NATIONAL JUSTICE INFORMATION SYSTEM

TERMS OF REFERENCE
FOR THE
ENHANCEMENTS ON THE SINGLE CARPETA SYSTEM

Terms of Reference for the

Enhancements on the Single Carpeta System Page 8 of 8
 BACKGROUND
System Description
The Single Carpeta System is a collaborative application system from different modules of
the Corrections Cluster Agencies, namely:

• National Inmate Monitoring System (NIMS) — Bureau of Jail Management and

Penology (BJMP)
• Inmate Management Information System (IMIS) — Bureau of Corrections
(BuCor)
• Parolee and Pardonee Information System (PaPlS) — Board of Pardons
and Parole (BPP)
• Investigation and Supervision of Parole and Executive Clemency Information
System (ISPECIS) - Parole and Probation Administration (PPA)
The Single Carpeta System collects and shares case information into a centralized
database for sentence monitoring and management of detainees, persons deprived of
liberty (PDL), parolees, and pardonees. The Single Carpeta System also provides vital
information on the implementation of treatment and rehabilitation activities among the
corrections cluster agencies.

Features of this system utilize an automated fingerprint identification (AFIS) technology,

digital document imaging, and management of detainees, persons deprived of liberty,
parolees, and pardonees. The system also supports Jail Decongestion, Inmates Welfare,
and Development / Treatment.

The system also computes the Good Conduct Time Allowance in relation to Republic Act
No. 10592 also known as the "New Good Conduct Time Allowance (GCTA) LaW' and its
Implementing Rules and Regulations.

Statement of the Problem/Gaps

The Single Carpeta System needs to enhance/reprogram/update to conform with the

Supreme Court ruling on the computation of the GCTA cited below:
The Supreme Court in their En Banc session on 25 June 2019 and in a decision penned by
Associate Justice Diosdado M. Peralta, declared invalid Section 4, Rule 1 of the
Implementing Rules and Regulations ("IRR") of Republic Act No. 10592 ("R.A. 10592") in so
far as the said IRR provided for the prospective application of the grant of time allowance
of prisoners for: i.) good conduct, ii.) study, teaching, and mentoring service, and iii.) loyaltyl

Terms of Reference for the

Enhancements on the Single Carpeta System Page 9 of 8
 Supreme Court Website - SC Rules in Favor of Prisoners and Inmates July 1, 2019

OBJECTIVE
To enhance/reprogram/update the Single Carpeta System to conform with the ruling of
the Supreme Court on the implementation of Republic Act No. 10592 also known as the
"New Good Conduct Time Allowance (GCTA) Law" and perform various enhancements
on existing modules (specified in the attached Annexes) to improve system performance,
usability and adaptable to changes.

SCOPE OF WORK AND DELIVERABLES

1 . Perform various enhancements1 on data sharing process/features/functions
on Single Carpeta Portal and existing modules of the Single Carpeta System to
improve system performance and usability.

2. Perform re-computation of sentence and time allowances of the existing

records of PDL's in accordance with the Uniform Manual and the Supreme Court
decision. The implementing agencies shall validate the accuracy/correctness of the
said computation and issue the necessary certificate.

3. Provide technical expertise in designing and development of application

programmable interface (API) for the middle-ware platform of NJIS portal.
4. Ensures that the encryption is compliant with AES 256 (at rest and in transit).
5. Provide technical support and maintenance for one (1) year that will
commence from the date of issuance of the certificate of acceptance by the
Department.

6. Provide a project implementation plan one (1 ) week before project

commencement.
7. Deploy the updated or enhanced system to the respective servers of the
agencies and turn over the source code of the whole project to the Department.

8. Update the changes/enhancements applied on the following project

documentation to be submitted to the focal persons and approved by the Project
Director before the issuance of a certificate of acceptance or completion:
Systems Design Specification
Entity Relationship Diagram
Data Flow Diagram
Source Codes

1 Please see attached Annex "A" for enhancement details.

Terms of Reference for the

Enhancements on the Single Carpeta System Page 10 of 8
 9. Establish proper backup and restore procedures for disaster recovery using the
available infrastructure of the Department. Depending on the recommendation of
the focal persons, service providers may use iGovCloud Service.
10. Formulate a Service Level Agreement for review and recommendation of focal
persons and approval of the Project Director.

11. End-user Training for the implementing agencies on the enhancements applied
to the Single Carpeta System. Training venue, materials, and meals shall be
shouldered by the service provider during training.

12. Ensure compliance with the respective health protocols implemented by the
Department of Justice and Corrections Cluster Agencies concerning COVID-19 during
the delivery of the project.

SCHEDULE OF DELIVERY (PROJECT MILESTONES)

The service provider must ensure that the project is completed, delivered, inspected,
accepted, and paid not later than June 30, 2021.
Activity Deliverable Timeline
Data gathering, system analysis Shall submit for the approval of Two (2) weeks upon receipt of
system design the implementing agency focal Notice to Proceed
persons before the
commencement of the project to
the following documentation
Project Implementation
Plan
Systems Analysis and
Design

System Development Three (3) months upon

approval of Project
Enhancement Implementation Plan and
Systems Analysis and
Design

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Enhancements on the Single Carpeta System Page 11 of 8
 System Testing Completed User Acceptance and Two (2) weeks upon
Testing completion of System
Service provider to issue a enhancement
certificate of completion
Implementing Agencies to
validate and test system
Upon satisfaction of focal
persons, issue appropriate
certification

Minor System Improvement Service providers shall make the Two (2) weeks upon approval
necessary improvements of System testing.

to the Single Carpeta System

(web-Portal and agency module)
for bugs found during System
Testing. Issuance of certificate of
completion by the service
provider

Validation Focal persons to validate Two (2) weeks upon

improvements made by the completion of Minor System
service provider focal Improvement.
persons to issue appropriate
certification

Training Service provided to conduct Two (2) weeks upon validation.

training and system
walkthrough to end-users of
each implementing agencies
focal persons to issue
appropriate certification

Implementation - Deployment Service provided shall install Two (2) weeks upon
for System Use updated features to servers of completion of Training.
implementing agencies Upon
completion focal persons to
issue appropriate certification

TECHNICAL SUPPORT AND SERVICE LEVEL AGREEMENTS

Terms of Reference for the

Enhancements on the Single Carpeta System Page 12 of 8
 The service provider shall provide technical support through a personal onsite presence
or via telephone/fax, to resolve technical and other related problems. Resolution can be
delivered in the form of telephone, electronic, and/or on-site resolution. It shall refer to
a condition wherein the reported problem is resolved by the service provided to the
satisfaction of the end-user.

The service provider shall resolve software issues within the periods described in a
Service Level Agreement after it was reported by the implementing agencies through
fax, telephone, or email.

The service provider shall provide a portal intended for monitoring/discussion and
reporting on the stages of the development/enhancement and implementation of the
project.
The service provider shall present any changes, updates, and enhancements to the focal
person/s of the implementing agency before deployment of said changes, updates and
enhancements, for approval (shall be made in writing) and proper documentation.

QUALIFICATIONS
1. Must have relevant experience with similar projects like Single Carpeta System.
Shall use the same development tools and programming language used in the
development of the Single Carpeta System.
2. The service provider should have completed and implemented systems
development with a systems integration function.
3. Service providers should have a business presence in the Philippines of
providing ICT services for the last five (5) years.

SERVICE PROVIDER RESPONSIBILITIES

1. Shall ensure that the Single Carpeta System is compliant with the Data Privacy
Act and Cybercrime Prevention Act.
2. The service provider shall subject its company to a Non-Disclosure Agreement
(NDA) including its employees assigned to the project.
3. Submit a weekly status report detailing the accomplishments, project risks and
issues, and tasks.
4. Shall assign the following personnel for the development and implementation of the
project:

a. Project Manager
• Must have extensive experience in ICT Project deployment.
• At least 5 years' experience as a Project Manager
• Knowledgeable in multiple database platform and analytic tools
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Enhancements on the Single Carpeta System Page 13 of 8
 b. System Analyst
• Knowledge and experience in Business Analytics and data warehousing,
SQL, and NO SQL technologies and the development of web applications.
• At least three (3) years' experience using Java Development tools
• Working experience in designing a Case Management System
c. Developers/Programmers
• Must have comprehensive experience in the development of case
management systems and other- related web-based applications.
• At least three (3) years' experience in web application development and
Java.
• Must have the knowledge and expertise in application database
management (e.g. MySQL, NoSQL, Hadoop, Cloud databases, and OLAP).

5. Ensure all deliverables are submitted on time.

6. Ensure that the application will be ready for deployment to the NJIS private
cloud service.
7. Provide warranty and technical support for one (1) year that will commence on
the date of the issuance of a certificate of acceptance by the Department.
8. Provision of all documentation (user, administrative, and technical) to DOJ
personnel including necessary handover and training.

WARRANTY SECURITY
The Service Provider/Developer shall assume responsibility and shall be held responsible
for any damage and/or destruction of the system features, overall functions, and
processes of the project. The Service Provider/Developer shall be responsible for the
safety and protection of data/information during project development.

The defects liability period for the project shall be one (1) year upon final acceptance of
the project. During the period that Service Provider/Developer shall conduct debugging,
and re-coding of the system to the satisfaction of the end-user.

If the Service Provider/Developer fails to complete the project on the given time, the
company shall pay liquidated damages in accordance with the R.A. 9184 and its
Implementing Rules and Regulations.

TERMS OF PAYMENT
The total budget for the implementation of this project is FOUR MILLION EIGHT
HUNDRED THOUSAND PESOS (P inclusive of taxes and shall be paid on the
following schedule:
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Enhancements on the Single Carpeta System Page 14 of 8
 Activity Schedule of Payment

Data gathering, system analysis system design 5% of Contract Cost

System Development
Enhancement
System Testing 40% of Contact Cost

Minor System Improvement

Validation 10% of Contract Cost

Training 15% of Contract Cost

Implementation - Deployment for System Use 30% of Contract Cost

The Service provider shall comply with the required documents/certifications stated in the
Schedule of Delivery (Project Milestone) before processing of payment can be made.

Terms of Reference for the

Enhancements on the Single Carpeta System Page 15 of 8
RETENTION
All progress payments shall be subject to retention of ten percent (10%) based on the
amount due to the Service Provider/Developer prior to any deduction. The total
retention money shall be released only upon final acceptance of the Project. The
Service Provider/Developer may request for its release prior to Final Acceptance
subject to the guidelines set forth in R.A. 9184 and its Implementing Rules and
Regulations.

Prepared by:

Date 20200

RUSSEL C. TRASMONTE
Information Systems Analyst Il

Reviewed by:

JOE J. ANGOSTORA
Chief, ICT Applications Systems Division

Recommending Approval:

Vera

MARIA LUISA DV. OLITOQUIT, ASEAN Engr.

Director IV, Planning and Management Service
Information and Communication Technology Service

Undersecretary for National Justice Information System

 Annex

Enhancement for the Single Carpeta System - Web Portal shall include the following
features:

1. Deploy the Single Carpeta System (SCS) - Web Portal to the iGovCloud service
of the Department of Information and Communications Technology (DICT).
2. Shall incorporate a Task Management feature where users can view requests and
responses. Please see the following diagram:

Function No. 1 Request Record

DESCRIPTION Request additional information about a person's case history

PRIORITY High
(HIGH,
MEDIUM,
LOW)
STIMULUS / Insufficient information from the results of search and view
RESPONSE function
SEQUENCES
FEATURES • The Request form and data fields to be
requested
• Send request
• Push notification through email
• Notification of approval/disapproval, state
reason for disapproval
• copy furnished the agency administrator the
request and notification approval
 AUTHENTICATION FEATURE OF RECORDS
REQUESTED

ROLES • Single Carpeta System

• Agency administrator

DATA INPUT / Agency-specific reference number

OUTPUT

Exchange Platform
DIAGRAM

Figure No. 1 - Depending on the assigned access rights, the

User can "request documents" to the source agency by
clicking the request documents button
Function no. 2:
View Requested Record
DESCRIPTION View records that are requested

PRIORITY (HIGH, High

MEDIUM, LOW)
STIMULUS 1 The Requested record was approved.
RESPONSE Agency administrator wishes to review the approved record
SEQUENCES
FEATURES REQUESTING PARTY
• Push notification through email
• View, print and download based on users' access
rights
• copy furnished the agency administrator the request
and notification approval

AUTHENTICATION FEATURE OF RECORDS REQUESTED

ROLES • Single Carpeta System Agency
administrator
DATA INPUT 1 Agency specific reference number
OUTPUT
Function no. 3:
Diagram

Figure No. 2 - Task Management screen that indicates the status

of the request and action taken. When the users "clicks" on the
details of the request, the users will be prompted Figure No. 1
Review Requested Record
DESCRIPTION View records that are requested

PRIORITY (HIGH, High

MEDIUM, LOW)
STIMULUS / Agency administrator receives a request of record
RESPONSE
SEQUENCES
FEATURES Receive the request
Approve or disapprove the request
• Upload and send the requested record
• Push notification through email
Function no. 4:
AUTHENTICATION FEATURE OF RECORDS
REQUESTED

ROLES Agency administrator

DATA INPUT / Agency-specific reference number

OUTPUT

Diagram
Data Exchange Platform —Task Manager

Figure No. 3 - Lets the user upload the requested file/s.

View All Requested Records

DESCRIPTION View records that are requested

PRIORITY (HIGH, High

MEDIUM, LOW)
Function no. 5:
STIMULUS / The user wishes to view all records that were requested.
RESPONSE Agency Administrator desires to check all requested that were
SEQUENCES requested

FEATURES Sort and filtering of all request

AUTHENTICATION FEATURE OF RECORDS

REQUESTED
ROLES Agency administrator
Single Carpeta System User
DATA INPUT / Records that were requested
OUTPUT
3. User Management shall be able to have a dashboard specific to identified "user
groups". System Administration shall be able to create access rights/level.

4. "Request and respond" shall have the capability to attach scanned documents
(e.g. official request, signed documents) in a PDF file format, with twenty-five (25)
megabytes (MB) maximum accumulated file size per attachment.
5. Provide additional "widgets".
a. Statistics on decongestion rates
b. List of most active users
6. Enhance the audit trail capability to include "request and respond" transactions.
Shall be able to generate reports on transactions (date range) that will include user
name, agency, date request, date respond, list of attachments, among others.
Enhancement for the Inmate Management Information System (IMIS) — Bureau of
Corrections (BuCor).

The enhancement shall include the following features:

1. Shall update the library of crimes being used by IMIS. The service
provider shall use the Philippine Crime Index.
2. Update the Single Carpeta System in the computation of GCTA and any
computations/functions/features on the modules of the Single Carpeta System that
are affected by the ruling of the Supreme Court mentioned above. The service
provider shall keep as a reference the old computation.
3. Shall create a necessary management module to provide users of IMIS a tool
to manage crimes specifically those that are not included in the Philippine Crime
Index specifically violations of local/city ordinances and complex crimes (i.e. two or
more crime committed).

4. Based on the approved Uniform Manual, computation of sentence and time

allowance module shall be separated from the main IMIS to be able to easily
identify that the computation and time allowances came from the NEW Uniform
Manual.

5. Shall have the feature that the user can encode information into the system
even if the internet connection is weak/loss and able to send/push data when the
internet connection is restored seamlessly without user intervention (for
deployment into colonies).

6. Shall be able to "tag" and/or "mark" those persons deprived of liberty (PDL)
that;
a. committed heinous crimes
b. recidivist
c. child in conflict with the law (CICL)
d. high profile PDL's
e. high-risk PDL's
f. high profile and high-risk PDL's
7 Additional requirements are as follows:
MODULE SHORT DESCRIPTION ENHANCEMENTS
1 Dashboard Widget title change Shall make Widget Names to be editable

2 Dashboard Status of Commit and Release Shall ensure that as a support for the widget
"Data on Commit and Release", add another
widget that will show the modes of releases
and the number for each.

3 Dashboard Expired Sentence Notification Must have a notification that flashes the
number of PDLS with minimum and/or
maxtmum sentences is about to expire.
Shall be able to generate and print the list
of PDLs with sentence are about to expire

4 Receiving Maximum PDL per Batch Change the maximum PDL per Batch Number
Number to FLEXIBLE

5 ARPDMD & IDPS Type of Custody Under the PDC's profile, the "Type of
- PDL Profile Custody" field must be dropdown. The
values can be modified using system
codes.

6 ARPDMD & IDPS PDL Time Credit for heinous Shall ensure that there be a way to mark the
- Time Credit crimes Crime as heinous. If the PDL is under a case
OR that is marked as a heinous crime, time
Offenses credit shall not be given to him/her

7 ARPDMD & IDPS Revise "Pending Case/s" and Shall revise "Pending Case/s" to "Other
- Pending Cases "Add Pending Case" to "Other Case/s"
Case/s" and "Add Other Case"

8 ARPDMD & IDPS Case Status Shall add a field "Status" for each Case
- Pending Cases

9 ARPDMD & IDPS Change "Official Version of the Shall revise the "Official Version of the Case"
- Case Case" to "PDL Version of the to "PDL Version of the Case"
Case"
Management
Record
 10 Reports CC Forms 3, 4, 5, 6 Shall ensure that the mentioned reports are
merge/replace into 1 to be merged/replaced into 1 report. BuCor
will provide a list of reports to retain, the
new title of that report, and the final format
for that report.

11 Reports CC Form 6 Shall ensure that the CC Form 6 to display

the GCTA "As of' and not the whole GCTA
for the year

12 Reports Generate all CC Forms for a Shall ensure that the system shall have a
PDL feature to print all CC Forms for a selected
PDL

13 Users Required OPPF Shall ensure to make the OPPF field as a

required field

14 Reports Generate reports by category Shall be able to generate a list of PDL's to

generate and print reports according to the
following;
Age, Religion, Nationality, Location, with a
heinous crime, high profile, high risk,
CICIcrimes, and time served.

15 Reports Generate a report for release Shall be able to generate and print list of
PDL's with minimum and/or maximum
sentence that are about to expire

16 Users Required Confirm Password Shall ensure to make the Confirm Password
required

17 ARPDMD & IDPS Revise "Gang Marks" to Shall ensure to revise "Gang Marks" to
- PDL Profile 'Vertillon Marks" 'Vertillon Marks"

The implementing agencies may be allowed to provide a "counterpan developer that will
act as the observer during the enhancement and may recommend necessary
steps/procedures to achieve the desired outcome, specifically to the implementing agency
involved.
Enhancement for National Inmate Monitoring System (NIMS) — Bureau of Jail
Management and Penology (BJMP).

The enhancement shall include the following features:

 1. Shall update the library of crimes being used by NIMS. The service provider
shall use the Philippine Crime Index.

2. Shall create a necessary management module to provide users from BJMP a

tool to manage crimes specifically those that are not included in the Philippine
Crime Index as well as local/city ordinances.

Enhancement for Parolee and Pardonee Information System (PaPlS) — Board of

Pardons and Parole (BPP) as a module of the Single Carpeta System.
The enhancement shall include the following features:

1. Modify and/or enhance the Good Conduct Time Allowance (GCTA)

Module of the PaPlS in accordance with the Uniform Manual for Time
Allowance and Service of Sentence.

2. Conduct training for the personnel/system end-users for the implementation

of the enhanced PaPlS and Single Carpeta System.

Enhancement for Investigation and Supervision of Parole and Executive

Clemency Information System (ISPECIS) - Parole and Probation Administration
(PPA) as a module of the Single Carpeta System.
The enhancement shall include the following features:

1. Interoperability of the functionalities and process flow included in the

following Agency's information systems with the use of application programming
interface (API).
a. Parole and Probation Case Management Information System (PPCMIS)
b. Performance Monitoring and Evaluation Information System (PMEIS)

2. Build up the necessary data elements/fields needed in the generation

of the Parole and Executive Clemency Caseload Report (Form 21, copy
attached) which includes the following:
a. Parole and Executive Clemency Caseload Summary
b. Table l Carry Over Parole and Executive Clemency Investigation
Caseload
c. Table 2 Parole and Executive Clemency Investigation Referrals
Received and Acted Upon
d. Table 3 Carry Over Parole and Executive Clemency Investigation
Cases Pending Resolution by the Board
e. Table 4 Parole and Executive Clemency Investigation Cases
Resolved by the Board f Table 5 Carry Over Courtesy Parole
and Executive Clemency Investigation Referrals Received
g. Table 6 New Courtesy Parole and Executive Clemency
Investigation Referrals Received, and Completed and Returned
h. Table 7 Carry Over Parole and Pardon Supervision Caseload

Table 8Parole and Pardon Supervision Referrals Received

j. Table 9 Parole and Pardon Supervision Cases Acted Upon

k. Table 10 Carry Over Parole and Pardon Supervision Cases Pending

Resolution by the Board
Table 11 Parole and Pardon Supervision Cases Resolved by the Board
m. Table 12 Carry Over Courtesy Parole and Pardon Supervision
Pending Resolution by the Regional Director
n. Table 13 Parole and Pardon Supervision Cases Resolved by the
Regional Director
o. Table 14 Carry Over Courtesy Parole and Pardon Supervision
Referrals Received
p. Table 15 New Courtesy Parole and Pardon Supervision Referral
Received and Terminated
3. Capability to docket the investigation and supervision referrals
forwarded by the Board of Pardons and Parole (BPP/Board).

4. Generate statistics that is synchronized With the statistics generated by

the PPCMIS and PMEIS

5. Build up the necessary data elements/fields needed in the generation of

Field Office Integrated Quarterly Performance Report (IQPR) which covers the
following
a. Program Implementation
• Therapeutic Community Ladderized Program
• Restorative Justice
• Volunteerism
• Support for other field offices
b. Capability Building
• Personnel
• Volunteer Probation Assistants (VPAs)
c. Social Marketing
d. Resource Mobilization
e. Program and Materials Development
f. Support Functions

6. Modify the following functionalities to ensure the interoperability to

PPCSMIS and PMEIS:
Dashboard
Fact Sheet
Case Flow Recording
Statistics
Services
Forms
Organization
System Maintenance
User Account
Log In
7. Modify the necessary process flow pertaining to the following:
a. Technical Services Division
b. Clerks
c. Chief Probation Officers

d. Field Officers
 Regional Directors
Administrator Case Management
Records Division
h. Case Management and Records Unit

Prepared by:

Oate

RUSSEL C. TRASMONTE
Information Systems Analyst Il

Noted by:

I hereby certify to comply and deliver the above requirements.

______________________ __________________________ ________

Name of Company/Bidder Signature Over Printed Name Date