; and ownership of

end-to-end data exchange between the CAS (State) and CAS (Centre) needs to

ensure seamless and real-time data exchange.

The expected readiness of the CAS (State) would be on August 2011.

5. SCOPE OF THE PROJECT

The scope of CCTNS is to create a comprehensive and integrate system for effective

and efficient Policing at all levels through a nationwide network with a bottom-top

approach in accordance with the principles of e-Governance. The key objectives of

CCTNS project therefore includes:

• providing enhanced IT tools for investigation, crime prevention, law and order

maintenance and other functions

• increasing operational efficiency by reducing manual and repetitive tasks

• better communication and automation at the back-end

• sharing crime and criminals’ databases across the Country at State and

Central levels

• sharing intelligence on real-time basis, and

• improving service delivery to the public and other stakeholders

5.1. Geographical Scope

Along a sun drenched coastline, to the extreme south west of Indian peninsula lies

Kerala, beautiful and benign. Flanked by the Arabian sea on the west and the

mountains of the Western Ghats on the east, this land stretch north-south along a

coast line of 580 Kms with a varying width of 35 to 120 Kms. Located between north

latitudes 8 degree 18' and 12 degree 48' and east longitudes 74 degree 52' and 72

degree 22', this land of eternal beauty encompasses 1.18 per cent of the country.

Kerala has 33,387,677 people according to the 2011 census, which is nearly 3 per

cent of the Country's population. Population density is 859 persons per sq.km., the

third in India and clocks at thrice the national average. The sex-ratio recorded in this

census is 1084 females per 1000 males. The state has a unique place in the literacy

map of India, with a literacy rate of 90.92%.

Kerala State Police is the law enforcement agency for the State of Kerala. Kerala

Police has its Headquarters in Thiruvananthapuram, the State Capital. The Kerala

Police Academy is situated at Thrissur. Kerala Police comes under direct control of

Department of Home Affairs, Government of Kerala. The Police Department is headed

by Director General of Police (DGP). Kerala Police have 20 Police Districts. Different

Branches of Kerala Police are General Executive Branch, Crime Branch, Special

Branch, SCRB, Hi-Tech Crime Enquiry Cell, Armed Battalions & Riot Force, Forensic

Science Laboratory etc. Kerala Highway Police, Marine & Costal Police, Tourist Police,

Mounted Police, Watch & Ward and NRK Assist Cell are some of the Specialized Police

Teams under Kerala Police.

The different units/ offices under Kerala Police are



Units / Offices Total Numbers

Police Stations 482

Circle Offices 203

Sub-Division Police Offices 62

District Police Offices/ Railway Police 15

Crime Branch HQ 1

City Police Commissionerates 5

Ranges 4

Zones 2

SCRB 1

Police Headquarters 1

Total 776

As part of CCTNS roll-out, other than Police departments, Jails, Forensic Science Labs,

State Finger Print Bureau and Police Control Rooms etc will be facilitated and get

connected.

Units / Offices Total Numbers

Jails 59

Forensic Science Labs 3

Finger Print Bureau 20

Police Control Rooms 20

Total 102

The location details across which the application and the bundle of services that shall

be rolled out are provided in the Annexure - VII. The list of all Police stations

(CIPA/ non CIPA) , Circle offices, other Higher offices and units like Jails, FSL, FPB



and PCR which will be covered during the implementation is provided as Annexure –

VII, List of Police Units for CCTNS roll-out.

The State map and all the District maps with the location of the Police Stations and

other offices as Annexure – VIII, Geographical Maps for CCTNS Kerala.

The building layout of a typical Police office is shown in Annexure – IX, Building

Layouts and Furniture Drawings. The System Integrator will submit a detailed

layout of each police unit along with the exact room identified for setting up

computers and other related peripherals including networking components as part of

system study.

5.2. Functional Scope

Common Application Software (CAS) comprises parts of Police functionality that is

central to the goals of CCTNS and that which is common to all states. Broadly it has

been conceptualized to comprise two parts.

CAS (State): It would be a collection of services that would be deployed in States. It

would focus primarily on functionalities at Police Stations with special emphasis on

crime investigation and criminals detection. The following are the main functional

blocks that would comprise CAS (State).

• Registration

• Investigation

• Prosecution

• Records Management

• Search and Basic Reporting etc

CAS (Centre): It would comprise the services that would address the requirements

of NCRB, and would be deployed and used at NCRB premises. CAS (Centre) would

enable NCRB to receive crime and criminals related data from States in order to

organize it suitably to serve NCRBs requirements and to provide NCRB with the

analysis and reporting abilities to meet their objective as the central level crime and

criminals data repository of the nation.

CAS also needs interfaces with Common Service Centres (CSC) and e-forms together

with RTI related disclosures at the State level. Also CAS needs to interface with

external agencies such as passports, transport authorities, etc. These should be done

by the SI after a detailed study with such agencies and Police department.

Police Station Process

The Police Station is a hub of several activities. Maintenance of law and order, crime

investigation, protection of state assets, VIP protection, traffic control, service of



summons, production of witnesses in courts, intelligence gathering, bandobust

duties, crime prevention are some of multifarious functions that the police station and

its officers have to discharge. Police stations also serves as front-end of the entire

police department in dealing with public complaints and requests, and at the same

time they occupy a pivotal place as the primary information collection agent for the

other functions/wings within the department. In order to achieve the end- objective of

bringing in efficiency and effectiveness in the police station, it is crucial to understand

the different responsibilities of the police station and identify the key services that

need to be addressed in this study.

The first step in identifying the key functions is to segment them under core and

supporting, where the core includes services like crime prevention, petition handling

and the supporting include the employee related personnel and pay functions, store

management etc. The efficiency gains are achieved through addressing the

supporting services where the police station is provided with tools to perform the

tasks faster with fewer resources, and the effectiveness gains are achieved by

addressing the core services where the police station can improve the quality of the

services.

Based on the study in the police stations, the various functions of a police station have

been mapped in the diagram below.

Kerala Police have carried out a detailed root cause analysis of the various

shortcomings in Police processes, done an analysis of these issues and proposed new

processes/ re-engineered processes which have taken into account the usage of ICT

Police Station Functions

Public

Call

Crime

Prevention Detection &

Investigation

Court/

Prosecution

Handling

Petitions

General

Services

Traffic

Regulations

Emergency

Response

Non Emergency

Response

Crime

Analysis Beats & Patrols

Community

Policing

Law & Order

Back Office

Employee

Related

Village

Information Campaign

Cash

Escort

Repeat

Offender

Investigation

Receiving Informant

Information

Custody

Management

Evidence

Management

Prisoner

Escort

Execution of Summons

Trial

Management Disposal of recovered

Goods

Victim/ Witness relationship

Management

Enforcement of various Legislations

Bandobust Duties

Records Management

Reports Management

Store Management

HR

&Administration Duty Allocation Accounts

Grievance

Redressal



and modern technology. Based on the discussions with the Senior Police Officers,

some other applications and functionalities are also proposed for the envisaged

processes for the efficient and smooth functioning of Kerala Police. The detailed

business processes/ re-engineered processes for Kerala Police is provided as

Annexure – XIX, Business Process Re-Engineering for Kerala Police.

The BPR recommendations on police station functions and higher offices to

be studied and implemented by SI during the contract period. The

recommendations made by MHA also be included

The CCTNS CAS would form the core of the CCTNS application. In terms of

functionality, CAS would cover those functions that are central to the goals of the

CCTNS project and are common across States. This would include core functions in

the areas of Case Management (Registration, Investigation and Prosecution), Police

Station Efficiency and Analysis & Reporting. Over and above the CAS, the State would

be free to add or customize more State specific functionalities based on their unique

requirements. The functionality and other features of CAS have been determined on

the basis of detailed studies. The selected State Integrator will do a detailed system

study. Based on the study a detailed SRS and FRS will be prepared for customisation

of CAS and for new application modules. The following summarizes the evolution that

is needed in CCTNS in order to achieve the stated goals.

CCTNS CAS provides 17 services. Apart from these Kerala Police has 6 new

requirements. This section provides the IT solutions along with the detailed functional

requirements that will be covered under the Kerala CCTNS project. This section also

lists the functionality that the State wants specifically for itself. The details of the

Present Applications

� Focus on data entry

� Limited acceptability at the

police station

� Driven by sequential steps

� Standalone application

� Overly centralized

management

CCTNS

� Focus on delivering value at

the police Station level

� Focus on usability & ease-of-

use of the application

� Event and role driven; Actions

on a case can be taken as

required without rigid

sequence

� Focused on maximizing the

utility of crime/ criminal

related information

� Ability to view and exchange

data amongst PS, between PS

and other police formations

and with key external entities

� Central facilitation and

coordination

� Driven and owned by States



additional modules or customization requirements of the core application developed

and provided by the Centre to the States are also described in this section.

The table below list down the services to be covered under CCTNS implementation.

The detailed functional requirements and customization requirements are provided as

Annexure – XI, Functional Requirement Specifications.

Sl.

No.

CCTNS

Services

Functionality Requirements

Services in CAS

1. Citizen

Interface/

Portal Service

The Citizen Portal Service should enable Citizens to track the

progress of their General Service Petitions and Citizen

Services online. General Service Petitions/Citizen Services

include passport verification requests, NOC (No Objection

Certificates, NOC for vehicle theft, Lost Cell Phone

Certificate, etc.)

2. Petition

Management

Service

General Service Petition can be any of No Objection

Certificate (NOC) for job, NOC for vehicle theft, NOC for lost

cell phone/passport, Licenses for arms, processions etc.

3. Unclaimed/

Abandon

Property

Management

Service

The Lost/Stolen property registers will maintain the

unclaimed/abandon property. Police personnel would search

the registers to identify, if the unclaimed property is

reported lost or stolen for different case.

4. Complaint and

FIR

Management

Service

This service would be used by the Police Officials to register

cognizable complaints or to report non-cognizable offences

etc. The police personnel will register the complaint and

generate an FIR/NCR, Missing Persons Report, Un-natural

death Report, Unidentified Dead Body Report, Lost Property

Report, Unclaimed/ Abandoned Property Report using this

Service.

5. PCR Call

Interface and

Management

Service

The Complaints are also registered through the Central

Police Control Room at the State Headquarters that is

accessible to the public through Emergency Contact number

(100).

6. Investigation

Management

Service

This system would allow the Investigation officer/ Inquiry

Officer to record the investigation/ inquiry details in the

Service.

7. Court & Jail

Interface and

Prosecution

Interfacing with the courts during the prosecution of cases is

an integral part of the responsibility of police personnel. This

will help the police personnel in preparing the charge sheet



Management

Service

and recording the prosecution / trial details.

8. Crime and

Criminal

Record and

Query

Management

Service

This service will help the police personnel in searching (Quick

& Advanced) the complaint, crime, criminal, abandoned /

unclaimed property, stolen / lost property, missing persons,

arrested, released from jails, convicted, acquitted, pending

warrants, pending summons and other investigation-toolkit-

data (Vehicle Registration, Driver License, Cell Phone

Numbers, Voter Details, Education Data etc.).

9. Police Email

and

Messaging

Service

The Police Messaging system is role based communication

system to help the police personnel send “Faster” and

“Secure” official correspondence within / across the multiple

wings within / across the Police departments. It would

provide general mailbox features such as address book, send

/ receive mail with attachments, creation / deletion of

folders, moving mail to folders, spell check, mail filters,

calendar, rich text editor, auto responders, signatures,

server side mail filters, spam filters and support the mail

protocols (IMAP and SMTP).

10. Periodic Crime

and Law &

Order Reports

and Review

Dashboard

Service

This functionality will help the police personnel to view the

snapshot of the various statistics within and across police

stations on petitions/ complaints, cases, NCR, FIR, warrants,

wanted offenders/suspects etc.,. This will also be used by

the higher officers at all levels/roles to conduct periodic

reviews of the police stations in their jurisdiction.

11. Notification of

Alerts,

Important

Events,

Reminders

and Activity

Calendar or

Task Service

This service would assist the police personnel’s to get

notification of alerts; important events, reminders and

activity calendar to help them get latest information about

arrest, vehicles recovered, un-known dead bodies, Date of

VIP bandobust etc.

12. State SCRB-

NCRB Data

Transfer and

Management

Service

This functionality will enable the States to transfer the crime

and criminal data from the State, organize it suitably to

serve the NCRB requirements.

13. State CAS

Administration

and

Configuration

Management

This functionality will help the State to configure the

application to suit to their requirements. The configurability

would be by a business user through the user interface of

the application or through a technical user by changes to the

master data at the database without any requirements of



Service changes to code or redeployment of the application.

14. User Help and

Assistance

Service

This functionality will help the user in providing the details

about each page and also help in guiding the police

personnel in capturing the data.

15. User

Feedback

Tracking and

Resolution

Service

This functionality will help the police personnel in logging the

issues/defects occurred while using the system on to Issue

tracking system.

16. Activity Log

Tracking and

Audit Service

The Audit Trail is a sequence of audit records, each of which

contains evidence directly pertaining to and resulting from

execution of a business process or system function.

17. User Access

and

Authorization

Management

This functionality will clearly differentiate users based on

their access privileges with the system and also help in

authenticating and authorizing the user to access specific set

of functionalities. State specific Services / New Modules

18. Traffic

Monitoring

Service

The Traffic Monitoring Service would have three separate sub

Services – Traffic Challaning Service, ANPR Service and City

Wide Surveillance system. It is essential to have the

integration of these Services with the CCTNS master

database for effective monitoring/ functioning of the traffic in

the State of Kerala.

19. FSL Service The aim of the FSL Service is to streamline the workflow

between the different divisions of the FSL, right from receipt

of samples to dispatch of expert reports, capturing data

related to each division to performance monitoring of Mobile

Crime Scene teams, etc. DNA databank with cross matching

facility will be a part of it.

20. AFIS Service This Service shall enable real-time “one-to-one” or “one to

many” (exact and relaxed match) verification of persons by

their live-scan fingerprints. AFIS would provide Real time

prompt on identification of persons detained in the course of

investigatory actions by police, including identification of

absconders.

21.

Foreigners

Registration

Service

This service helps department to get up to date information

of the foreigners visiting the country/ state, by maintaining a

centralized database to store details of all foreigners

travelling to India. Also create a Unique Case File Identity

(UCFID) for each applicant on the first visit and updating of

the record on every subsequent visit.

22. GIS based

crime

mapping

This functionality will enable the department to visualize the

entire crime scenario. The visual format shows relationships

and patterns that are buried in the data and also can be



service

used to explore the relationship between crime and the

environment. This also equips police personnel to find out

hot spots, plan effectively for emergency response,

determine mitigation priorities, analyse historical events, and

predict future events.

23. Software tools

for integrating

intelligence

input in crime

investigation

This functionality will help the department to develop

coherent and coordinated approaches to the capture,

identification, storage and retrieval of intelligence inputs.

CCTNS is deployed on a centralized architecture wherein various offices of Police

Department connect to the system through State Data Centre. The proposed overall

solution framework for the Department is presented in this section depicting the

overall ‘Big Picture’ of the key target areas of IT initiatives and their inter-

relationships.



Existing Legacy Systems

Kerala Police was excellent with e-Governance projects to bring the benefits of

Information Technology to the Policing and the functioning of the Police Departments.

Kerala Police has an excellent web portal which narrates about the organization,

history, various wings of the department, right to information, useful police links etc.

Kerala Police is using nearly 20 applications some are sponsored by NCRB and some

developed by SCRB. Earlier applications like CIPA, CCIS are currently running with

Police department. The list of existing legacy systems that are used by Kerala Police

are:

Sl.

No

Application Name Services provided by

Application

Recommendations

1 CIPA (Common

Integrated Police

Application)

• Record Case Registration

Details

• Record Prosecution Details

• Record Other Crime &

criminal related details

• Generate various Registers

(Arrest register, Missing

register etc)

• Generate various Reports

(Crime Cases reports,

Missing Persons reports,

Unnatural death etc).

• Maintain daily station diary

(Only at some of the police

stations)

To be Migrated

2 CCIS (Crime & Criminal

Information System)

Collection and compilation of

Crime & Criminal data

To be Migrated

3 RSMS (Road Safety

Management System)


Road Accident data

To be Integrated

4 RAIS (Road Accident

Information System) Road accident information’s

To be Migrated

5 CMR (Crime Monitoring

Room) Monitoring crime activities

6 MOIS (Modus Operandi

Information)

Collecting information’s about

modes of operations.

To be Migrated

7 CAPS (Computer Aided

Police Service)

Online C-Form registration &

digital Criminal gallery

To be Migrated

8 CPS (Crime Proceeding

System)


district wise crime statistics

9 APIS (Arrested Persons

Information System)

Arrested persons data’s like

demographic and finger print

details



10 CII (Crime in India) Periodic report generations like

accident death, suicide etc.

11

AFIS (Automated Finger

print Identification

System)

Used for finger print

identification.

To be Integrated

12

COB (Communication

Backbone) Messaging

System

Intranet Mailing system and

Hotline facility

To be Integrated

13 Cyber Forensic Tools for

Cyber Cell

This application helps the

department for analysing cases

such as cyber crimes,

document forgery, counterfeit

currency, email harassment,

hacking software piracy etc

To be Integrated

14 PVS (Passport

Verification System) For passport verification

15 Petition Management

System for Hi-Tech Cell Managing Cyber related cases.

16 TALAASH Details of Missing wanted

unidentified persons

To be Migrated

17 MVCS (Motor Vehicle Co-

ordination System)

Vehicles stolen involved in

crime

18 CRS (Crime Review

System)


monthly crime statistics

19 Dial 100 Call Monitoring

System Call Monitoring System

To be Integrated

20

SPARK (Service and

Payroll Administrative

repository for Kerala)

Payroll and Salary computation

for Kerala Police

21 Web Portal Official web portal of Kerala

Police

To be Integrated

Details of legacy systems that need to be maintained, integrated and migrated with

CAS (State) and new modules are listed in Annexure – II, Existing Legacy System

of Kerala Police.

NCRB Integration

Kerala Police will send the information on crimes, criminals and lost/ stolen property

and various other entities to NCRB on a periodic basis. The formats and protocol will

facilitate data transfer from the State to NCRB will be defined by the SDA. The



information or the updates will have to be extracted from the State databases,

transformed into the formats mandated by NCRB. The information systems developed

for NCRB will utilize the data to provide the required reporting at NCRB and an

Country-wide integrated analysis and views to the States.

Figure: Kerala Police and NCRB Integration Architecture

List of state MMPs that needs to be integrated with the CCTNS:

National Service Delivery Gateway (NSDG)/ State Service Delivery Gateway

(SSDG): The System Integrator at the state level shall register as a Service Provider

with the NSDG or SSDGs on behalf of the Kerala State Government and provide

CCTNS based services. Initially if NSDG/SSDG services are not available the CCTNS

application shall access services through the existing broadband networks and SDA

shall develop APIs for the required departments during CAS development to enable

interoperability and interconnectivity for its eventual integration with NSDG/SSDG. C-

DAC as Gateway Service Provider of NSDG/SSDG shall provide connectors/Adapters

and guidelines for hosting services through NSDG/SSDG after the SI register as a

Service Provider on behalf of the Kerala State Government.

CAS System can provide interface for external agencies like common service centres,

e-forms, transport department, courts, jails, hospitals, universities, telephone service

NCRB

Information

Systems

Data Quality

Process

NCRB

National Database

Kerala Police

CAS

AFIS

Traffic

Managem

ent

System

----

Police Application Suite

Kerala police Database ETL



providers, and other external government departments (indicative only) to facilitate

electronic exchange of information. Kerala Police have done a detailed study about its

External Agencies and categorised into Internal, External- Public and External-

Government. The details of External agencies are provided in Annexure – XX, List of

External Agencies for Kerala CCTNS.

The details of suggested technical architecture, that includes general architecture, CAS

Application architecture, State solutions, NCRB Integration and the security (non

functional requirement) provided by NCRB is given in Annexure – X, Suggested

Technical Architecture for CAS.

The Non-functional Requirements for the CAS solution is provided as Annexure –

XII, Non – Functional Requirement Specifications.

6. SCOPE OF SERVICES

The scope of the “bundled services” to be offered by the SI for Kerala Police during

project implementation phases includes, but not limited to the following:

� Project planning and management

� System study and Design

� Configuration, Customization and Extension (New Modules) of CAS (State) and

Integration with CAS (Centre) and External Agencies. CAS (State) will be

developed in two distinct technology stacks by the SDA at the Centre. The SI

is expected to bid with one of the technology stacks in the response to this

RFP. SI shall procure all the necessary underlying solution components

required to deploy the CAS (State) solution for the State/UT.

� Infrastructure at the District Training Centres including

computers, networking components, projectors and UPS.

� Site preparation at the Client site locations (police stations, circle offices,

Commissionerates, Range offices, Zones, SCRB, SDPOs, District HQ and

State HQ), Training Centres and Data Centre.

� Procurement, Deployment and Commissioning of IT Infrastructure at the

Client site locations (police stations, circle offices, Commissionerates, Range

offices, Zones, SCRB, SDPOs, District HQ and State HQ).

� Network connectivity with creation of LAN at all Police locations.

� Procurement, Deployment and Commissioning of IT infrastructure at the Data

Centre and Disaster Recovery Centre including the necessary hardware,

software and other networking components.

� Data migration and Digitization of Historical Data.

� Migration of CIPA and CCIS Police Stations / Higher Offices to CCTNS.

� Change Management.

� Capacity building.

� Handholding Support.

� Support to 3rd party acceptance testing, audit and certification.

In implementing the above services, the SI shall strictly adhere to the standards set

by the MHA, NCRB, and State. The project will be managed by State Nodal Officer of

the SCRB.



Note: The first item in the above list refers to project planning and management

functions from the side of SI which should align with the overall project planning and

management functions of the Kerala Police executed through State Nodal Officer with

the support of SPMC and SPMU.

6.1. Project Planning and Management

This project is a geographically spread initiative involving multiple stakeholders. Its

implementation is complex and though its ultimate success depends on all the

stakeholders; the role of SI is very critical and hence SI is required to design and

implement a comprehensive and effective project planning and management

methodology together with efficient & reliable tools. To have an effective project

management system in place, it is necessary for the SI to use a Project Management

Information System (PMIS). The SI shall address at the minimum the following using

PMIS:

a. Create an organized set of activities for the project.

b. Coordinate and collaborate with various stakeholders including the Police

department, SPMC, SPMU, CPMU, NCRB and SDA.

c. Establish and measure resource assignments and responsibilities.

d. Construct a project plan schedule including milestones.

e. Measure project deadlines, budget figures, and performance objectives.

f. Communicate the project plan to stakeholders with meaningful reports.

g. Provide facility for detecting problems and inconsistencies in the plan.

h. During the project implementation the SI shall report to the State Nodal

Officer, on following items:

I. Results accomplished during the period;

II. Cumulative deviations to date from schedule of progress on milestones as

specified in this RFP read with the agreed and finalized Project Plan;

III. Corrective actions to be taken to return to planned schedule of progress;

IV. Proposed revision to planned schedule provided such revision is necessitated

by reasons beyond the control of the SI;

V. Other issues and outstanding problems, and actions proposed to be taken;

i. Progress reports on a fortnightly basis.



j. Interventions which the SI expects to be made by the State Nodal Officer

and/or actions to be taken by the State Nodal Officer before the next reporting

period.

k. Project quality assurance reports.

l. Change control mechanism.

m. As part of the project management activities, the SI shall also undertake:

I. Issue Management to identify and track the issues that need attention and

resolution from the State.

II. Scope Management to manage the scope and changes through a formal

management and approval process.

III. Risk Management to identify and manage the risks that can hinder the

project progress.

The Project plan prepared by the SI at the initial stage of the project would be

reviewed by the Governance Structure (please refer Annexure – XIII,

Governance Structure for Kerala CCTNS) in the State of Kerala formed for

CCTNS and approved by the State Apex/ Empowered Committee on the advice of

the State Mission Team and SPMC/SPMU.

The SI would update and maintain the Project Plan throughout the duration of the

engagement. All changes are to be reviewed and approved by the Kerala Police or

the State representatives.

Procure, Commission and maintain Project Management, Configuration

Management and Issue Tracker Tools at State Police HQ/SCRB

Project Management Tool: The SI shall keep the project plan and all related

artifacts up-to-date during the course of the project. In order to help with the

project management, the SI shall use a suitable standard, proven off-the-shelf

project management tool (with full use perpetual licenses in the name of Kerala

Police). The SI shall install the project management software at Kerala Police’s

premises (PHQ/SCRB) right at the beginning of the project. The tool shall provide

the dashboard view of the progress on project milestones by the Nodal Officer and

other Supervisory Officers of CCTNS. SI shall deploy such a Project Management

Tool which can provide real time basis project progress update and the same

update will be provided to PHQ IT Cell officials for uploading the same on the

existing Police website. Once the new portal shall be up after Pilot Phase, the

updates would also be provided for the new portal. SI shall also prepare/ generate

content for uploading the project progress on Kerala Police website.

Configuration Management Tool: The SI shall keep all project documents up-to-

date during the course of the project. In order to help with the

version/configuration management for all documents (including source code and all



other project artifacts), the SI shall use a suitable standard, proven off-the-shelf

configuration management tool (with full use perpetual licenses in the name of

Kerala Police). The SI shall install the configuration management software at Kerala

Police’s premises (PHQ/SCRB) right at the beginning of the project.

Issue Tracker: The SI shall employ a suitable and proven off-the shelf tool for

tracking issues (with full use perpetual licenses in the name of Kerala Police)

through the execution of the project. The SI shall install the Issue Tracking System

at State’s premises to enable State’s users to access and use the same.

The SI shall commission and manage the required infrastructure (software, servers)

for Project Management Tool, Configuration Management Tool and Issue Tracker

tool and maintain the same throughout the duration of the project. These tools and

the associated software/ hardware used for their deployment will become the

property of Kerala Police and will be used by Kerala Police even beyond the contract

period.

The SI would setup an online repository on PMIS / Configuration Management Tool

for providing centralized access to all project documents including manuals and

other materials. The online repository would be maintained by the SI throughout

the engagement period. The SI should ensure that the repository is built on

appropriate security features such as role and necessity based access to

documents.

6.2. System study and Design

The SI shall carry out a detailed systems study to refine the Functional

Requirements Specifications provided as Annexure - XI to this RFP (also refer

FRS prepared by SDA for CAS development provided by NCRB in NCRB sites) and

formulate the System and Software Requirements Specifications documents

incorporating the functional specifications and standards provided by the NCRB and

the state-specific requirements. The SI shall also study CAS (State) and CAS (Centre)

being developed at NCRB and / or already running applications in the Police

department during the system study phase. The study should also include different

integration points of CAS State with external agencies as per State requirement. The

Requirement Specification documents preparation shall take into account the BPR

recommendations suggested by the NCRB / State. The SI should also prepare a

detailed document on the implementation of CAS (State) with respect to

configuration, customization, extension and integration as per the requirement of

state. The SI would also prepare a change/reference document based on changes or

deviations from the base version of the CAS (State) with appropriate references to all

the artifacts /documents provided by NCRB / State.



The system study should be carried out in selected locations. The indicative list of

locations for SI’s system study is given below.

District Locations

THIRUVANANTHAPURAM CITY CANTONMENT PS

CITY TRAFFIC PS

COASTAL PS

CANTONMENT CI

CANTONMENT SDPO

THIRUVANANTHAPURAM CITY (COMMISSIONERATE)

HIGHER OFFICES PHQ

SCRB

CBCID HQ

RAILWAY

THIRUVANANTHAPURAM RANGE OFFICE

SOUTH ZONAL OFFICE

IDUKKI KATTAPPANA PS

KATTAPPANA CI

KATTAPPANA SDPO

IDUKKI DISTRICT OFFICE

THIRUVANANTHAPURAM RURAL PARASSALA PS

PARASSALA CI

NEYYATTINKARA SDPO

THIRUVANANTHAPURAM RURAL DISTRICT OFFICE

ERNAKULAM CITY ERNAKULAM CENTRAL PS

CYBER CELL ERNAKULAM

ERNAKULAM CENTRAL CI

ERNAKULAM SDPO

ERNAKULAM TRAFFIC PS

ERNAKULAM COMMISSIONERATE

Other Offices

THIRUVANANTHAPURAM POOJAPPUA, CENTRAL JAIL

ATTAKULANGARA, DISTRICT JAIL



ATTINGAL, SUB JAIL

THIRUVANANTHAPURAM, FSL

PATTOM, FPB HQ

THYCAUD, SDFB BUREAU

THIRUVANANTHAPURAM CITY PCR

THIRUVANANTHAPURAM RURAL PCR

As part of the System Study, the selected System Integrator shall be responsible to:

Prepare a comprehensive System Study document by studying the legislation,

business processes and organization design of the Department of Police, Government

of Kerala. The Project Implementation and Monitoring (PIM) report prepared by State

Project Management Consultant (SPMC) along with the supporting Annexure(s) which

includes the As-Is and To-Be scenario (covering the aspects of People, Processes and

Technology), Data Digitization and Migration, Capacity Building, Change Management

Project Implementation report etc. will be made available to the successful bidder.

The selected Bidder shall perform the detailed assessment of the functional

requirements listed in Annexure - XI and RFP provided by NCRB and prepare a new

FRS report, as part of the System Study document incorporating list of additional

features that would result in further improvement in the overall application

performance for consideration of the Police Department.

In case an existing application is being customized / configured to meet the needs of

the Department, the SI will provide a comparative report as part of System Study

document, on the extent of functionality currently available in the vendor’s application

(CAS provided by Centre) and the final FRS.

Selected SI has to prepare Business Continuity Plan to encompass preventive,

detective and corrective controls both in client side and data centre side. Based on the

level of damage, all types of incidents should be categorised. eg negligible incidents

(such as very brief OS crashes with full information recovery), minor events, major

events, crisis.

Requirements Traceability Matrix: The SI would ensure that developed solution is

fully compliant with the requirements and specifications provided in the RFP such as

functional, non-functional and technical requirements. For ensuring this, the SI shall

prepare a Requirements Traceability Matrix on the basis of Functional Requirements

Specifications (FRS), Non Functional Requirements Specification, and Technical

Requirements provided by State (updated, expanded and fine-tuned by the SI as and

when necessary) and the System and Software Requirements Specifications prepared

by the SI. This matrix would keep track of the requirements and trace their

compliance through different stages of the project including software design, coding,

unit testing and acceptance testing. The Requirements Traceability Matrix would be a

live document throughout the project, with the SI team updating the matrix at every

stage to reflect the meeting of each specification at every stage. Through the duration



of the project, the State Mission Team will periodically review the Traceability Matrix.

State Governance Structure would provide the final approval on the advice of the

State Mission Team and SPMC/ SPMU once they are satisfied that all requirements are

met.

Project Documentation: The SI shall create and maintain all project documents that

would be passed on to State as deliverables as per the agreed project timelines. The

documents created by the SI will be reviewed and approved by the Governance

Structure in the State (Please refer to Annexure - G for details on Governing Structure

in the State). State Mission Team or its appointed representatives would also approve

any changes required to these documents during the course of the project. Kerala

Police will finally sign-off on the documents on the recommendation of State Mission

Team / SPMC/ SPMU / representatives or committees.

Project documents include but are not limited to the following:

Detailed Project Plan

Detailed System Study Report

Updated/vetted FRS

SyRS and SRS document

HLD documents (including but not limited to)

Application architecture documents

ER diagrams and other data modelling documents

Logical and physical database design

Data dictionary and data definitions

Application component design including component deployment views, control flows,

etc.

LLD documents (including but not limited to)

Application flows and logic including pseudo code

GUI design (screen design, navigation, etc.)

All Test Plans

Requirements Traceability Matrix

Change Management and Capacity Building Plans

SLA and Performance Monitoring Plan

Training and Knowledge Transfer Plans



Issue Logs

The SI shall submit a list of deliverables that they would submit based on the

methodology they propose. The SI shall prepare the formats/templates for each of the

deliverables upfront based upon industry standards and the same will be approved by

Kerala Police or its nominated representatives prior to its use for deliverables. All

project documents are to be kept up-to-date during the course of the project. The SI

shall maintain a log of the internal review of all the deliverables submitted. The logs

shall be submitted to State Nodal Officer on request.

All project documentation shall conform to the highest standards of software

engineering documentation.

6.2.1. Preparation of System and Software Requirements Specifications

As part of the preparation of SyRS and SRS, the selected SI shall be responsible for

preparing and submitting detailed requirement specification documents as per IEEE

or equivalent standards which meets all the Business, Functional and Technical

requirements of the department. The SI would prepare the Requirement

Specification documents and have it reviewed and approved by the Kerala Police or

its nominated agencies/ committee. The Kerala Police will sign off on the

requirement specification documents on the advice of State Mission Team or

nominated agencies/ representatives of Kerala Police.

Note: The vendor (SI) is required to update the FRS/ SRS as and when any

enhancements/modifications are made to CAS (State) application till the end of

project.

6.2.2. Preparation of CAS Implementation document

The System Integrator would prepare a comprehensive CAS implementation and

deployment plan in consultation with Kerala Police to prepare for the ultimate

change-over day from existing CIPA/ CCIS based system to the new CCTNS

system. This implementation document would also comprise of trainings to be

provided to the Police officials at different stages of the project, procurement,

deployment and commissioning of required hardware and software, provisioning of

network connectivity, site preparation, etc. Further, SI will also prepare detailed

Work Plan and estimate the timelines and resources required for Configuration,

Customization, Extension, Integration, and Commissioning of the CAS (State)

software as per State requirements. All the plans and frameworks prepared by SI

during the currency of the project would be required to seek approval from Kerala

Police or its nominated representatives/ agencies.

6.2.3. Preparation of Solution Design

Detailed Design document would include:

o Technical Architecture Document (Application, Network, and Security)

o High Level and Low Level Design



o Database architecture, including defining data structure, data dictionary

as per standards laid-down by Government of India/ Government of

Kerala.

Technical Architecture

A centralized architecture has been proposed for the Kerala CCTNS project. All

requests from internal and external users will be sent to the systems, located in a

central place for processing. All users will access the application through local or

remote terminals using a browser.

Bidders should clearly understand that the desire of the department is not to

create a mere IT Solution but an information infrastructure that will expand,

integrate and enhance the functional needs of the department, citizens and other

stakeholders. It is in this spirit that the core design and functional requirements are

elaborated below:

Service Fulfilment - The objective of the System is to deliver the service from

initiation to completion through electronic channels, as far as possible. Processes

have been reengineered so that a stakeholder is able to access the system, perform

the required tasks which may involve single or multiple back-end application

interactions and fulfil the service requests through the complete solution.

Single-Sign On - The Solution should enable single-sign-on so that any user once

authenticated and authorized by system is not required to be re-authorized for

completing any of the services in the same session. For employees of the Kerala

Police, the browser based application accessed on the intranet, through single-sign-

on mechanism, will provide access to all the core services (based on their roles and

responsibilities), Help module, Basic and advanced Reporting etc. Similarly, for

external users (Citizens, Hotels, Cyber Cafes, Hospitals, Jails, Transport

Department etc), based on their profile and registration, the system shall enable

single-sign on facility to apply for various services, make payments, submit queries

/complaints and check status of their applications.

Support for PKI based Authentication and Authorization - The solution shall

support PKI based Authentication and Authorization, in accordance with IT Act

2000, using the Digital Certificates issued by the Registration Authorities (RA). In

particular, PKI based authentication and authorization shall be implemented by the

selected Bidder for officials/employees involved in processing key G2B and G2C

services, including issuance of notices, receipts and approvals.

Interoperability Standards - Keeping in view the evolving needs of

interoperability, especially the possibility that the solution would become the focal

point of delivery of services, and may also involve cross-functionality with the e-

Government projects of other departments / businesses in future, the solution

should be built on Open Standards.

Scalability - One of the fundamental requirements of the proposed solution is its

scalability. The architecture should be proven to be scalable (cater to increasing

load of internal and external users and their transactions) and capable of delivering

high performance for at-least five years from the date of deployment. In this



context, it is required that the application and deployment architecture should

provide for Scale-Up and Scale-Out on the Application and Web Servers, Database

Servers and all other solution components.

Security - The Systems implemented for Project should be highly secure,

considering that it is intended to handle sensitive data relating to Crime and

Criminals. The overarching security considerations are described below.

• The security services used to protect the Solution shall include:

Identification, Authentication, Access Control, Administration and Audit

and support for industry standard protocols. The solution shall support

advanced user authentication mechanisms including Digital Certificates

and biometric authentication.

• Security design should provide for a well-designed identity management

system, security of physical and digital assets, data and network

security, backup and recovery and disaster recovery system.

• The solution should provide for maintaining an audit trail of all the

transactions without impacting the overall performance of the system.

• The overarching requirement is the need to comply with ISO 27001

standards of security.

The detailed quality of service requirements are given in the Service Levels

attached as Annexure – XIV, Service Levels to this Volume of RFP.

Application Architecture:

It has been proposed that the Applications designed and developed for the

department must follow some best practice and industry standards.

In order to achieve the high level of stability and robustness of the application, the

system development life cycle must be carried out using the industry standard best

practices and adopting the security constraints for access and control rights. The

various modules / application should have a common Exception Manager to handle

any kind of exception arising due to internal/ external factors. This will help ease of

application maintenance and enhancements. Similarly the modules/ application are

to be supported by the Session and Transaction Manager for the completeness of

the request and response of the client request. The system should have a module

exclusively to record the activities/ create the log of activities happening within the

system / application to avoid any kind of irregularities within the system by any

User / Application.

Proposed Technical Architecture

The 3-tier architecture (also referred to as multi-tier or N-tier architecture) has

been proposed for the Application Solution. The entire processing should take place

in three layers:



• Front-end software (client tier) - responsible for the presentation of

information.

• Middleware (application server tier) - responsible for all the business

rules.

• Server Software (database server tier) - responsible for the

manipulation and storage of data. Data ranges from text to numerical,

to video on demand.

High Level Design (HLD)

Once the SyRS and SRS are approved, the SI would complete the High Level

Designing and all HLD documents of all the functionalities, integration with CAS

Centre and external agencies. The SI would prepare the HLD and have it reviewed

and approved by the Kerala Police or nominated representatives/ agencies. The

Kerala Police will sign off on the HLD documents based on the advice of State

Mission Team/ SPMC or nominated representatives/ agencies.

Detailed Low Level Design (LLD)

The LLD would interpret the approved HLD to help application development and

would include detailed service descriptions and specifications, application logic

(including “pseudo code”) and UI design (screen design and navigation). The

preparation of test cases will also be completed during this stage. The SI would

have the design documents reviewed and approved by the Kerala Police or its

nominated representatives/ agencies. Kerala Police will sign off on the LLD

documents based on the advice of State Mission Team/ SPMC or Kerala Police

nominated representatives/ agencies.

6.3. Configuration, Customization and Extension (New Modules) of CAS (State) and

Integration with CAS (Centre) and integration with existing Identified

Applications

In terms of functionality, CAS would cover those Police functions that are central to

the goals of the CCTNS project and are common across all States. This includes

core functions in the areas of Complaints/ Case Management, Police Station

Efficiency and Analysis & Reporting. It is estimated that of the possible Police

functions that could potentially be part of the CCTNS application at the State level,

the functionality covered by CAS is a relatively small part. Therefore, CAS is being

developed at Centre is a product-like application that could be centrally managed

and at the same time customized to meet the unique requirements of the States

and deployed in all States. SI would be responsible for configuring, customizing and

developing additional modules based on CAS Implementation document over and

above the functionality of the CAS (State) as per the Functional Requirement

Specifications, provided in the Annexure – B and the FRS provided by NCRB.



CAS (State) contains functionality that is common across all States. CAS (State)

would be configured, customized, extended by the SI based on the unique

requirements of the State and deployed at the State Data Centre. In order to

ensure consistency between States and facilitate the exchange of crime and

criminals related information between States and the Centre and between States,

NCRB would develop, own and maintain the CAS.

Briefly describing the tasks to be carried out by SI as part of CAS (State)

configuration, customization, extension and integration basis requirements of the

state:

1. Deployment of Core Application Software (State) as provide by NCRB, MHA.

2. Conduct Conference Room Pilot.

3. Customization of CAS as per requirement of State, including but not limiting

to its configuration and Extension (New Modules) of CAS (State).

4. Development and deployment of Kerala Police specific Application modules.

5. Integration of CAS (State) with CAS (Centre) and External Agencies and

their external applications.

6. Development of reports.

7. Formulation of test plans and test cases for additional functionalities and

different integrations with external agencies including CAS (Centre).

8. Change/Reference document include all the changes or deviations from the

base version of the CAS(State).

9. Testing of the configured solution (CAS) and additional functionalities.

10. Enhancements of functions / additions of new modules / services to CAS-

State as per state specific requirements / integration requirements to

various interfaces / SSDGs shall also be incorporated in the SRS and shall

form the scope of work for the SI.

11. Deployment of Core Application Software (State).

6.3.1. Deployment of Core Application Software

As the initial step, the selected SI will be responsible for deployment of CAS (State)

application as such provided by NCRB, MHA in the development environment for

further studying the exact requirements of the State in consultation with Kerala

Police or its nominated agencies/ representatives and further customizing the

deployed CAS to meet the requirements of Kerala Police. Such a deployment

exercise will be completely different from the deployment exercise to be carried out

by the SI at the time of Pilot Roll-out and Go-Live in Kerala, however deployment at

these stages would mean deployment of customized CAS (State) in the State Data

Centre for the application to be accessed by respective concerned Police Units and

other stakeholders.

As part of deployment of CAS application, the SI shall procure, setup and maintain

the required software and the Infrastructure for Systems Testing, Functional

Testing and User Acceptance Testing; and training activities within State

Headquarter premises; and for any other activities that may be carried out of State

Headquarter premises such as issue management (Issue Tracker), document

repository (configuration management tool), etc.



6.3.2. Conduct Conference Room Pilot

Based on all the requirement specifications finalized by System Integrator, the SI

will conduct a Conference Room Pilot (CRP). The objective of the conference room

pilot is to receive feedback from groups of end users on the requirement

specifications of the application; and on the proposed GUI design and navigation

scheme of application in a conference room setting. Based on the feedback, the SI

would finalize the requirement specifications and design which shall be followed by

customizing the CAS (State) as received by NCRB.

Format of the CRP

CRP Round – I, during which different user categories would assemble and test the

conference room prototype. The SI shall interact closely with the user groups and

gather detailed feedback. During the CRP, an exhaustive set of scenarios and

associated GUI screens covering all the functionalities developed would be

presented by SI. The SI will analyze the feedback and incorporate applicable

feedback into the requirement specifications for CRP Round II.

CRP Round – II, during which the original user group that participated in Round – I

would reassemble to test the updated prototype. The SI shall once again interact

closely with the user groups and gather feedback. The requirement specification

documents and the GUI screens including navigation schemes are updated based

on the CRP feedback.

User Groups

The following user groups have to be represented during both rounds of the CRP:

o Station House Officers (SHO)

o Investigation Officers (IO)

o Station Writers

o Court constables

o Duty Constables

o Senior Police Officers at district level: ACP, DCP and SP/SSP

o State Project Nodal Officer

o Representatives from SCRB (also senior police officers)

o Representatives from State Police Headquarters (also senior police officers)

Other Details

The CRP would be conducted at PHQ or SCRB. Police Headquarters would provide

logistical support and play a facilitating role. The functionalities of CCTNS system to

be covered during CRP should be comprehensive. Each round of the CRP will be

conducted over a week. SI would be required to provide details of required logistics

arrangements well before and assist the Police personnel in making such

arrangements



6.3.3. Solution Development/ Customization of CAS

a. The selected System Integrator will be responsible for the solution

development and customization of end-to-end CAS (State) application

software including additional functionalities, integration with CAS Centre and

external agencies on the basis of the FRS, SyRS, SRS and solution design.

The bidder will ensure that the Best Practices for Software Development and

Customization are used during the software development / customization

and implementation exercise. This would at a minimum include:

b. Software development / customization based on the functional requirement

specifications, system requirement specifications, software requirement

specifications and solution designs finalized for the services or customizing

the existing application as per the approved requirements. Wherever

necessary, the system integrator shall be responsible for developing

additional functionality/modules in order to meet the business requirements

of the department.

c. Delivering the customized CAS (State) software, along with all of the

necessary modules and additional modules/ integrated COTS products,

utilities, system drivers and documentation consistent with proven

standards, including product updates, technology upgrades and patches to

run on the selected operating system(s) and hardware according to the

solution.

d. Deployment and commissioning of customized CAS (State) with all the

necessary solution elements for implementing Pilot phase at pilot districts

and associated offices. It is pertinent to mention that Pilot implementation of

CCTNS solution would not phase out CIPA and CCIS application at once.

Selected SI will prepare a detailed phasing out plan for CIPA and CCIS as

part of their Implementation Plan before the implementation of Pilot phase

of CCTNS system, which would be duly verified and approved by Kerala

Police assisted by SPMC/SPMU nominated agencies or representatives.

e. Deliverance and implementation of a back up facility to be used in disaster

recovery scenarios.

f. Provide a user friendly interface for administrative tasks of the application.

Only Authorized user(s) should be able to “Modify/ Delete” data from the

system. Such an authorization would be provided by Director General of

Police only, and shall remain undisclosed. “Deletion of the data by

authorized user may or may not have audit trails. Crime and Criminal data

captured though various IIFs shall not be permitted to be deleted by any

other user who is not authorized. All other data as per the requirement of

the Kerala Police shall be configured to get deleted by authorized users.

However it is required to have a provision of preserving the specific data

required by Police officials (SHO and above ranks only).



g. Provision for Police officers to login into the system remotely from any

location via a secure private network. Initially this facility would be available

for Officers above the rank of ASI but later it would be provided to all the

Police Officers. There should be a mechanism to especially include Police

Officer(s) of any rank under this facility on the approval and discretion of

project Nodal Officer.

h. The bidder will be solely responsible for arranging any software tools (apart

from the tools and software being provided by the Centre) required during

the development/ customization/ testing/ commissioning/ maintaining of the

CAS at his own cost and State Government in no case will be responsible for

arranging any such software / tools. If any such software/ hardware/

middleware/ etc. is being provided and the cost of the same has been

provided in Commercial Bid, the same shall be highlighted with reasons.

Kerala Police reserves the right to permit its usage.

i. Supplying and implementing the Database Management System (DBMS)

and related software, integration tools and describing the process to be

followed for installing the same. All the software or other components

provided with DBMS(including DBMS) shall be procured in the name of

Kerala Police having perpetual full use enterprise edition or higher licenses

with 5 year AMC and comprehensive support from OEM as detailed in Scope

of Services During Post Implementation/ Operate and Maintain Phase.

j. Implement all necessary access security and data validation controls during

the customization/ development of the CAS solution.

k. Preparation of necessary user and Trouble shooting manuals for the

Solution.

l. Integration of all modules for seamless sharing of data across all users

(internal and external)

Over the period of the contract, even after the Go-Live of the system, department

may require certain modifications or additions in the application or the development

of new modules. Also, the selected Bidder can suggest certain improvements in the

software to make the operations more effective. In such a situation, the selected

Bidder shall be responsible for carrying out software enhancement / development

activities, as requested by the Department. Any software development /

modification will need to pass through the following envisaged phase:

� Feasibility study / proposal for change

� Conceptualization of solution

� Requirement Study

� Design

� Development

� Unit and Integration testing

� Regression Testing

� User acceptance testing

� Pilot launch



� Roll out

At each of the above phases, the SI would have the deliverables (including

documentation) reviewed and approved by the Kerala Police or its nominated

agencies/ representatives on the advice of State Mission Team SPMC. State Police

headquarters/Nodal officer will sign off on the deliverables; only then should the

vendor commence with the next phase. Software modifications/ development will

be considered completed only after formal acceptance provided by Kerala Police.

The Functional and Technical Architecture of the CAS solution has been detailed out

by NCRB, MHA. However, PIM report prepared by SPMC can be referred for the

same. While the proposed architecture has been provided in the PIM report and by

NCRB, the selected SI will have to validate / re-design the architecture as per the

needs of the Kerala Police. SI will be responsible for customizing and thereafter

implementing all the module provided with CAS (State) and in addition will be

developing extra modules as a part of this project.

Note:

� The detailed functional requirement specifications for all the

above mentioned modules have been detailed in Annexure XI of

this RFP, but these requirements are indicative only.

� The name of the modules should be read along with the

Functional Requirements specified in the RFP document. The

Functional Requirements defined in this RFP are as per the

requirements of Kerala Police, which may or may not meet the

exact functionalities of the proposed CAS solution provided by

the Centre. Hence, the bidders are suggested to study the

requirements and do a due diligence while refining the

Requirement Specifications for the comprehensive solution.

� SI should ensure that the system support the bilingual i.e.

English as well as Malayalam, data input / output and data/

information search.

� All the documents/ deliverables prepared by System Integrator

as part of this project shall be verified (in detail) and approved

by Kerala Police assisted by SPMC or its nominated agencies/

representatives. All Documents/ Deliverables as mentioned

above shall have to be submitted by selected SI in hard and soft

copies both for review and final submissions, after approval.

The SI shall also configure CAS (State) to the requirements of the Kerala Police that

include but not be limited to:

� Developing Local Language Interfaces (on the lines of CIPA) and

Support

� Configuring users

� Configuring Police Stations / Higher Offices



� Configuration of the User Interfaces as required by the Kerala

Police

Configuration of CAS would also be done based on the Functional Requirement

Specifications prepared by SPMC. The collection of the data required for the

configuration of the CAS (State) shall be the responsibility of the SI. SPMC in

coordination with the Kerala Police shall validate the data collected by SI as part of

study under this RFP.

6.3.4. Development of Reports

As part of CAS configuration, customization, extension and integration, the System

Integrator would also be responsible for facilitating reports from CAS. The SI would

be required to provide/ facilitate centralized MIS reports to meet the reporting

requirements of the Kerala Police. The SI will also ensure anytime-anywhere

availability of these MIS reports. Various MIS reports and the details of reporting

system, but not limited to, required for the project have been detailed as a part of

FRS. Additionally SI will ensure that:

a) The MIS system should be able to export the report data to industry

standard read-only formats, word processing, spreadsheet etc.,

b) The MIS reports should be dynamic in nature and should provide the

user the freedom to select the data fields as per his / her

requirements,

c) The selected SI will map the default reports of the CAS (State) with the

actual requirements of the project and will develop the additional

reports which are not available as part of CAS (State) or CAS (Centre).

d) The SI will also develop any other MIS reports required by Kerala Police

or its stakeholders from time-to-time till the currency of project.

6.3.5. Formulation of Test Plans

Once the SRS is approved and design is started, the SI would prepare all necessary

Test Plans (including test cases), i.e., plans for Acceptance Testing. Test cases for

Initial and Final User Acceptance Testing would be developed in collaboration with

domain experts identified at the Police Headquarters. Initial and Final User

Acceptance Testing would involve Test Case Development, Unit Testing, Integration

and System Testing, Functional Testing of Application, Performance Testing of the

Application including measurement of all Service Levels as mentioned in this RFP

and finally SI would also carryout Load/ Stress testing. The selected Bidder will

submit the test plans and test result reports to the Kerala Police for comprehensive

verification and approval.

The Test Plans would also include planning for the testing for all integration

solutions, additionally developed modules, CAS (Centre) any external agencies



(Transport department, Judiciary, Jails, Hospitals etc.). The Test Plans should also

specify any assistance required from Kerala Police and should be followed upon by

the SI. The software application required to conduct Initial and Final UAT would be

provided by the System Integrator and SI would make available all information

necessary on-site to complete the Acceptance Test (AT). The selected SI would

inform formally to Kerala Police in writing 15 days in advance of the date by which

it would be ready for AT. The Department reserves the right to appoint a Third

Party Agency to evaluate the test plan, test cases and the results of tests

conducted. The SI should have the Test Plans, Test Cases reviewed and approved

by the Kerala Police. The State Police headquarters/ Project Nodal Officer will sign

off on the test plans, test cases on the advice of SPMC/ State Mission Team/ SPMU.

The selected System Integrator would create a testing & development environment

for the CCTNS integrated solution to be implemented in Kerala. This would be

maintained by the vendor and transferred to the Department at the end of the

contract at no additional cost.

6.3.6. Application Development and Unit Testing

The SI would develop the application in accordance with the approved requirements

specifications and design specifications and according to the approved Project Plan;

and carry out the Unit Testing of the entire CCTNS suite in accordance with the

approved test plans and test cases. It is important to mention that SI will be

required to conduct all the tests approved by Kerala Police initially during Pilot

Phase and finally during the complete rollout of CCTNS integrated solution. The SI

shall consider the local language support and prepare necessary configuration files

for both CAS and additional functionalities/modules developed as part of

implementing CCTNS in Kerala Police.

The SI would also implement the changes proposed in the Change/Reference

document to Core Application Software and carry out a thorough regression testing

includes running some of the previously executed scripts for the functionality from

the traceability matrix provided by NCRB/Kerala State.

The SI shall also develop a Data Migration Utility/application for the additional

functionalities with all the formats and tools to load the data into the State

databases. This will migrate data from legacy/paper based systems of the new

modules to the CAS databases. Data migration utility will be provided by NCRB for

migrating data from CIPA/ CCIS, however selected SI would be required to develop

data migration utility for some of existing legacy system that NCRB didn’t provided.

The user acceptance testing and fine-tuning of the application would be at State

Police Headquarters premises. Also, the key senior resources would continue to be

based onsite at State Police Headquarter premises.

Regression, Integration, System and Functional Testing

After successful unit testing of all components of CCTNS suite individually, the SI

would conduct full-fledged integration testing, system testing and functional testing

in accordance with the approved Test Plans and Test Cases for the

configured/customized CCTNS Solution, additional functionalities and also

integration with CAS (Centre) and external agencies. This would include exhaustive



testing including functional testing, performance testing (including load and stress),

scalability testing and security testing. Functional testing will be led by the SI’s

experts.

A thorough regression testing should be conducted for those functionalities

identified in Change/Reference document to provide a general assurance that no

additional errors were cropped up in the process of addressing the customizations

and/or Extensions. Customized CAS (State) Integrations with CAS (Centre) and

with any external agencies should be thoroughly tested.

Making all necessary arrangements for testing including the preparation of test

data, scripts if necessary and setup of test environment (across multiple platforms)

shall be the responsibility of the SI.

The SI along with SPMC/ State Mission Team/ SPMU should take the responsibility

in coordinating with NCRB and other external agencies for a smooth integration.

Test Reports

The SI shall create test reports from testing activities and submit to SPMC/ State

Mission Team/SPMU/Empowered Committee for validation. SI shall be responsible

for all the arrangements required for testing, including but not limiting to, Site

visits, preparation of test reports, printing the test reports, presenting the test

reports, etc. The Department reserves the right to appoint a Third Party Agency to

evaluate the test cases and the results of tests conducted.

Test Data Preparation

The SI shall prepare the required test data and get it vetted by SPMC/ State

Mission Team/SPMU or a Third Party Agency. The test data shall be comprehensive

and address all scenarios identified in the test cases. The SI should also prepare the

test data for all required integrations including CAS (Centre) and external agencies.

SI shall prepare all the reports required for Kerala CCTNS solution to undergo

quality assessment and certifications such as STQC, etc.

User Acceptance Testing (UAT)

Test Plans for Initial and Final UAT would be prepared by the SI in collaboration

with the SPMC/ State Mission Team /SPMU/ domain experts. The SI will plan all

aspects of UAT during both phases (including the preparation of test data/ reports)

and obtain required support from State Police Headquarters to ensure its success.

SPMC/ State Mission Team/ SPMU will assemble representatives from different user

groups based on inputs from the SI and would facilitate UAT. The SI would make

the necessary changes to the application or any other component of entire CCTNS

solution to ensure that UAT is successfully conducted.

It’s mandatory for SI to incorporate/consider test cases as part of UAT test cases

for those customized and/or extensions and/or configured functionalities identified

from traceability matrix provided by NCRB / Kerala State. SI shall be responsible

for all the arrangements required for testing, including but not limiting to Site visits,



preparation of test reports, printing the test reports, presenting the test reports,

etc.

6.4. Infrastructure at the District Training Centres

Kerala Police has 17 district training Centres and 10 RTC/PTC’s. The details of

Training Centres Infrastructure are listed in Annexure – VI, Capacity Building

Details of Kerala Police

6.5. Site Preparation at Police Stations and Higher Offices

The Kerala Police shall provide the necessary minimum constructed rooms/space

permanent construction/ prefabricated construction, to the SI. The SI would be

responsible for conducting a site survey to identify the exact situation of the sites

for ensuring site readiness for the institutionalization of the CCTNS infrastructure

and commissioning of the same (these includes infrastructure provided as part of

CIPA). The SI would prepare a site survey report detailing the current status of

each site and the enhancements to be made at each site (s) based on the State’s

requirement and the guidelines of MHA. SI would be responsible to prepare the

client sites for setting up the necessary client site infrastructure (The space cannot

be used for any purpose other than for delivering the said CCTNS services). State

Government shall arrange for necessary clearances which shall enable the SI to

undertake civil, electrical, and mechanical works including but not limiting to

installation of electrical equipments, cable laying etc. at the respective sites.

The Bidder is expected to quote charge for Site preparation per Police office

considering the standard size of each office room and hardware’s to be installed as

given below. The bidder shall also give component wise pricing as per the indicative

requirement list. Kerala Police will provide minimum constructed rooms.

Indicative Room Size and Quantity of Hardware

Police Stations / CI Offices/Sub Divisions /Range/Zone /SCRB

• Approximate Room size: 15 x 10 sq. ft. (For the Computer Room of a

Police Station)

• Hardware: 4 PC + 1 MFP + 1 DLP + UPS + 2kVA generator + fingerprint

reader

• 3 PCs in the Computer Room + 1 PC in the SHO’s Room

District Headquarters

• Hardware: 10 PC + 10 MFP + UPS

• Distributed at different locations according to the site’s requirements

CBCID/ SBCID





Commissionerates



Police Headquarters



The SI is expected to prepare the client sites for setting up the necessary client

site infrastructure. Site preparation at Police Stations & Higher Offices will include

but not limited to:

i. Provision of Local area network (LAN cables, LAN ports). SI will be required

to set of Local Area Network in Police Stations and Higher Offices. This

would involve, but not limiting to laying down the structured cabling using

CAT-6 UTP cable, crimping of cables, creation of patch panels, proper

fixing of LAN cables in PVC conduits or raceways along with all the

necessary accessories. SI shall be responsible for testing and certifying

the structured cabling at each location and finally commissioning the LAN

by installing all the network components. (active and passive) to fully

support the functioning of CCTNS solution in the location. SI shall create

LAN at each location such that the Service Levels as per the requirements

are met.

ii. Provision of computer furniture for Police Offices.

iii. Ensure adequate power points in adequate numbers with proper electric-

earthling.

iv. Earthling and electric cabling as required at the site.

v. Workstation Chairs: Workstation Chair Medium back chair with nylon

revolving base having heavy duty castors, ABS seat and back, PU moulded

seat and back upholstered with approved fabric, with push back locking

and pneumatic gas lift mechanism, the handles will be soft PU moulded,

complete in all respect.

vi. In addition to the above Supply and fixing of furniture like computer

tables, chairs and other item shall be carried out to ensure successful site

preparation and installation of CCTNS at every access location.

Site preparation charges shall be adjusted depending on the actual size of the

rooms in which the site preparation work has been conducted. Site Preparation

shall cover all the activities necessary to enable the setup of the client side

infrastructure and operate on CCTNS. The SI should have the Site Survey report

reviewed and approved by the Kerala Police assisted by SPMC/ State Mission

Team/SPMU/ Empowered Committee/ or any other agency’s representatives. The



State Project Nodal Officer will sign off on the Site Survey report and the same

report should be considered for Site preparation. It is important to mention that SI

will support for acceptance testing of Site preparation work exercised by selected SI

at all the locations and payments linked to Site preparation work would be made on

actual after successful acceptance testing of Site preparation work. SI will be

responsible for adopting industry standards for all kind of Site preparation work and

shall quote the same in the site survey report. The indicative site layout is given as

Annexure – IX, Building Layout and Furniture Drawings.

Note:

The Site survey report should essentially mention all the civil works required as part of

site preparation. Kerala Police will provide minimum constructed rooms.

Equipments provided by SI and not accepted during the acceptance testing shall be

replaced by new accepted equipments at no additional cost to Kerala Police.

6.6. Infrastructure at the Client Side Locations

The premises for offices will be provided by the department at respective locations. The list

of Police Stations, and other Police locations where the SI shall provide all necessary

infrastructure is detailed under the Geographical Scope Section. SI will be responsible to

procure, install and commission the CCTNS infrastructure required at the locations state-

wide.

At each such location the following shall be carried out.

1. Supply of the hardware, software, networking equipments, SNMP based UPS, DG

set to the location as per the requirements

2. Ensure adequate number of power points with proper electric-earthing (In case

the adequate number is not there, SI shall be responsible for undertaking this

exercise of providing adequate number of power points with proper electric-

earthing)

3. Network Connectivity - Ensuring last mile connectivity and testing. (At some

locations SWAN may be available, SI may propose to use the existing SWAN

connectivity or implement VPN over broadband.

4. Installation, Testing and Commissioning of SNMP based UPS, DG-Set

5. Physical Installation of all the equipments such as Desktops, Printers, Scanners/

MFP, Network devices including Switch- Connecting peripherals, Digital Pen, etc.

6. Operating System Installation and Configuration for desktops and servers at all

locations.

7. Installation of Antivirus and all other support software/ drivers, if any

8. Configuring the security at the desktops, switch and broadband connection

routers.



9. Network and browser Configuration.

10. Test accessibility and functionality of CCTNS application from the desktops.

11. Ensuring all the systems required are supplied, installed, configured, tested and

commissioned and declaring the site to be operational.

12. In addition to the above, supply and fixing of furniture like computer tables,

chairs and other items shall be carried out to ensure successful site preparation

and installation of CCTNS at every location.

13. It shall be the responsibility of the Selected SI to bring all the installation

equipments and tools required for the aforementioned all activities. CCTNS

application will be accessed and used at various access locations across the state

like Police Stations, Sub Division office, District Office/ Commissionerates, Range

Offices and other higher offices.

14. In terms of procuring, installing and commissioning of the CCTNS infrastructure

required at each of the locations, state-wide, following would be the

responsibilities of the SI:

15. The selected SI shall be responsible for end-to-end implementation and shall

quote and provide/supply; any items not included in the bill of materials but

required for successful commissioning of the CCTNS project in the State, Kerala

Police shall not pay for any such items, which have not been quoted by the

Selected SI in their bid but are required for successful completion of the project.

16. The selected SI would be responsible for delivering the equipments to all the

respective locations.

17. The selected SI shall supply all the installation material/ accessories/

consumables (e.g. screws, clamps, fasteners, ties anchors, supports, grounding

strips, wires etc.) necessary for the installation and commissioning of all the

systems.

18. The selected SI has to prepare and submit a state wide delivery report including

details of components supplied in each office. The delivery report would be

validated and sign-off would be provided by the Kerala Police/ Project Nodal

Officer assisted by SPMC/ SPMU/ State Mission Team.

Bidder shall be responsible for taking care of any geography specific requirements.

Selected SI shall be responsible for providing all the necessary support for undertaking

the exercise of acceptance testing for IT Infrastructure provided at all the locations. Any

equipment(s) found unaccepted by Kerala Police during acceptance testing shall be

replaced by new accepted equipment(s) at no additional cost to Kerala Police.

Selected SI shall be responsible for providing all the aforementioned infrastructure with a

warrantee and AMC. All the system software provided as part of this project shall have

full use perpetual enterprise edition in the name of Kerala Police.



The minimum infrastructure required at Police Station include-

Police Station Hardware

Items Qty

Client Systems 4

HDD 1

Duplex Laser Printer 1

Multi-Function Laser (Print/Scan/Copy) 1

UPS for 120min backup 1

Generator Set 1

16-Port Switch 1

Fingerprint Reader 1

Digital Camera 1

Electronic Pen 1

Paper /Toner (for 3 years)

The infrastructure required at Higher Offices includes:

Higher Offices Qty

PC UPS MFP Switch Paper/

Toner

(for 3

years)

Circle 3 1 1 1

Sub-Division 3 1 1 1

Range / Zone 3 1 1 1

SCRB 4 1 1 1

Commissionerates 25 5 25 2

Districts 10 2 10 1

CBCID 10 2 10 1

Police

Headquarters

50 4 50 4



Other offices

Jails 1 1

FPB 1 1

FSL 1 1

PCR State 5 1 1

PCR City 5 1 1

PCR Rural 3 1 1

Note:

A detailed Bill of Material for the entire required infrastructure has been provided as

Annexure – XVI, Bill of Materials in addition to the indicative Technical Specifications

Any equipment damage/ destroyed of any natural/ unnatural disaster shall be replaced

as per SLA with a new one of same brand with equivalent or higher specifications bearing

no additional cost to the department and without impacting the business of the

department.

Indicative list of Hardware Specifications has been provided as Annexure – XV,

Specifications for Hardware Components.

6.7. Network Connectivity for Police Stations, Higher Offices and Training Centres

(DTC, RTC, PTC, Police Academy) for CCTNS Project

The Networking solution of CCTNS project shall be based on a Hybrid Model which will

consist of State Wide Area Network (SWAN) operated by State/UT under SWAN scheme

and Data network operated by Bharat Sanchar Nigam Limited (BSNL) which consists of

Point to point leased lines, VPNoBB, WiMax, VSAT and MPLS technologies. BSNL shall be

providing the Networking & Connectivity services along with Operations & Maintenance

for all the locations implemented by BSNL in that State/UT.

BSNL shall also provide connectivity on MPLS VPN network for aggregated bandwidth at

each State/UT SDC (State Data Center) for the locations connected on VPNoBB, WiMax

and VSAT network and also provide connectivity for SDCs (State Data Centre) at State

Head quarters (SHQs) to the National Data Centre (NDC) of NCRB. Further BSNL shall

provide MPLS VPN network for connecting SDC and Disaster Recovery Centre (DRC) of

the State/UT. The DRC location shall be finalized by the States/UTs and the SDCs of

other States/UTs may be mutually considered as DRCs of each other.

The main connectivity for all Police Offices in Kerala will be VPN over broadband

connectivity with 512 Kbps bandwidth. SI will be required to provide VPN over broadband

connectivity from service providers for all Offices; however redundancy is maintained

using SWAN connectivity. KSWAN connectivity is provided throughout Kerala State and

190 Police Offices are connected with SWAN. List of Police Offices connected through

KSWAN is given in Annexure - IV. SI should prepare the list of Police stations and



higher offices which have currently SWAN connections and connectivity. Kerala State and

Police will provide SWAN connectivity to remaining Police offices. SI should use routers

and switches for maintaining redundancy. Kerala Police may use both VPN over

broadband and KSWAN for connecting Police Offices to the State Data Centre where

CCTNS solution will be hosted. SI will ensure termination of the aggregated bandwidth

from service providers. SI will also be responsible for setting up and maintenance of LAN

at the individual offices, wherever required.

In addition to the above SI will be responsible for the last mile connectivity for CCTNS

project, which includes, but not limited to provisioning and maintenance of new

connectivity from the bandwidth providers and liaisoning with the existing SWAN. SI shall

ensure connectivity uptime as per SLA from SDC to the Police Stations and Higher

Offices. SI shall be required to provide all the necessary hardware/ software for

implementing the aforementioned network solution for CCTNS project in Kerala Police. SI

shall prepare comprehensive network architecture for connecting all the Police Stations /

Higher Offices to the State Data Centre. SI will be required to liaison and coordinate with

existing Kerala SWAN as well as the existing service providers for ensuring seamless

connectivity at all locations to meet the SLA. It is imperative to mention that selected SI

would be responsible for successful network connectivity across the State and SDC.

The connectivity between the State Data Centre and Disaster Recovery Centre shall be

provided by State, however SI will be required to commission CCTNS solution at DR Site

and shall maintain all the hardware/ software provided at SDC and DR Site as part of this

project.

SI shall be responsible for creating and implementing the required IP scheme for VPN

over broadband network to be established for Kerala Police.

Scope of work for BSNL:

The details of scope of work of BSNL are as under:

a) Provisioning of 2Mbps Point to Point Lease Line (P2PLL) for locations to be

connected with the nearest SWAN POP.

b) Provisioning of WAN connectivity on VPNoBB/WiMax/VSAT for locations

which are not feasible to be connected directly with the SWAN on P2PLL.

c) Provisioning of the Routers (at CCTNS site) and Modems for locations to be

connected directly with SWAN and all other hardware and network

infrastructure provided for VPNoBB/WiMax/VSAT connectivity.

d) Provisioning of Aggregated bandwidth on MPLS network at each States/UTs

SDC for the locations connected on VPNoBB, WiMax and VSAT network.

e) Provisioning of MPLS connectivity between State/UT SDCs and DRC.

f) Provisioning of MPLS connectivity between NDC and State/UT SDCs

g) Maintaining the network including hardware supplied for minimum period

of 3 years.



Role of System Integrator:

The SI shall coordinate with BSNL and the State/UT Police Department for

implementation of the Network and Connectivity solution of CCTNS project. The following

are the key responsibilities of the SI with respect to Networking and Connectivity.

a) Site preparation at all locations for establishment and installation of

networking and connectivity solution.

b) Coordination with the State Police Department and nominated officials of

BSNL for Installation, Configuration, Testing and Commissioning of BSNL’s

2Mbps Point to Point Leased Lines for connecting with SWAN, VPNoBB,

WiMax, VSAT and MPLS links.

c) Coordination with BSNL for ensuring Operations and Maintenance of

networking hardware to ensure compliance to the SLAs as offered by

BSNL.

d) The SI will also be coordinating with BSNL and State Police Department for

SLA Monitoring, Fault Reporting & Troubleshooting of the links for meeting

the Service levels and Master Service Agreement.

e) The Police Stations and Higher Offices which are within the proximity of

SWAN PoP (Point of Presence) will be connecting on LAN directly from

SWAN PoP. The SI shall also coordinate with SWAN operator (Appointed

under SWAN project) for Installation, Configuration, Testing and

Commissioning of LAN connectivity for sites coRlocated within the SWAN

PoP and LAN connectivity from SWAN NOC (Network Operation Centre) to

the SDC. The SI shall be coordinating with SWAN operator for SLA

Monitoring, Fault Reporting & Troubleshooting of the LAN links as per

SWAN SLA.

f) SI shall also coordinate with State CCTNS Nodal Officer (State Police

Department) for finalizing Police stations lists for the connectivity options,

issuing commissioning report for demand note/payment clearance,

reporting SLA and providing for link status updates.

The indicative network architecture of Kerala CCTNS is provided in Annexure – XVII,

Indicative Network architecture of Kerala CCTNS

6.8. IT Infrastructure at the Data Centre and Disaster Recovery Centre

The SI shall provide system integration services to procure and commission the required

software and infrastructure at the State Data Centre and Disaster Recovery Centre,

deploy the complete CCTNS applications suite (configured and customized CAS (State),

additional modules developed, and integrate with CAS (Centre) and any External

Agencies as provided in the functional scope).

The SI shall be completely responsible for the sourcing, installation, commissioning,



testing and certification of the necessary software licenses and infrastructure required to

deploy the Solution at the State Data Centre and at the Disaster Recovery Centre (DRC).

The Disaster Recovery services for Kerala State Data Centre are envisaged to be

provided by State. Provisioning of connectivity from State Data Centre to Disaster

Recovery Site will be the responsibility of State itself. However, SI will be responsible for

hosting data centre services and disaster recovery services from respective locations

specifically for this project and will also be required to have proper coordination with SDC

System Integrator (for SDC/ DRC services)

SI shall ensure that support and maintenance, backup, performance and up-time levels

are compliant with SLAs. SI shall coordinate with SDC SI in isolating the issues between

solution stack and common infrastructure provided by SDC; and in ensuring that they

are reported to concerned parties so that they are resolved in timely manner.

To ensure redundancy requirements are met, SI shall ensure that infrastructure procured

by the SI has redundancy built in. SI shall also provide descriptive ‘Deployment Model,

Diagrams and Details’ so that redundancy requirements for the common Data Centre

infrastructure can be addressed.

CAS (State) will be developed in two distinct technology stacks by the SDA at

the Centre. The SI is expected to bid with one of the CAS (State) technology

stacks in the response to this RFP with proper consent from Kerala Police. SI

shall procure all the necessary underlying solution components required to

deploy the CAS (State) solution for the Kerala State.

State will provide the premises for hosting the solution in State Data Centre as well as

the Disaster Recovery Centre (DRC). Currently Kerala police is in process of finalisation

of DR centre in consultation with Tamil Nadu Police for co-location of DR sites of each

other as mirror locations in the SDC. The SI is responsible for sizing the hardware to

support the scalability and performance requirements of the solution. The SI shall ensure

that the servers and storage are sized adequately and redundancy is built into the

architecture that is required meet the service levels mentioned in the RFP. SI will be

required to have real time replication of the CCTNS data stored in SDC with the DR Site,

as far as possible. Kerala Police may consider a data loss of maximum half hour in case

of natural disaster. The SI shall be responsible for the sizing of necessary hardware and

determining the specifications of the same in order to meet the requirements of State.

SI shall provide a Bill of Material for the entire solution and shall also include all the

hardware, software and any additional networking components of solution for the State

Data Centre and DRC, in detail so as to facilitate sizing of common Data Centre and DRC

infrastructure such as Racks, Power and Cooling, Bandwidth among other components.

The common DC and DRC infrastructure shall be provided by State.

SI shall ensure that effective Remote Management features exist in solution so that

issues can be addressed by the SI in a timely and effective manner; and frequent visits

to Data Centre /DRC can be avoided.

After commissioning and testing of the entire system at State Data Centre / DRC, the SI

shall support the State in getting the entire system certified.



State will provide the premises for Primary Data Centre (DC) and Disaster Recovery

Centre (DRC) for hosting the solution. The solution shall be hosted in a collocation model

in the Data Centres.

The following common data Centre services will be available to the SI through the Data

Centre Operator / Data Centre Service Provider (DCO):

• Rack

• Power and Cooling

• WAN Connectivity (SWAN)

• LAN Connectivity

• VPN

• Firewall

• Intrusion Protection System

• Fire prevention

• Physical security surveillance

• Network operation centre

• Common data centre facility maintenance and support

• Enterprise Management System (EMS)

The SI is responsible for the below things at the DC/ DRC, not limiting to :

• Servers (web, application, database, backup, antivirus, firewall, EMS, e-

mail & messaging, etc)

• CAL license of EMS for Police department equipments

• Antivirus software

• SAN storage

• SAN switches

• Tape library

• Router using separate IP scheme to terminate aggregated bandwidth from

KSWAN and VPN over broadband network

• Switch to connect the IT infrastructure of Kerala Police inside the SDC

• All necessary software components including but not limited to Server



Operating System, Backup Software, and SAN Storage Management

Software.

SI shall integrate the Police department with existing EMS solution deployed at State

Data Centre which monitors / manages the entire enterprise wide application,

infrastructure and network related components, throughout the Police Department in the

State. The SI will be required to monitor the service levels as set forth in this RFP

through the monitoring tools (like EMS etc.) at its own cost. In case SI is required to

deploy additional tools to monitor the SLA, SI shall do so at his own cost and the same

shall be transferred to Kerala Police at the completion of the contract.

The Department retains the option to have the tools deployed by the SI audited itself or

by any of its nominated agencies. The Department also reserves the right to procure and

deploy its own SLA monitoring tool for monitoring of SLAs during the course of contract.

In such a case, the SI will be required to support the deployment and operation of these

tools during the project.

The selected SI will ensure that the reports for monitoring of most of the SLAs like

system uptime, connectivity uptime, performance of servers etc. are generated

automatically from the system and calculation of applicable penalties as indicated in the

RFP.

Business Continuity Plan also be studied and implemented by the SI during the contract

period. A business continuity and disaster recovery policy to be proactive and encompass

preventive, detective and corrective controls. Based on the level of damage, all types of

incidents should be categorised. E.g. negligible incidents (such as very brief OS crashes

with full information recovery), minor events, major events, crisis, etc.

SI would be responsible for procurement and deployment of the indicative servers at the

SDC and DRC site. The SI shall also deploy a backup software to periodically backup all

data and software. The indicative specifications for the Servers and Networking

components and Bill of Materials are provided in Annexure – XVI to this RFP.

Note:

The SI will ensure that all the licenses of proposed application / system software etc

(DC/DRC) procured for this project are procured in the name of Kerala Police and shall be

full use perpetual licenses.

SI shall be responsible for proposing other hardware/ software components as part of

their Bill of Material for the successful implementation of this project

6.9. Data Migration and Data Digitization

6.9.1. Data Migration

Migrating the data from the other systems/manual operations to the new system

will include identification of data migration requirements, collection and migration

of user data, collection and migration of master data, closing or migration of open



transactions, collection and migration of documentary information, and migration

of data from the legacy systems.

The SI shall perform the data digitization & migration from manual and/or the

existing systems to the new system. The Data digitization & migration to be

performed by the SI shall be preceded by an appropriate data migration need

assessment including data quality assessment. The Data migration strategy and

methodology shall be prepared by SI and approved by Kerala Police. Though

Kerala Police is required to provide formal approval for the Data Migration

Strategy, it is the ultimate responsibility of SI to ensure that all the data sets

which are required for operationalization of the agreed user requirements are

digitized or migrated.

Any corrections identified by Kerala Police or any appointed agency, during Data

Quality Assessment and Review, in the data digitized/ migrated by SI, shall be

addressed by SI at no additional cost to Kerala Police. So far as the legacy data is

concerned, they are either available as structured data in the IT systems that are

currently used by Kerala Police for related work or in the form of paper

documents (Cases Documents and Police Station Registers). Almost all of such

data items relevant for a Police Station are maintained at the same Police Station.

NCRB will provide data migration tools to State Police for migrating data into CAS

(State) database.

Data Migration Requirements

1. Since there could be structural differences in the data as stored currently from the

new system there should be a mapping done between the source and target data

models that should be approved by Project Nodal officer from Kerala Police.

2. Carry out the migration of legacy electronic data by using data migration utility.

3. Carry out the migration of the data available in the existing registers, reports,

case files, etc. (Physical Copies) by data digitization.

4. Scan images and pictures within the case file in colour and store them in the

digital format.

5. Provide checklists from the migrated data to State Nodal Officer for verification,

including number of records, validations (where possible), other controls / hash

totals. Highlight errors, abnormalities and deviations.

6. Incorporate corrections for the errors discovered during verification process, as

proposed.

7. Get final sign off from State Nodal Officer/ Empowered Committee for migrated /

digitized data.

8. At the end of migration, all the data for old cases and registers must be available

in the new system.



Scope of Data Migration

CIPA was implemented in 224 Police Stations of the State of Kerala and data regarding

Registration is digitized in these Police Stations. Data would required to migrate from

CIPA Police Stations to the new CCTNS system. Names of the Police Stations covered

under CIPA are attached in Annexure – VII. Although data migration utility would be

provided to the Kerala Police from MHA, GoI, SI would be required to assess it and if

required customize it to meet the requirements of Kerala Police, with respect to data

migration at no additional cost to the department. It is important to mention that SI shall

be responsible for the quality of data migrated from existing systems and should meet

the expectations of Kerala Police. SI will be required to provide support for acceptance

testing of data migrated to the new system and shall carryout all the changes, proposed

as feedback after acceptance testing with no additional cost to the department.

Police Units also need to capture data’s relating to crime and criminals in some of the

software’s developed by SCRB and NCRB. SI would be responsible for developing data

migration utility and migrating data from existing system to the new system. SI should

study these existing systems and list out whatever data’s should be migrated. Existing

Legacy Systems details are attached as Annexure-II.

Note:

SI would also be required to carryout the data reconciliation and de-duplication as part of

the data migration.

Recommended Methodology of Data Migration

Data migration methodology will comprise of the steps explained as below.

However, this is just a guideline for data migration effort and the SI will be

required to devise its own detailed methodology and get it approved by Kerala

Police.

Analysis:

Analysis of the legacy data and conversion, migration and transfer to the

proposed new data base schema will be started during the scoping phase and

shall take a parallel path during the design and development phase of the

application. It will have the following steps:

• Analyze the existing formats of data in lieu of the new proposed system to

understand the amount of the data and the applicability in CAS (State).

• Write a specification to create, transfer and migrate the data set.

• Document all exceptions, complex scenarios of the data.

• This phase will generate the specification for Data Take–On routines.

Transformation:

Transformation phase can be commenced after integration of testing phase. It will

entail the following steps:

• Identify the fields, columns to be added/ deleted from the existing system.



• Identify the default values to be populated for all “not null” columns.

• Develop routines to create (Entry if any by data entry operators), migrate

and convert the data from hard copies, from old database (if any) and

from computer records to the new database.

• Develop test programs to check the migrated data from old database to

the new database.

• Test the migration programs using the snapshot of the production data.

• Tune the migration programs and iterate the Test cycle.

• Validate migrated data using the application by running all the test cases.

• Test the success of the data take-on by doing system test.

Data Take–On:

Take–On phase will be initiated when the proposed solution is ready to be

deployed. It will entail the following steps:

• Schedule data transfer of the computerized data that has been newly

created by the data entry operators based on the hard copy records.

• Schedule data transfer of the existing digital data in the proposed new

format.

• Migrate the data from an old system (legacy) to the envisaged database.

• Test on the staging servers after the data take-on with testing routines.

• Migrate from staging servers to production servers.

• Deploy and rollout the system as per the project plan.

Additional Guidelines for Data Migration

• SI shall migrate/convert/digitize the data at the implementation sites of

Kerala Police.

• SI shall formulate the “Data Migration and Digitization Strategy document”

which will also include internal quality assurance mechanism. This will be

reviewed and signed–off by Kerala Police prior to commencement of data

migration.

• SI shall incorporate all comments and suggestions of Kerala Police & NCRB

in the Data Migration and Digitization Strategy and process documents

before obtaining sign–off from Kerala Police.

• SI shall perform mock data migration tests to validate the conversion

programs.

• SI shall ensure complete data cleaning and validation for all data migrated

from the legacy systems to the new application.

• SI shall validate the data before uploading the same to the production

environment.

• SI shall generate appropriate control reports before and after migration to

ensure accuracy and completeness of the data.

• SI shall convey to Kerala Police in advance all the mandatory data fields

required for functioning of the proposed solution that are not available in

the legacy systems and have to be obtained by Kerala Police.

• In the event Kerala Police is unable to obtain all the mandatory fields as

conveyed by SI, SI shall suggest the most suitable workaround to Kerala



Police. SI shall document the suggested workaround and sign-off will be

obtained from Kerala Police for the suggested workaround.

• SI shall develop data entry programs / applications that may be required

for the purpose of data migration in order to capture data available with /

obtained by Kerala Police in non – electronic format.

• SI shall conduct the acceptance testing and verify the completeness and

accuracy of the data migrated from the legacy systems to the proposed

solution.

• Percentage availability of FIR and all other IIF forms in earlier applications (Data to be

migrated).

Table given below is showing the number of Integrated Investigation Form 1 to 7(FIR)

available in electronic format, in CIPA and CCIS application, which needs to be migrated

to new CAS software.

Registers/Form Name Number of records to be

migrated

Integrated Investigation Form 1 to 7(FIR)

available in electronic format, in CIPA and

CCIS application.

112004

6.9.2. Data Digitization

In addition to the above, SI would also be carrying out the digitization of historical

criminal data which will include the digitization of historical data (covering the last

10 years). The historical data to be digitized would include crime (case/incident)

data, criminals’ data, the data from the 7 IIF and data from the police stations

records rooms (from police registers).

Registers/Form Name Number of records to be

digitized through manual

data entry

IIF form 1 to 7 (FIR Register) – Data available

in Manual format 2128067

Digitization of historical data would help the police department maximize benefits

from features such as Search and Reporting and is would significantly enhance

outcomes in the areas of Crime Investigation, Criminals Tracking, servicing the

requests of citizens and other groups, etc.



No of FIR registered in the state for the past 10 years.

A one-time digitization effort to migrate the data of last ten years across the

police stations into the system is required. 22.40 Lakhs Criminal Cases (FIRs)

registered in all Police Stations in the State in the last 10 years. IIF form 1 to 7

(FIR Register) – Data available both in Manual Forms (to be digitized) and

Automated CIPA and CCIS Applications (to be migrated).Table below is showing

number of FIR registered in each year for the past 10 years.

Year No. of FIRs registered

2001 155571

2002 160067

2003 162175

2004 176331

2005 186277

2006 184410

2007 220253

2008 285033

2009 311490

2010 398464

Total 2240071

Percentage availability of FIR and all other IIF forms in earlier applications (Data

to be migrated).

Total number of records to be Digitized/ Migrated

S. No. Registers/For

m Name

Number of

records to be

migrated (CIPA

& CCIS Data)

Data entry of

manual/physical

registers into digital

format through manual

data entry

1. Integrated

Investigation 112004 2128067



S. No. Registers/For

m Name

Number of

records to be

migrated (CIPA

& CCIS Data)

Data entry of

manual/physical

registers into digital

format through manual

data entry

Form 1 to

7(FIR)

Recommended Methodology of Data Verification

Effective data verification is the most important step in the migration/ digitization

of data. Selected SI will support the Kerala Police Department in carrying out the

data verification in a time bound manner and evolve a mechanism for data

validation at various levels. An illustrative mechanism is given below:

• The manually processed Integrated Investigation Forms (1 to 7) for a

particular case would be given to the SI and will be checked for data

completeness and consistency (lack of blank fields, correct data type per

field, etc.) by the SI.

• Once the data is entered, digitized IIF forms (1 to 7) will then be checked/

verified from the System for the particular case and shall be compared

with the manually processed Case File, whereas In case of migrated data,

IIF forms will be checked against the CIPA System . Errors detected

at this stage will be corrected by SI at no cost to the department.

• Corrected System generated Case File and its data will then be matched

for verification against the existing manual records/ digitized records in

CIPA application in Police Station. Further, system generated Case File will

go through various levels of verification, starting from the Police Station to

District level, District to Range and State level. A suggested scheme for

the number of record verification is given below:

Sl.

No.

Verification

Check

Stage Responsibility

for Checking

Responsibility

for Correction

Remarks

1 Data

consistency

check for

manually

processed

IIF forms/

Case Files

Before

generating

case files

from

system

Data entry

agency/ Data

migrating

agency

supported by

Police station

staff

Data entry

agency/ Data

migrating

agency

e.g. empty

fields, spelling

mistakes, wrong

improper data

2 System

generated

IIF Forms/

After data

entry.

Data

migration

Police station

SHO/ District

DySP/

District SP/

Data entry

agency/ Data

migrating

100% records

checking of

respective Police

stations/ 30%



Case Files into new

system

SCRB

Officials

agency records of each

Police station

under his

jurisdiction/

15% records of

each Police

station under his

jurisdiction/ 1%

of all records

• This type of data verification will be done through Data Verification

Workshops where the records are brought, verification done against the

system generated Case Files and the issues are flagged within a definite

time frame. SI shall be responsible for conducting such a workshop and

shall formally inform project nodal officer in writing well in advance for

data verification workshop. SI shall also be responsible for incorporating

and implementing changes proposed in these workshops at no additional

cost to the department. These workshops shall work as User Acceptance

Testing for Data Migration and Data Digitization. However overall System

Acceptance Testing shall be different from this testing and SI shall provide

all the support required for ensuring quality of data entry/ data

digitization/ data migration wherever required.

There should also be a mechanism to incorporate those Police transactions that

have taken place during the digitization of data phase. Correction facilities

available in the software should be monitored to detect and discourage

its misuse. Once this process is complete, the corrected data will be re-entered

in the system and the records for which disputes have not been resolved will be

flagged in the system so that this will not be bottleneck in the system going live.

However, SI shall seek approval for flagging such data and point out the same

during workshops. In case approval is not provided by Kerala Police on the

unresolved data entry, the same shall be counted for penalty calculations.

Beyond this exercise, SI should be responsible for correcting the data entry found

erroneous by the Department or its designated representatives at no additional

cost to the Department. Kerala Police may at its discretion levy penalties for

erroneous data entry as per penalty terms defined in the Service Level

Agreement.

Note:

SI should setup separate database for the purpose of Data Migration and Data

Digitization. After satisfactory verification of data, then only data should be

updated to Live CCTNS database.



6.10. Migration of CIPA & CCIS Police Stations/ Higher Offices to CCTNS

The SI will be responsible for carrying out the comprehensive migration of the

Police Stations and Higher Offices currently operational on CIPA and CCIS to

CCTNS Solution as part of the CCTNS implementation in the State of Kerala.

Migration exercise shall include transition from the existing manual and CIPA/

CCIS based systems to new solution in such a fashion that the day-to-day

activities of the Police officials are not impacted. SI is also responsible for

digitization of past 10 years manually recorded data into new system. SI shall

prepare a complete transition plan for migrating from existing system to the new

system, which would get approved from Kerala Police. It is important to mention

that SI shall take all due caution to prepare the transition plan in such a way that

the new system properly sustainable and commissioned enough to phase out the

existing system.

The transition plan to migrate/ digitization from existing systems shall consist of

planning for both the phases i.e. Pilot and complete roll-out. SI shall be

responsible for successful transitioning from existing system to the new one.

Once the migration/ digitization exercise is successfully completed for each

phase, SI shall inform formally to the Kerala Police for its acceptance, The

acceptance testing for the migration exercise shall be carried out individually for

both the phases at all the concerned locations. Kerala Police or its nominated

agencies shall perform the acceptance testing exercise based on the Test cases

and plans submitted by SI and SI shall provide all the required support for

conducting the acceptance testing.

In case acceptance testing results in unsatisfactory performance, SI shall

carryout all the necessary changes or perform all the necessary actions to

undertake a successful migration/ digitization exercise at no additional cost to

the department.

The list of CIPA installed Police Stations are provided in Annexure – VII, List of

Police Unites for CCTNS Rollout.

CCIS is installed at all the District head quarters, Commissionerates, SP Offices

and SCRBs. The list of these offices is provided in Annexure – VII, List of

Police Unites for CCTNS Rollout.

Note:

At any point of time during the course of project implementation Kerala Police or

its nominated agencies feels that the Acceptance Testing Plans and Cases are

insufficient/ incapable to assess the system, SI shall carryout the necessary

modifications/ changes in the test plans and cases to meet the requirement of

Kerala Police at no additional cost to the department.

6.11. Change Management



As part of CCTNS project, entire Police functioning in India will be transformed. It

would include implementing new technology and reengineering business

processes. At the current stage of CCTNS, the success of this project is not

merely dependent on hardware and software implementation, but equally on how

people would adapt to this change and support it. A natural reaction to any form

of big change is resistance. If the change and corresponding resistance is not

managed properly, all the efforts put in to bring about that change can be

wasted. Success of any project depends on the acceptance of the change by its

resources, the end users. It is characterized by a shift in behaviours and

attitudes in people to adopt and embrace the future state. The figure below

illustrates transitioning of resource from current state to desired state.

As depicted above, the Change Management Programs would provide a strong

platform that would sustain the entire transition incessantly.

Hence, the objectives of Change Management are :

• To create ACCEPTANCE of the main objectives of the CCTNS project.

• To create WILLINGNESS, build up TRUST, and decrease RESISTANCE

amongst the resources towards the changes resulting from implementation

of CCTNS.

• To create ABILITY amongst the resources who will be the key end users of

the CCTNS applications.

• To ensure SUCCESSFUL IMPLEMENTATION CCTNS and embed

sustainability of the project.

SI shall help the State with complete Change Management exercise needed to

make this project a success. In fact Change Management will have to subsume

‘training’ as a key enabler for change. Following outlines the responsibilities of SI

with respect to designing and implementation of change management plan for the

Project.

It is to be noted that State has adopted a holistic approach for implementation of

Project to ensure that planned objectives are met. Change Management initiative,

to be designed & implemented by SI, shall focus on addressing key aspects of



Project including building awareness in Police personnel on benefits of new

system, changes (if any) to their current roles & responsibilities, addressing the

employee’s concerns & apprehensions w.r.t. implementation of new system and

benefits that are planned for the employees.

It is required that if SI doesn’t operate in the Change Management,

Communication and Training domain then he collaborates with/ hires services of a

specialist agency who will be responsible for complete Change Management,

Awareness and Communication implementation and monitoring, on the lines

suggested below.

The State Nodal Agency shall form various stakeholder groups to address the

Change Management Initiative. Stakeholders are all those who need to be

considered in achieving project goals and whose participation and support are

crucial to its success. A key individual stakeholder or stakeholder group is a

person or group of people with significant involvement and/or interest in the

success of the project.

Stakeholder analysis identifies all primary and secondary stakeholders who have a

interest in the issues with which the CCTNS project is concerned. The stakeholder

groups will be the set of core users (Change Agents) who will directly participate

in the awareness and communication initiatives, workshops, and provide feedback

to the District and State Mission Teams.

Stakeholder groups can be categorized into below categories, based on their

influence and role in managing the change and making it successful:

Group I: Identify the key senior officers (ADGP, IG, DIG) responsible for

Crime, Law and Order etc. who are directly impacted by the CCTNS with

respect to receiving/analyzing the reports through CCTNS.

Group II: Identify a few of the key officers (IG, DIG, DCP, ACP, SP) in

charge of a zone/range/district/sub-division who are directly impacted by

the CCTNS with respect to reviewing the police station performance through

CCTNS, reviewing the reports generated by the system, carrying out the required

analysis using CCTNS and providing the necessary guidance to the officers at the

cutting edge.

Group III: Identify a few of the key officers (SHO, SI, ASI etc.) in the

Police Stations and Higher Offices who will use CCTNS for police station

management, filing the necessary investigation forms, and utilize the basic and

advance search features of CCTNS to facilitate their investigation process.

Group IV: Identify a few of the key officers/constables (Station Writers,

Court Duty, Head Constables etc.) in the Police Stations and Higher Offices

who will use CCTNS for capturing the data/investigation forms, generating the

reports and utilize the basic and advance search features of CCTNS to service the

general service requests and aid in investigation process.



It is to be noted that SI is required to incorporate the cost of all resources

required for design, execution and management of Change Management Plan for

project, in its overall project cost for Kerala Police.

Stakeholder Analysis / Impact Assessment

The SI shall perform the impact assessment, in light of new system, to identify

the changes to the current functioning, organization structure, roles &

responsibilities, current capacities (training to the existing resources or

deployment of additional resources) etc. In this context, the SI is required to

perform a baseline assessment of the communication requirements of various

stakeholders to understand what stakeholders currently know about the initiative;

what they need and want to know; how they prefer to receive information about

the project. The SI shall steer the communication efforts, for both internal &

external stakeholders, for the project and State will provide necessary support

and guidance to SI for the same.

SI should undergo a detailed study needs to be carried out to understand the

impact on each of the stakeholder and the influence that they can exercise on

their respective areas of control, for making CCTNS successful in the State of

Kerala. System Integrator (SI) shall ensure that the all stakeholders are aligned

to the program and their concerns are documented and addressed. This activity

would ensure that the Communications and Awareness Plan is in sync with the

overall project's deployment schedule and to develop and deliver effective

stakeholder interventions to individual stakeholders and stakeholder groups.

The stakeholders are distributed across the Kerala State and the SI should ensure

that innovative and effective methods are used to conduct the Stakeholder

Management activity which should cover the following but is not limited to points

mentioned in the table below.

The SI would be responsible for the following activities:

Sl.No. Requirements Details Frequency

1 Stakeholder

Analysis

• SI shall be responsible for

interviewing stakeholders, analyzing

data and recommending action plan

to address concerns related to the

CCTNS project.

• Finalize questions to understand

stakeholder concerns, what success

means for them, influence on project,

what is the impact of the program on

the stakeholder etc.

• SI shall be responsible for refreshing

the stakeholder engagement plan in

consultation with the State’s Nodal

One time activity. Given

the number of

stakeholders, SI will use

innovative ways to

interview/interact with

Stakeholders including,

Phone/VC/Face to

face/Focused Group etc

so as to reduce costs of

interaction.



Agency, whenever the project scope

or the program implementation

timelines undergo a change.

2 Develop

Stakeholder

Engagement

Content

• SI shall develop content – discussion

scripts, presentations or videos to

explain the objectives of the

program, what is in it for them and

their people, what the benefits are.

Recurring activity over

the entire duration of the

SI

Other Requirements:

o SI shall cover all the identified stakeholders and stakeholder groups

identified in all the higher offices, State Headquarters, District

Headquarters, SCRB, DCRB and Police Stations.

o SI will recommend additional Stakeholder or Stakeholder Groups – Internal

and External who need to be covered under this activity.

o SI shall also cover the extended teams and should not limit to the direct

identified stakeholders.

o SI shall come up with innovative ways of stakeholder engagement in

addition to the video conferencing, one on one meeting and

teleconference.

o SI shall ensure that the stakeholder engagement activity is a continuous

activity and buy-in and commitment of the stakeholders are key drivers for

the success of this project.

o SI shall make recommendations to best manage this process.

o SI shall also develop Job Aids, an important component of sustaining the

change by ensuring that there is enough support material available to

maintain the performance of the transformed workforce. A job aid is a

repository for information, processes, or perspectives that is external to

the individual and that supports work and activity by directing, guiding,

and enlightening performance. Since job aids are external to the individual

and would be applicable to those set of activities which are complex and

difficult to memorize. For example, in the beginning stage, searching of

records in the CAS might require a Job Aid. However, as the time

progresses and user becomes more thorough and comfortable with the

new system Job Aids for such activities may no longer be required. Also,

for more complex activities such as generating a MIS report from the

system might require a Job Aid for a much longer duration. These Job Aids

must be revised on periodic basis.

Assess change readiness

The SI shall perform an assessment, based on the Impact Assessment, to identify

to what extent the State of Kerala is currently equipped for the change, what are

the key potential blockers and enablers within the structure, processes and staff

for implementing the changes.

The Change Readiness Assessment should be used to determine the changes,

requirements, concerns, type and level of resistance and expectations emerging



as a result of the CCTNS program. The analysis should be performed for the

whole Kerala, for each of the identified stakeholders impacted by CCTNS.

Assessing change readiness will help the change team to:

• Pinpoint where risks are likely to occur

• Clarify issues associated with CCTNS

• Identify potential responses to change

• Identify and target where change activities are most needed

Change Readiness Survey shall involve collecting information about affected

groups within the organization to determine how ready they are to accept and

assimilate forthcoming changes. At least four Change Readiness Surveys are

recommended during the project to measure if the project is on track and is

aligned to the intended end state objectives (This may change as per the size of

the target police personnel).

SI shall conduct 4 Cycles of Change Readiness Survey:

• 1st Cycle shall measure readiness to change

• 2nd & 3rd Cycle shall measure progress of change

• 4th Cycle shall measure the State police department’s acceptance to

change, potentially on the job.

Sl.No. Activities Details Frequency

1 Develop Change

Readiness Survey

approach


developing the objectives, scope,

and process for change

measurement.

• SI shall also finalize the target

audience, timelines, method of

change measurement.

One time activity

2 Develop and

Configure Change

Measurement

Survey/Instrument

• SI shall develop or configure an

appropriate change measurement

instrument that is convenient for

audience and easy to assimilate for

CM Team

• SI shall configure the change

measurement instrument based on

the requirements of the project

Recurring Activity

(at least four

times in two

years)

3 Select Sample

Audience and

Administer the

survey

• SI shall select the sample for the

survey and should ensure that the

targeted audience is a fair mix

representing all State Offices,

solutions and all levels of the

organization.


One time activity

followed by

review of sample

audience for each

subsequent cycle



administering the survey- paper

based or electronic, as the case may

be.

4 Analyze reports

and devise

corrective action

plan

• Analyze the result of the survey and

generate survey reports (Higher

Office-wise, State Headquarters -

wise, District Headquarters - wise

and Police Station-wise) to be

shared with respective leadership

team.

• Identify the key patterns that

emerge out of the survey for all

groups of stakeholders.

Once for each

survey

5 Share the result

with the leadership

and refresh change

management plan

• SI shall share the results of each

survey with audience identified by

State’s Nodal Agency and validate

the corrective action plan with their

inputs.

• SI shall refresh the Change

Management Plan with new

interventions in consultation with

State’s Nodal Agency’s Change

Management Plan

Once for each

survey

Other Requirements:

• Change Readiness Survey should be deployed at significant milestone along

the project implementation timelines but not limited to four in number,

considering different go-lives in the project implementation plan.

• SI should conduct at least four change readiness surveys- First survey shall be

a baseline survey and should be deployed at the beginning of Track-2. Second

survey should be conducted after 3-4 months of the first survey. Third survey

should be completed at least a month before the go-live. Fourth survey should

be conducted after the CAS (State) go-live.

• Proper mechanism for survey validation and verification should be devised.

The survey result shall not be considered as valid if the participant audience is

less than 60% of the target audience.

• SI should ensure that the sample selected for the change readiness survey is

a fair mix representing all solutions, State Offices and levels of the

organization. SI shall utilize both computer based and paper based method of

survey deployment.

• SI should ensure that the change measurement report gives insight to the

leadership team if the change is on track or off-track and the corrective action

plan for desired result. Report should bring forth results for higher offices,

State Headquarters, District Headquarters, SCRB, DCRB and Police Stations.

• Change management plan should be revisited and revised based on the

survey results and corresponding corrective actions in consultation with

State’s Nodal Agency’s Change Management Team.



Develop the change management plan

The SI shall design a road map to achieve/implement all the change management

initiatives, which are essential for success of the project. The plan shall be more

than an implementation plan; and shall contain change milestones based on the

change vision, benefits milestones, benefits tracking mechanisms, actions to build

commitment and actions to ensure business continuity. The plan shall also define

change governance – including appropriate decision making and review

structures.

Implementation of Change Management Plan

SI shall take lead in assisting Kerala State in implementing the change and State

in turn shall provide all the necessary support for successful implementation of

the change management plan developed by the SI. The SI shall be responsible for

all the costs involved in design and implementation of the change management

plan for Project. The SI shall proactively work with Kerala Police to address the

project needs and gain buy-in and involvement of all the stakeholders in

achieving the change. During the whole exercise, stakeholders’ awareness,

understanding and commitment to new ways of working should be raised.

Stakeholders should also be encouraged, where appropriate, to contribute to or

participate in the project to engender a joint sense of ownership.

Communication and Awareness

Communication and Awareness aims at engaging officers of the Police force in two

way interactive communications about the changes so that all individuals in the

State Police department understand the target vision and strategy for moving

forward. The purpose of communication plan is to educate and involve all

audience groups to build understanding and ownership of the CCTNS Project. The

communication plan also ensures that the CCTNS project provides relevant,

accurate, consistent and timely project information to relevant stakeholders to

promote and gain support for CCTNS Project. This plan provides a framework to

manage and coordinate the wide variety of communications that take place during

the project covering who will receive the communications, how the

communications will be delivered, what information will be communicated, who

communicates, and the frequency of the communications.

Communication & Awareness campaigns will be conducted throughout the

duration of the implementation of the CCTNS project across the State of Kerala at

Project, Program level as well as for General awareness.

Sl.No. Activities Details Frequency

1 Develop and Validate

detailed

communication plan

• SI shall facilitate an exploration of

specific objectives; i.e., who must

understand what, by when, and why

with respect to the project, to ensure

successful uptake of the project.

One time



• SI shall prepare a detailed

communication plan for the program in

line with the implementation timelines

of each solution.

• SI shall ensure that all the impacted

audience is covered in the

communication plan and the most

appropriate mode of communication is

being used to deliver the messages to

the target audience.

• These key audiences are not the only

ones who will receive information, but

their demographics will shape the

strategy in terms of message and

vehicle selection.

activity

2 Develop

Communication

Content

• SI shall be responsible for developing

the content for communication

material in English, Malayalam and

vernacular language.

• SI shall ensure that the

communication is simple, continuous

and consistent.

Recurring

Activity over

the entire

duration of the

SI

3 Deliver

Communication

Events

• Prior to implementing the plan, the SI

shall obtain the necessary sign-offs

from State on the Communication

Strategy & plan and make necessary

changes as recommended by State.

• SI shall determine who needs to

approve communications prior to

dissemination, who is responsible for

distributing the message, and who is

responsible for ensuring that those

accountable for specific elements of

the plan follow through on their

responsibilities.

• SI shall organize the communication

events or interventions for the target

audience.

• SI shall ensure consistency between

messages delivered via different

interventions, since the engagement of

Recurring

Activity (once a

month) over

the entire

duration of the

SI



a key individual stakeholder or

stakeholder group is an integrated

effort, aiming at the same objective.

4 Measure Effectiveness

of

Communication and

Update Change

Management Plan

• After implementing the

communications program, SI shall

seek feedback on and measure the

impact of the communications

program.

• SI shall evaluate the effectiveness of

the communication by electronic or

paper based survey or focused group

discussion and develop an action plan

to improve the effectiveness of

communication.

• SI shall refresh the Change

Management Plan in consultation with

State’s Nodal Agency’s Change

Management Plan.

• Through feedback, SI shall assess

which messages have been delivered

most clearly; which vehicles are most

effective; and whether the

appropriate target audiences have

been identified. Based on such

assessment, SI shall update the

communication strategy & plan and

shall ensure that objectives of

communication program are ensured,

which further should lead to

successful uptake of system.

Once in Six

Months

Other Requirements:

• SI shall work with the identified internal change agents (identified from the

District and State Mission Teams) for all the Communication and Awareness

Programs.

• SI shall utilize existing channels of communication and at the same time use

innovative methods of communication for effectiveness.

• SI should ensure that the communication messages are consistent, continuous

and easy to understand and wherever possible in vernacular medium using

all available channels.

• The SI shall conduct Communications & Awareness Campaigns for each

Technology Solution offered in CAS (State) being implemented through

various means – Print, Electronic, Face to Face, Audio/Visual etc.



• SI shall align communication content, timing and delivery to the deployment

phases/plan of each solution.

Change Management Workshops

SI shall conduct Change Management workshops build appreciation of change

management and develop change leadership across the stakeholder groups. SI

shall define the requirements based on the detailed analysis and design the

necessary content (reading material, presentations) in English and Malayalam

Language for the Change Management Workshops. SI shall conduct at least three

Change Management Workshops (minimum of one-day) in the State Headquarters

and at least one Change Management Workshop (minimum of one-day) all of the

Districts (at the District Headquarters) covering at least 3 officers/constables

(SHO, SI/ASI/HC, and Station Writer) from each police station in the district.

The SI is required to conduct the Change Management Workshops for all the

identified Police personnel in a phased manner in line with the overall

implementation plan. These workshops shall be conducted at the locations

provided by the Kerala Police. The workshop content & material shall be designed

with specific focus on the requirements of the personnel. SI shall conduct

workshops for each group of personnel in sync with the training plan and as part

of the training module. SI is required to provide the necessary material for the

workshops including presentations, training material etc in both soft and hard

copy formats.

SI shall also associate and train the identified internal change agents (identified

from the District and State Mission Teams) during these workshops so that

subsequent workshops can be conducted by the internal change agents.

6.12. Capacity Building

Keeping in perspective the people centric approach to change management, the

HR strategy will help in handling HR issues like training and skill set enhancement

of employees, motivating the employees and employee appraisals. Employees

would be exposed to new technologies as well re-designed processes which will

not only require skill set enhancement of the employees but also introduce a need

of maintaining high levels of motivation.

Capacity building plan will cater to the training needs of the Police employees.

This will include technical training as well as orientation with the re-designed

processes and the ‘To-Be’ scenario. The detailed capacity building plan would be

laid out in the following sections. SI shall assist the Kerala Police with all support.

Identification of Trainers (Internal)

The State Nodal Agency shall identify at least four qualified Trainers with relevant

experience and training competency within each District Mission Team and State



Mission Team who will be directly trained by the System Integrator and will be

responsible for interfacing with the System Integrator for all the Capacity Building

Initiatives. These Trainers will be responsible for implementing the Capacity

Building interventions beyond the scope of the System Integrator.

Kerala Police is under the process of identification of qualified Trainers with

relevant IT experience and training competency within each District/

Commissionerate. SI would be responsible for training them and building their

capacity for all the other IT initiatives of Kerala Police. These Trainers will be

responsible for implementing the Capacity Building interventions beyond the

scope of the System Integrator. SI will be responsible for developing, designing

and printing of the content, training material for such trainings and carryout these

trainings in all the districts. The developed content for these trainings shall be

validated and approved by Kerala Police. SI will be provided with the training

premises by the Kerala Police, however all the arrangements required for training

will be made by SI.

To measure the effectiveness of the training, SI shall be responsible for preparing

the set of questions, i.e. a question bank from which random questions would be

selected and uploaded for online test of the trainees, Kerala Police or its

nominated agencies/ representatives would validate and approve the question

bank. SI will be required to make all such arrangements for the online test,

however premises and infrastructure for conducting online test would be provided

by Kerala Police. Online Examination would be administered in the presence of

competent Police officials and >80% marks of each participant during the online

test would adjudge the success of such trainings. Results from each batch training

would be consolidated and assessed at the time of acceptance testing. In case the

effectiveness of the trainings provided by SI is found to be unsatisfactory, SI shall

undertake the trainings as many times as required to meet the expectations of

Kerala Police at no additional cost to the department.

Identification of Trainers (Police Training Colleges)

The State Nodal Officer for Kerala Police shall identify the Trainers within each of

the Police Training Colleges in the State who will be directly trained by the System

Integrator. These trainers will be responsible for including training on CCTNS

within the training college curriculum and impart the training on CCTNS to the

new recruits and current personnel (refresher training) at the Police Training

Colleges.

SI will be responsible for developing, designing and printing of the content,

training material for such trainings and carryout these trainings in all the PTCs

and DTCs for the entire project. The developed content for these trainings shall be

validated and approved by Kerala Police. SI will be provided with the training

premises by the Kerala Police, however all the arrangements required for training

will be made by SI.

Based on the nature of their responsibilities and their requirements from CCTNS,

police staff can be classified into the following categories for training purposes.

Since the mentioned number are indicative in nature and are only provided for



cost estimations of the bidders. However, it is advised to bidders to consider

variations (increase/ decrease) upto 15% in the number and the same shall not

be considered for any kind of associated additional cost.

• Group – I: Identify the key senior officers (ADGP, IG, DIG) responsible for

Crime, Law and Order, etc. who are directly impacted by the CCTNS with

respect to receiving/analyzing the reports through CCTNS.

o Awareness and sensitization of benefits of IT program will be carried

out for these officers at suitable location in the State Headquarters by

the System Integrator.

o Role-based training will be carried out for these officers at suitable

location in the State Headquarters by the System Integrator.

• Group – II: Identify the key officers (IG, DIG, SP, DCP, ACP) in charge of a

zone/range/district/sub-division who are directly impacted by the CCTNS with

respect to reviewing the police station performance through CCTNS, reviewing

the reports generated by the system, carrying out the required analysis using

CCTNS and providing the necessary guidance to the officers at the cutting

edge.

o Awareness and sensitization of benefits of IT program will be carried

out for these officers at suitable location in the State Headquarters by

the System Integrator.

o Role-based training will be carried out for these officers at suitable

location in the State Headquarters and respective

Districts/Commissionerates by the System Integrator.

• Group – III: Identify the key officers (SHO, SI, ASI,…) in the Police Stations

and Higher Offices who will use CCTNS for police station management, filing

the necessary investigation forms, and utilize the basic and advance search

features of CCTNS to facilitate their investigation process.

o In addition to the computer awareness training, role-based training will

be carried out for these officers at District Training Centres in the

respective Districts/Commissionerates by the System Integrator.

o Refresher training can be carried out by the internal trainers

subsequent to the System Integrator trainings

• Group – IV: Identify at least 3-4 key officers/constables (Station Writers,

Court Duty, Head Constables, Constables, etc.) in each of the Police Stations

and Higher Offices who will use CCTNS for capturing the data/investigation

forms, generating the reports and utilize the basic and advance search

features of CCTNS to service the general service requests and aid in

investigation process.

o In addition to the computer awareness training, role-based training will

be carried out for the identified officers at District Training Centres in

the respective Districts/Commissionerates by the System Integrator



o Refresher training, subsequent training to the remaining

officers/constables in the Police Station and Higher Offices can be

carried out by the internal trainers subsequent to the System

Integrator trainings

• Group – V: Identify 2 constables for each Circle Office that can provide the

basic computer operation support to the police stations within the Circle.

o Technical training will be carried out for the identified constables at

District Training Centres in the respective Districts/Commissionerates

by the System Integrator

Note: In case Basic IT awareness of the Police Personnel is completed before the

SI is on board, the same can be removed from the list of trainings to be carried

out by the SI.

The SI holds the responsibility for creation of a detailed and effective training

strategy, user groups and classifications, training plan and guidelines, detailed

training material, training program designed their delivery to the target groups

which shall be validated and approved by Kerala Police or its nominated agency/

representatives. The SI holds the responsibility for creation of training material (in

vernacular), designing the training programs and their delivery to the target

group. The SI shall be responsible for the following activities as part of the End

User and Train the Trainer Training:

Develop Overall Training Plan

SI shall be responsible for finalizing a detailed Training Plan for the program in

consultation with Kerala Police covering the training strategy, environment,

training need analysis and role based training curriculum. SI shall own the overall

Training plan working closely with the Kerala Police Training team. SI shall

coordinate overall training effort in consultation with Kerala Police. The overall

Training Plan prepared by SI shall be validated and approved by Kerala Police or

its nominated agency/ representatives.

Develop District-Wise Training Schedule and Curriculum

SI shall develop and manage the District-Wise training schedule and curriculum in

consultation with Kerala Police, aligned with the overall implementation roadmap

of the project and coordinate the same with all parties involved. Training schedule

shall be developed by SI and shall be optimized to reduce business impact and

effective utilization of Training infrastructure and capacities. The training

curriculum for the CCTNS training program should be organized by modules and

these should be used to develop the training materials. The training curriculum

outlines the mode of delivery, module structure and outline, duration and target

audience. These sessions should be conducted such that the users of the

application/modules are trained by the time the application “goes-live” in the

District with possibly no more than a week’s gap between completion of training

and going live of modules. Continuous reporting (MIS) and assessment should be

an integral function of training. SI shall also identify the languages to be used by



the end-user for entering data and ensuring multi-language training to the end

users as per requirement. The training schedule and Curriculum prepared by SI

shall be validated and approved by Kerala Police or its nominated agency/

representatives.

Learning Management System and Training Portal

Developing a Learning Management System and Training Portal for providing

access to all training content online including documents, demo, audio, video,

simulation and practice, assessment, self-learning and context sensitive help and

monitoring, support and reporting.

Develop Training Material

Based on their needs and the objectives of CCTNS, training programs could be

organized under the following themes:

1. Awareness and sensitization of benefits of IT program for approximately 851

Police officials- The training program would be comprised of Principles of e-

governance, Leadership and Team building skills, Technology update, Skills in

Troubleshooting vis-à-vis application, standard software’s and networking (for

those with the aptitude and/or prior training).

2. Role-based training on the CCTNS application for approximately 21439 Police

officials – Basic and Advanced. This training should be in a role based,

benchmarked and standardized format, multi-lingual and lead to learning

completion and assessment. It should also allow for self-learning and

retraining. Training would include mechanism for demonstration using

audio/video/simulated/demo practice exercises and evaluation of trainees.

3. “Train the Trainer” programs for approximately 122 Police officials, where

members of the Police staff would be trained to enable them to conduct

further training programs, thus helping build up scalability in the training

program and also reducing the dependency on external vendors for training.

4. System Administrator training for approximately 1397 Police officials: a few

members of the police staff with high aptitude would be trained to act as

system administrators and troubleshooters for CCTNS. This would also include

the training of Network connectivity and infrastructure at Data Centre.

5. Customization of the Training Manuals, User Manuals, Operational and

Maintenance Manuals provided along with the CCTNS CAS Software.

6. Design and development of the Training Manuals, User Manuals, Operational

and Maintenance Manuals for the modules developed at the Kerala Police level

by SI.

7. Design and development of question bank for all sort of trainings to be

provided as part of this project, which will be used to assess the effectiveness

of the training provided by SI.



In cases where the training material may be made available by MHA/NCRB, it is

the SI’s responsibility to ensure the relevance of the material to the State,

customize if necessary, translate in Malayalam and own up the delivery and

effectiveness. The final training material shall be approved by Kerala Police.

Bidder shall incorporate relevant suggestions, as received in the training material.

SI shall ensure that the training content meets all the objectives of the training

course. The material shall be developed in English, Malayalam and vernacular

language. SI shall also develop the training material for delivery through

Computer Based Training, Instructor Led Training, Online User Material/Help

Manuals and Job Aids. SI shall provide detailed training material providing step-

by-step approach in soft and hard copies to all Police stations and offices for

reference.

Estimate for number of personnel for direct training

Training Program Group I Group II Group III

%

covered

%

covered

%

covered

Awareness and sensitization

of benefits of IT

100% 5% 1%

Role based training for

application Users

100% 80% 40%

Trainers Training 0% 0.10% 0.25%

System Administration

Training

0% 0% 3%

Deliver Training to End Users

SI shall deliver training to the end users utilizing the infrastructure at the District

Training Centres, Police Training Colleges. Role-based training for the Senior

Officers will be carried out for at suitable location in the State by the System

Integrator which shall be decided by Kerala Police.

SI shall also impart simulated training on the actual CAS (State) with some real

life like database and data models. The SI should create case studies and

simulation modules that would be as close to the real life scenario as possible.

The objective of conducting such trainings would be to give first hand view of

benefits of using CAS system. Such specialised training should also be able to

provide the participant a clear comparison between the old way of crime and

criminal investigation against the post CCTNS scenario. This training needs to be

conducted by the SI at the very end when all the other trainings are successfully

completed. This training may seem similar to role play training mentioned in the

section above however, in this simulated training, the SI would ensure that the

IO’s are provided an environment that would be exactly similar at a Police Station

post CAS (State) implementation.



Most of the training would be Computer Based Training Instructor-Led Training

(ILT) conducted by trained and qualified instructors in a classroom setting where

each participant will be provided with exclusive desktop with CCTNS solution

running on it. To maintain consistency across CCTNS trainings, standard

templates should be used for each component of a module.

A Training course will have the following components:

• Course Presentation (PowerPoint).

• Instructor Demonstrations (CAS - Application training environment).

• Hands-on Exercises (CAS - Application training environment).

• Application Simulations: Miniature version of CAS Application with

dummy data providing exposure to the IOs to a real life scenario post

implementation of CAS.

• Job Aids (if required).

• Course Evaluations (Inquisition).

It is important to mention that training delivery would be done using Malayalam

language.

In addition to the ILT, for the modules that may be more appropriate to be

conducted through a Computer Based Training (CBT), a CBT should be developed

for them. CBT should involve training delivered through computers with self

instructions, screenshots, simulated process walkthrough and self assessment

modules.

Select set of Police staff with high aptitude group and/or relevant prior training,

are to be imparted with the training/skills to act as system administrators,

network and database administrator and also as troubleshooters with basic

systems maintenance tasks including hardware and network.

Deliver Training to Trainers (Internal and Trainers from the Training

Colleges)

SI shall help Kerala Police in assessing and selecting the internal trainers as well

as the trainers at training colleges who can conduct the end user training

subsequent to the training by the SI. SI shall coordinate the ‘Train the Trainer’

session for the identified trainers to ensure that they have the capability to deliver

efficient training.

In addition to the training delivered to the end-users, the trainers should also be

trained on effectively facilitate and deliver training to end users. Also, it is

advisable to always run pilots for any training program before deployment. This

training will hence serve as the pilot and as a training session for trainers as well.

In addition the end-user training sessions, ToT training will consist of three

segments:

1. The first segment will be set of workshops covering effective presentation

skills and coaching techniques and discussing the benefits and structure of the

trainer model.



2. The second segment will be the formal CCTNS training which will consist of all

modules of CCTNS relevant for their role.

3. The third segment will be a teach-back session where trained trainers will

present course content and receive feedback regarding content, flow, and

presentation techniques. This will also include a feedback session where

trainers can provide feedback on the training materials, flow, comprehension

level, and accuracy.

4. SI would be responsible for providing certificate to the trained participants for

being Trainers after conducting their examination. The course to be designed

for such evaluation would be done exclusively in consultation with Kerala

Police or its nominated agency.

Training Effectiveness Evaluation

To measure the effectiveness of all the end user trainings conducted by SI as part

of this project, SI shall be responsible for preparing the set of questions, i.e. a

question bank from which random questions would be selected and uploaded for

online test of the trainees, Kerala Police or its nominated agencies/

representatives would validate and approve the question bank. SI will be required

to make all arrangements for the online test, however premises and

infrastructure, including the software for conducting online test would be provided

by Kerala Police. Online Examination would be administered in the presence of

competent Police officials and >80% marks of each participant during the online

test would adjudge the success of such trainings. Results from each training

would be consolidated and assessed by Kerala Police at the end of each category

of training. In case the effectiveness of the trainings provided by SI is found to be

unsatisfactory, SI shall undertake the trainings as many times as required to

meet the expectations of Kerala Police at no additional cost to the department.

Kerala Police will periodically monitor the training effectiveness through the

Service levels and the SI shall comply with the same.

For implementing the aforementioned trainings and sustaining the IT knowledge

within the department, following annual Training Cycle has been proposed to be

implemented in Kerala Police with the desired support of selected System

Integrator.

Class Room

TrainingOnline Training

ExaminationOnline

Mandatory e-Training Training

Certification

TRACK 1 TRACK 2

Track 1:

Class Room trainings shall be provided on the subjects such as CRPC, Police

Rules, Acts and Laws, Police functioning and duties, etc. The class room training



shall be followed by online training examinations, which shall also enable testing

of police officers on basic computer skill sets.

Track 1 shall be repeated in case of failure in either examination or lack of basic

computer skill sets. Track 2 shall only be accessible by the police officers in case

of successful completion of Track 1.

Track 2:

As police officers after successful completion of Track 1, would have basic

computer knowledge, it would be mandatory for them to attend online trainings

on subjects such as CCTNS. This training would be followed by online certification.

Certification at this track would also carry some credits and an appropriate

linkage with officers’ ACR.

Track 2 shall be repeated in case of failure in either certification or lack of basic

computer skill sets. Training modules would be scalable to add more modules and

different type of examinations/ certifications in this track and should run in

parallel to track 1

Department as part of preparing Training Plan can include this cycle and may also

initiate the exercise of tying up with various recognized and reputed institutes,

such as IIPA for trainings and their certifications. System based training through

portal or standalone applications and online assessment of the trainings

conducted. Improve self learning skills of police personnel through demo, audio,

video, simulation and practice with the help of online/system based training.

The Monitoring and Evaluation mechanism for the above is provided in Annexure: XXI,

Monitoring and Evaluation Framework

Note: SI shall take into consideration the Capacity Building and Change

Management Report prepared by SPMC for effective implementation of the

Capacity Building and Change Management Exercise.

6.13. Handholding Support

System Integrator would be required to provide Handholding support to the department

once the department has commissioned CCTNS solution in the entire State of Kerala. As

part of handholding support the System Integrator will provide one qualified and trained

person exclusively per two police stations and Higher Offices for a period of 1 year to

handhold the staff in the police station / higher office and ensure that the staffs in that

police station / higher offices are able to use CCTNS on their own by the end of the

handholding period. Handholding support would be required only after the successful

commissioning of Core Application and the necessary infrastructure and completion of

capacity building and change management initiatives in respective police stations /

Higher Offices. The deployed qualified trained person should support the office from 7 AM

in the morning till 11 PM in the night on all weekdays and may remain off from duty on

Sundays. However, if situation demands the trained person shall remain present late

during the day or on the holidays (including Sundays).



As part of handholding the SI will be required to provide training to the concerned staff

members of the Police Station and other concerned officers regarding implemented

CCTNS solution on continuous basis for a period of one year and help them to resolve

their issues with the new system on a day to day basis to meet the Service Levels

mentioned for Handholding supporting in the annexure to this RFP document. The

training should be focused on providing knowledge transfer to the staff members of the

Police Stations so as to increase their awareness and acceptability of the application and

the new computerized system as a whole. The scope in terms of providing training shall

include the following:

The SI will be required to provide training to the staff members of the Police Station and

other concerned officers (as required by conducting workshops) on the software

applications to be developed as a part of this project. The training should cover both the

general aspects of the computer educations as well as about the application software.

The SI will bear the cost of providing the training, supply of course material, any

consumables, IT infrastructure required for training etc. while Kerala Police will provide

the training premises.

The SI will carry out all the major amendments required by Kerala Police in the CCTNS

application. It is important to mention that the requests for amendments during

Handholding support, i.e. for one year post Go-Live of complete system in the State shall

not be eligible for any type of Change requests by SI.

Continuity of operations

a) As and when newer versions of system or application software are introduced within

the currency of handholding support, SI will provide required training documentation

along with each release of patch / upgrade and will provide training to the concerned

police officers.

b) In case of new additions to the staff members in the Police Station, the SI will be

required to provide the aforementioned training to them as well, during the currency of

handholding support (i.e. one year).

Handholding Support

As part of the Handholding services to

provide Centralized Helpdesk and Support

for end users at each location SI shall

provide:

a. The service will be provided in the

local language of the State.

b. The help desk service that will serve

as a single point of contact for all ICT

related incidents and service requests.

The service will provide a Single Point

of Contact (SPOC) and also resolution

of incidents. State requires the SI to

provide Help Desk services to track

and route requests for service and to

assist end users in answering

questions and resolving problems



related to the software Application,

Network, Data Centre, Disaster

Recovery Centre, Client side

infrastructure, and Operating Systems

at all locations. It becomes the central

collection point for contact and control

of the problem, change, and service

management processes. This includes

both incident management and service

request management.

c. SI shall provide a second level of

support for application and technical

support at Police Stations, Sub-

Divisional Offices, District

Headquarters / Commissionerates,

Range Offices, State Police

Headquarters and other locations

across the State where the software,

hardware, and other infrastructure will

be rolled out.

d. For all the services of State within the

scope of the RFP, SI shall provide the

following integrated customer support

and help.

e. Establish 24x7 Help Desk facilities for

reporting issues/ problems with the

software, hardware and other

infrastructure.

f. SI shall maintain and support to all

client side infrastructure including

hardware, networking components,

and other peripherals.

g. SI shall provide maintenance of

Hardware, including preventive,

scheduled and predictive Hardware

support, as well as repair and / or

replacement activity after a problem

has occurred.

h. SI shall track and report observed

Mean Time Between Failures (MTBF)

for Hardware.

i. SI shall provide functional support on

the application components to the end

users.

j. SI shall also provide System

Administration, Maintenance and

Management Services, LAN

Management Services, and IT Security



Administration Services.


provide software maintenance and support

services SI shall provide:

a. The Software Maintenance and

Support Services shall be provided for

all software procured and

implemented by the SI. The SI shall

render both on-site and off-site

maintenance and support services to

State to all the designated locations.

The Maintenance and Support

Services will cover, all product

upgrades, modifications, and

enhancements.

b. Updates/Upgrades/New releases/New

versions. The SI will implement from

time to time the

Updates/Upgrades/New releases/New

versions of the software and operating

systems as required after necessary

approvals from State about the same.

c. Tuning of application, databases, third

party software’s and any other

components provided as part of the

solution to optimize the performance.

d. The SI shall apply regular patches to

the licensed software including the

operating system and databases as

released by the OEMs.

e. Software Distribution: SI shall

formulate a distribution plan prior to

rollout and distribute/install the

configured and tested software as per

the plan.

f. Software License Management: The SI

shall provide for software license

management and control. SI shall

maintain data regarding entitlement

for software upgrades, enhancements,

refreshes, replacements, and

maintenance. SI should perform

periodic audits to measure license

compliance against the number of

valid End User software licenses

consistent with the terms and

conditions of site license agreements,

volume purchase agreements, and

other mutually agreed upon licensed

software terms and conditions and



report to State on any exceptions to

SI terms and conditions, to the extent

such exceptions are discovered.

g. The SI shall undertake regular

preventive maintenance of the

licensed software.


provide application functional support


a. The Application Functional Support

Services shall be provided for all

software procured and implemented

by the SI. The SI shall render both

on-site maintenance and support

services to State from the

development Centre in State.

b. Enhancements and defect fixes: SI

shall incorporate technological

changes, and provide enhancements

as per the requests made by State. SI

shall perform minor changes, bug

fixes, error resolutions and minor

enhancements that are incidental to

proper and complete working of the

application.

c. Routine functional changes that

include user and access management,

creating new report formats, and

configuration of reports.

d. SI shall provide user support in case

of technical difficulties in use of the

software, answering procedural

questions, providing recovery and

backup information, and any other

requirement that may be

incidental/ancillary to the complete

usage of the application.

e. The SI shall migrate all current

functionality to the new / enhanced

version at no additional cost to State

and any future upgrades,

modifications or enhancements.

f. The SI shall perform user ID and

group management services.

g. The SI shall maintain access controls

to protect and limit access to the

authorized End Users of the State.

h. The services shall include

administrative support for user

registration, creating and maintaining



user profiles, granting user access and

authorization, providing ongoing user

password support, announcing and

providing networking services for

users and providing administrative

support for print, file, directory and e-

mail servers.

6.14. Requirement on Adherence to Standards

CCTNS system must be designed following open standards, to the extent feasible

and in line with overall system requirements set out in this RFP, in order to

provide for good inter-operability with multiple platforms and avoid any

technology or technology provider lock-in.

Compliance with Industry Standards

In addition to above, the proposed solution has to be based on and compliant with

industry standards (their latest versions as on date) wherever applicable. This will

apply to all the aspects of solution including but not limited to design,

development, security, installation, and testing. There are many standards that

are indicated throughout this volume as well as summarised below. However the

list below is just for reference and is not to be treated as exhaustive.

Portal development W3C specifications

Information access/transfer protocols SOAP, HTTP/HTTPS

Interoperability Web Services, Open standards

Photograph JPEG (minimum resolution of 640 x

480pixels)

Scanned documents TIFF (Resolution of 600 X 600 dpi)

Biometric framework BioAPI 2.0 (ISO/IEC 19784-1:200

specification

Finger print scanning IAFIS specifications

Digital signature RSA standards

Document encryption PKCS specifications

Information Security CCTNS system to be ISO 27001 certified



Operational integrity & security

management

CCTNS system to be ISO 17799 compliant

IT Infrastructure management ITIL / EITM specifications

Service Management ISO 20000 specifications

Project Documentation IEEE/ISO specifications for documentation

The SI shall adhere to the standards published by the Department of Information

Government of India.

6.15. Support to User Acceptance Testing, Audit and Certification

The primary goal of User Acceptance Testing, Audit & Certification is to ensure

that the system meets requirements, standards, and specifications as set out in

this RFP and as needed to achieve the desired outcomes. The basic approach for

this will be ensuring that the following are associated with clear and quantifiable

metrics for accountability:

1. Functional requirements

2. Test cases and Requirements Mapping

3. Infrastructure Compliance Review

4. Availability of Services in the defined locations

5. Performance and Scalability

6. Security / Digital Signatures

7. Manageability and Interoperability

8. SLA Reporting System

9. Project Documentation

10. Data Quality Review

As part of User Acceptance testing, audit and certification, performed through

SPMC at the Pilot stage and through SPMU at final System Go-Live Stage, Kerala

Police shall review all aspects of project development and implementation

covering software, hardware and networking including the processes relating to

the design of solution architecture, design of systems and subsystems, coding,

testing, business process description, documentation, version control, change

management, security, service oriented architecture, performance in relation to

defined requirements, interoperability, scalability, availability and compliance with

all the technical and functional requirements of the RFP and the agreement. Here

it is important to mention that all the testing to be performed till Pilot Go-Live

shall be carried out by SPMC and Final User Acceptance Testing, Audit and

Certification shall be carried out by SPMU. Although SPMU would be responsible

for audit and certification, Kerala Police reserves the right to go ahead to get

system and application audited/ certified from a third party.

Kerala Police assisted by SPMC/ SPMU will formally notify the SI in writing of any

deviations from defined requirements at the earliest instance after noticing the



same during acceptance testing or at any time during the currency of the project,

to enable the SI to take corrective action and meet the desired Service Levels.

Such an involvement of the Acceptance Testing & Certification agencies,

nominated by Kerala Police, will not, however, absolve the operator of the

fundamental responsibility of designing, developing, installing, testing and

commissioning the various components of the project to deliver the services in

perfect conformity with the SLAs. SI shall be completely responsible for providing

all the required support for successfully completing this exercise, which may also

require support for final certification from the concerned agency.

Following discusses the acceptance criteria in addition to the mentioned above in

this document to be adopted for system as mentioned above:

1. Functional Requirements Review

The system developed/customized by SI shall be reviewed and verified by

SPMC/ SPMU against the Functional Requirements signed-off between Kerala

Police and SI. Any gaps, identified as a severe or critical in nature, shall be

addressed by SI immediately prior to Pilot and Go-live of the system. One of

the key inputs for this testing shall be the traceability matrix to be developed

by the SI. Apart from Traceability Matrix, SPMC/ SPMU may develop its own

testing plans for validation of compliance of system against the defined

requirements. The acceptance testing w.r.t. the functional requirements shall

be performed by both SPMC/ SPMU as well as the selected internal

department users (i.e. User Acceptance Testing).

2. Infrastructure Compliance Review

SPMC/ SPMU shall perform the Infrastructure Compliance Review to verify the

conformity of the Infrastructure supplied by the SI against the requirements

and specifications provided in the RFP and/or as proposed in the proposal

submitted by SI. Compliance review shall not absolve SI from ensuring that

proposed infrastructure meets the SLA requirements.

3. Security Review

The software developed/customized for system shall be audited by the SPMC/

SPMU from a security & controls perspective. Such audit shall also include the

IT infrastructure and network deployed for system. Following are the broad

activities to be performed by the SPMC/ SPMU as part of Security Review. The

security review shall subject the system for the following activities:

a) Audit of Network, Server and Application security mechanisms

b) Assessment of authentication mechanism provided in the application

/components/ modules

c) Assessment of data encryption mechanisms implemented for the

solution

d) Assessment of data access privileges, retention periods and archival

mechanisms

e) Server and Application security features incorporated etc

4. Performance



Performance is another key requirement for system and SPMC/ SPMU shall

review the performance of the deployed solution against certain key

parameters defined in SLA described in this RFP and/or agreement between

Kerala Police and SI. Such parameters include request-response time, work-

flow processing time, concurrent sessions supported by the system, Time for

recovery from failure, Disaster Recovery drill etc. The performance review also

includes verification of scalability provisioned in the system for catering to the

requirements of application volume growth in future.

5. Availability

The system should be designed to remove all single point failures. Appropriate

redundancy shall be built into all the critical components to provide the ability

to recover from failures. The SPMC/ SPMU shall perform various tests

including network, server, security, DC/DR fail-over tests to verify the

availability of the services in case of component/location failures. The SPMC/

SPMU shall also verify the availability of services to all the users in the defined

locations.

6. Manageability Review

The SPMC/ SPMU shall verify the manageability of the system and its

supporting infrastructure deployed using the Enterprise Management System

(EMS) proposed by the SI. The manageability requirements such as remote

monitoring, administration, configuration, inventory management, fault

identification etc. shall have to be tested out.

7. SLA Reporting System

SI shall integrate with the existing Enterprise Management System (EMS) in

Kerala State Data Centre and shall develop any additional tools required to

automatically monitor the performance indicators on a real time basis against

the listed SLA prescribed in this RFP. The Acceptance Testing & Certification

agency, i.e. SPMU shall verify the accuracy and completeness of the

information captured by the SLA monitoring system implemented by the SI

and shall certify the same. The EMS deployed for system, based on SLAs, shall

be configured to calculate the monthly transaction-based payout by Kerala

Police to SI.

8. Project Documentation

The SPMC/ SPMU shall review the project documents developed by SI

including requirements, design, source code, installation, training and

administration manuals, version control etc. Any issues/gaps identified by the

SPMC/ SPMU, in any of the above areas, shall be addressed to the complete

satisfaction of Kerala Police at no additional cost to the department.

9. Data Quality

The SPMC/ SPMU shall perform the Data Quality Assessment for the Data

digitized/ migrated by SI to the system. The errors/gaps identified during the

Data Quality Assessment shall be addressed by SI before moving the data into

production environment, which is a key mile stone for Go-live of the solution.



6.16. Licences

� All the licenses shall have to be procured by the selected SI for the

successful implementation of this project. The system software licenses

mentioned in the Bill of Materials shall be genuine, perpetual, full use and

should provide upgrades, patches, fixes, security patches and updates

directly from the OEM. All the licenses and support (updates, patches, bug

fixes, etc.) should be in the name of Kerala Police.

� The SI shall provide with a full use database license. All the licenses and

support (updates, patches, bug fixes, etc.) should be in the name of Kerala

Police.

� The software proposed should be from an OEM with presence in India (and

easy availability of skilled resources for the product in India).

� SI shall provide a comprehensive warranty that covers all components

after the issuance of\the final acceptance by Kerala Police Department.

The warranty should cover all materials, licenses, services, and support for

both hardware and software. SI shall administer warranties with serial

number and warranty period. SI shall transfer all the warranties to the

Department at no additional charge at the time of termination of the

project. All warranty documentation (no expiry) will be delivered to

Department.

7. SCOPE OF SERVICES DURING POST IMPLEMENTATION

PHASE

The SI shall be responsible for the overall management of the system including the

Application, IT infrastructure and enabling infrastructure maintenance services/

facility management services at all client locations for ensuring adherence of SLAs.

SI shall integrate with the existing EMS tool at the State Data Centre that monitors /

manages the entire enterprise wide application, infrastructure and network related

components.

SI shall provide the Operations and Maintenance Services for a period of 5 years

following the deployment and “Go-Live” of the complete solution in the Kerala Police.

Scope of Services during Operations and Maintenance Phase

As part of the Operations and Maintenance services, the SI shall provide support for

the software, hardware, and other infrastructure provided as part of this RFP. SI

shall also provide five (5) years of comprehensive AMC

1. Warranty support

2. Annual Technical Support (ATS)

3. Handholding Services

a. Operations and maintenance services for the server and related

infrastructure supplied or commissioned by the SI for the application at the

Data Centre and Disaster Recovery Centre.

b. Central Helpdesk from the Kerala Police designated premises.

c. Support for the end users at each of the locations including deployment of

one competent person at each police station for a period of six months to

handhold the staff after the core application and the necessary

infrastructure are successfully commissioned in the police stations.

d. Software maintenance and support

e. Application functional support services – for five years from Go-Live of

complete CCTNS solution.

f. Other IT infrastructure related support services

The services shall be rendered onsite from the Kerala Police designated premises. To

provide the support for the Police Stations, Sub-Divisional Offices, District

Headquarters /Commissionerates, Ranges, Kerala Police Headquarters and other

locations across the Kerala Police where the software, hardware, and other



infrastructure will be rolled out, SI is expected to provide experienced and skilled

personnel at each location. The SI will also ensure that there is a Service Centre

setup at each district or a group of districts of the State, as per mutual

understanding between Kerala State and SI. The SI shall develop a work plan for the

knowledge sharing as per scope as per scope defined in this RFP for use in future

phases of the project.

As part of the warranty services SI shall provide:

1. SI shall provide a comprehensive warranty and on-site free service warranty for 5

years from the date of Go Live for all equipments.

2. SI shall obtain the five year product warranty and five year onsite free service

warranty from\OEM on all licensed software, computer hardware and peripherals,

networking equipments and other equipment for providing warranty support to

Kerala Police.

3. Infrastructure maintenance services for CIPA police Stations

4. SI shall provide the comprehensive manufacturer's warranty and support in

respect of proper design, quality and workmanship of all hardware, equipment,

accessories etc. covered by the RFP. SI must warrant all hardware, equipment,

accessories, spare parts, software etc. procured and implemented as per this RFP

against any manufacturing defects during the warranty period.

5. SI shall provide the performance warranty in respect of performance of the

installed hardware and software to meet the performance requirements and

service levels in the RFP.

6. SI is responsible for sizing and procuring the necessary hardware and software

licenses as per the performance requirements provided in the RFP. During the

warranty period SI shall replace or augment or procure higher-level new

equipment or additional licenses at no additional cost to the Kerala Police in case

the procured hardware or software is not adequate to meet the service levels.

7. Mean Time Between Failures (MTBF): If during contract period, any equipment

has a hardware failure on four or more occasions in a period of less than three

months, it shall be replaced by equivalent or higher-level new equipment by the

SI at no cost to Kerala Police. However, if the new equipment supplied is priced

lower than the price at which the original item was supplied, the differential cost

should be refunded to Kerala Police. For any delay in making available the

replacement and repaired equipments for inspection, delivery of equipments or

for commissioning of the systems or for acceptance tests / checks on per site

basis, Kerala Police reserves the right to charge a penalty.



8. During the warranty period SI shall maintain the systems and repair / replace at

the installed site, at no charge to Kerala Police, all defective components that are

brought to the SI's notice.

9. The SI shall as far as possible repair/ replace the equipment at site.

10. In case any hard disk drive of any server, SAN, or client machine is replaced

during warranty / AMC the unserviceable HDD will be property of Kerala Police

and will not be returned to SI.

11. Warranty should not become void, if Kerala Police buys, any other supplemental

hardware from a third party and installs it within these machines under intimation

to the SI. However, the warranty will not apply to such supplemental hardware

items installed.

12. The SI shall carry out Preventive Maintenance (PM), including cleaning of interior

and exterior, of all hardware and testing for virus, if any, and should maintain

proper records at each site for such PM. Failure to carry out such PM will be a

breach of warranty and the warranty period will be extended by the period of

delay in PM.

13. SI shall monitor warranties to check adherence to preventive and repair

maintenance terms and conditions.

14. The SI shall ensure that the warranty complies with the agreed Technical

Standards, Security Requirements, Operating Procedures, and Recovery

Procedures.

15. SI shall have to stock and provide adequate onsite and offsite spare parts and

spare component to ensure that the uptime commitment as per SLA is met.

16. Any component that is reported to be down on a given date should be either fully

repaired or replaced by temporary substitute (of equivalent configuration) within

the time frame indicated in the Service Level Agreement (SLA).

17. The SI shall develop and maintain an inventory database to include the registered

hardware warranties.

18. The SI may also be responsible for the comprehensive AMC of existing IT

Infrastructure procured by Kerala Police as part of CIPA Implementation. Details

of the existing hardware which may be required to covered under AMC by the



selected bidder through this RFP are attached in Annexure - V. Currently this

hardware is under AMC cover, however SI will be required to provide AMC post

expiry of existing AMC cover, for which the SI is required to provide costing per

component as per the commercial format.

As part of the ATS services SI shall provide:

1. SI shall maintain data regarding entitlement for software upgrades,

enhancements, refreshes, replacements and maintenance.

2. If the Operating System or additional copies of Operating System are required to

be installed / reinstalled / de-installed, the same should be done as part of ATS.

3. SI should carry out any requisite adjustments / changes in the configuration for

implementing different versions of Application Software.

4. Updates/Upgrades/New releases/New versions/Patches/Bug fixes: The SI shall

provide from time to time the Updates/Upgrades/New releases/New

versions/Patches/Bug fixes of the software, operating systems, etc. as required.

The SI should provide free Updates/Upgrades/New releases/New

versions/Patches/Bug fixes of the software and tools to Kerala Police as and when

released by OEM.

5. Software License Management. The SI shall provide software license management

and control. SI shall maintain data regarding entitlement for software upgrades,

enhancements, refreshes, replacements, and maintenance.

6. SI shall have complete manufacturer’s technical support for all the licensed

software problems and/or questions, technical guidance, defect and non-defect

related issues. SI shall provide a single-point-of-contact for software support and

provide licensed software support including but not limited to problem tracking,

problem source identification, problem impact (severity) determination, bypass

and recovery support, problem resolution, and management reporting.

7. The SI would be responsible for arrangements with Manufacturer for all the

technical support which shall at a minimum include but not limiting to online

technical support and telephone support during the Kerala Police’s business hours

(Business hours in Kerala Police will be from 0700 hours to 2300 hours from

(Mon-Sat) with access for SI to the manufacturer’s technical support staff to

provide a maximum of 4 hour response turnaround time. There should not be any

limits on the number of incidents reported to the manufacturer by SI as part of

provisioning of support services to Kerala Police. SI shall have access to the

online support and tools provided by the manufacturer as well as should have

24x7 access to a variety of technical resources including the manufacturer’s



knowledge base with complete collections of technical articles specifically for

Kerala Police.

As part of the Handholding services to provide Operations and maintenance support

for the server and related infrastructure supplied or commissioned by the SI for the

application at the Data Centre and Disaster Recovery Centre SI shall provide:

1. The scope of the services for overall IT infrastructure management as per ITIL

framework shall include 365x24x7 on site Monitoring, Maintenance and

Management of the server and related infrastructure supplied and commissioned

by the SI for the application at the Data Centre and Disaster Recovery Centre.

The business hours in Kerala Police will be from 0700 hours to 2300 hours from

(Mon-Sat). SI will plan these services accordingly. The SI shall provide the MIS

reports for all the devices installed in the Data Centre and Disaster Recovery

Centre in format and media as mutually agreed with the Kerala Police on a

monthly basis. Whenever required by Kerala Police, SI should be able to provide

additional reports in a pre-specified format. The indicative services as part of this

support are as below:

a. System Administration, Maintenance & Management Services

b. Application Monitoring Services

c. Network Management Services

d. Backend Services (Mail, messaging, etc)

e. Storage Administration and Management Services

f. IT Security Administration Services and Services for ISO 27001 and ISO

20000 compliance

g. Backup and Restore Services

As part of the Handholding services to provide Centralized Helpdesk and Support for

end users at each location SI shall provide:

1. The service will be provided in the local language of the Kerala Police.

2. The help desk service that will serve as a single point of contact for all ICT related

incident and service requests. The service will provide a Single Point of Contact

(SPOC) and also resolution of incidents. Kerala Police requires the SI to provide

Help Desk services to track and route requests for service and to assist end users

in answering questions and resolving problems related to the software application,

network, Data Centre, Disaster Recovery Centre, Client side infrastructure, and

operating systems at all locations. It becomes the central collection point for

contact and control of the problem, change, and service management processes.

This includes both incident management and service request management. SI

shall provide sufficient numbers of lines to contact the Help Desk ensuring all the

call are attended without any wait.



3. SI shall provide such type of IT training to the staff of Police that SI remains

responsible for providing a second level of support for application and technical

support at police stations, sub-divisional offices, district headquarters /

Commissionerates (if any), range offices, Police headquarters and other locations

across the Kerala Police where the software, hardware, and other infrastructure

will be rolled out. However, this does not absolve SI from providing first level of

support for the aforementioned activities.

4. For all the services of Kerala Police within the scope of this RFP, SI shall provide

the following integrated customer support and help.

5. Establish 16X6 Help Desk facilities for reporting issues/ problems with the

software, hardware and other infrastructure.

6. SI shall maintain and support to all client side infrastructure including hardware,

networking components, and other peripherals.

7. SI shall provide maintenance of Hardware, including preventive, scheduled and

predictive Hardware support, as well as repair and / or replacement activity after

a problem has occurred.

8. SI shall track and report observed Mean Time Between Failures (MTBF) for

Hardware.

9. SI shall provide functional support on the application components to the end

users.

10. SI shall also provide system administration, maintenance and management

services, LAN management services, and IT security administration services.

As part of the Handholding services to provide software maintenance and support


1. The Software Maintenance and Support Services shall be provided for all software

procured and implemented by the SI. The SI shall render both on-site and off-site

maintenance and support services to Kerala Police to all the designated locations.

The Maintenance and Support Services will cover, all product upgrades,

modifications, and enhancements.

2. Updates/Upgrades/New releases/New versions/Patches/Bug fixes. The SI will

implement from time to time the Updates/Upgrades/New releases/New



versions/Patches/Bug fixes of the software and operating systems as required

after necessary approvals from Kerala Police about the same.

3. Tuning of application, databases, third party software’s and any other components

provided as part of the solution to optimize the performance.

4. Amendments in the applications implemented as part of the project to meet the

requirements of Kerala Police.

5. The SI shall apply regular patches/ updates/upgrades to the licensed software

including the operating system and databases as released by the OEMs.

6. Software Distribution. SI shall formulate a distribution plan prior to rollout and

distribute/install the configured and tested software as per the plan.

7. Software License Management. The SI shall provide for software license

management and control. SI shall maintain data regarding entitlement for

software upgrades, enhancements, refreshes, replacements, and maintenance. SI

should perform periodic audits to measure license compliance against the number

of valid End User software licenses consistent with the terms and conditions of

site license agreements, volume purchase agreements, and other mutually agreed

upon licensed software terms and conditions and report to Kerala Police on any

exceptions to SI terms and conditions, to the extent such exceptions are

discovered.

8. The SI shall undertake regular preventive maintenance of the licensed software.

As part of the Handholding services to provide application functional support services

SI shall provide:

1. The Application Functional Support Services shall be provided for all software

procured and implemented by the SI. The SI shall render both on-site

maintenance and support services to Kerala Police from the development Centre

in Kerala Police.

2. Enhancements and defect fixes. SI shall incorporate changes, and provide

enhancements as per the requests made by Kerala Police. SI shall perform

changes, bug fixes, error resolutions and enhancements that are required for

proper and complete working of the application.

3. Routine functional changes that include user and access management, creating

new report formats, and configuration of reports.



4. SI shall provide user support in case of technical difficulties in use of the software,

answering procedural questions, providing recovery and backup information, and

any other requirement that may be incidental/ancillary to the complete usage of

the application.

5. The SI shall migrate all current functionality to the new / enhanced version at no

additional cost to Kerala Police and any future upgrades, modifications or

enhancements.

6. The SI shall perform user ID and group management services.

7. The SI shall maintain access controls to protect and limit access to the authorised

End Users of the Kerala Police.

8. The services shall include administrative support for user registration, creating

and maintaining user profiles, granting user access and authorisation, providing

ongoing user password support, announcing and providing networking services

for users and providing administrative support for print, file, directory and e-mail

servers.

Exit Management and Transition – Capacity Building at Kerala Police

After the exit of the SI, Kerala Police shall take up the management of CAS (State).

Therefore before the exit of the SI, Kerala Police must be strengthened and capacity

must be developed for them to manage CAS. The SI must plan the capacity building

initiative to enable Kerala Police to manage CAS, and will collaborate with them to

implement the plan.

The SI shall create a detailed plan for Capacity Building (CB) required at Kerala

Police to manage CAS and a Transition Plan (implemented over a minimum period of

three months) to affect the handover to the department; and implement the same in

collaboration with Kerala Police before the completion of their engagement.

The Monitoring and Evaluation mechanism for the above is provided in Annexure: XXI,

Monitoring and Evaluation Framework

8. IMPLEMENTATION AND ROLL-OUT PLAN Kerala State will provide the implementation and roll-out plan for the CCTNS project.

Pilot implementation is done in one or two districts and the feedback should be

incorporated before rolling out of the project across the State of Kerala. The rollout

plan shall be defined date-wise, location-wise, module-wise and training completion

and change management completion wise. A detailed rollout checklist should be

maintained for migrating application to production as well as for location readiness.

SI shall prepare a detailed roll-out plan for each of the Districts in the Phase and get

the same approved by the Kerala Police. SI is also responsible for conducting

workshops for the key officers (State Mission Team, District Mission Team, District

Core Team) of the Kerala State for presenting the District-wise roll-out plan and get

the approval from the district teams before getting the final approval of the State

Nodal Officer. The SI shall also provide the necessary assistance for the key officers

during the design and implementation of CCTNS in the State of Kerala.

One of the important factors that would determine the success of the CCTNS

implementation in the State is the continuous availability of domain experts to the

implementation team. SI shall put together a team of at least three domain experts

with a minimum of 10 years of experience in the Kerala State Police Department who

will work on this project on a full time basis during the entire duration of the project.

Activity-wise Implementation and Project Roll-Out Plan:

Component Activity/ Process Indicator Proposed Timelines

T = Date of Signing of Agreement with System Integrator (SI)

T’= The day of receipt of CAS (State) from MHA, GoI

Note: If T’ happen before T+10 Weeks, T’ would be considered as T+10 weeks Application

Development &

Customization

Resource Mobilization by SI T + 1

System Study, preparation of

SRS & Design documents, use

cases, test cases, testing

&acceptance plan and

hardware sizing, etc.

T + 10 Weeks

Procurement of IT

infrastructure at Data

Centre and DR Centre

T + 20 Weeks

Conference Room Pilot I & II T’ + 4 Weeks

Application Development and

Configuration & Customization

of CAS

T’ + 16 Weeks

Acceptance & Testing for

application for Pilot Phase

T’ + 20 Weeks

Pilot rollout in two districts T’ + 22 weeks

“Go-Live” of Pilot T’ + 24 Weeks



Application Development and

customization for Phase II

T’ + 32 Weeks

State Wide rollout of Phase II T’ + 42 Weeks

Acceptance testing, audit and

certification of Phase II

T’ + 56 Weeks

Integration with External

agencies (Phase III)

T’ + 58 Weeks

“Go-Live” for Complete CCTNS

Solution

T’ + 60 Weeks

Other Activities Procurement, installation and

commissioning of hardware,

networking and data Centre

To be completed by the end of

respective Phases

Data Digitization and Migration To be completed by the end of

Phase II

Training and Awareness Continuous activity till the end

of project

Project Management Go-Live of complete CCTNS

Solution

O&M Phase 5 years from the Go-Live of

complete CCTNS solution

List of Indicative Deliverables:

1. Overall Project Plan 2. CAS Configuration / Customization / Extension

a. Requirements Traceability Matrix b. Refined Functional Requirements Specification c. Systems Requirement Specification d. Design Document (High Level Design and Low Level Design) e. Test Plans f. CAS Configuration / Customization / Extension Document g. Change / Reference Document documenting changes to the base version of CAS (State)

3. Network Connectivity a. Network Architecture b. Network diagrams (LAN and WAN) for PS / HO to State DC / DRC c. Network diagrams for connectivity between State DC / DRC to NCRB DC / DRC

4. Data Migration Strategy and Methodology including Detailed Data Migration Plan 5. Change Management and Capacity Building

a. Overall Change Management Plan b. Content for Change Management including Awareness and Communications Program c. Overall Capacity Building Plan and District-wise Training Schedule and Curriculum d. Training Material

6. District-wise Roll-out / Implementation Plans

List of Indicative Deliverables with Project Timelines

Following table details the key project milestones and the deliverables to be submitted by the selected bidder at each milestone:

S. No Project activity Deliverables Timelines (T-

from the date of

signing of

contract)

1. Project planning i. Detailed Project Plan for Implementation of the Project ii. Risk Management and Mitigation Plan iii. Manpower Deployment Plan

T + 1 Weeks

Study and Design

2. System Study – study the legislation, business processes and organization design of Kerala Police along with relevant reports such as PIM

iv. A comprehensive System Study document v. Updated/ vetted FRS report including list of additional

features that would result in further improvement in the overall application performance for consideration of the department

vi. A comparative report on the extent of functionality currently available in the vendor’s application (CAS provided by Centre) other applications/ COTS products and with the FRS for CRP

vii. Detailed integration and interfacing model viii. Change/Reference document including all the changes

or deviations from the base version of the CAS(State)/ FRS of other modules

T + 8 Weeks

Detailed assessment of functional requirements and MIS requirements

Finalization/ Vetting of FRS

3. Preparation of System Requirement Specification report and Software Requirement Specification report

ix. System Requirement Specification Report and Software Requirement Specification reports meeting all the Business, Functional and technical requirement of Kerala Police and incorporating all the functional

T + 8 Weeks



specifications, standards provided by the NCRB, Kerala Police specific requirements and different integration points with CAS (Centre), external agencies and other applications of Kerala Police

x. List of additional features proposed in complete CCTNS Application

xi. CAS (State) Implementation document w.r.t. Configuration, Customization, Extension and Integration as per Kerala Police’s requirements

4. Detailed implementation plan at Data Centre and DR Centre

xii. Detailed implementation plan T + 8 Weeks

5. Preparation of Solution Design

documents

A detailed Design document including: xiii. Technical Architecture Document (Application,

Network, and Security) xiv. High Level Design (including but not limited to)

a. Application architecture documents diagrams and other data modelling documents

b. Logical and physical database design c. Data dictionary and data definitions d. Application component design including

component deployment views, control flows, etc. xv. Low Level Design (including but not limited to)

a. Application flows and logic including pseudo code

b. GUI design (screen design, navigation, etc.) c. Database architecture, including defining

data structure, data dictionary as per standards laiddown by GoI/ GoH

xvi. CCTNS Application Test Plans and Test Cases

T + 10 Weeks

6. Site Survey xvii. A site survey report detailing the current status of each site and the enhancements to be made at each site (s) based on the State’s requirement and the guidelines of MHA, NCRB

xviii. Detailed layout of computer room at each PS and

T + 10 Weeks



higher offices.

7. IT infrastructure sizing xix. Final BoM with Technical specifications for the IT Hardware, Network and other IT Infrastructure Requirements

xx. Strategy for Data Centre and DR Site xxi. Report on the reusability of existing infrastructure xxii. Hardware procurement & Deployment plan

T + 11 Weeks

8. Others xxiii. Data Migration Strategy and Methodology T+11 Weeks

Implementation (T’= The day of receipt of CAS (State) from MHA, GoI)

9. Procurement of IT infrastructure at Data Centre and DR Centre

T + 18 Weeks

10. Commissioning and operationalization of IT infrastructure at Data Centre and DR

T + 20 Weeks

11. Study and analyze the CAS (State) system as received from NCRB against the requirements of Kerala Police and conduct Conference Room Pilot (CRP) based on the requirement specifications

xxiv. Feedback Report based on CRP I and CRP II T’ + 6 Weeks

12. Finalization of requirement

specifications

xxv. Final FRS, SyRS, SRS and other requirements with all the Solution Design documents

T’ + 6 Weeks

13. Configuration & Customization of CAS (State)

T’ + 14 Weeks

14. Integration with CAS (Centre)

T’+ 14 Weeks

15. Testing of configured & deployed solution (CAS)

T’ + 16 Weeks

16. Site preparation at Pilot Phase Client site locations

T’ + 18 Weeks



17. Procurement, Commissioning and Operationalizing the IT infrastructure at Pilot phase Police locations

T’+ 20 Weeks

18. User Acceptance and Testing of Pilot Phase implementation

T’ + 20Weeks

19. User Training on Pilot Phase CCTNS Solution

T’ + 22 Weeks

20. Pilot rollout in two districts xxvi. Report on amendments / enhancements / modifications made based on inputs of Kerala Police

T’ + 22Weeks

21. Go-Live of Pilot Phase T’ + 24 Weeks

22. Improvement of application according to the experience of Phase I

xxvii. Pilot phase Acceptance from Kerala Police xxviii. Pilot phase Go-Live Report including

a. Site Preparation and Infrastructure Deployment / Commissioning Report for Pilot Sites, Data Centre and DR Site

b. Data Migration report for Pilot phase c. Performance and Load Testing Report for Pilot

phase

T’ + 24 Weeks

23. CCTNS Solution customization for Phase II and development of additional modules

T’ + 32 Weeks

24. Site preparation at Phase II Client locations

T’ + 40 Weeks

25. Procurement, Commissioning and Operationalizing of IT infrastructure at Phase II Client locations

T’+ 42 Weeks

26. Capacity Building and Change Management

T’ + 44 Weeks

User Training on complete CCTNS Solution

27. Data migration and digitization of historical data

T’ + 48 Weeks



28. Migration of CIPA and CCIS Police Stations/ non-CIPA and CCIS Police Stations/ Higher Offices to CCTNS

T’ + 50 Weeks

29. State wide rollout of Phase II xxix. Report on amendments / enhancements / modifications made based on inputs of Kerala Police / Third Party’s Acceptance Testing for State-wide Roll-Out

T’ + 56 Weeks

30. Integration with External agencies (Phase III)

T’ + 58 Weeks

31. 3rd party Acceptance testing, audit and certification of complete CCTNS Solution

xxx. Third Party Acceptance Testing Certificate T’ + 59 Weeks

32. SLA and Performance Monitoring Plan xxxi. Detailed plan for monitoring of SLAs and performance of the overall system

Before “Go-Live”

33. Go-Live for complete CCTNS Solution xxxii. Go-Live Acceptance from Kerala Police xxxiii. Report on roll-out across State including

a. Site Preparation and Infrastructure Deployment Report across State

b. Manpower Deployment Report c. Data Migration Report including Test Plans and

Test Results for Data Migration d. Training Delivery Report e. Overall Test Report

T’ + 60 Weeks

Post Implementation - Operation and Maintenance 5 years from the

Go-Live of

complete CCTNS

solution

34. Handholding support For next 1 year from “Go-Live of each of the phases - Pilot and complete



CCTNS solution respectively”

35. Project Operation and Maintenance xxxiv. Fortnightly Progress Report on Project including SLA Monitoring Report and Exception Report

xxxv. Project Quality Assurance report xxxvi. Details on all the issues logged

5 years from the Go-Live of complete CCTNS solution

Note: The expected readiness of the CAS (State) would be on August 2011.

9. SERVICE LEVELS

This section describes the service levels to be established for the Services offered by

the System Integrator to Kerala Police. The SI shall monitor and maintain the stated

service levels to provide service to Kerala State.

The Service Level Agreements (SLA) parameters shall be monitored on a monthly

basis as per the individual SLA parameter requirements. However, if the

performance of the system/ services is degraded significantly at any given point in

time during the contract and if the immediate measures are not implemented and

issues are not rectified to the complete satisfaction of Kerala State, then the State

will have the right to take appropriate disciplinary actions including termination of

contract.

A Service Level violation will occur if the SI fails to meet Minimum Service Levels, as

measured on a quarterly basis, for a particular Service Level. Overall Availability and

Performance Measurements will be on a monthly basis for the purpose of Service

Level reporting. An “Availability and Performance Report” will be provided by the SI

on monthly basis in the Kerala Police/ NCRB suggested format and a review shall be

conducted based on this report. A monthly Availability and Performance Report shall

be provided to the State Police at the end of every month containing the summary

of all incidents reported and associated SI performance measurement for that

period. The monthly Availability and Performance Report will be deemed to be

accepted by the State Police upon review and signoff by both SI and Kerala Police.

Where required, some of the Service Levels will be assessed through audits or

reports e.g. utilization reports, measurements reports, etc., as appropriate to be

provided by the SI on a monthly basis, in the formats as required by the Kerala

Police/ NCRB. The tools to perform the audit will need to be provided by the SI.

Audits will normally be done on regular basis or as required by State and will be

performed by Kerala Police.

EMS system as specified in this RFP shall play a critical role in monitoring the SLA

compliance and hence will have to be customized accordingly. The 3rd party testing

and audit of the system shall put sufficient emphasis on ensuring the capability of

EMS system to capture SLA compliance correctly and as specified in this RFP. The

selected System Integrator (SI) must deploy EMS tool and develop additional scripts

(if required) for capturing the required data for SLA report generation in automated

way. This tool should generate the SLA Monitoring report in the end of every month,

which is to be shared with State Police on a monthly basis. Kerala Police will audit

the tool and the scripts on a regular basis.

The SLAs will prevail from the start of the Operations and Maintenance Phase.

However, SLAs will be subject to being redefined, to the extent necessitated by field

experience at the depots/ user units and the developments of technology practices

globally. The changes made should not result in undue financial advantage to the SI.

The SI is expected to provide the following service levels. In case these service

levels cannot be achieved at service levels defined in Annexure - XIV it shall result in

a breach of contract and invoke the penalty clause. Payments to the SI are linked to

the compliance with the SLA metrics laid down in the Annexure – XIV, Service



Levels. The penalties will be computed and calculated as per the computation

explained in Annexure to this RFP. During the contract period, it is envisaged that

there could be changes to the SLA, in terms of addition, alteration or deletion of

certain parameters, based on mutual consent of both the parties i.e. Kerala Police

and SI.

The service Level criteria is provided as Annexure – XIV, Service Levels to this

RFP

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