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Center for Development of Advanced Computing (C-DAC)

A Scientific Society of Ministry of Communication and Information Technology, GoI

NOTICE INVITING EXPRESSION OF INTEREST

C-DAC intends to provide its HMIS (Hospital Management Information System) solutions to interested State Governments / Health Departments / Hospitals. For this Application and Hardware Teaming partner need to be selected to support the implementation requirements. Now Expression of Interest is called for the empanelment of Teaming Partner by C-DAC for the following assignments as per the implementation model adopted.

1. Teaming Partner for Application Software Support Services (ASSS) 2. Teaming Partner for Hardware and Infrastructure Setup Services (HISS)

Interested organizations are invited to submit separate Expression of Interests (EoIs) for each of the above mentioned assignments.

The schedule of dates is mentioned below:

Nature of Project/Jobs/Services Selection of ASSS and HISS Teaming Partner Cost of Tender Document (nonrefundable) Rs. 1,000/- (Rupees One Thousand Only) Processing Fees (non-refundable) Rs. 1,000/- (Rupees One Thousand Only) Publishing Date & Time 14.11.2014, 11:00 AM

Document download Start Date & Time 14.11.2014, 11:30 AM

Date, Time & Venue of Pre-Bid Meeting 01.12.2014, 02:30 PM CDAC, Noida Bid Submission Start Date & Time 02.12.2014, 02:00 PM

Document download End Date & Time 05.12.2014, 02.00 PM Bid Submission End Date & Time 05.12.2014, 02:00 PM Submission of Demand Draft of Tender Cost,

and Processing Fees From 05.00 PM on 14/11/2014 up to 2.00 PM on 05/12/2014 Bid Opening Date, Time and Venue 05.12.2014, 03:00 PM CDAC, Noida

Bid Procedure Two Stage

Bid Evaluation Criteria QCBS (Quality cum Cost Based Selection) Websites for downloading Tender Document,

Corrigendum’s, Addendums etc.

www.cdac.in

Bid Validity 120 days from the date of submission

* In case any bidder fails to submit the original Demand Draft of tender cost and processing fees up to 2:00 PM on 05.12.2014, the Bid of the bidder shall not be opened. The Demand Draft should be of Scheduled Bank drawn in favour of “CDAC Noida”.

The EOIs should be concise and focused giving information as per the formats prescribed in the Terms of Reference

(ToR) Document.Completed details should be submitted by 14:00 hours on 05 December, 2014 at Reception,

C-56/1, Anusandhan Bhawan, Institutional Area Sector-62, Noida, Uttar Pradesh, India, with envelopes clearly marked “EOI for (name of the assignment). Organizations, which pass the pre-selection process, will be contacted and invited to submit detailed proposals.

CDAC Noida reserves the right to cancel this request for EOI and / or invite a fresh with or without amendments to this request for EOI, without liability or any obligation for such request for EOI and without assigning any reason. Information provided at this stage is indicative and CDAC Noida reserves the right to amend further details in the TOR document

Detailed Terms of Reference (ToR) for the assignment are available on the website www.cdac.in. In case of any clarification, contact may be established at the following email: [email protected]

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Terms of Reference

For

Teaming Partner Empanelment

For

Application Software Support Services (ASSS)

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Hardware & Infrastructure Setup Services (HISS)

Expression of Interest for Empanelment of ASSS and HISS Teaming Partner for

Implementation of Hospital Management Information System Developed by C-DAC

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1 Abbreviations

Contract “The Contract” means a legally enforceable agreement entered into between

CDAC Noida and the selected bidder(s) with mutual obligations.

Days Calendar Days

Project Sites “The Project Site” Include Hospitals and/or Department or any specified

location as per direction from CDAC Noida

GoI Government of India

CDAC Center for Development of Advanced Computing, Noida

GUI Graphical User Interface

NIT Notice Inviting Tender

QCBS Quality cum Cost Based Selection

HMIS Hospital Management Information System

PQ Pre-Qualification

Purchaser/ Tendering Authority/Procuring Entity

Head, Material Management Group (MMG), CDAC Noida

SoW Scope of Work

UAT User Acceptance Test

FMS Facility Management Services

GAD Gap Analysis Document

FSD Finalized System Document

IT Cell Information Technology Cell

RFP Request for Proposal

Supplier/ Successful bidder

The bidder who will be finally selected and who gets into an agreement with CDAC Noida for completing the work mentioned in this bidding document

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2 Invitation for Bids

1. CDAC Noida invites EoI proposals from the reputed, competent and professional firms, who meet the minimum eligibility criteria as specified in this document for Empanelment of ASSS and HISS Teaming Partners for Implementation of Hospital Management Information System Developed by C-DAC.

2. The Bidders should submit the proposal only physical form as prescribed in this document.

3. The complete bid document has been published on the websites http://www.cdac.in for the purpose of downloading. The downloaded final bid document shall only be considered valid for participation in the bid process subject to submission of required Bid document fee in the form of demand draft in favour of the “CDAC Noida” payable at Noida and tender processing fee in the form of demand draft in favour of the “CDAC Noida” payable at Noida.

4. Please note that a pre-bid meeting of prospective bidders, who have purchased the tender/ bidding document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below. The objective of this meeting is to address the queries of the prospective bidders related to the Project / Bidding document. Place for Pre-bid meeting and opening of the bid is CDAC Noida. DD for Tender Fees and Processing Fees should also be submitted physically at the office of Tendering Authority as prescribed in NIT.

5. CDAC Noida will not be responsible for delay in submission due to any reason. For this, bidders are requested to complete their work well before last date and time so as to avoid 11th hour issues or any other unforeseen problems. In the event of due date being a closed holiday or declared Holiday for Central Government offices, the due date for submission of the bids will be the following working day at the appointed time & venue. It is also important to note that the necessary information related to bids may be changed any time and any number of times before finalization.

6.

Bids will be opened as per time schedule mentioned in NIT. However bidder may choose to attend the bid opening at the office of the purchasing authority.

7.

No contractual obligation whatsoever shall arise from the EoI/Bidding process unless and until a formal contract is signed and executed between the tendering authority and the successful bidders.

Successful bidder shall have to sign a contract within specified days failing which EMD shall be

forfeited and party shall be deemed to have abandoned/relinquished/surrendered its

selection/claims/rights and second party will be offered an opportunity to work .

8. CDAC Noida disclaims any factual/ or other errors in this document (the onus is purely on the individual bidders to verify such information) and the information provided herein are intended only to help the bidders to prepare a logical bid-proposal

9. CDAC Noida reserves the complete right to cancel the bid process and reject any or all of the bids at its sole discretion.

Head, MMG CDAC, Noida

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3 Notice Inviting EOI

No- F1.1 (0.4)/CDAC/EOI/2014/1411 Dated: 14-11-2014

Notice Inviting Tender (NIT)

C-DAC intends to provide its HMIS (Hospital Management Information System) solutions to interested State Governments / Health Departments / Hospitals. For this Application and Hardware Teaming partner need to be selected to support the implementation requirements. Now Expression of Interest is called for the empanelment of Teaming Partner by C-DAC for the following assignments as per the implementation model adopted.

1. Teaming Partner for Application Software Support Services (ASSS) 2. Teaming Partner for Hardware and Infrastructure Setup Services (HISS)

The schedule of dates is mentioned below:

Nature of Project/Jobs/Services Selection of Application and Hardware Teaming partner for

ASSS and HISS

Cost of Tender Document

(nonrefundable) Rs. 1,000/- (Rupees One Thousand Only) Processing Fees (non-refundable) Rs. 1,000/- (Rupees One Thousand Only)

Publishing Date & Time 14.11.2014, 11:00 AM

Document download Start Date & Time 14.11.2014, 11:30 AM

Date, Time & Venue of Pre-Bid Meeting 01.12.2014, 02:30 PM CDAC, Noida

Bid Submission Start Date & Time 02.12.2014, 02:00 PM

Document download End Date & Time 05.12.2014, 02.00 PM

Bid Submission End Date & Time 05.12.2014, 02:00 PM

Submission of Demand Draft of Tender Cost, and Processing Fees

From 05.00 PM on 14/11/2014 up to 2.00 PM on 05/12/2014

Bid Opening Date, Time and Venue 05.12.2014, 03:00 PM CDAC, Noida

Bid Procedure Two Stage, Two envelope system

Bid Evaluation Criteria QCBS

Websites for downloading Tender Document, Corrigendum’s, Addendums etc.

www.cdac.in

Bid Validity 120 days from the date of submission

* In case any bidder fails to submit the original Demand Draft of tender cost and processing fees up to 2:00

PM on 05.12.2014, the Bid of the bidder shall not be opened. The Demand Draft should be of Scheduled

Bank drawn in favour of “CDAC Noida” payable at Noida only.

Head, MMG CDAC, Noida

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4 Background

Centre for Development of Advanced Computing (C-DAC) is the premier R&D organization of the Department of Electronics and Information Technology (DeitY), Ministry of Communications & Information Technology (MCIT) for carrying out R&D in IT, Electronics and associated areas. As an institution for high-end Research and Development (R&D), C-DAC has been at the forefront of the Information Technology (IT) revolution, constantly building capacities in emerging/enabling technologies and innovating and leveraging its expertise, caliber, skill sets to develop and deploy IT products and solutions for different sectors of the economy, as per the mandate of its parent, the Department of Electronics and Information Technology, Ministry of Communications and Information Technology, Government of India and other stakeholders including funding agencies, collaborators, users, state governments and the market-place.

C-DAC has been working in the area of Health Informatics and has developed several solutions till date in this area. With the increased penetration of ICT and with increasing acceptance of computers in healthcare, the use of technologies for Health Informatics is gradually increasing in country. C-DAC is carrying out the following R&D in Health Informatics at its various centers and some of the products developed by C-DAC in this sector are:

 E-Sushrut – a Hospital Management Information System (HMIS)

 E-Aushadhi – a Web Based Supply Chain Management System for Drugs

 Mercury – Comprehensive EHR/EMR and Telemedicine Solution

 SDK for DICOM – Software Development Kit for DICOM PS3.0-2004

 SDK for HL7 – Software Development Kit for HL7 v2.5

 Sanjeevani – a Telemedicine Solution

 Tejas – a Software suite for Oncology

 Ayusoft – a Decision Support System for Ayurveda

 iCare@Home – Integrative and Holistic HealthCare Solutions @home

 e-Chavi – a Picture Archival Communication System (PACS)

 DPH - Digital Programmable Hearing Aid

C-DAC’s Hospital Management Information System is a major step towards adapting technology to improve healthcare. It incorporates an integrated computerized clinical information system for improved hospital administration and patient health care. It also provides an accurate, electronically stored medical record of the patient. A data warehouse of such records can be utilized for statistical requirements and for research. The real time HMIS streamlines the treatment flow of patients and simultaneously empowering workforce to perform to their peak ability, in an optimized and efficient manner. It is modeled on the unique combination of a ‘patient centric and medical staff centric’ paradigm, thus providing benefits to both the recipients and the providers of healthcare. It ensures dramatic improvement in performance along with reducing the costs. The beneficiary hospital uses the Hospital Management Information System (HMIS) as a Service and does not need to undergo the challenges posed by technology, administration and implementation in computerization.

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C-DAC intends to provide its HMIS solutions to interested State Governments / Health Departments / Hospitals. This Term of Reference (ToR) is in response to the expressed need of the CDAC, for this an Application Software Support Services (ASSS) and Hardware & Infrastructure Setup Services (HISS) Teaming partner need to be selected to support the implementation requirements. Expression of Interest is called for the empanelment of Teaming partner by CDAC as per the implementation model adopted.

5 About Hospital Management Information System

C-DAC’s Hospital Management Information System is a complete ERP solution for Hospitals or a chain of Hospitals. It can be customized for a variety of hospitals such as medium sized clinics, large sized hospitals which could be Government hospitals, Super specialty hospital or Purely Private hospitals:

5.1 Advantages / Salient Features

 Web Based Application.

 Configurable for Multiple Hospitals.  Portable across a variety of platforms.

 Connects people, process and data in real time across all the hospitals.  Fast and reliable information management using LUCENE, DSS Tables.  Customized clinical data according to department and laboratory.  Generations of Charts, Graphs and Trends.

 Generation of comprehensive EMR and Patient Profile.

 Extensive Reporting with feature like Water Marking, Password Protection and supports various formats.

 Disclaimer & Instruction Facility.  Default Value Concept.

 Dynamic Templates –Department wise.  Configurable Business Rules.

 Canned Files and Macros.  Configurable Consent Formats.

 Validation Checks will be provided at all possible levels to prevent the system from accepting wrong values.

 User Friendly messages will pop up upon inputting Invalid values.

5.2 Technical Specs

 Based on n-tier Architecture in J2EE technologies.

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 Provides Bar coding Interface for areas such as patient Registration, Stores, Sample collection etc.

 Provides Machine Interfaces

 Integration with Code sets like ICD (International Classification of Diseases), SNOMED etc.

 Compliances with International Health Standards such as HL7, DICOM, LIONIC, CPT, ASTM etc.

 Based on RDBMS for easy retrieval and better performance •  Portable across a variety of platforms

 User Friendly GUI interface

 Browser based front end support LINUX and WINDOWS  Based on WINDOWS/LINUX/SOLARIS as backend  Audit logging of transactions

 Comprehensive User Management & Security.  Integration with PACS and Telemedicine.

5.3 HMIS Utilities

 Dynamic Doctor Desk  Dynamic Clinical Templates  Image Editor

 E-Consultation

 Patient Profile & Clinical Charts  ICD Search Engine

 Alert Management  CD Burn Utility

 Data Import & Export Utility  HL7 Conversion Utility

 Generic Medical Equipment Interfacing  Generic Scan Module

 Queue Management System “Third Party”

5.4 Standard Compliance

 Standard Code Sets

o ICD 10 “International Classification of Diseases” o SNOMED “Systemized Nomenclature of Medicine” o LOINC “Logical Observation Identifiers Names & Codes ”  HL-7 “Health Level 7”

 NACO “National AIDS Control Organization”

 NABH “National Accreditation Board For Hospitals & Health Care Providers”  GFR “General Financial Rule”

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 CIMS “Current Index of Medical Specialties”

 DICOM “Digital Imaging & Communication in Medicine”

5.5 Interface with HMIS

 Bar Code Interface  Biometrics

 SMS & e‐ Mail Server  Smart Card

 Digital Tablet

 Integrated With C‐ DAC‐ PACS

 Interface With Printers, Scanners, Webcam etc  Medical Equipment Interface

 Auto Analyzer  Coulter

5.6 Modules available in HMIS system

The modules detailed below are the main modules available with HMIS. CDAC can incorporate or delete any modules or service on its discretion as per state’s requirement.

MODULES

SERVICES ADMINISTRATIVE CLINICAL  Registration  Emergency  Out Patient Mgmt  Pharmacy Mgmt  Investigation  In patient Mgmt  ADT  Operation Theatre  Patient Medical record  Blood Bank with

Bio-Metric and Barcode  Service Area

 Billing

 Appointment & Roster  Central Sterile Services  Gas Plant

 Biomedical Waste Mgmt  Diet Kitchen

 Central Stores Mgmt  Biomedical Engg Dept  Enquiry

 Alert Management  User Management  Laundry

 Transport

 Personnel Info. System  Finance Mgmt System  Procurement &

Purchase

 Library Mgmt System  Misc. Admin. Activities

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5.6.1 Clinical

a. Registration

Registration of the patient is the foremost and most important activity in the overall Hospital Management Information System. Every patient who approaches to the hospital has to get registered before getting any consultation, treatment, investigations, etc. done from the hospital. Registration of patient involves accepting certain general and demographic information about the patient, assigning a unique central registration number (CR. No.).

b. Emergency

For all Emergency patients Casualty Management module helps to keep the record of patient's examination data examined by respective doctors under various departments also recording of patient's complaints, diagnosis, Drugs prescribed, Drug Allergies, Symptom Review, Follow up Notes are handled by this module.

c. Out Patient Management

Doctor and Nursing desk one of the key features of HMIS application, this desk is integrated with various modules of HMIS. Desk is dynamic and easily configured according to Doctor and Specialty.

d. Pharmacy Management

Pharmacy Management plays a central role in hospital. This consists of ascertaining the needs of various departments in the matter of items and devising such policies that all the materials, which have constant demand, will be constantly available so that they are supplied to the user departments without delay. This includes classification /categorization of items, codification etc. The prime objective of all the stores is to provide item supply to hospital departments with what they want, when they want it.

e. Investigation

Investigation Services deals with the Tests and Investigation related activities carried out in the hospital. In any Hospital there are a number of tests performed on the patients or samples. For completion of a Test certain workflow is followed in the Hospital. In the HMIS this workflow is taken care with the help of Investigation Service Module

f. In Patient Management

Doctor and Nursing desk one of the key features of HMIS application, this desk is integrated with various modules of HMIS. Desk is dynamic and easily configured according to Doctor and Specialty.

g. ADT

ADT handles the Inpatient activities which include admitting a patient, Bed Management, Transferring a patient, discharging a patient, entering a Patient on leave, Entering Compensable details. The hospital indoor facilities are divided in a number of ways. They are

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physical structures, which make up the In‐ patient structure. In a hospital there are a number of buildings, each buildings has a number of Wards, each Ward has a number of rooms and each room has a number of beds. The resources are present in logical structure called Departments. Each Department has a number of units. Each unit has a number of consultants. Each unit is allocated a number of beds. At the end of the day the patient shall be admitted into the custody of a treating Unit which shall be headed by a consultant.

h. Operation Theatre

Operation Theater module contains information about all the theatres, Equipment/Tools etc. availability information. Scheduling of operations is the main function of this module. Various departments give the requisition for an operation theatre. This module contains specific transactions for PAC Request initiation, PAC Result Entry, Operation list raising, maintaining records about operations and anesthesia done by corresponding departments.

Anesthesia Management is taken care in integration with the Operation Theater Management. The complete workflow of anesthesia is catered through the operation theater module

i. Patient Medical Records

An Electronic Medical Record (EMR) is a computer‐ based patient medical record. An EMR facilitates access of patient data by clinical staff at any given location. With the introduction of the Electronic Medical Record the patient information is captured electronically. All the information of the patient can be accessed easily and require much less time than the paper based record. It provides the accessibility to the patient record across the network. Electronic records are not only easy to access and maintain it also improves the quality of the health services.

The EMR is to maximize the usage of patient medical information. It improves patient care as it functions as a central source of information for communication between health care providers, covering the patient’s history, observation, diagnosis and therapeutic conclusions and a wide variety of unstructured documents and information. Moreover it will facilitate increased external linkage possibilities with health care providers and identify clinical events that need attention. It can solve many of the logistics problems of archiving, retrieving, tracing and finding out paper based medical records. Various reports like discharge summary, diagnostic classification as per International Classification of diseases, statistical report according to diagnosis, age, sex, geographical area and other parameters of the patient, surgeon index wise, reporting hospital statistics, and analysis of cases for research purpose are generated.

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j. Blood Bank with Bio-Metric and Barcode

Blood Bank Management System is a comprehensive online Inventory Management System which gives detailed information about Blood Components from collection to its consumption by end user. Using this system, the high level management can track the position of Blood Bags, Donor related information etc at any movement of time.

Blood Bank Management system is designed & developed as per the NACO and the NABH guidelines along with the feature of identifying professional donors using biometrics. The main functions of the Blood Bank Management System is to ensure proper blood donations, blood grouping, TTI screening, antibody screening, component preparation , cross matching, , issuing of compatible blood and Blood components etc as per the Blood Bank Standards.

k. Service Area

Service Area is one of the key areas of a Hospital which caters to many clinical procedures done on the patients in a hospital. Most of the Clinical Departments have facility/service points where a number of services are provided to the patients which include procedures, test, physiotherapy exercise and vaccination. The Service Area module of HIMS developed by CDAC is an outcome of a thorough research undertaken in the workflow of service area.

5.6.2 Services a. Billing

Patient Billing Module is an integral component of the Hospital Information System (HIS). Hospital provides various types of hospital services i.e. Inpatient, Outpatient and Emergency to various categories of patients such as general, private, staff & their dependants, poor / free, Government / Charitable organizations, insurance covered etc. Payments are collected on different accounts i.e. registration charges, OT charges, diet charges, lab charges, bed / room charges, miscellaneous charges like issue of blood bag units.

b. Appointment & Roster

The Appointments & Scheduling Module in a Hospital Management Information System covers the fixation of patient appointments and scheduling of each department’s activity. Appointment fixation is the activity, which allots prior dates for those patients who desire to see a doctor or visit the hospital. It keeps track of available slots in various categories of appointments. Patients are given appointment under various categories such as Outdoor Patients Department (OPD), Special Clinic OPD, Lab, Minor Operation Theatre, Day Care Centre and Main Operation Theater

c. Central Sterile Services

Central Sterile Supply Department acts as a Sub Store of Main Store. This department supplies the sterilized material after sterilization to OPD / IPD / Emergency / OTs / Blood

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Bank etc. As a sub store it exclusively supplies material for preparation of dressing materials, packing materials etc. CSSD receives the used material such as vials, procedure sets, gloves etc., for reuse with or without sterilization. Materials are subjected to washing and sterilization. After sterilization, condemned materials are separated and an equal amount of condemned materials is issued from departmental store so as to complete the supply against the receipt issued at the time of receiving the material for sterilization. The condemnation policy depends upon the value of the product.

d. Gas Plant

The Gas Plant module is aimed at storing, generation, maintenance, distribution and handling of various parameters related to Gas Cylinders of different types being used in various departments of the Hospital.

e. Biomedical Waste Management

The main functions of Hospital Waste Management Module are Handling, segregation, mutilation, dis-infection, storage, transportation and final disposal of biomedical waste.

f. Diet Kitchen

Diet and Kitchen module in a Hospital Information System (HIS) is an important module that covers multiple responsibilities related to the patient’s daily intake or nutrition. The basic function of the kitchen is to manage the patient’s meal services to take care of supply of Breakfast, Lunch, Tea and Dinner. The number of diets to be prepared every day is one of the very important functions of Diet and Kitchen department. Based on this data, kitchen undertakes its material planning, procurement and thereafter the preparation of the meals. The patient’s supply of diet is done in conjunction with the patient admissions and the special diet needs of the patient (special diet). The meals are served and depending upon the type of patient he / she is billed or not billed. Billing of the diet supplied is part of the Patient Billing module. This has to be dealt in the HIS especially from the Inpatient where the nurse has to order the diet depending upon the parameters that have to match clinical needs.

g. Central Stores Management

Deals with Hospital Equipment / Materials / Inventory Purchase and Supply to different Departments, Requisitions for different items/equipments are send to this store from different Departments and accordingly CSD issues Item/equipment to the various departments. CSD also maintains purchase records, stock, and supplier list, Item/equipment / material Master tables and also takes care of the Inspection details.

h. Bio-Medical Engineering Department

HEM manages various maintenance processes like Preventive maintenance, Breakdown Maintenance, Item (Equipment) Transfer, Gate pass and Condemnation Request etc, It consists of Bio Medical Equipment Maintenance and Hospital Infrastructures like Electrical

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Items services and Civil Works Management. HEM broadly manages maintenance for Store Items (store Inventory) and Other Items (non-store inventory items like buildings, electrical works and other infrastructure services).

i. Enquiry

This gives the enquiry of all the information’s regarding the hospital and the patients admitted or registered in the hospital.

j. Alert Management

Alert Management forms an integral part of a Hospital Management Information System (HMIS). Integrated Alert Management in heath care applications provides an effective decision support mechanism. It provides the vital communication between application and end users. An Alert is a notification informing its recipients that a critical or very important situation has arisen. The situation is as severe that an action must be taken immediately in order to resolve the situation.

k. User Management

The User management basically deals with security through controlling the access to the application & its related data. A user will have access to only Menu & Data for which the user has rights. User management creates mainly users and assigning the entire role to that particular user.

l. Laundry

Linen & Laundry department is responsible for processing of dirty linen and supply of clean linen to various departments. The main activities involved are collection, processing, mending, condemnation of linen, stock management.

m. Transport

Transport module provides efficient control and management of a hospital’s transport orders. Transport department handles all the transport of the Hospital that includes maintaining records of each vehicle, maintaining driver detail. There are different categories, which are maintained by the transport department of hospital.

5.6.3 Administrative

a. Personnel Information System

Module manage and capture all employee oriented activities which include Man Power Planning, Recruitment process, Appointment of candidates, Service Book, Increment and Promotion, ACR, Leave management etc.

b. Finance Management System

Module manage and capture various activities related to Budget, Cash and Fee Management, Contingent Billing, LC Billing, Employee Oriented Billing (TA and DA, LTC

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etc.), Payment Process through Compilation as Payment Voucher, Demand Process, Bill Payment, Grants Management, Pay Bill, GPF/CPF, NPS, Loan and Advances, Group Insurance, Service Linked Insurance, Planning and Costing etc.

c. Procurement and Purchase

The Procurement module mainly deals with the procurement and management of stock of various consumable or non‐ consumable items required by the different Departments of the Hospital. The requirements of the items are sent by the various department and stores. Based on the estimated amount of the requirements, the purchase section takes the decision like opening tender, placing the order directly to rate contracted supplier, and the purchase committee purchases the items from the market by surveying or through the government cell. This module covers Generating Purchase Order, Opening Tender, tender evaluations, Acceptance of Tender, Shipment Details and payments terms and conditions.

The advantage of automation of purchase department is that we will get the complete detail of purchase order. Provision for generating reports for those purchase orders for which items have not been issued by the supplier, automatic configurable letter generation etc. At the time of finalizing any item for purchase we can view the amount in that particular purchase head.

d. Library Management System

The Library Information System comprises of the following sub modules: Books acquisition, cataloguing, circulation, serialization, OPAC (Online Public Access Catalogue), Funds and accounts and Printing Desired Reports.

e. Miscellaneous administrative activities

PR, RTI, Estate, Vigilance, Security, and Welfare etc. also are separate modules with exhaustive features.

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6 HMIS Implementation Model

The implementation of HMIS has three main components:

1. Software Development / Customization

2. Hardware Supply, Installation and Commissioning, Support and Maintenance 3. Application Software Support Services like FMS, Operationalization etc.

 The entire software coding and development process will be handled by CDAC.

 There will Application Software Support Services (ASSS) Teaming Partner who will be supporting in implementation by providing Facility Management Services, Operationalization Services, Project Management Support and Contribute in some of the Application Software related activities.

 Again, there will be Hardware and Infrastructure Setup Services (HISS) teaming partner who will be assigned to support supply/procurement process, install and commission the hardware along with infrastructure Upgradation at client location including support and maintenance if required

The main stakeholders involved in HMIS Project Implementation are CDAC and State Department / Hospitals (Deployment End). In view of this, two implementation models are suggested:

 Model 1 – Implementation as a Turnkey Project by CDAC

 Model 2– Software and Application Software Support Services (ASSS) Teaming partner by CDAC and Hardware & Infrastructure Setup Services (HISS) Teaming Partner by State Department / Hospital

Type Responsibility Software Development ASSS Teaming Partner HISS Teaming Partner Model 1 CDAC Y Y Y State / Hospital Model 2 CDAC Y Y State / Hospital Y

HMIS

Implementa

tion

Application Teaming Partner - FMS, PMU, Application Support etc CDAC - Software Development Hardware Teaming Partner - Hardware commissioning and site preparation

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6.1 Model -1: Implementation as a Turnkey Project by CDAC

In this model entire HMIS development and implementation at state Department / Hospitals will be taken up by CDAC on turnkey basis. CDAC will empanel ASSS and HISS teaming partners. End to end integration of the project will be the responsibility of CDAC. The implementation model is as follows:

 CDAC will select/ empanel the ASSS and HISS teaming partners to provide system integration and application support for HMIS solution

 ASSS Teaming Partner empanelled by CDAC shall assist in Requirement Gathering, Facility Management Service, Project Management, Operationalization of Solution, Hand Holding Support, Training, Documentation, System Integration Support, Help Desk Support, Maintaining the Application etc.,

 HISS Teaming Partner shall support in Supply / Procurement process, Installation and Commissioning of Hardware Infrastructure and Site Preparation for application deployment at client side.

 State Department / Hospital to give the final signoff to CDAC after implementation

6.2 Model -2:- Software, ASSS Teaming Partner by CDAC and HISS Teaming

Partner by State

CDAC will be software development agency which will be assisted by empanelled ASSS Teaming Partner to implement HMIS solution in respective states. States, infect, need to employ HISS Teaming Partner for hardware deployment and infrastructure Upgradation required for solution implementation at hospitals. The implementation model is as follows:

 The HMIS application has been developed by CDAC. The application will be customized, configured as per requirement and managed by CDAC. The entire software coding and development part will be handled by CDAC.

 The State Government / State designated agency can employ CDAC for application deployment. It is responsibility of the State Government / State designated agency to ensure proper hardware infrastructure and site preparation for application deployment. For this a HISS Teaming Partner can be deployed as per state’s convenience.

 ASSS Teaming Partner empanelled by CDAC will assist in Requirement Gathering, Facility Management Service, Project Management, Operationalization of Solution, Hand Holding Support, Training, Documentation, System Integration Support, Help Desk Support, Maintaining the Application etc.,

 ASSS Teaming partner will maintain application hosted at SDC or through remote access provided by SDC. Application Management Team at SDC will ensure version control of the application, installation of upgrades and enhancements, Management, Review & documentation of the User Access Policies for the use of HMIS application software, requirement analysis & Impact analysis of requirements in case required.

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CDAC CDAC HMIS Solution development HMIS configuration HMIS Database Management HMIS

Customization HMIS Training

 Selection of HISS Teaming Partner for Infrastructure & Hardware deployment  Provision of connectivity  Implementation Monitoring  Logistics  Change management  Capacity building  Sign offs

State/ Department of health

 Support in Supply / Procurement process of Hardware and Third Party Software

 Site preparation

 Installation, Integration and Commissioning

 Information security  Licensing requirement  Tie up with OEMs  Training

 Corrective Maintenance service

 Warranty & AMC services  Asset Register

 Knowledge Transfer

HISS Teaming Partner selected by CDAC

 Project Management  PMU Office

 Requirement study

 Finalized System Document  Facility Management Service

at Data center

 Facility Management Service at Hospital

 System Integration support  Operationalization

 Monitoring & Reporting  HMIS training

 Handholding support  Helpdesk support  Know How transfer  Exit management

Application Teaming Partner selected by CDAC

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7 Roles & Responsibilities of stakeholders

Implementation Model Implementation Model 1 Implementation Model - 2

Stakeholder Responsible (CDAC / State) CDAC CDAC STATE

S.No. Component CDAC ASSS Teaming

Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner Application Development

1 GAD / Requirement Analysis Y Y Y Y

2 Development and Supply of HMIS

Application and/or modules Y Y

3 Coding & Modification Y Y

4 UAT, Quality Testing Y Y Y Y

5 Development of Upgrades &

Patches Y Y

6 Version control of the HMIS

application at Site Y Y

7

Installation of upgrades and enhancements of HMIS application

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Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner 8 Management, Troubleshooting and fine-tuning the HIMS -

Application Software, as and when required

Y Y

9 Application Support Y Y Y Y

Project Management

10 Project Management Unit Y Y

11 Requirement Analysis & Impact

analysis of requirements Y Y Y Y

12

Management, Review & Documentation of the User Access Policies for the use of HMIS – Application Software

Y Y

13 Planning and Implementation Y Y

14 Initial training to state Department

/ Hospital Y Y Y Y

15 Operationalization Y Y

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Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner

17 Change Management Analysis Y Y Y Y

18 Capacity Building Strategy Y Y

Facility Management Service

19 Provision of Manpower and

Service Engineer Y Y

20 Configuration Management Y Y

21 Any Deployment Post

Implementation Y Y

22 HMIS System Administration Y Y Y Y

23 HMIS Database Administration Y Y

24 Regular back-ups of HMIS Y Y Y Y

System Integration

25 Finalized System Document Y

Y

26 System Integration Support-I Y Y Y Y

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Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner

28 Installation and Commissioning of

Hardware Y Y 29 Site Preparation Y Y

30 Initial Operationalization of HMIS

Software Y Y Y Y

31 Go-Live of each Hospital Y Y Y Y

32 Monitoring and Maintenance of

Equipment Y Y Y Y

Post implementation

33 IT Cell Support, Help Desk

Support Y

Y

34 Ensuring Adherence to Service

Level Agreements Y Y Y Y

35

Knowledge Transfer, Configuration Training and Handover

Y Y Y Y Y Y

36 Final signoffs and exit

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8 Scope of work

In this section, the scope of work of ASSS Teaming Partner and HISS Teaming partner are detailed herewith

8.1 Scope of work for ASSS Teaming Partner

The core HMIS software has been developed and will be customized for state requirement by CDAC. The Application Teaming Partner will be the implementation hand of CDAC for the said solution. The following are the general scope of work for ASSS Teaming Partner:

 Setting up of Project Management Unit to ensure proper methodological and timely development, deployment and monitoring of the solution.

 Installation of upgrades and enhancements of HMIS application  Facility Management Services for application at Designated Sites

 Initial training of hospital staff at time whenever there is new module added or version upgrade or similar events

 HMIS System Administration  HMIS Database Administration  Application Software Administration & Management

 Data Base and Application Tuning as Required

 Taking regular back-ups of HMIS application, Database and other networking components

 Submission of reports of the Service Engineers posted under FMS at sites  Initial Operationalization of HMIS Software

 Go-Live

 Finalized System Document

 Provision of Project Manager and Service Engineers at designated sites  Handholding Support

 Call Center Support  System Integration Support  Knowledge Transfer  Exit Management

Details of work

8.1.1 Project Monitoring Unit:

The ASSS Teaming Partner has to set up the PMU at site including helpdesk facility. The PMU will acts as an interface between the following entities to ensure the smooth operation of the Application software.

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 Project Management Team at CDAC

 Coordination with CDAC, State Department and Hospitals  FMS Team Management

 Operationalization Team Management

 State Designated / CDAC HISS Teaming Partner

The Application Teaming Partner shall depute a Project Manager at site for the defined duration of the project. The Project Manager will be responsible for the following:

 Act as single point of contact with the CDAC and other stakeholders

 Co-ordinate with the implementation teams (FMS & Operationalization) during the installation phase

 Provide regular reports of the installation status to the Department  Coordinate the UATs

 Co-ordinate trainings in each hospital

 Provide regular status report during the operations and maintenance phase

 Consolidate the monthly status reports from each hospital and submit to the CADC

 Maintain consolidated inventory of all hospitals

 Provide any technical assistance that may be required by the staff deployed at the hospitals

 Report Preparation on defined frequency  Supervise the Help Desk Management System

 Payment Realization, close coordination with Finance Department at site

Project Organization Plan: The ASSS Teaming Partner shall submit a Project Organization Plan with proposal providing details of the proposed project structure identifying key individuals along with their roles and responsibilities.

CDAC / State Department will ensure the office space along with basic infrastructure required for official work for setting up PMU.

The ASSS Teaming Partner along with select senior officials of CDAC together will act as Project Management Team and shall also be actively involved in the Project and shall strategically spearhead the project towards timely and smooth implementation.

The ASSS Teaming Partner shall support the onsite and the core deployment by providing their strategic inputs.

The ASSS Teaming Partner has to ensure Professional Project Management approach while executing the project. Following steps are to be carried out in Project Execution:

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 Planning and Scheduling the Project  Defining Milestones and tasks.  Estimating task wise time required

 Tracking task wise actual time v/s estimated.

 Ensuring instant corrective action in case of Project Schedule overrun.

 Information sharing with Client about the progress of the Project / Issues and concerns by way of Status Report at a certain frequency.

 Ensuring mock process audits by Senior staff members at every milestone  Stage wise reviews and corrective action.

The ASSS Teaming Partner will contribute to ensure that the following Software Development Life Cycle stages would conclude in effective and efficient manner:

 Requirement gathering and opting final sign off by the client.  Designing application and preparing Design document with WBS.  Functional specification / test case creation.

 Code Construction.

 Unit testing and Integration testing.

Quality Aspect: In order to ensure ultimate product quality, the ASSS Teaming Partner along with CDAC has to ensure that the concepts like Configuration Management, Work product reviews, Route cause analysis of defects identified, defect prevention activity etc., are inducted in to Project Management.

Risk Management Approach: The ASSS Teaming Partner along with CDAC has to identify Probable Risks involved in the Project; Mitigation and Contingency plans have to be prepared and put in place.

Testing Methodology: Program level testing and system level testing will be carried out using test cases. The ASSS Teaming Partner has to create test cases taking in to account functionality, user behavior, and various boundary conditions.

There will be no of iterations for converting bugs in to success. There will also be Test Data Preparation based on live scenario which needs to be undertaken by ASSS Teaming Partner.

8.1.2 Facility Management Services (FMS):

The ASSS Teaming Partner shall be responsible for providing Facility management services with respect to HMIS implementation. The facility management service has to be provided at data center as well as at hospitals as required by CDAC.

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8.1.2.1 Facility Management Service at Data Centre

It is envisaged that hosting services will be provided in State Data Centre or CDAC Data Center, The following activities has to be undertaken:

a) System Administration / Network / Security Administration b) Database Administration

c) Application Software Administration & Management

The ASSS Teaming Partner has to deploy the Engineers and administrators, would be deployed in shifts on 24 X 7 X 365 basis. There will be 3 shifts to cover round the clock operations and additional manpower in general shift if required.

 Morning shift : 0700-1500 hrs  Evening shift : 1400-2200 hrs  Night shift : 2200-0700 hrs  General shift : 0900-1700 hrs

The ASSS Teaming Partner has to deploy adequate manpower for following services:

 System Administration / Network / Security Administration: A qualified system administrator will be deployed to handle the Servers / SAN / RDBMS / Cluster and manage the overall operations at the Data Center.

 The administrator will be assisted by the team of system engineers to take care of any operational / configuration issues of the system. The team would be deployed as per the load during the day and would manage the setup.

 Database Administration: A qualified database administrator will be deployed to handle database related activities.

 Application software administration and management: There would be an administrator deployed round the clock at the data center to monitor the application operations.  He would be responsible for management, troubleshooting and fine-tuning the

application software, as and when required, taking care of application software updates and upgrades, during the project period. Management, Review & documentation of the User Access Policies for the use of application software on LAN and WAN

8.1.2.2 Facility Management Services (FMS) at Hospital:

If required the Application Teaming Partner has to provide Facility management service at state/hospital level. The following are the activities to be undertaken in this regard.

 System Administration and Management

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The ASSS Teaming Partner has to deploy the Engineers and Administrators, would be deployed in shifts on 24 X 7 X 365 basis. There will be 3 shifts to cover round the clock operations and additional manpower in general shift if required.

 Morning shift : 0700-1500 hrs  Evening shift : 1400-2200 hrs  Night shift : 2200-0700 hrs  General shift : 0900-1700 hrs The main activity that has to be handled-

 Database and Application tuning as required (For local setup at Hospital level)  Taking of regular back-ups

 Monitoring the Hardware and Network uptime

 Provide Assistance to Hospital Administration for Smooth Operationalization of Application Software

8.1.3 Finalized System Document (FSD):

The ASSS Teaming Partner has to undertake detailed study of infrastructure for the entire system at the hospital including:

a) Layout of hardware components like workstations, desktops, Dot matrix and laser printers, bar code scanners and printers, bio-metric devices etc. within each hospital

b) Deciding on the location and layout of the computer room and its internal furnishing and air conditioning requirements

c) Deciding on the UPS and electrical layout

d) Deciding on the Network termination and network cabling work requirement e) Deciding on associated civil work, furniture and interior decoration requirements

f) Creating the complete Bill of Quantity with technical specifications for all items for tendering process

g) Technology and bandwidth requirements

h) Deciding on the HMIS modules to be deployed, their tuning requirements, Master Database sizing, migration and linkage aspects of legacy system and requirement of any new module to be developed.

A Finalized System Document (FSD) will be generated by ASSS Teaming Partner listing these aspects and detailing the action plan in the form of a GANTT/PERT that indicates all subtask, their linkages, and responsibility for each and has to submit to CDAC for approval.

Hospital wise requirements of infrastructure have to be worked out in consultation with Department / Hospitals during FSD study. In some of the hospitals, some infrastructure for computerization may

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already exist. This will be taken into account at the time of chalking out the requirements to prepare the Bill of Quantity (BOQ).

8.1.4 HMIS Configuration Support:

The following activities have to be carried out by ASSS Teaming Partner under HMIS configuration Support

 System Verification as per FSD  Master Data Collection, Compilation  Master Data, Verification, Configuration  System Installation & FMS training

8.1.5 Application Software Support:

The following activities would be carried out under Application Software Support. The ASSS Teaming Partner has to provide assistance to CDAC for above mentioned activities

 Application Software Support and its up gradation  Application Server Software Optimization / Fine Tuning  Application Software Database Tuning

 Application Software Performance Tuning

 Assistance in case of Disaster Management with respect to Application Software  Assistance to ensure business continuity with respect to Application Software

8.1.6 System Integration Support:

The ASSS Teaming Partner in consultation with CDAC will assist the State Department / Hospital for System Integration Support Services. These services are envisaged in two parts, Part-1 is completion of the tendering process in its entirely leading to the placement of order by department.

Part-2 is on delivery of equipment at site ASSS Teaming Partner will assist the Hospital authorities to

ensure the proper placement and installation of the equipment through concerned vendors and FMS team at site leading to the final commissioning of the entire setup under the defined time lines

8.1.7 Operationalization:

For Operationalization of HMIS at hospital level the ASSS Teaming Partner has to provide adequate manpower for the following, if required:

 Providing adequate manpower to operationalize the HMIS functionalities at concerned hospital like Data entry for operations such as Registrations, billing for investigation, emergency, admission etc. as envisaged in the FSD

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 Provide Assistance to Hospital Administration for Smooth Operationalization of Application Software

 Submission of quarterly bills along with the attendance duly verified by the Medical Superintendent of the concerned hospital to department / CDAC for Operationalization services and realization of the same

8.1.8 Know How Transfer:

A complete know how transfer activity will take place with respect to customized HMIS application software developed under the project by Application Teaming Partner and CDAC with the team identified by the State Department after completion of the Deployment / Implementation stage with respect to following points

 Comprehensive training on Application Software  Technical training on HMIS Development Environment  Customized Application Software Source Code

 Customized Application Software Documentation for Source Code  Customized Application Software Technical Manual

8.1.9 Application Software Training and Handholding Support:

The CDAC will provide Application Software training, FMS & Operationalization Training and FSD training to the mutually agreed numbers of personals nominated by selected ASSS Teaming Partner. The ASSS Teaming Partner will Train the Trainer (TTT) from Hospitals / State designated agencies at a centralized location.

The Trained personnel shall in turn train the Hospital staff in operation / usage of the HMIS Application Software.

The ASSS Teaming Partner shall provide a detailed change management plan which shall include change management strategy that encompasses the requirements of the end users and the patients.

The Following are the key training modules to be conducted by selected Application Teaming Partner. These modules are indicative for reference of successful bidders and detailed training plan has to be proposed by successful bidders. Training under these modules has to be provided in each hospital to the concerned stakeholders:

 General awareness on the HMIS Project, key objectives, modules training  Usage of Desktops / Tablets / Printers and other peripherals

 Detailed application training includes generating patient reports and records. This training will also help users in efficient usage of the modules