Tuesday, July 22, 2025

#3 SRS & Modules

Software Requirements Specification (SRS) for the Ph.D. Ecosystem Platform for the Tamil Nadu Higher Education Department.

✅ 1. Introduction

1.1 Purpose

To build a centralized Ph.D. Ecosystem web application for Tamil Nadu Higher Education Department to streamline and digitally manage the entire lifecycle of Ph.D. research scholars.

1.2 Stakeholders

  • Research Scholar

  • Research Guide/Supervisor

  • Department Admin

  • University Admin

  • Center for Academic Research (CAR)

  • Controller of Examinations (CoE)

  • Tamil Nadu Higher Education Department (State Dashboard Viewer)

✅ 2. Functional Requirements

2.1 User Management & Roles

  • Role-based login and access:

    • Scholar

    • Guide

    • Department

    • University

    • CoE

    • CAR

    • State Admin

2.2 Application Workflow

Stage Description Actor(s)
1. Application Registration Scholar applies with required details Scholar
2. Selection & Admission Application reviewed, guide assigned, admission confirmed Department, Guide
3. DC Formation Doctoral Committee setup with member approval Department, Guide, Scholar
4. DC Meeting Scheduling Meeting logistics and reports Scholar, Guide
5. Course Work Completion Course registration, marks entry, and completion status Scholar, Guide, Department
6. Course Work Correction For resubmission/failures Department
7. Research Progress Meeting Periodic updates every 6/12 months Guide, Scholar, DC
8. Research Publications Submission of publication details (Journal/Conference) Scholar, Guide
9. Synopsis Submission Upload synopsis with approval steps Scholar, Department
10. Examiner Panel Formation Nominated by guide, approved by CoE (Indian & Foreign) Guide, CoE
11. Thesis Submission Upload of thesis document Scholar
12. Evaluation and Reports Reports collected from examiners CoE
13. Viva-Voce Scheduling Date, Venue, External examiner setup University, Guide
14. Viva-Voce Completion Recording of result and feedback Department
15. Viva Report Submission Uploaded report for final approval Guide, CoE
16. Convocation & Degree Award Final status and certificate generation University, State Dept.

✅ 3. Dashboards

3.1 Scholar Dashboard

  • Application progress

  • DC schedule & reports

  • Research milestones

  • Publications uploaded

  • Submission status (thesis/synopsis)

  • Notifications

3.2 Guide Dashboard

  • Assigned scholars

  • DC formation & meetings

  • Coursework status

  • Research progress

  • Publications tracker

  • Examiner nominations

3.3 Department Dashboard

  • Scholars by department

  • Course registrations & exams

  • Research monitoring

  • Schedule control for DC & viva

3.4 University Dashboard

  • Department-wise scholar tracking

  • Thesis evaluation status

  • Examiner coordination

  • Convocation management

3.5 CoE Dashboard

  • Panel approvals (Indian/Foreign)

  • Thesis reports

  • Viva results

  • Final report status

3.6 Higher Education Department Dashboard

  • Statistics across universities

  • Department/Guide/Scholar count

  • Research output tracking

  • Degree award analytics

✅ 4. Non-Functional Requirements

  • Security: Role-based access control, data encryption

  • Scalability: Support for all public universities in TN

  • Performance: Load-balanced for large concurrent users

  • Audit & Logs: All actions traceable

  • Notifications: Email & SMS alerts

  • Multilingual Support: English & Tamil

✅ 5. Technology Stack (Recommended)

  • Frontend: React.js / Bootstrap

  • Backend: PHP (Laravel) / Python (Flask or Django)

  • Database: MySQL/PostgreSQL

  • Storage: Cloud or local server for document uploads

  • Hosting: NIC / State Data Center

✅ 6. Document Uploads

  • Application documents

  • Course certificates

  • Publications (PDF)

  • Synopsis & Thesis

  • Examiner reports

  • Viva-voce recordings (optional)

Would you like me to create:

  • ER Diagram for the database?

  • User Interface Wireframes?

  • PHP or Python CRUD modules for each process?

  • Excel tracker version for offline workflow?

Let me know your preferred next step.

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Monday, July 21, 2025

#2 Budget, UI

 Budget for Development


Model UI Screens



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#1 G.O. (D) No. 155 dated 23.06.2025 - Ph.D. Eco System

Project Specification Document for Development

Project Title:
Development of Ph.D. Ecosystem Management System for Tamil Nadu Higher Education Department

Issuing Authority:
Tamil Nadu State Council for Higher Education (TANSCHE)

Version: 1.0
Date: [Insert Date]

✅ 1. Project Overview

1.1 Objective

To design, develop, test, deploy, and maintain a centralized digital platform for managing the complete lifecycle of Ph.D. programs across all public universities under the Higher Education Department of Tamil Nadu.

The system shall streamline workflows and communication among Scholars, Guides, Departments, Universities, Center for Academic Research, Controller of Examinations, and the Higher Education Department.

✅ 2. Scope of Work

2.1 Modules to be Developed

Module Description
1. User Management Registration, authentication, and role-based access for Scholars, Guides, Departments, Universities, CAR, CoE, and State Admin
2. Application Process Scholar registration, document uploads, selection, admission approval
3. Doctoral Committee (DC) Formation, member selection, meeting scheduling, and approval workflows
4. Coursework Management Registration, completion tracking, exam results, reattempt handling
5. Research Progress Monitoring Periodic review meeting reports, guide remarks
6. Publications Upload and validation of journal/conference papers
7. Synopsis Submission Scholar uploads synopsis, approval routing to Department/University
8. Examiner Panel Formation Guide proposes, CoE approves Indian and Foreign examiners
9. Thesis Submission & Evaluation Upload of thesis, distribution to examiners, report collection
10. Viva Voce Scheduling, report submission, and result entry
11. Convocation & Degree Award Final approval, certificate generation
12. Multi-Dashboard Interface Dashboards for all roles with analytics, filters, and downloadable reports

✅ 3. Stakeholders & Access Roles

Role Permissions
Scholar Submit applications, track progress, upload documents
Guide Manage assigned scholars, approve progress, propose examiners
Department Admin Approve admissions, monitor research, form DC
University Admin Oversee scholars, schedule vivas, manage convocation
Controller of Examinations Approve panels, collect evaluation reports
Center for Academic Research Verify research stages
Higher Education Department Access statewide dashboards, reports, metrics

✅ 4. Technical Requirements

4.1 Platform

  • Web-based responsive application (mobile/tablet friendly)

4.2 Technology Stack (Preferred)

  • Frontend: HTML5, CSS3, JavaScript (React.js or Vue.js)

  • Backend: PHP (Laravel) / Python (Django or Flask)

  • Database: MySQL / PostgreSQL

  • Hosting: Tamil Nadu State Data Center / NIC

  • Others: Redis/Memcached (for caching), JWT/OAuth2 (for authentication)

4.3 Document Uploads

  • Should support PDF, DOCX, JPEG/PNG

  • Maximum file size: 10MB per document

  • Secure storage with encryption

4.4 Security & Compliance

  • SSL certificate, secure login (OTP/email verification)

  • Role-based access control

  • Audit logs for all actions

  • Compliance with Government of India Data Protection Guidelines

✅ 5. Integration

  • Email & SMS Notification Services

  • Optional Aadhaar/Scholar ID verification

  • API support for integrating with:

    • University ERPs

    • UGC/AICTE databases (future scope)

✅ 6. Reporting & Dashboards

6.1 Dashboards

  • Scholar-wise and department-wise tracking

  • Guide-wise scholar list

  • Pending task alerts

  • Research output analytics

  • Filter-based search and export (PDF/Excel)

6.2 Reports

  • Enrolled Scholars List

  • Thesis Evaluation Status

  • Research Publications Summary

  • Guide Workload Metrics

  • Convocation Ready List

✅ 7. Deliverables

  1. System Requirement Specification (SRS)

  2. System Design Document (UI/UX Wireframes, DB Design)

  3. Working Web Application

  4. Admin Panel & Stakeholder Dashboards

  5. Training Manuals and Help Documentation

  6. Source Code with Documentation

  7. Deployment to State/NIC Server

  8. 1-Year Free Maintenance & Bug Fixes

✅ 8. Project Timeline

Milestone Duration
Requirement Gathering & Analysis 2 weeks
UI/UX Design Approval 2 weeks
Development 8–10 weeks
Testing (UAT + Security) 2 weeks
Deployment 1 week
Training & Documentation 1 week
Total Duration 16–18 weeks

✅ 9. Developer Eligibility Criteria

  • Minimum 3 years of experience in Govt. or University ERP/web system development

  • Experience with PHP/Python & MySQL/PostgreSQL

  • Should have developed at least 2 large web-based systems for education/academic management

  • Registered Indian firm with GST number

  • Ability to deploy in Tamil Nadu State Data Center / NIC cloud

  • Optional: Experience integrating with AICTE, UGC, or NAD platforms

✅ 10. Proposal Submission Requirements

  1. Developer Profile

  2. Technical Approach & Methodology

  3. Detailed Project Plan with Timeline

  4. Team Structure and Expertise

  5. Past Experience and Case Studies

  6. Quotation (in separate sealed envelope or section)

  7. Validity of Project(minimum 90 days)

✅ 11. Evaluation Criteria

Criteria Weightage
Technical Expertise 30%
Relevant Experience 20%
Implementation Plan 15%
UI/UX Proposal 10%
Price Competitiveness 25%

✅ 12. Support & Maintenance

  • Free support & updates for 1 year post go-live

  • Optional AMC (Annual Maintenance Contract) to be quoted separately

  • SLA for response times & issue resolution

✅ 13. Submission Deadline

Last Date to Submit Proposal: [Insert Date]
Address for Submission: [Insert TANSCHE Office Address or e-Procurement Portal Link]

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#3 SRS & Modules

Software Requirements Specification (SRS) for the Ph.D. Ecosystem Platform for the Tamil Nadu Higher Education Department. ✅ 1. Introduc...