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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