ANNEX I Terms of Reference Online Book Selling - UNDP-PFF
Contents
1. Under the Aid Programme for the Turkish Cypriot community Council Regulation n 389 2006 ANNEX I Terms of Reference Online Book Selling E mail pff undp pff org Web site www undp pff org Table of Contents 1 10 11 12 INTRODUGTION iter tet T bete ta t Une OEN 3 BACKGROUN PN ela ea an er Me DN a rt La NL tee 3 DEBIVERABLDES 55cm bets 3 TIMEEINE sen c toto esee eA nd eh A IUE DD MN Dr T 4 BUDGE MEE HO 4 EVALUATION GRITERIAS zc etr ecran dv len aie med dee e e RR M Re 4 PROJECT OVERVIEW teat eaaet det aede tette tuu 5 SYSTEM 5 8 1 Software oe tee ae e eee ee ERR 5 8 1 1 Stock Control id este o UU D REDE RE ERE UR ee 5 8 1 2 Billing er itera cest ET Aine Wer ende 6 8 1 3 CUSIONIBIS IL LL ah 6 8 14 Search esum Rel CU E num DM t CU 6 8 1 5 MNT t tA tae AD ha eh Ss ERE 7 8 1 6 ete rere eed te etes deles iode bene 7 8 1 7 Database 5 5 rn 7 82 EsGommerce Website endete tt petiit dieta i toe REL 8 8 1 8 General Informatio eet tt eerte et ete t dert e 8 8 1 9 Products Section a stents patei eoe Pe mi cette P Ete oe oe dire Ss o eL 8 8215105 eater ate een oA he 8 8 1 11 Online Shopping Module oes nal ra ri CIR E ati sezione deba cae 8 8 1 12 Client Account Sectio2. by the category of the books they buy Details of the book list on the customer profile page will include Book Title Writer Distribution Point Order Date Arrival Date and Estimated Arrival Date Payment details of the purchased book Date of purchase Payment method Credit Debit Card Details Bank Account Details and Bank Details Details of the book profile page will include Buyers Customers and Interested Customers 8 14 Search Search module should be able to find and return thousands of results with a readable presentation Variety of search methods should be available including search by Book Title Writer First Name Writer Last Name Publisher ISBN Category Sub category Keywords Shelf Code Book Description Translator s Original Name where applicable and Shelf Number s There will be an extra client computer for the customers to in order to browse for books and get information 8 1 5 Statistics This section should use the statistical sale data in order to provide information such as number of books sold by Writer Title Publisher and Payment Methods Cheque Cash By Credit Credit Debit Card There will be a variety of result filtering parameters which are certain sale date or between two sale dates Number of sold copies than number of sold copies f the software includes an integrated accounting system then this information should be provided with related information such a
3. delete FAQs Alerts List view edit reminders created by the customers Support List of support requests View details and reply E mail notification triggered by reply Statistics Unique visitors page impressions and statistics for authenticated users daily weekly and monthly Optional Functionality Back Office Interaction Real time product and customer data transfer from back office database to the web site database Customer account balance data transfer from back office database to web site database when triggered by customer request or balance change Orders amp payments will be processed and updated along with the back office database in real time Order status transfer from back office application database to web site database when triggered by the customer request or status change 8 2 Common Non Functional Requirements 8 2 1 Usability The system will provide an interface that requires minimal training so that a user who is familiar with Internet style forms and standard office automation software is able to use the system with minimal training 8 2 2 Reliability The system must be easy to implement change The system has to be available globally 24 7 basis The system failures need to be handled using recovery procedures 8 233 Performance Since huge number of transactions will be processed such as database access and sales the system should be able to handle such a load and work without failure 8 24
4. minor changes in the web site sections Details will be worked out in requirements gathering workshops with the beneficiary 8 1 8 General Information Corporate information section History and About Us Contact page Contact details and a contact form Email alert triggered by contact form post 8 1 9 Products Section Categorized list of books Detailed information about each corresponding book and description Special offers such as cut price and together sold books Detailed information about the books Title Writer s Publisher Book Description Cover Page Factual Details Number of Pages Language ISBN Barcode Weight and Number of sold copies Real time stock and price information Stock remainders Detailed information about the magazines Magazine Title Cover Page Issue and Date 8 1 10 Search Search within the web site content and also for products within certain dates Results will be sorted in various orders such as alphabetically ascending or descending Searching should be available as Searching both free text and by category Sorting in various orders such as alphabetically ascending or descending 8 1 11 Online Shopping Module Customer authentication via login Shopping cart Adding products removing products quantity editing and ordering Orders will be passed on to the back office system Payment or debit to account Payment SSL supported credit card pa
5. office software should contain the following modules functions and the user interface should be in Turkish 8 1 1 Stock Control This module should basically handle stock control Stock module should be working in real time with the POS system in order to update the stock numbers depending on sales amp returns Number of units of each book will be checked from the stock and the user admin will receive a warning message There will be a customizable warning message center where the user can add remove books to receive messages when a certain stock number is reached Number of stock remainder of books and the list should be modifiable for the warning messages Customizable stock reports should clearly indicate the number of deficient books and by customers they were ordered by Each book s stock number in the warehouse and on the shelves should be stored This section will also be used for editing the book prices by publisher writer title individually and or in bulks Increasing amp decreasing of prices will be done by entering a price percentage amount which then will be used to automatically to calculate the total price Depending on the result prices may be rounded in order to prevent inappropriate prices Manual editing of prices and rounding value should be also possible VAT percentage of each product will be entered to the system which then will automatically calculate the tax value and use it with EFTPOS system If the VAT is already inclu
6. repair Software Warranty Contractor warrants to that the Software as delivered for a period of one year from the date of Acceptance of the Software shall be free from material defects and under normal use the Software will perform substantially in accordance to the Documentation Contractor warrants that the Software shall not contain any computer code i intentionally or unintentionally designed to disrupt disable harm or otherwise impede in any manner the operation of the Software or any associated software firmware hardware computer system or network sometimes referred to as viruses or worms ii that would disable the Software or impair in any way its operation based on the elapsing of a period of time exceeding the authorized number of copies or advancement to a particular date or other numeral or iii that would permit Contractor to access the Software to cause such disablement or impairment or any other similar harmful malicious or hidden procedures routines or mechanisms which would cause such Software to cease functioning or to damage or corrupt data storage media Software equipment or communications or otherwise interfere with operations In case of a breach of the Warranty Contractor shall For Services at the option of UNDP i re perform the Services which were not as warranted at no additional charge by Contractor to UNDP or ii promptly refund the fees paid to Contractor for the Services w
7. unless there is a delay clearly attributable to UNDP the beneficiary or external factors that could not have been foreseen Deadline for delivery of quotations 1 March 2010 16 00 EET UTC 2 Expected delivery time Maximum 3 months Warranty period Minimum 1 year 5 BUDGET We expect offerers to present their budget using the Price Schedule Form attached See page 9 6 EVALUATION CRITERIA We expect to evaluate the proposals based on the following factors Total cost Ability to deliver by the deadline specified Quality of the system proposed Company experience with related projects 7 PROJECT OVERVIEW The purpose of this project is to automate the internal processes of Isik Kitabevi with back office software and enabling online sales with a back office integrated B2C e commerce website This system will include two different parts Part 1 as the back office part which will be used by the company staff for accessing processing and updating of data There will be also an e commerce web site which will be intended for the customer usage for marketing and selling of products The system should be able to work in real time as a whole 8 SYSTEM REQUIREMENTS Requirements have been classified as functional and non functional Non functional requirements apply to both back office and e commerce sections of the system while each part has its own functional requirements 8 1 Back Office Software Back
8. Supportability amp Maintainability The system will be divided in separate components so that changes in one subsystem do not require rework of other subsystems Deliverable web site is encouraged to be open source 8 25 Security The users must have a unique identification when logging in to the system and only the author must be able to upload and revise the publication Online transactions have to be completely secure with appropriate encryption 8 2 6 Acceptance For a period of twenty days after the installation of the system herein Acceptance Period UNDP shall have the opportunity to run the system in order to test that all system operates substantially in accordance with the Contract Documents UNDP shall provide to Contractor a description of any deviation from the Terms of Reference Deviation List prior to the expiration of the Acceptance Period in accordance with the notice requirements set forth in this Agreement Upon receipt of such notice Contractor shall have twenty days to cure any such deviation listed on the Deviation List such that the System operates substantially in accordance with the Terms of Reference Cure Period 8 2 7 Warranty Hardware Warranty A warranty of minimum one year is required If within this period after the system has been put into service any defects are discovered or arise in the normal course of usage the Contractor shall remedy the defect either by replacement or by
9. ded within the book price then the VAT percentage and cost should be clearly indicated 8 1 2 Billing amp Sales All sales refunds payments billing stock processing and accounting system should be working in an integrated manner Reports and billing output should be in the desired format with variety of contents All kinds of payments including cards cash discounts cheque installments and late payments should be processed All the payment history should be recorded with complete details customer bank account card dates etc Also there should be automatic warning messages for undelivered products stocks returned products or faulty payments There is a variety of products such as pens pencils and folders which should be registered within the accounting system to be used in line with POS system Variety of accounting reports should be printable from the system 8 1 3 Customers Each customer profile will include his her contact information and a list of books with their details Each book will also have a profile to include a list of customers with contact details who ordered that particular book Customers will be ordering books that may be out of stock All this information should be available for printing Depending on the book title s or categories list of interested customers or buyers should be produced Again warning message center should display warnings of undelivered or late products Interested customers can be identified
10. f login accounts Admin root account insert edit and delete staff login accounts 8 1 16 Special Offers Pricing and products may vary from time to time which requires dynamic declaration amp modification of special offers that will be displayed within the website Functionality details include the following The user will be able to add any number of products together to form a package This functionality may be controlled from the back office system otherwise all the changes has to be updated within the back office system in real time There will be different ways of setting the price of the package such as Manually entering the price for the package Automatic calculation of the package by adding the value of the products together and subtracting the discount percentage which will be initially entered by the user Products Each product will at least include following details Picture s Available Dates Usage availability Description Title Price amp Discount Percentage Integration of the online system with the back office will automatically update all additions removals and updates of products in the back office system in real time Product Categories List edit insert delete multi level product categories Specifying special offer categories Customer Accounts Listing of customers Editing login information Sending login information via email Payments List view edit and delete FAQ List view details insert edit or
11. hich were not as warranted For Software which does not conform to the warranties contained in this Terms of Reference Contractor will at the sole discretion of UNDP i repair or replace the nonconforming Software within a commercially reasonable time period of receiving notice from UNDP of such nonconformance or ii refund the amounts paid by UNDP for the nonconforming Software module immediately upon return of the Software and promptly execute with UNDP an amendment to the Agreement for the nonconforming Software pursuant to which the license is terminated for the Software module for which UNDP is receiving a refund 9 DATA ENTRY Manual entry of the details of the 25000 books into the database is required A book record is composed of following information Title Writer s Publisher Publish Year Book Description Cover Page Image Number of Pages Language ISBN Weight Size Price 10 APPLICATION SERVER Minimum Requirements Processor Intel Xeon Dual Core 2 0 GHz Single Processor Memory Min 2 GB DDR2 Storage Hard drives 2 x 146 GB Internal storage 10K RPM SCSI RAID 1 Network interface cards 10 100 1000 x 2 CD DVD ROM Drive Chassis Tower Chassis Orientation Power supply Keyboard Turkish Q Mouse Monitor 15 LCD Operating system Microsoft Windows Server 2003 Standard Note Specifications of the application server including the ope
12. n meore on a a E A tne 9 8113 EAQESOCUOT cene e E ee ede ee edet ene oa 9 8 1 14 4 25e acta cato tates qat ted D Nutr raf ach stant dee 9 8 1 15 AdminiSltaliODi nee ett 9 8 1 16 Back Office Interaction trenes 10 8 2 Common Non Functional Requirements sse 11 8 2 1 Ber 11 8 2 2 Reliability torte ex a exi sage Lc E D LT CO edt 11 8 2 3 s ertet retiro to asics a E oe iere iar ee RES 11 8 24 Supportability amp Maintainability senes 11 8 2 5 SECUN PNE ME CDM 11 8 2 6 Acceptance eee iet recenter reete eb tese recie eee ree 11 8 2 7 Wait anb cob ico LM MM EX Me eU 12 DATA ENTRY Rua eed IDEA e 13 APPLICATION SERVER seen 13 BARCODEREADERS 5 i ette ee eese e a asec Gear o e edente e a 14 PRICE SGHEDULE FORM s eta tte o d ot 15 1 INTRODUCTION UNDP PFF invites companies or consortia to submit proposal for online book selling project Please submit at least the following as part of your quotation Breakdown of the quote according to the Price Schedule Form References for projects of a similar scope Description of the system s you would like to use Timeline 2 BACKGROUND The UNDP EU funded programme Partnership for the Future PFF has been providing support to Cypriot SMEs through various capacity building activities and gra
13. nt schemes since 2003 The ICT Grant Scheme is one of the initiatives offered by the Partnership for the Future PFF Programme funded by the European Union and executed by the United Nations Development Programme UNDP UNDP PFF ICT Grant Scheme is meant to assist Turkish Cypriot micro small and medium sized enterprises MSMEs committed to integrating themselves into the general information and communication ICT developments thus enhancing their capabilities to compete in the EU market I k Kitabevi is one of the qualified candidates for this grant scheme which aims to setup an ERP integrated e commerce web site to sell books online 3 DELIVERABLES The offerer has to supply the following deliverables for the projects in line with the common specifications and additional specifications attached Detailed requirements gathering in cooperation with the beneficiary Delivery and installation of the application server and the barcode readers Installation of the back office software to the company s application server as well as on three client PC s Design creation and implementation of the e commerce web site integrated with the back office software Data entry of 25000 books User manuals of the back office software and the e commerce web site admin panel in Turkish 4 TIMELINE We ask offerers to adhere to the following time line We expect the offerer to stick within these timelines once they have committed to them
14. rating system are subject to change in case the requirements listed above are not technically feasible for the offered back office software 11 BARCODE READERS Minimum requirements are listed below Hand Held Laser Instant recognition and decoding of 1 dimensional barcodes Interfaces Keyboard USB Quantity 2 Hands Free On table Laser Instant recognition and decoding of 1 dimensional barcodes Interfaces Keyboard USB Quantity 1 12 PRICE SCHEDULE FORM Kindly indicate the budget without VAT including a cost breakdown as in the price schedule form below requested for the project BACK OFFICE SOFTWARE ITEM COST Requirements Gathering Software License Customization and Installation User Manual Training Sub Total E COMMERCE WEB SITE ITEM COST Requirements Gathering Interface Graphic Design Development and Installation User Manual Training Sub Total DATA ENTRY ITEM COST Manual Data Entry of 25000 Books Sub Total SERVER ITEM COST Server Hardware Operating System License Set up Sub Total BARCODE READERS ITEM COST Two hand held barcode readers One hands free barcode reader Set up Sub Total TOTAL
15. s amount of expenses profit stock remainder etc Highest selling books Lowest selling books All these statistical data should be integrated with the accounting system in order to provide information such as amount of profit and expenses in order to see the effect of the products on the income of the business 8 1 6 Administration There will be admin user rights for administration and management of the User Accounts amp Access Rights held within the system 8 1 7 Database Capacity A stable database should be employed in order to keep the details of thousands of books ISBN number may be used as the primary key Stability is highly important since thousands of records will be processed Content All kinds of details of books magazines customers banks stock partnership companies suppliers publishers and writers should be stored Real time Database should be the same for both the back office and e commerce sections of the system where all the changes are automatically updated in real time 8 2 E Commerce Website A B2C e commerce web site in Turkish will be developed and integrated with the back office system of the company In general this application will enable the customers of the company to browse for and buy books view special offers place amp track orders book in their preferred delivery slots make payments Web site specifications of the project are listed below UNDP PFF reserves the right to make
16. yment Payments are automatically updated within the back office Order tracking using back office application data Estimation of postage arrival Displaying the status of the postage pending shipped arrived 8 1 12 Client Account Section Customer authentication via login Customer account details Login information View edit login information Contact details View edit contact details Addressing amp Postal Details View edit postal details Authenticated credit debit card details Orders List view edit orders Payments List view payments Purchase history and VPOS for secure payment Printable receipt Reminders Automated email reminders New product reminder and stock in reminder 8 1 13 FAQ section Automatically generated list of FAQs and details 8 1 14 Site map Automatically generated site map of the web site 8 1 15 Administration A separate administration interface for the e commerce web site can be offered in case the back office administration is not adequate There will be an admin account for administration and management of the data held within the web application This admin facility can be a part of the web application and accessed from a password protected page or could be complete with the administration part of the back office system most preferably Web administration facilities will cover the following functionalities and features Admin root account and staf
Download Pdf Manuals
Related Search