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Agreement

This agreement is made on this 4th day of January 2014 between

UNIVERSITY COLLEGE--------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------Lahore, being the party on
first part for this agreement and hereinafter called as the “CLIENT” and represented by its
principal, Mr ----------------------, NIC NO. 3520207123431

and

---------- Solutions, a software company registered in Pakistan as an independent business

entity, situated at Suit # 410, Block #2, Sector C-1, New Township, Lahore, being the party on
the second part and hereinafter called the “CONSULTANTS”, and represented by its managing
partner -------------------- NIC no. ---------------------------

Under this agreement the CLIENT intends to hire CONSULTANTS to design and develop a
software based management system [SBMS] to manage different operations of the XYZ,
hereinafter called the “PROJECT”. And whereas the CONSULTANTS has agreed to develop this
SBMS hereinafter called as the “SYSTEM” for the CLIENT as per requirements discussed and
agreed between the parties. The parties have agreed to the following terms and conditions:

1. that this agreement document is intended only for the -------. It contains
privileged, confidential and/or otherwise protected from disclosure
information, therefore any review, dissemination or transmission of its
contents, in any form to any other party by the PARTIES is strictly prohibited.

2. that this agreement will come in force with immediate effect and the
PROJECT shall be completed and handed over to the CLIENT by April 07,
2014.

3. that the CONSULTANTS will provide following services as part of this

agreement:

3.1 SYSTEM Reporting

This module will generate various types of reports for administration on
the basis of their rights as defined by the CLIENT. This will include but not
limited to the following reports:

3.1.1 Student Attendance Report – As teacher will enter the class

attendance, it will be shown to the respective Head of the
Department (HOD) and the management. The parents will have the
option to view their child’s attendance through web based portal.
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3.1.2 Staff Attendance – This SYSTEM will be integrated with the existing
biometric device and will generate report of all the employees’
attendance. The system will also automatically send warning
messages via auto e-mail to the late coming employees. It will also
generate report of the teaching staff on the basis of their courses
in time table.

3.1.3 Fee Defaulters Report – The SYSTEM will generate fee defaulters
report and will automatically e-mail the individual report to the
defaulting student(s), parents along with the Manager Accounts.
The updated list of such students shall always be visible to the
management at any given time.

3.1.4 Complete Details of any particular student will be visible to higher

administration.

3.1.5 User Activity Log Report – A complete transaction log will be

created in a report to track the activities of any user in the SYSTEM.

3.1.6 Unofficial Transcripts – Unofficial transcript of every student will

be accessible to the students/parents, using their individual
password if they want to know their grades in previous
semester(s).

3.1.7 Any other report shall be generated by the SYSTEM as defined by

the CLIENT (All such reports shall be defined by the CLIENT during
the currency of this project)

3.2 Campus Management

This module will consist of various sections. These sections will include
but not limited to the scope as described in the followings:
3.2.1 Infrastructure details – Building, Floor, Rooms, Land, etc..
3.2.2 Room occupancy report and student seat arrangement during
examinations /class sessions
3.2.3 Report on facilities available in various rooms
3.2.4 Maintenance details of infrastructure facilities

3.3 Department Management

This module will consist of various sections including but not limited to
the following attributes such as:
3.3.1 Course Management – will manage complete details of courses
being offered in the XYZ
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3.3.2 Syllabus Management – will manages complete details of the

syllabi for each course being offered by different departments
3.3.3 Department History – will show salient features of all departments.
3.3.4 Missed classes, make up classes, class attendance, teachers’
attendance etc.
3.3.5 Time Table Planning, Software shall undertake all physical
resources and available faculty to automatically assign the
semester time table. This shall be amendable as and when
required.
3.4 Admission Management
This module will consist of various sections but not limited to the scope
described hereunder:
3.4.1 This module will take care of complete admission process.
3.4.2 The applicants’ personal details, marks, earlier academic records,
admission preference details, etc. will be recorded and analyzed.
3.4.3 On-line admission management system process defined by XYZ
administration.
3.5 Student Management
The module will consist of various sections but not limited to the scope
described hereunder:
3.5.1 ID Card generation with Barcode
3.5.2 Personal details
3.5.3 Extra-curricular interests
3.5.4 Course registration (manual & on-line)
3.5.5 Attendance
3.5.6 Internal assessment
3.5.7 Tuition Fees - Exam fees
3.5.8 Remarks and warnings
3.6 Staff Management
This module will be consist of various sections but not limited to the
scope described in the following lines such as:
3.6.1 ID Card generation with bar code
3.6.2 Personal details - Service Register
3.6.3 Work Load Analysis
3.6.4 Attendance
3.6.5 Pay detail
3.6.6 Leave Detail and more.
3.7 General Management
This module will be consist of various sections but not limited to the
scope described in the following lines such as:
3.7.1 Mailing System
3.7.2 Course Pages
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3.7.3 Technical Forums

3.7.4 Correspondence management [internal & external]
3.8 Library Management
The module will consist of various sections but not limited to the scope
described hereunder:
3.8.1 Catalogue – Books, CDs, Pamphlets
3.8.2 Transaction – Issue, Return, Reservation
3.8.3 Serials – Journals, Magazines, Periodicals
3.8.4 OPAC – Online Public Access Catalogue
3.8.5 Penalty, Auto Messaging System, Bar Code generation, Transaction
Statistics, User Analysis
3.9 Laboratory Management
The module will consist of various sections but not limited to the scope
described hereunder:
3.9.1 Received Goods
3.9.2 Daily Consumables
3.9.3 Students’ Practical details (observation)
3.9.4 Penalty details etc.
3.10 Examination Management
This module will be consist of various sections but not limited to the
scope described in the following lines such as:
3.10.1 Date Sheet Preparation
3.10.2 Hall Ticket generation (individual subjects) with photographs
3.10.3 Exam Attendance
3.10.4 Seating arrangement
3.10.5 Paper evaluation
3.10.6 Transcript generation
3.10.7 Marks entry through online system and result preparation
3.10.8 Result Declaration, Online Exam and more.
3.11 Inventory Management
This module will be consist of various sections but not limited to the
scope described in the following lines such as:
3.11.1 Vendor Details
3.11.2 Material Details
3.11.3 Purchase Request
3.11.4 Purchase Order
3.11.5 Purchase Order Amendment
3.11.6 Goods Receipt / Issue and more.
3.12 WEB Module
This module will be consist of various sections but not limited to the
scope described in the following lines such as:
3.12.1 Parent Login
3.12.2 View students status
3.12.3 Student Application form
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3.12.4 Exam application from

3.12.5 Student Result
3.12.6 Alumni
3.13 Accounts Management
The module will consist of various sections but not limited to the scope
described hereunder:
3.13.1 General Ledger, Sub Ledger, Petty Cash
3.13.2 Payables, Receivables
3.13.3 Budget, ASSET
3.13.4 Payroll
3.13.5 Daybook, Trial Balance, Income & Expenditure,
3.13.6 Balance Sheet, Budget Analysis, Audit Report.
3.14 User Access & Authentication
The module will consist of various sections but not limited to the scope
described hereunder:
3.14.1 User Authentication (Username & password based, IP based).
3.14.2 User creation & management
3.14.3 Role based user rights
3.14.4 User activity log
3.15 System Definition & Configuration
User can set the configurations of each project. User can also provide
definitions which would be required by the application during the
execution.

4. That the following time line along with phase-wise (the different phases are defined in
Clause-11) payment schedule has been agreed between the Parties

Time Line and Payment Schedule

Kick off Phase-1 Phase-2 Phase-3 Phase-4 Phase-5 Phase-6

Time Line
4 2 1 2 2 2
(Weeks)
Payment
10 % 0% 0% 20 % 20% 20 % 30 %
Points

5. That 10 % of the total PROJECT cost shall be paid to the CONSULTANTS upon signing of this
agreement as mobilization advance
6. That the final payment of phase-6 of the PROJECT shall be paid to the CONSULTANTS only
after the completion of the project and satisfactory performance of the software as
accepted by the client. Upon formal close out, the payment shall be made within 3 days.
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7. That the total duration of the PROJECT shall be 14 weeks (13 weeks as detailed in Clause-4
above and 01 week for questions/answers, bug fixing, if any and final delivery of all the
modules detailed in Clause-3 above as satisfaction of the CLIENT
8. That the starting date of the project shall be the date on which the mobilization advance is
paid to the CONSULTANTS.
9. That the total project cost as agreed between the Parties is Rupees Six hundred thousand
only (Rs. 600, 000/-)
10. That both the parties have agreed to the following phase wise schedule for deliverables in
reference to clause-4 above:

Phase 1:

Kick-off Date: 04 January, 2014 Deliverable Date: 01 February, 2014

10.1 Requirements Finalization & Sign-off [1 Week]:

This phase will include the following action items:
10.1.1 Detailed requirements of each phase.
10.1.2 Finalization of requirements after discussion with the client.
10.1.3 Sign-off the requirements and other necessary documents (the
CLIENT reserve the right to modify/add/delete requirements with
mutual discussion with the COSULTANTS.)

10.2 Front end/Application Design [2 Weeks]:

This phase will include the following items:
10.2.1 The CONSULTANTS will show the client the design mock ups for
review. The CONSULTANTS will incorporate any changes required
by the CLIENT.
10.2.2 Internal screens for top navigation will also be designed and
shown to the CLIENT for approval.
10.2.3 The SYSTEM shall be Cross-browser compatible.
10.2.4 Unlimited revisions on internal pages design will be entertained
only in this phase.
10.2.5 The system shall have Pixel-perfect conversion feature of the
original designs.
10.2.6 All images shall be optimized and a code for faster loading of the
pages shall be provided in the system.

10.3 Database Architecture [1 Week]:

This phase will include the following action items:
10.3.1 Characterize system requirement.
10.3.2 Building structure of data and nature of functionality.
10.3.3 Implementation of logical and physical design in the database
system.
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Phase-2:

Kick-off Date: 01 February, 2014 Deliverable Date: 15 February, 2014

Admission and Student Management
This phase will cover the sections as defined in clause-3 (d & e) above
Phase 3:

Kick-off Date: 15 February, 2014 Deliverable Date: 22 February, 2014

Staff Management
This phase will cover the sections as defined in clause-3 (f) above
Phase 4:

Kick-off Date: 22 February, 2014 Deliverable Date: 08 March, 2014

Accounts Management
This phase will cover the sections as defined in clause-3 (m) above
Phase 5:

Kick-off Date: 08 March, 2014 Deliverable Date 22 March, 2014

This phase will cover the sections as defined in clause-3 (g, h, I & j) above

Phase 6:
Kick-off Date: 22 March, 2014 Deliverable Date 05 April, 2014

This phase will cover the sections as defined in clause-3 (a, b, c, k, l, n & o)
above

11. That all payments to the CONSULTANTS shall be made through cross cheques in the
favor of second party subject to applicable taxes as per prevalent laws .
12. That the CONSULTANTS shall perform most services in accordance with this agreement
at their office based in Lahore. As per aforementioned schedule, the CONSULTANTS
shall also ensure to review the progress in XYZ from time to time. The CONSULTANTS
shall schedule progress meetings with the authorized representative of the CLIENT
through electronic sources/in person.
13. That both the parties agree that the CONSULTANTS will act as an independent
contractor in the performance of the duties under this agreement.
14. That the consultant agrees that any information received by the consultants during any
furtherance of the CONSULTANTS’ obligations in accordance with this agreement,
which concerns the personal, financial or other affairs of the CLIENT will be treated by
the consultants as confidential information and will not be revealed to any other
person/s, firm/s or organization/s at any stage and any form whatsoever.
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15. That all source material, guidelines and visual aids including applications content to be
used in a project shall be provided by the CLIENT as and when required by the
CONSULTANTS.
16. That all communications, instructions and deliverables shall be notified in writing
through e-mail.
17. That hosting details (Package, FTP login/password, etc.) shall be provided by the
CLIENT.
18. That in order to facilitate communications and meet the deadlines, both the PARTIES
have agreed to nominate their respective representatives having authority to
communicate and decide matters pertaining to the PROJECT to avoid delays.
19. That the feedback upon completion of each phase shall be provided by the CLIENT
within two (2) days of the delivery of that phase.
20. That the CLIENT shall make every effort to avoid any delay in review and sign-off on
mock-ups or last-minute changes.
21. That the CLIENT will be responsible for delays due to latency in providing requirements,
feedbacks on deliverables and necessary resources (Data Base Server, Network
Infrastructure, Hosting Details, etc.), however proper written request with adequate
time for the particular requirement will have to made by the CONSULTANTS.
22. That the CONSULTANTS will be responsible to remove any bug and/or failure in the
software for three years from the date of completion. Additional changes which will be
within the scope of phase-1 will be incorporated in the SYSTEM free of cost for one
year from the date of completion.
23. That the COSULTANTS will provide training to the CLIENT’S staff regarding usage of the
SYSTEM at the CLIENT’S premises (two(2) persons for each module)

CLIENT CONSULTANTS

WITNESSES

1.____________________________ 2. ___________________________