Faculty of Arts, Science and Technology

LEVEL: 6

MODULE: COM614: IT Project Management

ASSIGNMENT: 1

SUBMISSION DATE 02 January 2020

nd

Verified by: Denise Oram, Bindu Jose

To be completed by student

Name: H.M.D.T.Herath Date submitted: 2020.01.02

Course: COM614:IT Project Management Student Signature: H.M.D.T.Herath

Certification: I certify that the whole of this work is the result of my individual effort and
that all quotations from books, Periodicals etc. have been acknowledged.

To be completed by lecturer

Comments:

Grade/Mark **
 Faculty of Arts, Science and Technology

LEVEL: 6

MODULE: COM614: IT Project Management

ASSIGNMENT: 1

SUBMISSION DATE 02 January 2020

nd

Verified by: Denise Oram, Bindu Jose

To be completed by student

Name: S.P.B Herath Date submitted: 2020.01.02

Course: COM614:IT Project Management Student Signature: S.P.B Herath

Certification: I certify that the whole of this work is the result of my individual effort and
that all quotations from books, Periodicals etc. have been acknowledged.

To be completed by lecturer

Comments:

Grade/Mark **
 Faculty of Arts, Science and Technology

LEVEL: 6

MODULE: COM614: IT Project Management

ASSIGNMENT: 1

SUBMISSION DATE 02 January 2020

nd

Verified by: Denise Oram, Bindu Jose

To be completed by student

Name: Nethmini Yashodha Jayaweera Date submitted: 2020.01.02

Course: COM614:IT Project Management Student Signature: Nethmini Yashodha

Jayaweera

Certification: I certify that the whole of this work is the result of my individual effort and
that all quotations from books, Periodicals etc. have been acknowledged.

To be completed by lecturer

Comments:

Grade/Mark **
 Faculty of Arts, Science and Technology

LEVEL: 6

MODULE: COM614: IT Project Management

ASSIGNMENT: 1

SUBMISSION DATE 02 January 2020

nd

Verified by: Denise Oram, Bindu Jose

To be completed by student

Name: J.A.T. Pramod Date submitted: 2020.01.02

Course: COM614:IT Project Management Student Signature: J.A.T. Pramod

Certification: I certify that the whole of this work is the result of my individual effort and
that all quotations from books, Periodicals etc. have been acknowledged.

To be completed by lecturer

Comments:

Grade/Mark **
 Faculty of Arts, Science and Technology

LEVEL: 6

MODULE: COM614: IT Project Management

ASSIGNMENT: 1

SUBMISSION DATE 02 January 2020

nd

Verified by: Denise Oram, Bindu Jose

To be completed by student

Name: W.D.Y.Dinusha Date submitted: 2020.01.02

Course: COM614:IT Project Management Student Signature: W.D.Y.Dinusha

Certification: I certify that the whole of this work is the result of my individual effort and
that all quotations from books, Periodicals etc. have been acknowledged.

To be completed by lecturer

Comments:

Grade/Mark **
 Faculty of Arts, Science and Technology

Student Name Student ID Role

H.M.D.T.Herath 19003410 Supplier
S.P.B Herath S19003412 Coordinator
Nethmini Yashodha S19003419 Finance Director
Jayaweera
J.A.T. Pramod S19003414 IT Director
W.D.Y.Dinusha S19003434 Consultant

Proposal for the

renovation of the information system in LBG council

COM 614 – IT Project Management

Table of Contents
01. Introduction ................................................................................................................... 12
02. Project Organization and Objectives ............................................................................ 14
03. Individual role definitions & Objectives....................................................................... 15
3.1. Finance / Services Director ........................................................................................... 15
3.2. IT Director ..................................................................................................................... 15
3.2. Supplier ......................................................................................................................... 16
3.4 Consultant....................................................................................................................... 16
3.5 Coordinator..................................................................................................................... 17
04. Problems and Solutions................................................................................................. 17
4.1 Problems ......................................................................................................................... 17
4.1.1. Problems in the Finance Division ........................................................................... 18
4.1.2. Problems in the HR division................................................................................... 18
4.1.3. Problems with the Vendors & Suppliers management ........................................... 20
4.1.4. Problems with the Current IT infrastructure........................................................... 20
4.1.5. Problems with the Information Security ................................................................. 21
4.2. Solutions ........................................................................................................................ 21
4.2.1. Proposed Solution for the Finance Division ........................................................... 21
4.1.2. Solution for the HR division................................................................................... 22
4.1.3. Solution for the Vendors and Suppliers management ............................................ 23
4.1.4. Solution for the IT Infrastructure............................................................................ 23
4.1.5. Solution for the Information Security ..................................................................... 25
05. Project planning information ........................................................................................ 28
5.1. Gantt Chart. ................................................................................................................... 28
06. Specifications (SRS) ..................................................................................................... 36
6.1. Product Scope ................................................................................................................ 36
6.2. Target Audience (Users) ............................................................................................... 36
6.3. Product perspective ....................................................................................................... 36
6.4. Operating environment .................................................................................................. 36
6.5. Design and Implementation Constraints ....................................................................... 38
6.6. Dependencies ................................................................................................................ 38
6.7. Functional requirements ................................................................................................ 39
1.1. Level 01 / Level 02 Data Flow Diagram ................................................................... 43
 1.2. Nonfunctional requirements ...................................................................................... 44
07. Feasibility Study ........................................................................................................... 44
7.1. Economic Feasibility ..................................................................................................... 44
7.2. Legal Feasibility ............................................................................................................ 45
7.3. Operation Feasibility ..................................................................................................... 45
7.4. Environment Feasibility ................................................................................................ 45
7.5. Technical Feasibility ..................................................................................................... 45
08. Risk Management ......................................................................................................... 46
8.1. Risk Assessment............................................................................................................ 46
8.2. Mitigation and Monitoring ............................................................................................ 47
8.2.1 Mitigating Risk ........................................................................................................ 47
09. Financial Information.................................................................................................... 50
9.1 Resource Requirements .................................................................................................. 50
9.2 Human Resources Calculations ................................................................................. 51
9.2.1 Monthly Turnover Rate: .................................................................................... 51
9.2.2 Revenue Per Employee: ..................................................................................... 51
9.2.3 Human Capital Cost: ............................................................................................... 51
9.2.4 HR to staff ratio: ...................................................................................................... 52
9.2.5 Return on Investment: ............................................................................................. 52
9.2.6 Cost per Hire:........................................................................................................... 53
9.3 Project Budget Management .......................................................................................... 53
9.3.1 Equipment and Material resources .......................................................................... 53
9.3.2 Budget Estimate ....................................................................................................... 53
9.4 Product Cost Calculation .............................................................................................. 55
9.4.1 Core Switch 24 Ports management License ............................................................ 55
9.4.2 Multimode SFP Transceiver (1 Gbps) ..................................................................... 56
9.4.3 Switch 24Ports ......................................................................................................... 56
9.4.4 Firewall .................................................................................................................... 57
9.4.5 Rack Mountable Server ........................................................................................... 57
9.4.6 Tape Library ............................................................................................................ 58
9.4.7 UPS 650VA ............................................................................................................. 58
9.4.8 Door Access Controller ........................................................................................... 58
9.4.9 Fingerprint Scanner ................................................................................................. 59
9.4.10 Virus Guard ........................................................................................................... 60
9.4.11 Account Package - QuickBooks software ............................................................. 60
 9.4.12 HR Package - Accpay HR software ...................................................................... 61
9.4.13 Staff Payments ....................................................................................................... 61
9.4.14 Other Cost .............................................................................................................. 62
9.5 Budget of the project ...................................................................................................... 63
10. References .......................................................................................................................... 64
List Of Figures

Figure 1: London Borough of Glyndwr (LBG) Council Organizational Chart ....................... 13

Figure 2: Roles within the London Borough of Glyndwr (LBG) Council .............................. 13
Figure 3: Project Organizational Structure .............................................................................. 14
Figure 4: Existing Network Plan.............................................................................................. 20
Figure 5: Newly Propose Network Plan .................................................................................. 24
Figure 6: Finance Functional Flow Diagram ........................................................................... 39
Figure 7HR Functional Flow Diagram .................................................................................... 41
Figure 8 Data Flow Diagram ................................................................................................... 43
Figure 9 Original Quotation Received by Cisco ...................................................................... 54
List of Tables

Table 1 Individual Role Definition .......................................................................................... 15

Table 2 Network Items and Purpose ........................................................................................ 24
Table 3 Policies and objectives ................................................................................................ 27
Table 4 Risk Calculation .......................................................................................................... 47
Table 5 Project Human Resources Requirements .................................................................... 50
Table 6 Equipment and Materials Account ............................................................................. 53
Table 7 Estimate Types ............................................................................................................ 53
Table 8 Reqired Hardware Items ............................................................................................. 54
Table 9 Core Switch Cost Calculation ..................................................................................... 55
Table 10 Transceiver Cost Calculation .................................................................................... 56
Table 11 Switch 24 Cost Calculation....................................................................................... 56
Table 12 Firewall Cost Calculation ......................................................................................... 57
Table 13 Rack Server Cost Calculation ................................................................................... 57
Table 14 Tape Library Cost Calculation .................................................................................. 58
Table 15 UPS Cost Calculation ............................................................................................... 58
Table 16 Access Controller Cost Calculation .......................................................................... 58
Table 17 Fingerprint Scanner Cost Calculation ....................................................................... 59
Table 18 Virus Guard Cost Calculation ................................................................................... 60
Table 19 QuickBooks Cost Calculation ................................................................................... 60
Table 20 Accapy Cost Calculation ......................................................................................... 61
Table 21 Staff Payment Calculation ........................................................................................ 61
Table 22 Staff Gross Payment ................................................................................................. 61
Table 23 Other Cost Calculation.............................................................................................. 62
01. Introduction

The London Borough of Glyndwr (LBG) in decided to re-assess its existing IT system with a
view for developing a new Information Management System for the efficient running of the
Council due to the recent political situations. There is no confidence with the existing IT system
due to its unreliable and utilizes old technology and therefore needs to be upgraded as soon as
possible. To this end, they are requesting as a matter of urgency for the IT Director & Computer
Manager to provide them with an Information management system that they can depend on.
The Board of the London Borough of Glyndwr (LBG) Council faces a number of problems
with the current IT System due to unreliability and the inability to add further functionality

LBG council needs that software to address current problems and reliability and adaptability
for future periods. The cost-effective solutions must be made and ensure the implementation
of new technology is a must in this regard. The main concern of the council is to integrate all
the stakeholders into the new software systems to increase the reporting of every transaction.
Since LBG is government council security over date stealing is highly concern. The new system
should be user-friendly as to easily adopted present employees to the new system. External and
internal risk factors wanted to be at minimum level therefore thorough analyzing the present
system and internal forces and external forces is a necessary requirement. Project sustainability
for the next few years is very important as the council won’t be able to allocate budget for
another software development within the next few years. Therefore, accruing new technology
for the project is very important. Survey and forecasting are part of this project for a better-
quality software system.
The basis for the project organization will be based on the following diagram.

Figure 1: London Borough of Glyndwr (LBG) Council Organizational Chart

External Consultant
Providers Company Glyndwr Council
Finance
Director
Supplier Consultant IT Director
Services
Director

Figure 2: Roles within the London Borough of Glyndwr (LBG) Council

Page 13 of 64
02. Project Organization and Objectives

The below figure will show how the project organizational structure and the data movement.

IT Finance/
Consultant
Services
Director
Director

Project
Coordinator

Supplier

Figure 3: Project Organizational Structure

• We are planning to do the interviewing, document reviews, observations to identify the
issues and identify the target audience.
• We are going to check with the consulting company with the systems that they have
implemented and through the other resources also we are planning to check the current
systems that are in use and check the latest technology and trend in the field as well.
• we are planning to implement the system with the highest security and latest
technology.
• As we are planning to implement the system with the latest technology and we are
planning the system with the feature to add any new functions.
• we are planning the system implement with the more spaces and with the capability to
add more users and the services.
• we are planning to give the best solution for the LBG council with the latest technology,
the latest features for a reasonable budget.
• we are planning to reassess the current system/IT infrastructure and try to minimize the
cost of the project and do all the savings as much as possible.
• We are planning the project time plan to meet the given time period of the council and
we are giving our best effort to complete the project as soon as possible through better
service.

Page 14 of 64
03. Individual role definitions & Objectives

No Individual Roles Student Name

1 Finance / Services Director Nethmini Yashodha Jayaweera
2 IT Director J.A.T Pramod
3 Supplier H.M.D.T Herath
4 Consultant W.D.Y. Dinusha
5 Coordinator S.P.B.Herath
Table 1 Individual Role Definition

3.1. Finance / Services Director

Financial manager is responsible for the financial health of an organization. They produce
financial reports, invest strategies and plan strategies for their organization's long-term
financial objectives. Financial managers work in many places, including banks and insurance
companies.

Financial managers increasingly assist executives in making decisions that affect the
organization, which requires analytical skills and excellent communication skills.

Below are some major functions which are done by the finance manager.

• Management of cash
• Financial planning
• Financial negotiations
• Evaluation of financial performance
• Financial decision

Page 15 of 64
3.2. IT Director
Objectives:

• Formulate and establish IT policies and systems to support the implementation of strategies
laid down by top management
• Analyzing the business needs of all departments to determine their technology needs
• Monitor all technical operations (eg network security) and evaluate them according to
established objectives
• Purchase efficient and cheap technology and software

• Examine the use of technology equipment and software to ensure performance and
efficiency

• Identify the need for improvements, configurations or new systems and report to top
management

3.2. Supplier

Ensuring the quantity -wise and quality -wise supplies as required by the project consultant
with priority concern of the following factors ; Price , quality , aftersales service , warranty
period, reliability, durability, adaptability to the future technology changes.

Objectives:

The supplier ’s objectives are based on the final objectives of the entire project . Introducing
cutting age technology to this project is a mandatory and foremost objective of the supplier as
the council’s main objective is to introduce a new tech software system that can cater to the
demand of the council for the next consecutive years. Since the council has a limited budget,
all the procurements are done either calling a tender or comparing quotations with supports
from the technical adviser.

3.4 Consultant.
• Doing research, Interviews, document reviews, observations to identify the issues and
identify the affected audience.
• By analyzing the gathered information sets the scope and objectives of the project.
• Identifying the weakness and provide solutions with the cooperation of the IT director.
• Reassess in the Exiting IT Infrastructure.
• Provide Solutions for the Team members when there having issues.

Page 16 of 64
• Prepare reports
• Get in touch with new technology
• Conduct risk assessments
• Organize User acceptance testing
• Works with the team members to achieve the goals

3.5 Coordinator

• Arranging the meeting with the Project team members.

• Arranging the meetings with the suppliers
• Minute the meeting minutes and circulation.
• Provide the resources that team members need.
• Developing the time plans with the team members and check how much they have met.
• Create and provide the documents, reports time basis.
• Helping to conduct the interviews, to do the document reviews.
• Check the suppliers/ vendors and check the works doing by them.
• Ensure that the suppliers deliver the necessary equipment on time.
• Guide the team members, vendors/ suppliers, and users.
• Arranging the training for the users.
• Plan some activities for team members to release stress, build the team works,
trustability among the team members.

04. Problems and Solutions

4.1 Problems

In the LBG council, most of the documents they handle manually. Only a few functions they
do by using computers. As they handle most files manually in the day to day life they face a
lot of issues. Because of that, we have noticed a large number of man-hours are wasting.

We have noticed a few reliability and capability issues with the manual file handling,

1. Very difficult to find the file in neediness

2. Most of the files are misplaced

3. Some files have been damaged

4. It is very difficult to do any changes in the files

Page 17 of 64
 5. Manual Files are not stored in a secure way

6. No backup data of the files in case of a misplaced or damaged.

Inside the of the council premise, we haven’t identified any quality controls that are maintained

4.1.1. Problems in the Finance Division

As per the UK law council must keep the records of the at least last 22 months'' tax return
details and at least the last 6 years VAT record (UK GOV, 2019). However, in the LBG council
finance division all the documents except few like invoice raising, doing manually. They have
received computers that have good configurations and in good condition. And they have
experienced staff with good computer literacy. As they have computers with good conditions
and experienced staff that have past experience with the ERP systems they wanted to move
forward with the new technologies. In the Finance division including the finance director, there
are 10 staff members.

As the Incomes to the council, they received payments from the residents, businesses, and
government. And as the expenses, they have monthly standard payments, employee wages,
petty cash, Reimbursement, Other purchasing. They have to provide the reports Debtor report,
Pending supplier payments, total expenses for the given period, Total collection for the given
period for the Management and create reports for the internal usage as well.

In this kind of a larger organization with the current manual system, they have to spend more
time, resources, and effort to do the accounting works like trial balance calculation, transaction
journalizing, prepare financial reports, statements. The staff has to spend more time to prepare
and maintain the manual files as well. With a large number of transactions, they work under
very pressure and because of that sometimes when doing calculations and transactions some
errors also have occurred. If any small mistake happen in the manual system they have to go
to the very beginning and to find out the mistake and do the corrections

4.1.2. Problems in the HR division

In the HR division, they do all the manually works basis. They keep data about every person
in the council and keep track of the employees. And manage the employees. But as they have
no any share point or share folders like files sharing resources, they have faced a lot of
difficulties in document availability because of that and considering the security of the
documents they have kept most of the files manually. All the manual files they have keeps in
the HR division by using racks because of that there is no even much space in the HR division.

Page 18 of 64
In the HR Division, they keep Lot of kinds of documents manually. I have mentioned below a
few files that they keep manually,

• Advertised Advertisements details: - In HR division they do the recruitments they

design the advertisements and sends to advertise. They have kept all the Advertisements
details.

• Records of the CV’s: - CV’s of the past employees, Present employees and received
and rejected CVS during the recruitment.

• Staff Training Records: - HR division conducts the Orientations, training and awareness
programs to the staff members so the HR division keeps records of those.

• Problems occurred to employees: - HR divisions receive a lot of complaints regarding

the issue that employees face in the work area and among employees. HR keeps the
Documents of complains received and solutions provided.

• Payroll details: - Processing the payroll, benefits is also a role of the HR division and
they have to keep all the data related to payroll manually.

• Performance Evaluation: - Annually LBG council has conducted a performance

evaluation process and they keep those all the data manually.

• Employees Master Data files: - they have maintained the employee’s master data file
manually to store the current employee's data.

• Personnel files: - They keep manual files that include all the details of the employees.

• Attendances: - in the council, they record the attendance on attendance books. Daily
HR must record the attendance again on their files.

• Leave Details: - they maintain leave details sheet for each employee and when the
employees apply for the leaves they must update it.

Other than these files they have keeps so many files like hiring candidate’s data, interviewing
data, employee's individual tax forms, company’s business licenses, Insurance Records.

With the busy schedule of the HR division they are very fed-up with this manual file
maintaining and most of the time daily they have to submit the reports to the management.

Page 19 of 64
4.1.3. Problems with the Vendors & Suppliers management

When during the review of the vendor & supplier management we have noticed that without
doing any risk assessment or obtaining an agreement they have done the dealings with the
vendors and suppliers. They haven’t recorded any of the supplier or vendor details and the
services they provided, any agreement that related to anti corruptions and bribery, any
declaration and undertaking agreement, any data protection clause.

They haven’t categorized the suppliers and vendors according to the services they provide
even. We have realized that as they have no proper records of these both parties when the
urgency has happened the coordinator is facing plenty of issues during communicating with
the suppliers and vendors.

4.1.4. Problems with the Current IT infrastructure

LBG council has one internet leased line it is connected to the core switch and access switches
are connected to the core switch and in other ends, it is connected with the user’s computers.

Figure 4: Existing Network Plan

Page 20 of 64
As servers, they have two physical servers and one is dedicated for the Email server and in
other sever, there is two logical severs.AD/DC and the DHCP Servers are the two logical
servers.

But the issue is there is no security in the network and anyone can do attack the network. And
also there is no redundant network equipment. If any equipment fails the whole network will
effect.. And there is no shared point in the network. On the user's side, there is no UPS for the
users if any power failure happens all the computers shut down.

4.1.5. Problems with the Information Security

As this is a government council all the data in the council must be protected. but in the council,
as they manage a lot of documents in an unsecured way. We have identified a lot of problems
the documents are not in proper order and anyone can access the division and takes the
documents. Users are not aware of information security. Management has not taken any action
to ensure that the information assets are properly protected from a variety of threats, to ensure
data integrity. Availability, and confidentiality.

In the council, we haven’t identified any policies implemented to ensure information security.

The internal network can be accessed to any person via cable connection. Or anyone can attack
through the internet connection and any user can share any document via the internet and
upload to any places and users can access any web site. The council premise has covered by
CCTV camera system but the camera system hasn’t connected to the network and if anyone
wanted to check the camera footage he/ she must go to the server room and check the DVR
system.

There is no any hardware or software inventory and there is no data backup process to be
identified. During the documents archiving, transferring, disposing of there is no register or
process conducted. There is no authentication and access management, equipment security,
electronic communication security, antivirus management, exploit management procedures
identified in the council.

4.2. Solutions

4.2.1. Proposed Solution for the Finance Division

For the Finance Division, we are proposing to implementing software that can do all the
functions of the Finance division

Page 21 of 64
By using an accounting software package we reduce the workloads by minimizing the looping
works of the accounting. In the current system if they received payment, bill, voucher, invoices
or if someone requested for a report they have to find the related files and check then work on
what they received and again update the manual files and issue the reports. Bu by using
software they can record all the revenues they are having, all the expenses, and also they can
create the reports.

In the software, they can search for anything and do adjustments and updating. During the
implementation period, we can update all the manual files they have to the software. We are
planning to implement the software with friendly user interfaces and as paper works are
reduced the staff member's work stress also can be reduced.

When we check for software to the finance division we have realized that the in present there
lot of famous integrated software’s and we can purchase the software and customize the
software to meet our requirements.so during the meetings we had, we agreed to purchase
customized accounting software. The software will be installed on the application server that
we are going to set up.

In the council premise, we have planned to set up a file server and we are planning to create a
shared folder the accounting division and map it to the accounting staff members with the least
privilege. Then the users can keep most of the documents as soft copies from that the data
availability will be high.

4.1.2. Solution for the HR division

For the HR division also we are planning to introduce HR software. we are going to purchase
and implement a customized software that meets our requirements. This software is also finally
linked with the finance software for payroll purposes.

Through the HR software package, we are planning to maintain the HR master data files about
the employees, Employees Performance and the attendance details leave details. And also by
using this software HR division can calculate the employees’ salaries, Allowances, EPF, ETF,
and send it to the finance to process the salary payments. And using this system they can issue
the pay sheets to the staff.

For Each user in the HR division, they will receive access to the software with a unique user
name and user password with the least privileges.

Page 22 of 64
And also we are providing a share folder to the HR division and the users in the HR division
only will have access to this share folder with leased privileges. In the share folder HR staff
can keep all the other documents and files. To mark the attendance we using the fingerprint
machine and attendance will be marked through this and that details will link to the HR
Software package.

4.1.3. Solution for the Vendors and Suppliers management

All the vendors and suppliers must be categorized by the services that they provide and the all
the dealings that the council do with them must be recorded.

Before starting the business with the vendor or supplier they must take all the details of the
vendors & suppliers for that we have designed a form called know your Business Relationship
(KYBR) Form. And also must have an agreement regarding anti corruptions and bribery,
declaration and undertaking, data protection.

4.1.4. Solution for the IT Infrastructure

Draws backs in the current IT infrastructure is reducing the reliability of the new system.
Therefore, we are doing some changes in the network to reduce the drawbacks of the existing
system. UPS will be provided to each user for power backup purposes. We have tabled the new
items that we are going to install in the current system and the purpose of their usage.

Item Qty. Purpose

Backup This will use for backup purpose and if any failure happens in other
01
Server servers this will use as a backup.
By using these devices, we can take the back differentially and fully to
Tape Library 01
the tapes. This will connect to the application/File & Printer server
Through the firewall we can prevent unauthorized access to our
Firewall 01 network, and we can control the applications, can filter the network
sites, and the emails can prevent from the external attacks.
Core Switch 01 This will be used for redundant and will act as a secondary core switch.
24 Port
This will keep in the IT stores and if any failures happen in the existing
Access 01
access switch this will be used as a backup access switch.
Switch
Both servers will create logically in one physical server. Using File
Application/ sever we are going to provide share folders to each department with
File &Printer 01 privileged access to the user to keep the documents and for share
Server purpose. All the new system applications will installed in the application
server.

Page 23 of 64
 Through this server, we can protect our network from the virus attacks,
Virus Guard
01 and this will help to keep users virus guard update.(This will create in
Server
the AD/DCHP server as a logical server)

Table 2 Network Items and Purpose

With the new equipment, the existing system will be changing as below,

Figure 5: Newly Propose Network Plan

Page 24 of 64
4.1.5. Solution for the Information Security

We can improve the reliability of the system by improving information security. Management
has not taken any action to ensure that the information assets are properly protected from a
variety of threats, to ensure data integrity. Availability, and confidentiality and system
reliability.

In the new software’s that we are going to introduce only every user in the respective divisions
will have access to each respective software packages and each user will have the unique user
ID and password. In all the network access switches we are going enable the secure port feature
only council equipment will have access to the network. DVR is connecting to the network and
only management will have access to view. We have identified two rooms in HR and Finance
Division all the hard copies of the documents must store in those rooms and those rooms and
the server room will have door access controls and only each respective staff member will have
the access to the rooms.

All the Backup tape drives must store in a secure place outside of the council. Backups will
happen as daily differentially and weekly fully.
As a Government council, LBG council must keep their documents with high security therefore
we are going to some of the Policies and procedures to ensure the data Protection according to
ISO27001:2013.
Policy Name Objective
Information LBG Council shall ensure information security is addressed in all the
Security in Project projects undertaken by teams as per the Information Security in Project
Management Management policy
Employee Employee data is to be treated as strictly confidential and as per the
Information principle of least privilege, it shall be made available only to properly
authorized persons as per clearly defined Control Standards, guidelines, and
procedures. Cryptographic controls, access controls, authentication criteria
must be used to protect confidential information. Periodic reviews must be
in process to validate these controls.
Employee Privacy LBG Council cannot guarantee that electronic and voice mail
communications shall be private. Users using the network shall be aware
that electronic communications could, depending on the technology, be
forwarded, intercepted, printed, and stored and can be accessed in
accordance with this policy. There must be no privacy expectation with
respect to electronic and voice mail communications.
Appropriate Data All LBG Council users must adhere to the control standards, guidelines &
Use procedures defined for appropriate use of LBG Council’s data. Users can
face disciplinary action up to and including termination of employment if

Page 25 of 64
 their inappropriate use of LBG Council’s data or systems leads to
intentional or unintentional exposure of LBG Council’s data.

Awareness LBG Council is responsible for providing Information Security Awareness

Training Training to all their business partners, employees, staff, contractors,
temporary staff, part-time staff, management, and new hires for with the
aim of successfully implementing the Information Security Program.
Accountability for All information assets, regardless of their sensitivity and criticality, shall be
Assets accounted for and have an identifiable owner. Data owners shall ensure the
protection of all information under their care against misuse & harm
Data Classification LBG Council must implement a process for determining the sensitivity of
all data assets and how to protect them. The program must associate with
the risk of information disclosure, modification or the ability to repudiate a
transaction with the effect on the business. Data must be classified as
“Secret”, “Confidential,” “Internal,” or “Public,” and once classified and
labeled, it must be protected based on the corresponding security controls
and Control Standards.
Data Management LBG Council must define Control Standards, guidelines and procedures to
securely manage access, transport, storage, and back up of critical data and
records, including sensitive information as per legal, regulatory, contractual
requirements.
Backup, Recovery LBG Council must design control standards to ensure that all information
and Archiving is appropriately backed up, archived according to document retention
guidelines, and protected by Established data protection and recovery
processes.
Principle of Least LBG Council Management shall ensure that that all employees of LBG
Privilege Council understand the concept of “least Privilege” All-access provided to
data, network and systems must be as per business requirement. The process
to apply the principle of "least privilege" must correlate to the level of
access controls implemented based on the Sensitivity of the data involved.
Authentication and LBG Council Management must ensure that there is an authentication
Access process implemented for accessing information systems. This might include
Management secret authentication information like passwords, card keys, biometrics, or
certificates.
Network Access LBG Council Management is responsible for controlling access to internal
and external network services. The interface between LBG Council internal
network and external network shall be controlled by the firewall.
Operating System LBG Council Management is responsible for ensuring the implementation
Access Control of necessary security controls at the operating system level, to the extent
feasible and practical, in order to protect information assets against misuse
and harm.

Page 26 of 64
 Monitoring System LBG Council shall monitor access to its information systems to detect
Access & Use suspicious activities and take appropriate preventive and/or corrective
actions. Audit trails and reports shall be maintained to serve as evidence in
the event of the security incident.
Exchanges of LBG Council Management must control the exchange of information and
Information and software between organizations to prevent loss, modification, and misuse
Software of LBG Council’s confidential information. The principle of dual control
and segregation of duties must be used wherever required. Agreements shall
be defined to ensure secure transfer of information between the LBG
Council and third parties.
Internet Security Internet access has been provided to LBG Council users to fulfill their
business responsibilities. LBG Council Management is responsible for
providing an appropriate guideline for Use of the Internet. Internet activity
may be monitored and recorded. Users who are not in compliance may face
disciplinary action up to and including termination.
Electronic Electronic communication (electronic mail, Instant messenger, etc.)
Communication provided to LBG Council users is to fulfill their business responsibilities
and must adhere to the appropriate use guidelines for e-mail. Users who are
not in compliance may face disciplinary actions up to and including
termination of employment.
Secure Areas At physical locations containing LBG Council confidential Information,
information systems that support critical or sensitive business activities
must be located in secure areas, which shall not be easily identifiable to
non-LBG Council personnel. Necessary physical & logical controls for
entry to secure areas must be implemented, with documented procedures
for authorization. Authorized staff must be informed of their responsibilities
regarding secure areas and be trained to challenge unidentified or
unauthorized persons attempting to access a secure area. A periodic review
of access control lists must be conducted.
Anti-Virus Systems and user computers regardless of ownership, containing LBG
Management Council management member firms information not intended to public
consumption must have a functioning and up to date antivirus software
installed.
Information LBG Council Management must exercise due diligence in selecting its
security in supplier Service Provider (and Third Party who may have access to LBG Council
relationships Data) by Security reviews. Service Provider and Third Party must provide
documented evidence of an adequate security program that complies with
the minimum control standards established by Information Security.
Business LBG Council Management must initiate, develop, test, document and
Continuity maintain business continuity and disaster recovery program.
Program
Table 3 Policies and objectives

Page 27 of 64
05. Project planning information
5.1. Gantt Chart.

Page 28 of 64
Page 29 of 64
Page 30 of 64
Page 31 of 64
Page 32 of 64
Page 33 of 64
Page 34 of 64
Page 35 of 64
06. Specifications (SRS)
6.1. Product Scope

We are going to introduce an account package application to resolve identified problems. The
proposed system will cover Job management (Maintain revenue and expenses), client detail
management, employee payroll management, employee details management and generates the
reports.

6.2. Target Audience (Users)

The Human Resources Department performs these activities. They handle HR master files,
employee's personal files and calculate their salary. Analyses and updates the organization's
salary budget. And also maintaining department records and providing the report to the
management etc...

The financial Department performs these activities. Finance department managing ravenous
and expenses. And also they maintaining department records and providing the report to the
management.

6.3. Product perspective

This application allows users to work quickly and efficiently. The following benefits can be
obtained from this application.

By using the proposed system, we can quickly do the calculation accurately, by storing data
securely, by using data backup and restore option Can prevent data loss, Unauthorised
modification and misused because of these features the reliability will be increased.

we can adapt the latest technology to this system and can add any additional features from that
we can meet 21st-century requirements and can improve the capability.

6.4. Operating environment

This system is developed for the purpose of keeping records easier and accurately. The software
is developed by java platforms such as the external interface and the coding for the smooth run
on Microsoft windows. The database for the system will be prepared by MYSQL and there is
a server system for the product.

Page 36 of 64
Hardware Specification

➢ User Machines

User-machine has the following specifications.

• 5th generation Core i3 Processor

• 2GB RAM

• 160GB Hard Disk

➢ Server Machine

The requirements of server machines are,

• 8th generation Core i7 Processor

• 32GB RAM

• Up to 2TB Hard Disk

• Separate 2GB VGA card

➢ 1 Network Switches (Branded)

➢ Router

Software Specification

➢ Windows 7 / 8 / 8.1 / 10

➢ Java (JDK13) or higher

➢ MySQL Server 8.1 or higher

➢ Windows 2016 64-bit Server OS

➢ Hyper-V

➢ VM ware

➢ Sophos virus guard

➢ Commvault backup server

Page 37 of 64
6.5. Design and Implementation Constraints

• The account package system interface is developed by java.

• MYSQL database will be used as an SQL engine and database.
• Users must have their correct username and password to do actions.
• Data, user detail and user password must be stored in an encrypted way.
• The software must be implemented in phases by phases.
• After every implementation face has done user acceptance testing must be done.
• A software development company must do a training program for the Intended
Audience.
• software development company must do the maintenance until 6 months after
implementation is done.
• after a 6-month software development company should come up with the software
maintained an agreement.
6.6. Dependencies

This software package develops by using java as front end and MYSQL server as the back end
of the system. the package will be run in the application server. Application server os is
windows 2016 R2 64-Bit server OS. The application should be support JDK13 or higher. The
software must be support with MySQL 8.0.18 or higher.

Page 38 of 64
6.7. Functional requirements

We are planning to create a new system for this organization to link with each and every
department and our expectation is to make the whole organization as a single unit. According
to the above diagram we have planned to divide the system into two main categories. One is
for the accounts department and the other is for the HR/Admin department. But finally, both
are linked with each other.

Figure 6: Finance Functional Flow Diagram

Page 39 of 64
In the accounts department, they are three main subcategories. They are Revenue, Expenses,
and Reports. In the revenue part, we have focused on all the payment collections. Payment
collections are the income source of this organization. The organization has 3 types of rate-
Payers. It collects payments from the Residents, from Bussiness, and from Government
departments. In here a user should log in to the system using his/her credentials and select the
revenue category to do changes in the revenue system. Then the user can select the payment
collection method and enter new data or edit existing data. Every received payment should be
entered into the system. As well as a receipt and an invoice should be raised for each received
payment in the system. In this section, there should be a facility to check the due payments and
due dates also using that a user should be able to find who has done full payments, who has
done partial payments and check the installments and due dates of the Rate-Payers.

In this system the second main subcategory is Expenses. All the expenses of the organization
should be recorded under this. We can divide expenses into four parts. One is Monthly standard
payments. Building rentals, Electricity bills, Water bills, Telephone bills, Internet bills, and
Loan installments belong to this. Employee Wages also the expense of the organization.
Employee Remuneration, Bonus, Commission, and all other Allowances should be included in
Employee wages. There is another expense called petty cash. Petty cash reimbursement
information should be recorded under that. As an organization, we have to purchase stationery,
Furniture, and other required items. So all these purchasing payments should be recorded under
Other Purchasings section. All Supplier/ Vendor payments belong to this. Users should go to
the Payment section and select the payment type in the appearing interface. The payment
process has divided into four main steps and these steps should be followed to release the
payment. First purchasing invoices, bills should be entered into the system. After that, a
payment voucher should be raised against the invoice or bill. Then that payment should be
directed to the next level for approvals. After getting the approval, payment can be released to
the relevant party by cheque or cash or bank transfer.

The Third main subcategory is Reports and this is very important to take the decisions within
the organization. A user should be able to take Debtor reports, Pending Supplier Payments,
Total Expenses of the organization for a given period and Total Collection of the organization
for a given period. Users can view outstanding amounts and due dates of Rate-payers from the
Debtor report section. This report can be made for a single Rate-payer and as well as for a set
of Rate-payers according to the user requirement. Another important report is Pending Supplier
payments. This report is needed to arrange the funds for the upcoming payments. Reports of

Page 40 of 64
Total Expenses and Total Collection also can be generated from this system. From this user
can generate Expenses and income of the company for a given period like Monthly Expenses,
Monthly Income, Weekly Expenses, Weekly Income and etc. The user has to give only the
report type and the particular time period for generating a report. By studying these reports,
management can get an idea about the financial situation of the organization and it helps to
take decisions for the progress of the company. As well as, considering Total expenses and
Total Collection reports management can understand that the organization is profitable or
overspent.

Figure 7HR Functional Flow Diagram

To maintain staff records we have planned to create another system which is finally linked with
the main System and this system is maintained by HR/ Admin Department. There are two
sections in this system. One section is for keeping Employee Data/ Records and the other one
is for Employee Salary calculation purposes. Employee Registration is done in the Employee
Data section. Each employee is received an Employee Number. This number is unique to
employees and organizations use that Number as the key to link with other sections of
employee details. Under the Employee Registration system generates that employee number
automatically and the user should enter the other details of the employee such as Name,
Address, Contact information, and other essential details. Also, there is a facility to select the
employee Department and Designation from the system itself. Employee performance also
should be recorded under the Employee Data section. These performance records help for
giving promotions and salary increment purposes. All the salary calculation related details are

Page 41 of 64
recorded under the second section, Salary Calculation. Employee Attendance, Leaves should
be linked with this. Employee Salary details like basic salary amount, Allowances, EPF, ETF
amounts are recorded in this category. Final Section is to calculate the employee's monthly
salary. All the salary deductions and additions are done by the system and then the final
monthly salary amount is calculated. An employee pay sheet is also issued in this section. Then
these salary records are sent to the account departments as they need this information to release
the salary from the system.

Council follows quality standards to manage the organization well. Every user is received a
login name and password for the system and the user should not give his/her credentials to
others. All the data which are stored in the database server is encrypted. All the suppliers/
vendors should be registered in the organization and purchasing’s are not allowed from
unregistered suppliers/ vendors. As well as all the Rate-payers also should be registered in the
system.

Page 42 of 64
1.1. Level 01 / Level 02 Data Flow Diagram

Figure 8 Data Flow Diagram

Page 43 of 64
1.2. Nonfunctional requirements

2. The access to system data can only be changed by the system data administrator
3. Every fail attempt by a user to access a data item is recorded in an audit trail and user
accounts must lock for five minutes.
4. User interface must be user-friendly.
5. User guide will inbuilt with the software as a help to users.
6. User password must be at least 11 characters long.
7. Respond time maximum of 10 seconds.
8. There is an auto backup facility.
9. The software must available 24*7

07.Feasibility Study

7.1. Economic Feasibility

The cost analysis and economic feasibility of the project can be identified as follows. Since the
London Borough of Glyndwr (LBG) is a government institution, the council has already
allocated funds for the new information system. As such, the system has the potential to make
purchases and payments relevant to the system such as the following.

• Planning and design costs

• Construction costs

• Operation and maintenance cost

• Manpower, software and hardware, upgrading and supplies cost

• Data conversion and data backup cost

• To set up the new system and introduce employees, meeting cost etc….

We can implement the system with the less expenses than given budget.

Page 44 of 64
7.2. Legal Feasibility

Since London Borough of Glyndwr (LBG) is a government agency, Citizen's data is heavily
integrated, so a more secure system must be established within the Council to obtain data
backups.

All software currently used in Council is paid licensed software, and all computers and software
owned by the Council must be legally purchased from their organization's registered suppliers
or new suppliers.

Issue a billing number to maintain the computerized bill of lading provided by the Council to
the Legal Division of the Bank, after making payments to the persons attending the Council
and depositing in the data tables the relevant payments.

Use login for each aspect of the information system. These are important for legitimacy and
security as they are currently performing their duties separately.

Delivery mode Service providers are responsible for setting up the new system, and the
agencies provide them with a warranty period

7.3. Operation Feasibility

The current method is to use software like Word excels installed on separate computers. Instead
of installing the new system software on the same computer hardware and operation software

Since the server is currently in use, you can install the new operating system and the new server
system using the same operating environment

The system can also be used individually for the same purposes as it is at present, and computer
networking can be used to share data.

7.4. Environment Feasibility

The environmental impact of this project is minimal, and the project will only use the available
resources to install the new system so that no computing devices are released to the
environment.

7.5. Technical Feasibility

According to Technical Feasibility, these councils already have computers that are suitable for
the new system, but all computers have to use 'Uninterruptible Power Supply'.

Page 45 of 64
There are also two servers used as Mail Server and DHCP Server in the Council. Therefore,
the IT staff has the technical knowledge to set up and use the new server. To improve the
software performance we setting up a new application server.

08.Risk Management
8.1. Risk Assessment

Various risk factors and problems were identified throughout the different phases of the project
implementation and have been listed. Internal and external threats for the project were
identified based on the level of consequence. By critically analyzing the risk factors, problems
and threats, an effective controlling plan/ mitigation plan was implemented. These risks could
stem from a wide variety of sources, including financial uncertainty, legal liabilities, strategic
management errors, accidents, natural disasters, etc.

Risks factors and their likelihood of occurrence and severity to the projects are tabulated as in
table 01. The highest value is given numerical 5 and the lowest is given numeric 1. The
cumulative value of the risk to the project for each risk’s factors is highlighted as per the given
color code.

Total risk of the project = Likelihood*Severity

No Risks Likelihood Severity Total risk for
the project
1 Employee turnover 3 2 6
2 Equipment Failure 4 2 8
3 Environmental disaster 2 3 6
4 Tool failure 3 2 6
5 Technology changes 2 2 4
6 Dependency changes 2 4 8
7 Requirements changes 4 5 20
8 Competitor launching product 4 2 8
9 Lost source codes 2 1 2
10 Political influence 4 2 8
11 Price increasing 3 3 9
12 Health & Safety 3 3 9

Page 46 of 64
 Low
Medium
High

Table 4 Risk Calculation

As per the table above, only one risk factor got a numeric 10 value with red color. Thus, in this
project, changes in requirements are identified as high risk. Equipment failure, dependency
change, competitor launching product, political influence, price increasing, and health and
safety are identified as medium risks. Staff leaving the company, environmental disaster, tools
failure, technology changes, dependency changes, and lost source codes are identified as low
risks.

8.2. Mitigation and Monitoring

8.2.1 Mitigating Risk

Barriers related to the IT project of the LBG council can be minimized before occurring it. The
work team can reduce issues before it happens (mitigating risk). As per the mitigation plan,
issues could be avoided in the upgrading process.

Our reliable automated system helps to reduce the failure rate. IT professionals manage the
information security by giving the dependence on an automated system and to ensure customer
privacy. Manipulated risk factors listed above are described with risk mitigation plan in detail
below.

▪ Employee turn over

Filling the replacement of skilled employees is not an easy task. Therefore, our system
development team has an agreement with another reliable company to get hired employees to
fulfill the right match for any role whenever we need it.

▪ Equipment failure

For this project, we use two new core switches. Therefore, if one access switch fails the other
alternate switch can be used to avoid breakdown the system. All the configurations of the router
and switches are saved in notepads to reduce configuration works when needed. For
minimizing the computer break downs UPSs are used. And to protect the PCs from malware,

Page 47 of 64
anti-virus guards are used. On the other hand, the supplier is advised to supply reliable and
quality equipment with warranty replacement to overcome additional cost that can be occurred
when replacing malfunctioning equipment.

▪ Tools failure

The preventive maintenance plan is introduced with a routing inspection plan. Our team
conducts regular inspections to identify the problems before occurring system failures. Every
tool provided with a checklist system. By doing the inspection, update the checklist to make
sure that the pre-inspections are done on time and documented for future prediction plans.

▪ Environmental disasters

Environment disasters can be occurred in any time. So regular backup is very important. These
regular backups must be stored in a different place and it should be secured well and encrypts
the data to avoid data stealing. Alternatively, a cost-effective and secure online backup system
is purchased from a reliable supplier to save time and money. Insurance plans is obtained to
avoid any risks of bankrupt the company in a major disaster.

▪ Technology changes

This project and its software is developed in the way that any new technology can be easily
merged to the existing system. Also, R & D work done through the system by analyzing the
feedbacks from different stakeholders for adopting new technologies. s

▪ Dependency changes

This system is developed to work with the latest supportive and background software to
overcome bugs of the system. Dependency changes in future development is critically analyzed
and updated version of the present system will be installed to suit for new software versions.

▪ Requirement changes

Data is collected from the different stakeholders and from the present systems to identifying
the user requirements before developing the new software system. Forecasting is done for the
future requirement changes by collecting present data with the help of survey reports.
Understanding the current requirements and forecasting future requirements reduce the risk
factor of requirement changes in the future. Therefore, it reduces the likelihood values of the
requirement changes in this project thus total risk factors can be kept in a reduced value. But
the severity cannot be minimized unless developing a proper adoption plan for future

Page 48 of 64
requirement changes. In this aspect, research and development works are carried out in a
continuous basis for ahead years.

▪ Competitor launching product

Competitors are accepted as a challenging advance to the new project. Get the full details of
competitor's capabilities would help to develop advanced systems to the LBG council.
Analyzing the similar kind of software systems and their advantages and disadvantages can be
used to minimize the risk factors from the competitors to the LBG council.

▪ Lost source codes

In the system of LBG council that contains sensitive data including all source codes design
specifications and other related documentation can be applied Two Factor Authentication(2FA)
and for preventing from loss of source codes can be used data loss prevention tools. Apart from
that, all the source codes are backup in several media with restoration point in daily basis.

▪ Political influence

Hence this is a public system it’s better to have construct frustration coverage, Natural
catastrophe cover, Exploration cover, and political violence cover. However, since the
government is one of stakeholder for LBG council, still that can have some risk factors from
that side. Therefore coordination with the government is very important to have modification
as required by the government.

▪ Price increasing

Tolerance will be kept 10% of the total project cost to overcome the adverse effect of the cost
variation in the future supplies. Meanwhile preparing detailed BOQ with pricing would help to
overcome these issues. Also, an agreement must be made with the supplier to supply the goods
at the same price as mentioned in the quotation.

▪ Health and safety

Safety and health is the first and foremost thing in this project as human factors is the most
valuable assets of this project. Health insurance will be provided for all workers while
identifying the safety factors in every project works. Mental health is very important for a
software project. Stress can be minimized by reducing unnecessary works and reducing
conflicting between members within the group by introducing a proper communication system
with feedback. Progress of the project will be presented in the daily meetings. At the same time

Page 49 of 64
bottlenecks are discussed between members. Teamwork is very important and work relations
and supportive guidance will be shared among the members to obtain full utilization each and
every member's capabilities.

09.Financial Information
9.1 Resource Requirements
Resource requirements involve determining what resources such as equipment, people,
services and materials. And their quantities are needed to complete the project.

The main output is a list of resource requirements that provide the basis for budget estimating
and budget controls and provide valuable information to the project resource management
process. There are four typical types of resources under which all requirements can be grouped:

Human or labor resources; Includes consulting services consist of the right people with the
special expertise and skills needed to complete activities of the project schedule. People can
come to organized, or hired for the duration of the project. Interpersonal skills it also includes
consultants who bring a high level of technical expertise It is not found in the organization or
the local labor market.

The project develops a list of human resource needs specialist levels, experience areas,
education, and language requirements. This information is used in the resource management
process to get or hire the right people. For example, the list of human resources needed for a
project can be listed below:

Project: Human Resources Requirements

Personnel Units Time Period (Months)

IT Director 1 12
Consultant 1 8
Finance Manager 1 12
Project Coordinator 1 12
Supplier 1 3
Table 5 Project Human Resources Requirements
Assumed data included in the time period and by looking into the above data inputs, can
calculate the cost of human resources.

Page 50 of 64
9.2 Human Resources Calculations
9.2.1 Monthly Turnover Rate:
This is describe as percentage of employees leaving in the given time period.

No of separtions during month

MTR = × 100
Average no of employees during month

1
= × 100
5

= 20%

1 Year Turnover Rate:

No of separtions during month

YTR = × 100
Average no of employees during month

2
= × 100
5

= 40%

9.2.2 Revenue Per Employee:

Total Revenue
RPE =
No of employees

= $100000 / 5

= $20000

9.2.3 Human Capital Cost:

pay+benefits+contingent labor cost

HCC =
Full time equivalents

$30000+$8000+$5000
=
6.41
= $6708.26

Process of get full time equivalents:

This project already has 5 human resources, they are full time employees. To calculate
full time equivalents need to assume there is have 1 or 2 part time employees.
Full time employees =5

Page 51 of 64
 Part time employees = 2
Work Hours/ Months = 85

Part time employees worked hours = 85 x 2

= 170
Divide total hours worked by part time workers by 120 hours to get full time workers
equivalents
= 170 /120
= 1.416
Add full time and part time workers to get full time equivalents
= 5 + 1.41
= 6.41

9.2.4 HR to staff ratio:

Employees
=
Human Resources team members

=5/3

= 1.66

9.2.5 Return on Investment:

Net program benefits

ROI = × 100
Program Costs

($22000−$14500 )
= × 100
$14500

= 51.72%

Benefits per project = $22000

Cost per project = $14500

Page 52 of 64
 9.2.6 Cost per Hire:

External costs+internal costs

CPH =
Total num of hires

= ( $10000 = $25000 ) / 8
= $4375

9.3 Project Budget Management

9.3.1 Equipment and Material resources

All equipment included Project specific tools such as computers, servers and routers.Utilities
include a wide range of requirements for materials Electricity, Telephone lines, Internet access,
Office supplies,Office space and project use. The material may also be included Building
materials used to build the facilities provided to the beneficiaries.

Account 1000 - Materials

Materials # of units
Books and Manuals 10
Stationaries 20
Electricity 100
Table 6 Equipment and Materials Account

9.3.2 Budget Estimat

A cost estimate, which is the process to approximate the costs that the project will spend to get
or use the project resources.

Type of Estimate When Why Accuracy

Rough Estimate Pre-proposal Get the quick idea Low -25%, +75%
of the project costs.
Contract Estimate Initiation Phase RFP responses and Medium -10%,
donor negotiations +25%
Definitive Planning Phase Monitor actual High -5%, +10%
Estimate costs and purchases
Table 7 Estimate Types

Page 53 of 64
 Estimated items for new implemented system.

# Requirement unit
1 Core Switch 24Ports management License 1
2 Multimode SFP Transceiver (1 Gbps) 8
3 Switch 24Ports 1
4 Firewall 1
5 Rack Mountable Server 2
6 Tape Library 1
7 UPS 650VA 21
8 Door Access Controller 3
9 Fingerprint Print Scanner 1
10 Virus Guard Server 21
11 Quick Books software 21
12 Accpay HR software
Table 8 Reqired Hardware Items

Figure 9 Original Quotation Received by Cisco

Page 54 of 64
9.4 Product Cost Calculation

9.4.1 Core Switch 24 Ports management License

Item Name Item Description Units $ / unit Total

Core Switch Cisco Catalyst 3850 24 Port 10G 1 $27657.50 $27657.50

Fiber Switch IP Base
Core Switch CSCO SUP ESS 8X5XNBD 1 $1317.25 $1317.25
Agreement Cisco Cat 3850 24 Port 10G Fiber
Sw
Module Cisco Catalyst 3850 4 x 10GE 1 $5410.00 $5410.00
Network Module

Product Expense Total $34384.75

Table 9 Core Switch Cost Calculation
Product Overview

• Integrated wireless controller capability with:

- Up to 40G of wireless capacity per switch (48-port RJ45 models)
- Support for up to 100 access points and 2000 wireless clients on each switching
entity (switch or stack)
• 24 and 48 10/100/1000Mbps data PoE+ and Cisco UPOE models with Energy-Efficient
Ethernet (EEE)
• 24 and 48 100Mbps/1/2.5/5/10 Gbps Cisco UPOE models with Energy-Efficient
Ethernet (EEE)
• 12- and 24-port 1 Gigabit Ethernet SFP-based models
• 12- and 24-port 1/10 Gigabit Ethernet SFP+-based models

Benefits

• Protecting against hackers

• High Availability
• Security
• Converged wired plus wireless acces

Page 55 of 64
9.4.2 Multimode SFP Transceiver (1 Gbps)

Item Name Item Description Units $ / unit Total

SFP Transceiver 1000BASE-SX SFP 8 $500.00 $4000.00

transceiver module,
MMF, 850nm, DOM

Product Expense Total $4000.00

Table 10 Transceiver Cost Calculation
Benefit

▪ SFP transmitters are hot switchable and can be replaced / removed without interrupting
the running device or the need for a reboot.
▪ SFPs comply with most communication standards, such as Ethernet, Sonnet and Fiber
Channel.
▪ The SFP cage is mounted on the PCB board to accept the transmitter. This is not only
a simple replacement and redesign, but also eliminates further manufacturing steps and
reduces costs.
▪ SFPs have a number of termination options, such as UTP copper, single-mode, and
multi-mode. Enables long and short distance communication.

9.4.3 Switch 24Ports

Item Name Item Description Units $ / unit Total

Access Switch Catalyst 2960 Plus 24 10/100 1 $2495.00 $2495.00

PoE + 2 T/SFP LAN Base
Agreement CSCO SUP ESS 8X5XNBD 1 $119.63 $119.63
Cat 2960 Plus 24 10/100 PoE +
2 T/S

Product Expense Total $2614.63

Table 11 Switch 24 Cost Calculation

Page 56 of 64
Benefits

▪ one of the main advantages of managing switches is that they fail to add to your
network, thus helping to reduce network malfunction. Management switches combine
the Spanning Tree Protocol (STP) to provide redundancy in the network. This provides
redundant routes but prevents loops created by multi-functional paths between
switches.
9.4.4 Firewall
Item Name Item Description Units $ / unit Total

Firewall ASA 5516-X with 1 $5995.00 $5995.00

FirePOWER services,
8GE, AC, 3DES/AES
Agreement SOLN SUPP 1 $1252.63 $1252.63
8X5XNBD ASA 5516-
X with FirePOWER
services 8GE A

Product Expense Total $7247.63

Table 12 Firewall Cost Calculation
9.4.5 Rack Mountable Server

Item Name Item Description Units $ / unit Total

Rack Servers PowerEdge R640 Server 2 $4,801.45 $9,602.9

Product Expense Total $9,602.9

Table 13 Rack Server Cost Calculation
Benefits
▪ Increase performance
▪ Increase security
▪ Easy to maintenance

Page 57 of 64
9.4.6 Tape Library

Item Name Item Description Units $ / unit Total

Tape Library Tape Library 1 $2,950.00 $2,950.00

Product Expense Total $2,950.00

Table 14 Tape Library Cost Calculation

Benefits
▪ It consume the less power
▪ Legacy data
▪ Scalability

9.4.7 UPS 650VA

Item Name Item Description Units $ / unit Total

UPS UPS 650VA 21 $22.80 $478.8

Product Expense Total $478.8

Table 15 UPS Cost Calculation
Benefits
▪ UPS 650VA Back-UPS provides guaranteed security and battery backup power for
your precious electronics and ensures they are protected from dangerous power outages.
9.4.8 Door Access Controller

Item Name Item Description Units $ / unit Total

Door Controller Door Access Controller 3 $548.07 $1644.21

Product Expense Total $1644.21

Table 16 Access Controller Cost Calculation

Page 58 of 64
Benefits
▪ It helps to restrict certain areas.
▪ It is difficult to duplicate.
▪ Beyond standard doors.
▪ Protect values.
▪ Allow multi-location access.
▪ Helps save energy and costs.
• Simplify employee turnover.
9.4.9 Fingerprint Scanner

Item Name Item Description Units $ / unit Total

Fingerprint Fingerprint Scanner, 1 $245.85 $245.85

Scanner Identification and
verification

Product Expense Total $245.85

Table 17 Fingerprint Scanner Cost Calculation
Benefits

▪ Fingerprint scanners are unique and highly secure, they use unlocking / unlocking
devices and apps without having to remember passwords, they are easy, cheap and fast
to set up, making online transactions much easier when you tap the screen with your
finger.
▪ Fingerprint scanner provides high accuracy, is the most economical biometric computer
user authentication technology, it is the most developed biometric and small storage
space required for biometric printing, thus reducing the amount of database memory
required.

Page 59 of 64
9.4.10 Virus Guard

Item Name Item Description Units $ / unit Total

Virus Guard Virus Guard to protect 21 $12 $252.00

the system server

Product Expense Total $252.00

Table 18 Virus Guard Cost Calculation
Benefits
▪ Protection against viruses and spyware.
▪ Security from phishing attacks.
▪ Provides robust web protection.
▪ Provides quick scanning of the removable device.
▪ Two-way firewall.
▪ Block ads and spam mail website.
▪ Password protection
9.4.11 Account Package - QuickBooks software

Item Name Item Description Units $ / unit Total

QuickBooks Accounting software 10 $299.95 $2,999.5

Software package

Product Expense Total $2,999.5

Table 19 QuickBooks Cost Calculation

Benefits
▪ Easy to use
▪ Use to Financial Management
▪ Financial Reporting.
▪ Cash Management

Page 60 of 64
9.4.12 HR Package - Accpay HR software

Item Name Item Description Units $ / unit Total

Accapy HR HR Management 1 $2150 $2150.00

Software Software Package

Product Expense Total $2150.00

Table 20 Accapy Cost Calculation
Benefits
▪ Security Improved
▪ Easy to communicate
▪ Easy to decision making
▪ Cost Reduction
9.4.13 Staff Payments

Employees Hour Weekly Worked Regular Pay Overtime Overtime Pay

Payment Hours
IT Director $5 40 Hrs $200 3 Hrs 4.5(1.5x3) * $5 = 22.5
Consultant $5 40 Hrs $200 2 Hrs 3(1.5x2) * $5 = 15
Finance Manager $4.5 40 Hrs $180 2 Hrs 3(1.5x2) * $4.5 =13.5
Coordinator $5 40 Hrs $200 - -
Table 21 Staff Payment Calculation

Employees Total Gross pay

IT Director $200 + 22.5 = $222.50
Consultant $200 + 15 = $215
Finance Manager $180 + 13.5 = $193.5
Coordinator $200
Total Amount $831.00
Table 22 Staff Gross Payment

Page 61 of 64
9.4.14 Other Cost

Materials # of Units $ / Unit Total

Books and Manuals 10 $12 $120
Stationary 20 $10 $200
Electricity 65 $35 $2275
Telephone 30 $25 $750

Total Expenses $3345.00

Table 23 Other Cost Calculation

Books and Manuals:

Units 12

No of units 10

Units (Real $ amount) x No of units

$120.00 //

Above mentioned way is correct to calculate all materials total amount.

Page 62 of 64
9.5 Budget of the project
$ $
Budget Actual
Capital for project $2,000,000

Total Income $2,350,000 ( assumed )

Materials
Books and Manuals $120.00
Stationary $200.00
Electricity $2,275.00
Telephone $750.00

Staff Payments $831.00 (Employees )

Products
Core switch $34,384.75
Transceiver $4,000.00
Switch $2,614.63
Firewall $7,247.63
Rack Mountable Server $9,602.9
Tape Library $2,950.00
UPS $478.8
Door Access Controllers $1644.21
Fingerprint Scanner $245.85
Virus Guard $252.00
Account Package $2,999.5
HR Package $2150.00

Total Expenditures $72,746.27

Profit(income-expenditures) $2,277,253.73
Table 9.5.1 - Budget Table

Page 63 of 64
 10.References

1.UK GOV, 2019, GOV.UK Available at: https://www.gov.uk/vat-record-keeping and

https://www.gov.uk/keeping-your-pay-tax-records/how-long-to-keep-your-records (Accessed 04
December 2019)

Page 64 of 64
 PM
by WELLABALAGE DON YASITH DINUSHA

Submission date: 01-Jan-2020 08:53PM (UTC+0000)

Submission ID: 117147252
File name: 176709_WELLABALAGE_DON_YASITH_DINUSHA_PM_531536_1408779533.pdf (1.26M)
Word count: 9921
Character count: 52369
PM
ORIGINALITY REPORT

9 %
SIMILARITY INDEX
6%
INTERNET SOURCES
0%
PUBLICATIONS
9%
STUDENT PAPERS

PRIMARY SOURCES

1
www.pm4dev.com
Internet Source 1%
2
Submitted to Glyndwr University
Student Paper 1%
3
Submitted to Brighton School of Business
Student Paper 1%
4
www.datadirectglobal.com
Internet Source 1%
5
Submitted to University of Pretoria
Student Paper 1%
6
Submitted to Trident University International
Student Paper <1%
7
www.kouga.gov.za
Internet Source <1%
8
www.hcareers.ca
Internet Source <1%
9
www.careerexplorer.com
Internet Source <1%
10
Submitted to London School of Commerce
Student Paper <1%
11
ciscogpl.com
Internet Source <1%
12
www.bne.catholic.edu.au
Internet Source <1%
13
Submitted to Emirates National Schools
Student Paper <1%
14
Submitted to Florida Community College at
Jacksonville
<1%
Student Paper

15
Submitted to Champlain College
Student Paper <1%
16
iibfadda.blogspot.com
Internet Source <1%
17
www.afamcapital.com
Internet Source <1%
18
Submitted to Kennedy-Western University
Student Paper <1%
19
www.wwt.com
Internet Source <1%
20
Submitted to Monash University
Student Paper <1%
www.jcschools.org
Internet Source
 Internet Source

<1%
21

22
Submitted to University of Derby
Student Paper <1%
23
itprice.com
Internet Source <1%
24
www.g-net.co.th
Internet Source <1%
25
www.pp.co.nz
Internet Source <1%
26
Submitted to Victorian Institute of Technology
Student Paper <1%
27
Nancy J. Hodges, Albert N. Link. "Knowledge-
Intensive Entrepreneurship", Springer Science
<1%
and Business Media LLC, 2018
Publication

28
www.scribd.com
Internet Source <1%
29
global-goose.com
Internet Source <1%
30
www.spiriteshop.co.uk
Internet Source <1%
31
www.co.washington.ar.us
Internet Source <1%
Appendix 01
 INVITATION TO TENDER

FOR

PROCUREMENT OF HARDWARE ACCESSORIES AND SOFTWARE

SOLUTIONS

FOR THE RENOVATION OF THE

INFORMATION SYSTEM IN LBG COUNCIL

CONTRACT NOTICE REF: UK/COUN/LBG/IT/048

Return Date of ITT: 2019.12.06

Dear Sir/Madam

Invitation to Tender Ref: UK/COUN/LBG/IT/048

Scope of Service: Suppling hardware accessories and software solutions for the renovation of
the Information system in LBG council

The LBG Council is pleased to invite you to tender for LBG Council system. The Invitation to
Tender will open at (date). Once open, you will have access to an electronic tender box for
downloading the document “LBG Council” and all associated Appendices.

The tender documents comprise this ITT letter, rules of tendering and the ITT documents.

This ITT sets out the information which is required in order to assess the suitability of
applicants in terms of their quality assurance processes, relationship management, pricing,
service levels and innovative solutions to meet the requirements of IT Project.

The successful applicant will be required to deliver services in accordance with this document
specification and the contract to be placed with the successful applicant.

The contract will be subject to LBG Council IT System requirements and satisfactory
performance through continuous monitoring and performance review. During the contract life,
the successful applicants will need to achieve continuous improvement. Failure to do so may
result in the contract being terminated.
1 Scope of Procurement

During the reassessment of the current IT infrastructure of the LBG council few
requirements of the equipment’s and tools to improve the existing system.

2 LBG Council
London council called London Borough of Glyndwr (LBG) Council, located in North Wales.
As a government council our vision is to provide the best services to the all the peoples lives
in the council area. We receive the money from the residents, Business, and from the
government. Using these funds, we provide the services to the peoples.

3 Procurement Process

The attention of the bidders is drawn to the following guidelines of the Procurement
Guidelines published by Government of the United Kingdom:

▪ Parties associated with Procurement Actions, namely, suppliers/contractors and

officials shall ensure that they maintain strict confidentiality throughout the process;

▪ Officials shall refrain from receiving any personal gain from any Procurement Action.
No gifts or inducement shall be accepted. Suppliers/contractors are liable to be
disqualified from the bidding process if found offering any gift or inducement which
may have an effect of influencing a decision or impairing the objectivity of an official.

The Purchaser requires the bidders, suppliers, contractors, and consultants to observe the
highest standard of ethics during the procurement and execution of such contracts. In
pursuit of this policy:

(a) “corrupt practice” means the offering, giving, receiving, or soliciting, directly or
indirectly, of anything of value to influence the action of a public official in the
procurement process or in contract execution;

(b) “fraudulent practice” means a misrepresentation or omission of facts in order to

influence a procurement process or the execution of a contract;

(c) “collusive practice” means a scheme or arrangement between two or more

bidders, with or without the knowledge of the Purchaser to establish bid prices
at artificial, non-competitive levels; and

(d) “coercive practice” means harming or threatening to harm, directly or indirectly,

persons or their property to influence their participation in the procurement
process or affect the execution of a contract.
If the Purchaser found any unethical practices as stipulated under IFQ, the Purchaser will
reject a bid, if it is found that a Bidder directly or through an agent, engaged in corrupt,
fraudulent, collusive or coercive practices in competing for the Contract in question.

4 Award Criteria

Contract will be awarded to the bidder whose quotation has been determined to be lowest
evaluated bidder.

a) Notwithstanding the above, the LBG Council reserves the right to accept or reject any
quotations and to cancel the bidding process and reject all quotations at any time prior
to the award of contract and without thereby incurring any liability to any affected party.
b) The bidder whose bid is accepted will be notified of the award of contract prior to
expiration of the quotation validity period. The terms of the accepted offer shall be
incorporated in the Notification of Award.
c) Employer will pay the Contractor in consideration of the execution, completion, and
maintenance of the Works by the Contractor as prescribed by the Contract;
d) The notification of award will constitute the formation of the Contract
e) Purchaser reserves the right to increase or decrease the quantity by 5% without any
change in the unit price or other terms of the contract.

Final outputs (Deliverables and Activities)

The Contract Period is 2 Months, commencing from after awarding the contract.

# Requirement Minimum Quantity

1 Core Switch 24Ports management License 1
2 Multimode SFP Transceiver (1 Gbps) 8
3 Switch 24Ports 1
4 Firewall 1
5 Rack-Mountable Server 2
6 Tape Library 1
7 UPS 650VA 21
8 Door Access Controller 3
9 Fingerprint Print Scanner 1
10 Account Package 1
11 HR Package 1
12 Virus Guard 1
Minimum Technical Specification

1. Core Switch 24Ports

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Network Infrastructure equipment must
1
use 240V AC power
Should support minimum 8 x 1G Ethernet
2
interfaces
Must have minimum 2 SFP Gigabit uplink
3
ports
Switching bandwidth should be minimum
4
216 Gbps
Forwarding rate should be minimum
5
107.1 Mbps
Support switch model should be stackable
6
up to 8 switches
Stacking bandwidth should be minimum
7
80 Gbps
Proposed switches should be operating in
8
wire-speed and should be non-blocking
6. Switching Features
Must support Fast Ethernet (IEEE 802.3u,
1
100BASE-TX)
Must support Gigabit Ethernet (IEEE
2
802.3z, 802.3ab)
Must support Jumbo Ethernet frames over
3
9000bytes
Must support IEEE 802.1d - Spanning-
4
Tree Protocol
 Must support IEEE 802.1w - Rapid
5
Spanning Tree
Must support IEEE 802.1s - Multiple
6
Spanning Tree Protocol
Must support IEEE 802.1q - VLAN
7
encapsulation
Must support IEEE 802.3ad - Link
8
Aggregation Control Protocol (LACP)
Must support IEEE 802.1ab - Link Layer
9
Discovery Protocol (LLDP)
Must support auto-sensing and auto-
10
negotiation (Link Speed/Duplex)
Must support Dynamic Host
11
Configuration Protocol(DHCP)
7. Routing Protocol Support
1 Must support Static IP routing
Should be able to configure layer 3
2 interface on physical port, LAG, VLAN
interface or Loopback interface
8. Security Features
Must support multiple privilege levels for
1
remote access
Must support Remote Authentication
Dial-In User Service (RADIUS) and/or
2
Terminal Access Controller Access
Control System Plus (TACACS+)

Must support AAA using RADIUS (RFC

2138 & 2139) and/or TACACS+,
3 enabling centralized control of the device
and the ability to restrict unauthorized
users from altering the configuration

Should be able to support ACLs for both

4 IPv4 & IPv6, VLAN ACLs,
Downloadable ACLs (dACL)

Should be able to drop or rate limit based

on source and destination MAC, VLAN
ID or IP address, protocol, port,
5
differentiated services code point
(DSCP)/IP precedence, TCP/UDP source
and destination ports,
 802.1p priority, Ethernet type, Internet
Control Message Protocol (ICMP)
6
packets, IGMP packets, TCP flag and
time-based ACLs should be supported.
Must support 802.1X port security, Serial
7 Port Analyzer (SPAN), Bridge Protocol
Data Unit (BPDU)
Should have reliability with Mean Time
8
Between Failures (MTBF)
9. Management Features
Should have a built-in switch
configuration utility for easy browser-
1
based device configuration
(HTTP/HTTPS).
Should have a scriptable command-line
interface. A full CLI as well as a menu-
2 based CLI should be is supported. User
privilege levels 1, 7, and 15 should be is
supported for the CLI.
3 Should have SNMP and Console access
Warranty, Support and Licensing
3 years comprehensive warranty, support
1
and subscription
Partner should have a 24x7 help desk
2
operation for local support
All the required license to meet the
specification must be provided by the
3 vendor at the time product delivery.
Vendor should decide on the licenses that
needs fulfill the above requirements.

2. 1 Gbps SFP Transceiver

If Yes If No
Item Complied
Minimum Specification Bidders Bidders
No. (Yes/No)
Response/ Response/
(Specify)
Proposed product should
be in the Gartner leaders
1 quadrant for Wired and
Wireless LAN Access
Infrastructure for last 5
years
2 Model (Specify)
 Country of
3 (Specify)
Origin
Country of
4 (Specify)
Manufacture
Year of
5 (Specify)
manufacture
6 Media Multi-mode fiber
Wavelength
typical (Tx)/
7 850 nm
Wavelength
range (Rx)
Receiver
8 -20 dBm (typ)
sensitivity
9 Power 1W (max)
10 Application 1000BASE-SX
FCC Part 15 Class B
11 Compliance EN55022 Class B
VCCI Class B
EN60950, EN (IEC)
12 Safety
60825-1, 2, FDA 21

Minimum Technical Specification

3. Switch 24Ports
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Network Infrastructure equipment must
1
use 240V AC power
Should support minimum 8 x 1G Ethernet
2
interfaces
Must have minimum 2 SFP Gigabit uplink
3
ports
Switching bandwidth should be minimum
4
216 Gbps
Forwarding rate should be minimum
5
107.1 Mbps
 Support switch model should be stackable
6
up to 8 switches
Stacking bandwidth should be minimum
7
80 Gbps
Proposed switches should be operating in
8
wire-speed and should be non-blocking
6. Switching Features
Must support Fast Ethernet (IEEE 802.3u,
1
100BASE-TX)
Must support Gigabit Ethernet (IEEE
2
802.3z, 802.3ab)
Must support Jumbo Ethernet frames over
3
9000bytes
Must support IEEE 802.1d - Spanning-
4
Tree Protocol
Must support IEEE 802.1w - Rapid
5
Spanning Tree
Must support IEEE 802.1s - Multiple
6
Spanning Tree Protocol
Must support IEEE 802.1q - VLAN
7
encapsulation
Must support IEEE 802.3ad - Link
8
Aggregation Control Protocol (LACP)
Must support IEEE 802.1ab - Link Layer
9
Discovery Protocol (LLDP)
Must support auto-sensing and auto-
10
negotiation (Link Speed/Duplex)
Must support Dynamic Host
11
Configuration Protocol(DHCP)
Minimum Technical Specification

4. Firewall
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
8 x 10/100/1000 Mb/s Ethernet Ports
1
1 x 10/100/1000 Mb/s Ethernet
Management Port
Solid State Drive Capacity 100 GB
2

Solid State Drive Interface mSATA

3

Memory 8 GB
4

Flash Memory 8 GB
5

System Bus Multibus Architecture

6

850 Mb/s (Application Visibility and

7
Control)
450 Mb/s (Application Visibility and
Control and IPS)
1.8 Gb/s (Maximum)
8
900 Mb/s (Multiprotocol)
6. Firewall Features
Throughput (3DES / AES): 250 Mb/s
1
Site-to-Site VPN Peers: 300
VLANs 100
2

High Availability Active/Active and

3
Active/Standby
Max. Concurrent Sessions 250,000
4

Supported Applications
5
>3,000
 URL Categories >80
6

Cisco Adaptive Security Device

7
Manager (ASDM) Version 7.3 or
Higher
Input/Output AC Line Voltage
8
90-240 VAC (Range)
92-240 VAC (Normal)
AC Current 0.25 A
9

Frequency 50/60 Hz
10

Output 12 V @ 3.0 A (Steady

11
State)
12 V @ 5.0 A (Maximum
Peak)

Minimum Technical Specification

5. Rack Mountable Server

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Processor
1
Up to two 2nd Generation Intel®
Xeon® Scalable processors with up to
28 cores per processo
Ports
2
Network Options
4 x 1GbE
Front Ports
3
1 x Dedicated iDRAC direct USB
1 x USB 2.0
1 x USB 3.0
Rear Ports
4
1 x Dedicated iDRAC network port
1 x Serial
 2 x USB 3.0
1 x Video
Internal Boot
5
Boot Optimized Storage Subsystem
(BOSS):
HWRAID 2 x M.2 SSDs 240GB
Memory*
6
DIMM Speed
Up to 2933MT/s
Up to 10 x 2.5 -inch with up to 8
7
NVMe, SAS/
SATA/SSD/NVMe, max 76.8TB , or up
to 10
NVMe drives max 64TB. Or up to 4 x
3.5”
SAS/SATA, max 64TB
Remote Management iDRAC9
8

Extra USB3.0 connector to front plane

9

iDRAC Direct front port Micro USB

10

Up to eight FAN support. (1X6 type)

11

Internal Dual SD Module (IDSDM)

12
and vFlash
M.2 SATA interface
13

Microsoft® Windows Server®

14
LTSC with Hyper-V

Minimum Technical Specification

6. Tape Library
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
 Capacity (Native) Up to 800GB
1

Transfer rate (Native) Up to 120MB/sec

2

Optimized media LTO-4, LTO-4 WORM

3

Reads/writes LTO-3, LTO-3

4
WORM, LTO-4 and LTO-4
WORM tapes, reads LTO-2 tapes
Open format
5
Host bus interface 6Gb SAS
6
Maintenance Head-cleaning cartridge
7
used when indicated by drive, integrated
sweep cleaning brush
Dimensions
8
(H x W x D)
Internal: 1.69” x 5.83” x 8.29”
External: 2.56” x 8.74” x 12.87”
Weight Internal: 3.5 lb, External: 9.7 lb
9

Altitude
10
(operational) 10,000 feet maximum
Temperature
11
(operational) 10° C to 35° C
Relative humidity 20% to 80% non-
12
condensing
Minimum Technical Specification

7. UPS 650VA
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Voltage Range 230VAC ±10%
1
 Battery Mode 230VAC ± 10%
2

Frequency 50Hz ± 1% (Battery Mode)

3

Waveform Simulated Sine Wave

4
(Battery Mode) Sine Wave (AC Mode)
Transfer Time 2 - 8ms typical
5

Type 12V/8.2AH - 1pc

6

Backup Time 8 - 20 minutes depending

7
on load
Recharge Time 90% capacity after 4
8
- 6 hours
Short Circuit Protection Yes (Line
9
Mode and Battery Mode)
Alarm Audible & Visual
10

Overload Protection - Line Mode =

11
110% ±10% Change to fault mode after
5mins
Temperature 0°C - 40°C
12

Minimum Technical Specification

8. Door Access Controller

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Readers 2
1

Doors 1
2
 Cards 8,000 in Web Mode*
3

5,000 with Supervisor Plus*

4

30,000 with Intelli-M Access*

5

History 16,000 transactions (web mode)

6

Schedules 240
7

Power Direct from PoE switch external power

8 supply (24 VDC, 1 A)

Communication Ethernet, 10Base-T

9

Max Distance 100 m (328 ft)

10

Switch Cat5, Cat5e, Cat6

11

Reader LED output Buzzer output

12

Minimum Technical Specification

9. Fingerprint Print Scanner

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
2. Model (Specify)
3. Country of Manufacture (Specify)
4. OEM should be listed in the leader’s
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Password Protected
1

Attendance Capacity 1000

2
 Connectivity Type Wired
3

Transaction Storage 1,00

4

Display Type Digital

5

Installation Type Wall Mounted

6

Communication TCP/IP, USB

7

Display size 2.4 inch

8

Screen Size 2.5 Inch

9

Language English
10

Operating System Supported Android, iOS,

11 Windows

Fingerprint Sensor 500 DPI Optical Sensor

12

10. Account Package

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify)
3. Country of Manufacture (Specify)
5. Software Features
Expense tracking
1

Scan receipts
2

Manage and pay bills

3

Reporting
4
 Create invoices
5

Accounting software
6

Sales tax
7

Bank reconciliations
8

Create estimates and quotes

9

Progress invoicing
10

11. HR Package
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Software (Specify)
3. Country of Manufacture (Specify)
5. Software Features
Attendance Marking
1

Scan Documents
2

HR Master data file

3

Reporting
4

CV Handling
5

HR software
6

Staff Records & Evaluation

7

Personnel files Recording

8

Leave Handling
9

Payroll Handling
10
Appendix 01
Conditions of Contract

The Contractor warrants that all the items used are new, unused, and of the most recent or
current models/products, and that they incorporate all recent improvements in design and
materials, unless provided otherwise in the Contract.

The bidder further warrants that the items shall be free from defects arising from any act or
omission of the Contractor or arising from design, materials, and workmanship, under
normal use in the conditions prevailing in the country of final destination.

Comprehensive onsite warranty (labour and parts) shall remain valid for three (03) years for
and all items/devises after same have been delivered, installed and accepted by the purchaser
at the final destination All charges with regard to the supply of spare parts, labour, travel, per
diem and accommodation to Contractor's staff etc; shall be borne by the Contractor during
the period of comprehensive onsite warranty. Purchaser shall not pay any additional
expenditure for services rendered during the above period.
Appendix 02
Declaration and Undertaking

· I am duly authorized on behalf of the organization, person or entity on behalf of whom I

make this declaration and undertaking.

· In this declaration and undertaking, the terms “LBG Council Entity” means any entity in
United Kingdom which I (or the one that I represent) have/has a contract for supply of goods
and/or services.

· I have received the LBG Council United Kingdom Code of Ethics and Professional
Conduct for Suppliers (LBG Council Supplier Code) which I will read, understand and
comply with (including compliance with all applicable laws and regulations in this regard)
to the extent applicable to me/my organization.

· I have read and understood the LBG Council Anti-Corruption Training Deck.

· I certify that I/my organization have/has been in compliance and shall continue to comply
with the Anti-Bribery/Anti-Corruption clause which is or will be included in the contract
with the LBG Council Entity upon entering into the Business relationship with the LBG
Council Entity.

· I acknowledge that all rights in the Material, the name, trademark, logo and other identifiers
of LBG Council Entities and any other items belong exclusively, as between me (or the
organization that I am representing) and the LBG Council Entities, to the LBG Council
Entities with whom I/my organization have (or will have) a contract for supply of goods
and/or services.

· I acknowledge that by signing below, I/my organization am/is agreeing to be bound by this
declaration and undertaking and that this shall form part of any contract I/my organization
have or may have with any LBG Council Entities for supply of goods and/or services.

Individuals Name :

Designation :

Location :

Signature :

Date :

Company Seal :
BUSINESS
PROPOSAL
FOR
NETWORK
EQUIPMENT
& SOFTWARE
Executive Summary
Tech Solution’s mission is to be a pioneer in providing information technology based solutions for business
organizations to make them gain competitive advantage. In doing so we shall respond to technological change,
competition, and globalization with the use of cutting edge technology to cater to the organization’s overall
strategy.
Tech Solution is a highly focused IT systems integration company.We started our operations as an IT solutions
provider in 2005 and since then we have grown to become a leader in this field. We offer variety of IT products,
solutions & services through partnership with global solution providers. Over the past 14 years we have built
a strong clientele across multiple industry verticals and entered into strong business affiliations with various
global IT infrastructure and Service providers/vendors.
While our main products & services are LAN/WAN Design and Implementation, Remote Access Solutions,
Network Security, PC/Server Computing, Storage Systems, Thin Clients Computing Solutions, Printing &
Imaging Solutions, Integrated Application Delivery & Application Security Solutions, Patton Connectivity &
Coverage Solutions, UPS Solutions, Software Solutions and Manage Services &Web Technology. As a part
of business expansion Tech Solutions has recently launched into the solutions market as well. We have
acquired Oracle Gold Partnership and formed many partnerships with global service providers such as
Autodesk, Hospitality Sector Solutions, and military-grade Cyber Security Solutions. Rich with the best
resource team in the IT industry, we continuously evolve our organization to be in par with global technology
advancements.

We understand that the clients expect comprehensive solutions of high quality which cater to their
requirements. Our focus is to delight you with the best quality of solutions and services which in
return will strengthen our long-term corporate relationship. Our primary objective in this proposal is
to provide the most optimal solution with industry standard best practices, to LBG Council.

This business proposal is designed and submitted to be compliant with Tender document published by LBG
Council on Procurement of Severs, Hardware Accessories and software solutions for the renovation of the
information system in LBG council. Price Schedule for above is attached along with all the documents
required.

We at Tech Solution sincerely hope that we would be given this opportunity to work with LBG
Council in catering to your requirements and facilitate the growing needs as a long-term partner and
a partner in years to come.
 LBG COUNCIL FORM BID

BIDDING NAME: SUPPLY OF 10 NOS OF NETWORK EQUIPMENT

BIDDING NO: CMS/LP/18/NE/12/19

I/ We, the Tech Solution herein after called the Bidder hereby in accordance with the
advertisement dated 21st & 22nd June 2019, bid for the SUPPY OF 10 NOS OF NETWORK
EQUIPMENT at the prices statedin the Schedule of Prices annexed hereto. Should this bid be
accepted I/We, covenant and agree with the LBG Council to perform and fulfil all and each of
the Conditions of Bid.

This bid together with your written acceptance therefore, shall constitute a binding contract
Between us.

Date: ………………. ………………………..

Signature of Bidder
 Final outputs (Deliverables and Activities)
The Contract Period is 2 Months, commencing from after awarding the contract.

# Requirement Minimum Quantity

1 Core Switch 24Ports management License 1
2 Multimode SFP Transceiver (1 Gbps) 8
3 Switch 24Ports 1
4 Firewall 1
5 Rack Mountable Server 2
6 Tape Library 1
7 UPS 650VA 21
8 Door Access Controller 3
9 Fingerprint Print Scanner 1
10 Account Package 1
11 HR Package 1
12 Virus Guard 1

Minimum Technical Specification

1. Core Switch 24Ports

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) Cisco

2. Model (Specify) Catalyst 3850
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s Yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Network Infrastructure equipment must Yes
1
use 240V AC power
Should support minimum 8 x 1G Ethernet Yes
2
interfaces
Must have minimum 2 SFP Gigabit uplink Yes
3
ports
Switching bandwidth should be minimum Yes
4
216 Gbps
 Forwarding rate should be minimum Yes
5
107.1 Mbps
Support switch model should be stackable Yes
6
up to 8 switches
Stacking bandwidth should be minimum Yes
7
80 Gbps
Proposed switches should be operating in Yes
8
wire-speed and should be non-blocking
6. Switching Features
Must support Fast Ethernet (IEEE 802.3u, Yes
1
100BASE-TX)
Must support Gigabit Ethernet (IEEE Yes
2
802.3z, 802.3ab)
Must support Jumbo Ethernet frames over Yes
3
9000bytes
Must support IEEE 802.1d - Spanning- Yes
4
Tree Protocol
 Must support IEEE 802.1w - Rapid Yes
5
Spanning Tree
Must support IEEE 802.1s - Multiple Yes
6
Spanning Tree Protocol
Must support IEEE 802.1q - VLAN Yes
7
encapsulation
Must support IEEE 802.3ad - Link Yes
8
Aggregation Control Protocol (LACP)
Must support IEEE 802.1ab - Link Layer Yes
9
Discovery Protocol (LLDP)
Must support auto-sensing and auto- Yes
10
negotiation (Link Speed/Duplex)
Must support Dynamic Host Yes
11
Configuration Protocol(DHCP)
7. Routing Protocol Support
1 Must support Static IP routing Yes
Should be able to configure layer 3 Yes
2 interface on physical port, LAG, VLAN
interface or Loopback interface
8. Security Features
Must support multiple privilege levels for Yes
1
remote access
Must support Remote Authentication Yes
Dial-In User Service (RADIUS) and/or
2
Terminal Access Controller Access
Control System Plus (TACACS+)

Must support AAA using RADIUS (RFC Yes

2138 & 2139) and/or TACACS+,
3 enabling centralized control of the device
and the ability to restrict unauthorized
users from altering the configuration

Should be able to support ACLs for both Yes

4 IPv4 & IPv6, VLAN ACLs,
Downloadable ACLs (dACL)
Yes
Should be able to drop or rate limit based
on source and destination MAC, VLAN
ID or IP address, protocol, port,
5
differentiated services code point
(DSCP)/IP precedence, TCP/UDP source
and destination ports,
 802.1p priority, Ethernet type, Internet Yes
Control Message Protocol (ICMP)
6
packets, IGMP packets, TCP flag and
time-based ACLs should be supported.
Must support 802.1X port security, Serial Yes
7 Port Analyzer (SPAN), Bridge Protocol
Data Unit (BPDU)
Should have reliability with Mean Time Yes
8
Between Failures (MTBF)
9. Management Features
Should have a built-in switch Yes
configuration utility for easy browser-
1
based device configuration
(HTTP/HTTPS).
Should have a scriptable command-line Yes
interface. A full CLI as well as a menu-
2 based CLI should be is supported. User
privilege levels 1, 7, and 15 should be is
supported for the CLI.
3 Should have SNMP and Console access Yes
Warranty, Support and Licensing
3 years comprehensive warranty, support Yes
1
and subscription
Partner should have a 24x7 help desk Yes
2
operation for local support
All the required license to meet the Yes
specification must be provided by the
3 vendor at the time product delivery.
Vendor should decide on the licenses that
needs fulfill the above requirements.

2. 1-Gbps SFP Transceiver

If Yes If No
Item Complied
Minimum Specification Bidders Bidders
No. (Yes/No)
Response/ Response/
(Specify) Yes
Proposed product should
be in the Gartner leaders
1 quadrant for Wired and
Wireless LAN Access
Infrastructure for last 5
years
2 Model (Specify) Cisco
 Country of China
3 (Specify)
Origin
Country of China
4 (Specify)
Manufacture
Year of Yes
5 (Specify)
manufacture
6 Media Multi-mode fiber Yes
Wavelength Yes
typical (Tx)/
7 850 nm
Wavelength
range (Rx)
Receiver Yes
8 -20 dBm (typ)
sensitivity
9 Power 1W (max) Yes
10 Application 1000BASE-SX Yes
FCC Part 15 Class B Yes
11 Compliance EN55022 Class B
VCCI Class B
EN60950, EN (IEC) Yes
12 Safety
60825-1, 2, FDA 21

Minimum Technical Specification

3. Switch 24Ports
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) Cisco

2. Model (Specify) Catalyst 2960 24
ports
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s Yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Network Infrastructure equipment must Yes
1
use 240V AC power
Should support minimum 8 x 1G Ethernet Yes
2
interfaces
Must have minimum 2 SFP Gigabit uplink Yes
3
ports
Switching bandwidth should be minimum Yes
4
216 Gbps
Forwarding rate should be minimum Yes
5
107.1 Mbps
 Support switch model should be stackable Yes
6
up to 8 switches
Stacking bandwidth should be minimum Yes
7
80 Gbps
Proposed switches should be operating in Yes
8
wire-speed and should be non-blocking
6. Switching Features
Must support Fast Ethernet (IEEE 802.3u, Yes
1
100BASE-TX)
Must support Gigabit Ethernet (IEEE Yes
2
802.3z, 802.3ab)
Must support Jumbo Ethernet frames over Yes
3
9000bytes
Must support IEEE 802.1d - Spanning- Yes
4
Tree Protocol
Must support IEEE 802.1w - Rapid Yes
5
Spanning Tree
Must support IEEE 802.1s - Multiple Yes
6
Spanning Tree Protocol
Must support IEEE 802.1q - VLAN Yes
7
encapsulation
Must support IEEE 802.3ad - Link Yes
8
Aggregation Control Protocol (LACP)
Must support IEEE 802.1ab - Link Layer Yes
9
Discovery Protocol (LLDP)
Must support auto-sensing and auto- Yes
10
negotiation (Link Speed/Duplex)
Must support Dynamic Host Yes
11
Configuration Protocol(DHCP)
Minimum Technical Specification

4. Firewall
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) Cisco

2. Model (Specify) ASA 5516-X
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s Yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
8 x 10/100/1000 Mb/s Ethernet Ports yes
1
1 x 10/100/1000 Mb/s Ethernet
Management Port
Solid State Drive Capacity 100 GB yes
2

Solid State Drive Interface mSATA yes

3

Memory 8 GB yes
4

Flash Memory 8 GB yes

5

System Bus Multibus Architecture yes

6

850 Mb/s (Application Visibility and yes

7
Control)
450 Mb/s (Application Visibility and
Control and IPS)
1.8 Gb/s (Maximum) yes
8
900 Mb/s (Multiprotocol)
6. Firewall Features
Throughput (3DES / AES): 250 Mb/s yes
1
Site-to-Site VPN Peers: 300
VLANs 100 yes
2

High Availability Active/Active and yes

3
Active/Standby
Max. Concurrent Sessions 250,000 yes
4

Supported Applications yes

5
>3,000
 URL Categories >80 yes
6

Cisco Adaptive Security Device yes

7
Manager (ASDM) Version 7.3 or
Higher
Input/Output AC Line Voltage yes
8
90-240 VAC (Range)
92-240 VAC (Normal)
AC Current 0.25 A yes
9

Frequency 50/60 Hz yes

10

Output 12 V @ 3.0 A (Steady yes

11
State)
12 V @ 5.0 A (Maximum
Peak)

Minimum Technical Specification

5. Rack Mountable Server

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) Dell

2. Model (Specify) PowerEdge
R640
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s Yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Processor Yes
1
Up to two 2nd Generation Intel®
Xeon® Scalable processors with up to
28 cores per processo
Ports Yes
2
Network Options
4 x 1GbE
Front Ports Yes
3
1 x Dedicated iDRAC direct USB
1 x USB 2.0
1 x USB 3.0
Rear Ports yes
4
1 x Dedicated iDRAC network port
1 x Serial
 2 x USB 3.0
1 x Video
Internal Boot Yes
5
Boot Optimized Storage Subsystem
(BOSS):
HWRAID 2 x M.2 SSDs 240GB
Memory* 32GB Yes
6
DIMM Speed
Up to 2933MT/s
Up to 10 x 2.5 -inch with up to 8 Yes
7
NVMe, SAS/
SATA/SSD/NVMe, max 8TB , or up to
10
Remote Management iDRAC9 Yes
8

Extra USB3.0 connector to front plane Yes

9

iDRAC Direct front port Micro USB Yes

10

Up to eight FAN support. (1X6 type) Yes

11

Internal Dual SD Module (IDSDM) Yes

12
and vFlash
M.2 SATA interface Yes
13

Microsoft® Windows Server® Yes

14
LTSC with Hyper-V

Minimum Technical Specification

6. Tape Library
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) Dell

2. Model (Specify) PowerVault
LTO-7

3. Country of Manufacture (Specify) China

4. OEM should be listed in the leader’s Yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
 Capacity (Native) Up to 800GB Yes
1

Transfer rate (Native) Up to 120MB/sec yes

2

Optimized media LTO-4, LTO-4 WORM yes

3

Reads/writes LTO-3, LTO-3 yes

4
WORM, LTO-4 and LTO-4
WORM tapes, reads LTO-2 tapes
Open format yes
5
Host bus interface 6Gb SAS yes
6
Maintenance Head-cleaning cartridge yes
7
used when indicated by drive, integrated
sweep cleaning brush
Dimensions yes
8
(H x W x D)
Internal: 1.69” x 5.83” x 8.29”
External: 2.56” x 8.74” x 12.87”
Weight Internal: 3.5 lb, External: 9.7 lb yes
9

Altitude yes
10
(operational) 10,000 feet maximum
Temperature yes
11
(operational) 10° C to 35° C
Relative humidity 20% to 80% non- yes
12
condensing
Minimum Technical Specification

7. UPS 650VA
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) ProLink

2. Model (Specify) ProLink
650VA
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Voltage Range 230VAC ±10% yes
1
 Battery Mode 230VAC ± 10% yes
2

Frequency 50Hz ± 1% (Battery Mode) yes

3

Waveform Simulated Sine Wave yes

4
(Battery Mode) Sine Wave (AC Mode)
Transfer Time 2 - 8ms typical yes
5

Type 12V/8.2AH - 1pc yes

6

Backup Time 8 - 20 minutes depending yes

7
on load
Recharge Time 90% capacity after 4 yes
8
- 6 hours
Short Circuit Protection Yes (Line yes
9
Mode and Battery Mode)
Alarm Audible & Visual yes
10

Overload Protection - Line Mode = yes

11
110% ±10% Change to fault mode after
5mins
Temperature 0°C - 40°C yes
12

Minimum Technical Specification

8. Door Access Controller

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) ZKTeco

2. Model (Specify) ZKTeco f22
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Readers 2 yes
1

Doors 1 yes
2
 Cards 8,000 in Web Mode* yes
3

5,000 with Supervisor Plus* yes

4

30,000 with Intelli-M Access* yes

5

History 16,000 transactions (web mode) yes

6

Schedules 240 yes

7

Power Direct from PoE switch external power yes

8 supply (24 VDC, 1 A)

Communication Ethernet, 10Base-T yes

9

Max Distance 100 m (328 ft) yes

10

Switch Cat5, Cat5e, Cat6 yes

11

Reader LED output Buzzer output yes

12

Minimum Technical Specification

9. Fingerprint Print Scanner

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Brand (Specify) ZKTeco

2. Model (Specify) WL30
3. Country of Manufacture (Specify) China
4. OEM should be listed in the leader’s yes
quadrant in Gartner report for Wired LAN
Infrastructure for last 5 years
5. Hardware Features
Password Protected yes
1

Attendance Capacity 1000 yes

2
 Connectivity Type Wired yes
3

Transaction Storage 1,00 yes

4

Display Type Digital yes

5

Installation Type Wall Mounted yes

6

Communication TCP/IP, USB yes

7

Display size 2.4 inch yes

8

Screen Size 2.5 Inch yes

9

Language English yes

10

Operating System Supported Android, iOS, yes

11 Windows

Fingerprint Sensor 500 DPI Optical Sensor yes

12
10. Account Package
If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Software (Specify) Quickbooks

3. Country of Manufacture (Specify) USA
5. Software Features
Expense tracking yes
1

Scan receipts yes

2

Manage and pay bills yes

3

Reporting yes
4

Create invoices yes

5

Accounting software yes

6

Sales tax yes

7

Bank reconciliations yes

8

Create estimates and quotes yes

9

Progress invoicing yes

10
11. HR Package

If Yes If No
Bidders Bidders
Complied
No Details Response/ Response/
(Yes/No)
Reference Reference
Page Page

1. Software (Specify) Accpay HR

3. Country of Manufacture (Specify) India
5. Software Features
Attendance Marking yes
1

Scan Documents yes

2

HR Master data file yes

3

Reporting yes
4

CV Handling yes
5

HR software yes
6

Staff Records & Evaluation yes

7

Personnel files Recording yes

8

Leave Handling yes

9

Payroll Handling yes

10
 Price Schedule

1 2 4 5 6 7 8
Item Description of Goods Qty Unit Unit Sub Total Price $
No° Price $ Total $

1.0 Core Switch 24Ports management License 1 1 $27657.50 $27657.50

1.1 Core Switch Agreement 1 1 $1317.25 $1317.25
1.2 Module NIM 1 1 $5410.00 $5410.00
$34384.75
2.0 Multimode SFP Transceiver (1 Gbps) 8 8 $500.00 $4000.00 $4000.00
3.0 Switch 24Ports
3.1 Access Switch 1 1 $2495.00 $2495.00
3.2 Agreement 1 1 $119.63 $119.63
$2614.63
4.0 Firewall 1 1 $5995.00 $5995.00
4.1 Agreement 1 1 $1252.63 $1252.63
$7247.63

5.0 Rack-Mountable Server 2 2 $4,801.45 $9,602.9 $9,602.9

6.0 Tape Library 1 1 $2,950.00 $2,950.00 $2,950.00
7.0 UPS 650VA 21 21 $22.80 $478.8 $478.8
8.0 Door Access Controller 3 3 $548.07 $1644.21 $1644.21
9.0 Fingerprint Print Scanner 1 1
$245.85 $245.85 $245.85
10.0 Account Package 10 10
$299.95 $2,999.5 $2,999.5
11.0 HR Package
$2150 $2150 $2150.00
12.0 Virus Guard 21 21
$12 $252.00 $252.00
Grand Total
$68,570.27

Authorized Signature : Supun

Name and Title of Signatory : Supun Weerakkodi (Manager)
Name of the Company : Tech Solution
Address and Contact Details of the Company: wrexham
Email : [email protected]
Date :
Company Profile
Tech Solution Ltd was incorporated in 2005.The compnay has a strong presence in IT services and solutions,
software solutions, retail technologies and solutions, data communication and navigation, healthcare, sports
goods, film production and distribution, commercial printing, BPO services, security services, financial
services and restaurants.
Tech Solution is a leading IT infrastructure and industry vertical solutions provider in Sri Lanka and has built
a strong clientele during the past 14 years. The verticals, that the company has provided solutions include
Banking and Financial, Government, Telecommunications, Healthcare, Insurance, Technology,
Manufacturing, Energy, Jewellery, FMCG and may others.
Our company has immense experience in delivery, installation and support of large computer systems and
networks. The company maintains a local spare part store in order to provide necessary back-up for customers
minimizing the effects of possible failures. While island wide support is provided through its branch network,
a repair centre operated by highly experienced team is located in Wrexham.
Additionally we provide solutions to many industry verticals based on its partnerships with many global
solution providers including Oracle. Further, the company provides consultancy services on Cyber Security
and ERP.
Solutions

Networking and Switching Servers, storage and IT Infrastructure

Information Security Advanced Cyber Security
PC and Computer Accessories Structured Cabling
IP Telephony and Contact Center Data Connectivity
Wireless ISP Load balancing
Server Load Balancing and Application Power and surge protection
Acceleration
Centralized Backup, Data Protection & Thin Client Computing
Replication
Enterprise grade Software Solutions Printing and Imaging
including ERP, Database solutions

Partnerships

Lenovo HP
Cisco Oracle
Dell IBM
AMP Fortinet
Autodesk Microsoft
Micro Focus VMWare
McAfee Symantec
Veeam Citrix
 Details of Company Directors

Company Name: Tech Solution LTD

Registered Address: No, 55 Wrexham

Operational Office: Asanka Ekanayaka

Date of Business Commencement: 2011/06/24

Type of Company: Limited Liability Company and Involved in Information Technology related products,
services and Solutions – as Authorized Partners, Distributor and Solution Provider.

Names of Directors:

• Mr. Madura Paranavithana

NIC No. 191756824V
Address: No,64 Wrexham

• Mr. Gihan randika

NIC No. 914582467V
Address: No,77 Wrexham

• Mr. Chanaka Perera

NIC No. 924582465V
Address: No,7 Wrexham

.
Appendix 03
 Know Your Business Relationship (KYBR) Form - ENTITY

1. Details of the Entity:

• Legal Name of the

Entity

• Full Address

• Legal Form of the Entity (E.g.: Proprietorship,

Private/ Public/Guarantee limited/Listed/Club
/Trust/Fund or Associates)
• Any change in the name of the Entity during the
last 3 years

• Name and Location of the Global Ultimate Parent

(if any)

• Business Registration VAT Registration

No. No.

• Website of the Entity

• Name of the independent auditor of the Entity

2. Details of 10% or greater shareholders/OWNERS of YOUR entity:

(For Partnerships, please include the names of all partners)

Name of the Shareholders

holding 10% or more in the Location of the Whether listed or
% Holding
Entity / (OR in the case of a Entity/Individual unlisted
Partnership, names of Partners)
 3. entities where the your company owns a 10% or greater shareholding:
% your company holds in the
Name of the entity entity stated in the 1st Location of the entity
column

4. * Below are additional details required only when 10% or greater shareholders of the entity is an
Individual.

1. Name of the entity(s) where the individual hold a 10% or greater stockholding in an entity that files
(or contemplates filing) an annual report with the SEC or a US banking regulator?

2. Name of entities where the individual is an officer or director of either:

(a) An entity that files (or contemplates filing) an annual report with the SEC or a US banking
regulator?

5. Relevant Owners / Key Management Personnel:

Key
Position Father’s Full
Name* (including positions/
middle name) (eg. Board Date of Birth NIC/ Name
directorship
Member/CE (DD/MM/YYY Address Passport *Please do not
*Please do not use s held in
O/CFO/ Y) Number use initials
initials other
Proprietor)
companies
6. Details of a contact person for further clarifications:

Name

Designation

Business Phone Fax

Mobile Phone

Email
Appendix 04
 MINUTES OF THE IT MEETING HELD ON 01th Des 2019

No Individual Roles Student Name

1 Finance / Services Director Nethmini Yashodha Jayaweera
2 IT Director J.A.T Pramod
3 Supplier H.M.D.T Herath
4 Consultant W.D.Y.Dinusha
5 Coordinator S.P.B Herath

NO ACTION TAKEN RESPONSIBLE

1 All members read and comment on the project All

2 Identify the main object of the project and the complete phases. Get member feedback on project Scoop All

3 Sharing each other's work rules and sharing the responsibilities of members All

4 Assign the responsibility of collecting information about the studios on other similar projects. All

5 . Present and discuss issues to members All

 MINUTES OF THE IT MEETING HELD ON 08th Des 2019

No Individual Roles Student Name

1 Finance / Services Director Nethmini Yashodha Jayaweera
2 IT Director J.A.T Pramod
3 Supplier H.M.D.T Herath
4 Consultant W.D.Y.Dinusha
5 Coordinator S.P.B Herath

NO ACTION TAKEN RESPONSIBLE

1 Presenting material from the study of similar projects. All

2 Making members aware of existing hardware and software components IT Director

3 Assigning responsibility for problem-solving by studying the existing system Consultant

Study what should be included in the Finance System.

4 Finance
Prepare a report on the current methodology.

5 Preparation of a report on all matters expected of the institute through the new system Coordinator
 MINUTES OF THE IT MEETING HELD ON 15th Des 2019

No Individual Roles Student Name

1 Finance / Services Director Nethmini Yashodha Jayaweera
2 IT Director J.A.T Pramod
3 Supplier H.M.D.T Herath
4 Consultant W.D.Y.Dinusha
5 Coordinator S.P.B Herath

NO ACTION TAKEN RESPONSIBLE

1 Obtaining hardware and software quotation Coordinator

2 functional requirements and non-functional requirements to identify new system IT Director

3 Risk Management of new system Consultant

Payment to pay for people who need to install new system and hardware
4 Finance

Supplier
5 Gets the quotation to the corresponding device
 MINUTES OF THE IT MEETING HELD ON 22th Des 2019

No Individual Roles Student Name

1 Finance / Services Director Nethmini Yashodha Jayaweera
2 IT Director J.A.T Pramod
3 Supplier H.M.D.T Herath
4 Consultant W.D.Y.Dinusha
5 Coordinator S.P.B Herath

NO ACTION TAKEN RESPONSIBLE

Monitoring of new system Economic Feasibility

1 Finance
Complete cost calculation and preparation of required reports
Monitoring of new system Technical Feasibility, Environment Feasibility and Legal Feasibility
2 Consultant

3 Monitoring of new system Operation Feasibility IT Director

Mitigation and Monitoring of System

4 IT Director / Consultant

Prepare the project plan and timelines for the project and Delegate the creation of a data flow diagram. Coordinator
5
Finally monitoring the data flow
 MINUTES OF THE IT MEETING HELD ON 29th Des 2019

No Individual Roles Student Name

1 Finance / Services Director Nethmini Yashodha Jayaweera
2 IT Director J.A.T Pramod
3 Supplier H.M.D.T Herath
4 Consultant W.D.Y.Dinusha
5 Coordinator S.P.B Herath

NO ACTION TAKEN RESPONSIBLE

1 Take reports of his responsibilities All

Preparation of final report

2 All

3 File the bills and payment details Supplier

4 file the minutes of the it meeting Coordinator

All
5 Finally, discuss what should be included. And obtaining feedback from members