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CONTRACT APPENDIX 3: DESCRIPTION OF DELIVERYWITH REQUIREMENTS SPECIFICATION, SOLUTION DESCRIPTION

MARCH 2017

Competitive procedure with negotiation

regarding

delivery and implementation of an IT solution for course and examination planning at Aarhus University

Aarhus UniversityProcurement

Trøjborgvej 82-84

DK-8000 Aarhus C

Case no. 2017-152-00003

CONTENTS

1 SCOPE AND BACKGROUND FOR THE CONTRACT....................................................................5

1.1 TARGET AND KEY SUCCESS FACTORS..........................................................................................................................5

1.2 KEY SUCCESS CRITERIA FOR THE SOLUTION.................................................................................................................5

2 PLACE OF DELIVERY...............................................................................................................6

3 GENERAL REQUIREMENTS FOR THE SOLUTION......................................................................6

4 REQUIREMENTS FOR ROLE AND RIGHTS MANAGEMENT.......................................................8

5 REQUIREMENTS FOR SEARCHES, SORTING AND DISPLAY.....................................................10

6 NOTE FIELD FOR EACH ACTIVITY..........................................................................................18

7 AD HOC BOOKINGS..............................................................................................................19

8 TIME SLOTS..........................................................................................................................21

9 CORE PROCESSES.................................................................................................................22

9.1 K01 – PLANNING DATA.......................................................................................................................................22

9.2 K02 – ACTIVITY BASIS – TEACHING.........................................................................................................................26

9.3 K03 – (AUTO) TIMETABLING.................................................................................................................................29

9.4 K04 – QUALITY CHECKS – TEACHING......................................................................................................................40

9.5 K05 – PUBLICATION OF PLANS – TEACHING.............................................................................................................41

9.6 K06 – HANDLING CHANGES – TEACHING.................................................................................................................43

9.7 K07 – PLANNING DATA – EXAMS...........................................................................................................................44

9.8 K08 – ACTIVITY BASIS – EXAMS.............................................................................................................................49

9.9 K09 – (AUTO) EXAM PLANNING.............................................................................................................................52

9.10 K10 – QUALITY CHECK – EXAMS............................................................................................................................63

9.11 K11 – PUBLICATION OF EXAM PLANS......................................................................................................................63

9.12 K12 – HANDLING CHANGES – EXAMS.....................................................................................................................66

10 OPERATIONAL PROCESSES................................................................................................67

10.1 D01 – SELF-SERVICE............................................................................................................................................67

10.2 D02 – LOGGING.................................................................................................................................................72

11 SUPPORT PROCESSES........................................................................................................73

11.1 S01 – SANDBOX.................................................................................................................................................73

11.2 S02 – EXAM SUPERVISORS....................................................................................................................................73

11.3 S03 – CO-EXAMINERS..........................................................................................................................................74

11.4 S04 – EXPORT OF DATA AND REPORTS....................................................................................................................75

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11.5 S05 – ACCELERATED UPDATING OF INDIVIDUAL DATA TRANSFERS.................................................................................77

12 NON-FUNCTIONAL REQUIREMENTS..................................................................................78

12.1 ARCHITECTURE....................................................................................................................................................78

12.2 INTEGRATION......................................................................................................................................................80

12.3 IT SECURITY........................................................................................................................................................93

13 SERVICE DELIVERIES........................................................................................................101

14 LOGICAL AND SYSTEM INTERFACES.................................................................................103

14.1 INSTRUCTIONS FOR READING THE DIAGRAM............................................................................................................103

15 OVERVIEW DIAGRAM SHOWING BUSINESS OBJECTS......................................................105

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Instructions for TendererHandling of requirements in the negotiation situationSection 5.2 of the ITT holds a detailed description of the Contracting Authority’s hand-ling of the various requirements in the negotiation phase, just as sections 5 and 6 of the ITT describes the individual phases of the tender process.

Minimum requirements and requirementsThe tender documents use the following terminology regarding minimum requirements and requirements:

- Requirements that must be met in order to participate in the tender are re-ferred to as minimum requirements (MR).

- If just one minimum requirement (MR) is not met, when submitting the final tender, the tender is non-compliant and the Customer is obligated to reject the tender.

- The Supplier must not reserve any rights in respect of the minimum require-ments in its final tender.

- Nor is the Supplier allowed to offer alternative products or solutions which do not meet the minimum requirements.

- When submitting the final tender, the Supplier must tick that all minimum re-quirements are met.

- High-priority requirements (R1) and lower-priority requirements (R2) do not have to be met in order to participate in the tender.

- R1 and R2 requirements can thus be fully met, partially met or not met at all, without the tender being non-compliant.

The Supplier’s description of the degree and/or method of fulfilment of the Customer’s requirements (R1 and R2) will be considered as part of the Customer’s evaluation of the Criterion ‘Quality of The Solution’ section 8.2.9 of the ITT.

If the solution offered by the Supplier only partially satisfies an R1 or R2 requirement, the Supplier must highlight the specific requirement in the requirements specification and describe the partial fulfilment

The Customer’s evaluation of each requirement described in this Contract Appendix is further explained below and in section 8.2.9 of the ITT.

The requirements in this Contract Appendix 3 will be presented as follows – the Sup-plier is obliged to follow the structure:

Require-ment no.

Requirement heading Require-ment type

Customer’s specification of the requirement

Fulfilment of the requirement No Yes Partially

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The Supplier must state whether the require-ment has been fulfilled by ticking the relevant box.

Supplier’s response to the requirement

Requirement no. – A sequential number for iden-tification of the requirement

Requirement type – The following requirement types are used:

Minimum Requirement (MR)

Requirement 1 – high-priority requirement (R1)

Requirement 2 – lower-priority require-ment (R2)

Evaluation point – included in the evalu-ation

Requirement heading – Brief outline of the requirement

Customer’s description of the requirement – Customer’s description of the require-ments and any expectations regarding ful-filment.

The Supplier’s solution description will be used in connection with the Customer’s eval-uation of the tenders with a view to assessing the degree to which the requirements have been satisfied.The tenderers are therefore urged to provide as detailed an account of each require-ment as possible (simple yes/no answers may result in a low score).

When responding to the requirements (both R1 and R2), the Tenderer must indicate whether they are met using Standard Software or Customised Soft-ware.

Please note that minimum requirements (MR) are compulsory and must be satisfied by the Supplier for the tender to be considered, whereas R1 or R2 requirements do not need to be satisfied for a tender to considered.

The Customer’s evaluation of the tenders will take into account the degree to which the requirements have been satisfied.Please note that failure to satisfy a high-priority requirement (R1) may have a negative impact on the evaluation and result in a considerably lower score.

The requirements in the requirements specification are grouped under headings refer-ring to the following categories of system processes:

- Core processes – the daily operational actions (K01-K12)- Operational processes – provide the operational basis for carrying out the core pro-

cesses (D01-D02)- Support processes – a series of actions that are not directly included in the daily

operations, but that support the daily operations and core processes (S01-S05)

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Please also see the Contract Appendix 3A - Terminology List, which contains definitions of key and central concepts in this appendix. The Terminology List is useful for under-standing the various concepts and the contexts in which they occur.

This section under the heading "Instructions to Tenderers" will not form part of the final Contract.

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1 Scope and background for the ContractAs part of the consolidation strategy on the most business critical IT-systems at Aarhus University, it is very important for the Customer to stabilize and realize the business requirements and processes for a common planning solution to execute the planning of courses and examination. The goal in the implementation is to prioritize a strong focus on quality, usability and end-user satisfaction by keeping it simple and intuitive.

The solution shall meet the aim of consistency of the core work processes, general common overview, reusability of data, smooth data exchange between the administra-tion and the teaching environment, process optimization and availability of personal-ized information and notifications.

1.1 Target and key success factorsThe attractive solution for the Customer shall basically include functionality to support the following goals:

Increase of user satisfaction for teacher, student and the administrative staff. A more personalized login and look and feel so the user easily can find and ac-

cess the significant and individual information and notifications. Increased self-management through overview of free facilities and the possibil-

ity of booking necessary facilities with controlled rights. Optimization of the administrative staff member’s workflow and processes by

improving consistency and validation according to conflicts in the planning work.

Delivering possibilities for more automatic control on recurrent activities in the academic life cycle.

Ensuring more transparency in the use of rooms for courses and examination activities enabling a continuous optimization of the planning.

1.2 Key success criteria for the Solution User satisfaction for all end users Creating a framework for facility optimization and increased auto planning, re-

porting and statistic. Easier and quicker availability, self-service and reliability of updated informa-

tion at the individual level. Contribution to simple and healthy principles for architecture, development and

maintenance of the total solution.

Under the Customer’s IT strategy, standard systems based on a ‘best of breed’ prin-ciple are preferred. The Customer therefore prefers a solution based on a standard product with a minimum of special development. One consequence of the ‘best of breed’ principle is that a number of integrations must be established between the

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standard systems that are part of the Total Solution. A solution based on standard in-tegrations is also preferable here, as far as possible.

The tender covers an IT system solution in line with the requirements specifications, implementation of the Solution for – and in cooperation with – the Customer, and the subsequent operation and maintenance of the Solution.

2 Place of deliveryThe Delivery must be delivered to

Aarhus University

Nordre Ringgade 1

DK-8000 Aarhus C

During the clarification phase it will be decided where meetings, workshops, training etc. must be held, and where the installation of the Delivery must be performed.

3 General requirements for the SolutionThis requirement is a general requirement that applies across all other functional and non-functional requirements specified for the Solution.

The assessment of each requirement will focus on how user friendliness is handled in the Supplier’s Solution.

Require-ment no.

K-3.1

User interface language Require-ment type

R1

The user interface language, including menus, error messages etc., must be Danish. It must also be possible to choose an English user interface. It must be possible to switch between the languages while working.

Fulfilment of the requirement

The Supplier must state whether the requirement has been ful-filled by ticking the relevant box.

No Yes Partially

In the Supplier’s response to the requirement, emphasis will be placed on the Supplier’s abil-ity to explain how it will be ensured that the user interface is 100% Danish and 100% English, and that all user actions can be performed using both user interfaces.

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Requirement no.

K-3.2

General ease of use Requirement type

Evaluation point

An interface and layout is desired with a focus on ease of use, intuitive solutions, shortcut keys, response times, auto-complete, the option to undo user actions, saving facilities and the number of clicks.


The Supplier must state whether the requirement has been fulfilled by ticking the relevant box.

No Yes Partially

The Supplier should demonstrate how user-friendly the Solution is, for example using mock-ups, screenshots and descriptions of ease of use in general and on specific points.

The Supplier will be assessed on ease of use for the various user groups.

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4 Requirements for role and rights managementThis group of requirements relates to the options in the Solution for creating, maintaining and deleting users.

The requirements relate to the management of individual users, the definition and management of user groups and the assignment of rights to these users and user groups.

Require-ment no.

K-4.1

Creating and deleting users Require-ment type

MR

It must be possible via integration to create and delete users.



No Yes Partially


Require-ment no.

K-4.2

Maintenance of user roles Require-ment type

R1

It must be possible to define and maintain user roles and associated rights for users and user groups in the Solution.



No Yes Partially

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The Supplier should describe the parameters which can be varied for user roles. For example, but not limited to:

- Access to booking specific (groups of) rooms (also as the primary user)- Access to planning teaching and/or examinations at different levels- Access to changing the configuration of the Solution- Access to searching, sorting and displaying data for various user groups- Access to creating and changing constraints and rules at various levels- Access to manually creating data elements- Access to creating attributes

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5 Requirements for searches, sorting and displayThis group of requirements relates to the options for searching, sorting and displaying data from the Solution for the various user groups.

The described functionalities must support the various user groups at AU being able to pre-cisely search for the data they need in their work or studies. The functions’ user interfaces must also support the various user groups’ need for data, information and timetables.

Require-ment no.

K-5.1

Searches for data elements Require-ment type

R1

It must be possible to search on all data elements, ad hoc bookings, attributes, combinations of data elements and scheduled and non-scheduled activities.



No Yes Partially


The Supplier must describe which data elements and attributes for data elements can be searched on, including but not limited to:

- Data elements (such as teacher, course activities, students etc.)- Attributes (such as the number of seats in a room, students’ educational level, enrol-

ment status in the programme administration system etc.)

The Supplier must also describe how data elements can be searched on and combined in a search.

The Supplier must also describe the ease of use of the search function, for example searching using wildcards.

Require-ment no.

K-5.2

Sorting of data elements Require-ment type

R1

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It must be possible to sort all data elements, ad hoc bookings, attributes, combinations of data elements and scheduled and non-scheduled activities.



No Yes Partially


The Supplier must describe which data elements and attributes for data elements can be sor-ted, including but not limited to:

- Data elements (such as teacher, course activities, students etc.)- Attributes (such as the number of seats in a room, students’ educational level, enrol-

ment status in the programme administration system etc.)

The Supplier must also describe how data elements can be sorted in search results.

Require-ment no.

K-5.3

Display of data elements Require-ment type

R1

It must be possible to display all data elements, ad hoc bookings, attributes, combinations of data elements and scheduled and non-scheduled activities.

It must be possible to print the displayed data.



No Yes Partially


The Supplier must describe which data elements, ad hoc bookings and attributes of data ele-ments can be displayed and printed, and how the display and printing takes place.

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Require-ment no.

K-5.4

Sorting and display of data Require-ment type

R1

The Solution must be able to display and sort data in ascending and descending alphabetical (A to Z) and numerical (0 to 9) order.



No Yes Partially


Require-ment no.

K-5.5

Entering, displaying and handling special characters in data

Require-ment type

R1

The Solution must support UTF encoding, making it possible to enter, display and handle spe-cial characters such as &, |, ü and ç.



No Yes Partially


The Supplier’s response to the requirement should cover the user interface and the automatic integrations.

Require-ment no.

K-5.6

Searching based on periods of time Require-ment type

R1

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It must be possible to search for data elements and combinations of elements in user-defined periods of time.



No Yes Partially


The Supplier should describe how and for what periods of time searches can be done. For ex-ample, but not limited to

- Date interval- Day of week- Week numbers- Week interval (e.g. weeks 5-8)

The Supplier should describe how and in what ways you can work with two periods of time simultaneously.

Require-ment no.

K-5.7

Sorting based on periods of time Require-ment type

R1

It must be possible to sort data elements and combinations of elements based on user-defined periods of time.



No Yes Partially

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The Supplier should describe how and based on what periods of time sorting can be done. For example, but not limited to:

- All activities in a given room in a specific week- All students with scheduled activities on a specific date


Require-ment no.

K-5.8

Display of periods of time Require-ment type

R1

It must be possible to display data elements and combinations of elements based on user-defined periods of time.



No Yes Partially


The Supplier should describe how and based on what periods of time data can be displayed. For example, but not limited to

- Date interval- Day of week- Week numbers- Week interval (e.g. weeks 5-8)


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Require-ment no.

K-5.9

Filtering of search results Require-ment type

R1

It must be possible to filter search results using combinations of various data elements and associated attributes.



No Yes Partially


The Supplier must provide examples of filtering, including but not limited to:

- Students enrolled in a course activity- Students enrolled in a course activity that need to be divided into course groups.- Activity types in a specific room- Period of Time- Year- Class

Require-ment no.

K-5.10

Use of search results Require-ment type

R1

It must be possible to actively use search results to work on other specific tasks in the Solu-tion.



No Yes Partially

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The Supplier must provide examples of how this function can be used.

For example, but not limited to, the option of booking a room directly from search results fol-lowing a search for available room capacity.

Require-ment no.

K-5.11

Configuration of the search function Require-ment type

R1

The search function must be configurable at several organisational levels or combinations of organisational levels – Aarhus University, faculty, department/school, user group, or individu-ally.

Configuration must be via roles/rights management.



No Yes Partially


The Supplier must specify what can be configured in the search function and how.

The Supplier must indicate and describe how the various user groups access the search func-tion.

Require-ment no.

K-5.12

Configuration of sorting function Require-ment type

R1

The sorting function must be configurable at several organisational levels or combinations of organisational levels – Aarhus University, faculty, department/school, user groups, or individu-ally.


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No Yes Partially


The Supplier must specify what can be configured in the sorting function and how.

The Supplier must indicate and describe how the various user groups access the sorting func-tion.

Require-ment no.

K-5.13

Configuration of display function Require-ment type

R1

The display function must be configurable at several organisational levels or combinations of organisational levels – Aarhus University, faculty, department/school, user groups, or individu-ally.




No Yes Partially


The Supplier must specify what can be configured in the display function and how.

The Supplier must indicate and describe how the various user groups access the display func-tion.

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6 Note field for each activity This requirement stipulates that it must be possible to add and publish notes for each planned activity in the Solution. This includes course and exam activities and ad hoc bookings.

Require-ment no.

K-6.1

Note field for each activity Require-ment type

R1

It must be possible to add one or more note fields to each planned activity for both internal and external use (publication).



No Yes Partially


The Supplier should describe the note field. For example, but not limited to:

- The facility to enter a note for both a set of activities and a single scheduling block.- How the publication of note fields to teachers, students and other groups is managed.- How note fields are presented in published plans.- Whether note fields can be used for teaching, exams and ad hoc bookings.- How note fields can be configured at university, faculty and department/school level.- How many characters can be entered in a note field.- Options for defining standard notes (such as ‘cancelled due to illness’, ‘moved to an-

other room’ etc.) at university, faculty and department/school level.

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7 Ad hoc bookingsThis group of requirements stipulates support for users of the Solution to be able to perform various types of ad hoc bookings, not linked to a specific course or exam activity.

Requirement no.

K-7.1

Ad hoc bookings Require-ment type

R1

It must be possible to make and change ad hoc bookings that are not linked to a course or exam activity (e.g. for conferences).



No Yes Partially


The Supplier must describe how the Solution can support the process of making ad hoc book-ings. Including, but not limited to:

- Creating an ad hoc booking- Confirming an ad hoc booking- Changing an ad hoc booking- Deleting an ad hoc booking- Publishing an ad hoc booking- The facility to book several days in a single booking- Searches on certain room sizes and/or areas/campuses- The facility to book several rooms in one booking- The facility to book rooms at different times in one booking.

Require-ment no.

K-7.2

Ad hoc booking with linked data elements Require-ment type

R1

It must be possible to make and change ad hoc bookings where students, a teacher, faculty, department/school and/or room etc. are linked.

The ad hoc booking does not necessarily need to be linked to a course or exam activity.

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No Yes Partially


The Supplier must describe how the Solution handles ad hoc bookings.

Including, but not limited to:

- Creating an ad hoc booking- Changing an ad hoc booking- Confirming an ad hoc booking- Ad hoc booking conflicts- Publishing an ad hoc booking- The facility to book several days in a single booking- Searches on certain room sizes and/or areas/campuses- The facility to book several rooms in one booking- The facility to book rooms at different times in one booking.

If the ad hoc activity is linked to a course or exam activity, it must be possible to see it in the personal timetable.

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8 Time slots

Require-ment no.

K-8.1

Time slots and activity duration Require-ment type

R1

The Solution must offer time slots of down to 5 minutes’ duration and multiples thereof.

Activity duration must be definable at different levels (faculty, degree programme, activity) for various forms of activity (lecture, class exercise, exam etc.).



No Yes Partially

Supplier’s response.

The Supplier should describe how the function is configurable and the possibility of a default configuration.

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9 Core processes

9.1 K01 – Planning Data This process must draw together requirements, needs, constraints and timetabling preferences, corresponding to what currently takes place via Excel spreadsheets, email correspondence or other methods. The process must streamline dialogue/interaction between the planner and academic environment, whether the player is a head of sec-tion, degree programme director, teacher, department/school secretary or other per-son.

Require-ment no.

K01-9.1.1

Setting up constraints and rule checks Require-ment type

R1

It must be possible to set up constraints and rules at different levels (individual (person level), room (faculty, department/school, degree programme and course level) and common (AU level)).

Constraints and rules must be able to have different periods of validity.



No Yes Partially


The Supplier is asked to show how constraints and rules are set up at different levels.

The Supplier should describe what options exist for working with periods of validity for con-straints and rules.

Require-ment no.

K01-9.1.2

Changing constraints and rule checks Require-ment type

R1

It must be possible to change individual (person level), room (faculty, department/school, de-gree programme and course level) and common (AU level) constraints and rules.

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No Yes Partially


The Supplier should show how the constraints and rules are changed at different levels.

Require-ment no.

K01-9.1.3

Deleting constraints and rule checks Require-ment type

R1

It must be possible to delete individual (person level), room (faculty, department/school, de-gree programme and course level) and common (AU level) constraints and rules.



No Yes Partially


The Supplier should show how constraints and rules are deleted at different levels.

Require-ment no.

K01-9.1.4

Division into classes – teaching Require-ment type

R1

It must be possible in the Solution to divide people into classes both automatically and manu-ally.



No Yes Partially

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The Supplier should demonstrate what parameters can be used to govern division into classes.


- Field(s) of study- Year- Course combination- Existing class divisions- Study group preferences from students

Both in relation to automatic and manual division into classes.

Require-ment no.

K01-9.1.5

Class structure and class hierarchy – teaching Require-ment type

R1

It must be possible in the Solution to create a class structure with a hierarchy of class types, so that different class types with varying class sizes and compositions can exist under one course.



No Yes Partially


The Supplier should describe what options exist for creating class structures with a hierarchy of class types, including whether there is a limit to the number of classes and levels. For ex-ample, but not limited to:

- A course with two lecture classes and five exercise classes.- A course with 25 exercise classes, which are in turn split into 16 classes, which

are further divided into 10 classes.

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Require-ment no.

K01-9.1.6

Assigning roles and associated activities Require-ment type

R1

It must be possible to assign multiple roles and associated activities to a person (e.g. a stu-dent who is registered for their own course and exam activities must also be able to take on the role of student teacher in other course activities).



No Yes

Partially


Require-ment no.

K01-9.1.7

Registering and importing teaching data Require-ment type

R1

It must be possible to register and import teaching data for use in planning.



No Yes Partially

The Supplier must show how the data is brought into the Solution (for example but not limited to a self-service solution, import from Excel sheets or manual entry) and options for configur-ing the Solution locally.


- Teacher(s) distributed by course and/or lesson- Availability of teachers- Activity duration (number of hours per week and number of weeks)- Requests for the activity’s location/equipment- Order of course activities (exercises before lecture, subject X before subject Y)- Day and time of course activities

The Supplier should describe what options exist for working with teaching data for several activities at a time.

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9.2 K02 – Activity basis – teachingThis process must draw together the complete activity basis, determined by the courses offered, student registrations and division into classes. The activity basis is established in other data sources, such as the studies administration system, and then transferred to the Solution.

Require-ment no.

K02-9.2.1

Copying data between periods of time Require-ment type

R1

There must be a copy function as preparation for new detailed planning for the teaching.

The user must be able to select which data or data elements are to be copied (e.g. division into classes, teachers, constraints or teaching plans), which level (e.g. degree programme) and where to copy to and from (e.g. semester, academic year or calendar year).



No Yes Partially


The Supplier must describe how and based on what data elements and periods of time the copy function can be configured.

Require-ment no.

K02-9.2.2

Types of students Require-ment type

R1

It must be possible to distinguish between different types of students (e.g. PhD students, stu-dents on the supplementary subject programme, double major students, guest students, inter-national students, single-course students etc.).


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The Supplier should show how the various types of students can be identified in the Solution.

Require-ment no.

K02-9.2.3

Setting up co-teaching/co-examination Require-ment type

R1

It must be possible to set up co-teaching/co-examination for multiple course activities.



No Yes Partially


The Supplier must describe how co-teaching is set up in the Solution.

Require-ment no.

K02-9.2.4

Subdivision of a room booking and/or course activity Require-ment type

R1

It must be possible to subdivide a room booking and/or course activity such that all data ele-ments are not linked for the entire duration of the activity.



No Yes Partially

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The Supplier should describe what options exist for subdividing a course activity, and publish-ing and exporting this.

For example, but not limited to:

- the duration of the course activity is 9:00-16:00, but the room is booked from 8:00-16:00

- the teachers for the same course activity are only booked from 12:00 - 16:00.

Requirement no.

K02-9.2.5

Manual creation of data elements and attributes Require-ment type

R1

It must be possible to manually create, edit and delete data elements and attributes.

It must be possible to add multiple attributes to individual activities and data elements.



No Yes Partially


The Supplier should show how this can be handled. For example, but not limited to:

- A planned future merger or establishment of rooms, which temporarily requires a manually created room, and which must later be replaced by a room from AU’s authoritative room system.

- The manual addition of an attribute to the Room data element: access to dis-abled toilet

- It must be possible to group a number of activities by adding the same attrib-ute.

Require-ment no.

K02-9.2.6

Exemptions Require-ment type

R2

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The Solution must be able to handle, sort and display various types of exemptions.

It must be possible to enter exemptions manually or import them from the studies administra-tion system.



No Yes Partially


The Supplier must demonstrate how the Solution handles exemptions, including how confid-ential information is anonymised and handled.

9.3 K03 – (Auto) timetablingIn extension of K01 and K02, the Supplier should present a qualified proposal for a teaching plan for a defined group of course activities, taking into account the pre-defined and system-registered constraints and configuration-related rules of play.

Requirement no.

K03-9.3.1

Rule check Require-ment type

R1

A rule check must be run based on the rules and constraints set up in the Solution.

The rule check must check for conflicts and overlaps between two or more data elements and roles (and across these), and function in the planning of both course and exam activities (and across these).



No Yes Partially


The Supplier should demonstrate how the Solution handles this.

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Requirement no.

K03-9.3.2

Alerting attention to conflicts Require-ment type

R1

If an action results in overlaps or conflicts, this should immediately be brought to the user’s attention.

A concise fault description should also be provided, containing an overview of the conflict(s).



No Yes Partially



Requirement no.

K03-9.3.3

Handling conflicts and overlaps Require-ment type

R1

The planner must be able to correct conflicts and overlaps, and also actively overrule conflicts and overlaps. This must be possible immediately after completing a rule check, as well as at a later time.

For each conflict, the user must have easy access to testing various possible solutions.



No Yes Partially


The Supplier must describe how the Solution supports easy access to testing possible solu-tions to conflicts and overlaps, and how these can be actively overruled.

Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.4

Overview and sorting of conflicts Require-ment type

R1

It must be possible to see an overview of outstanding conflicts with various sorting options.



No Yes Partially


The Supplier should show the overview screen and describe which parameters can be used for sorting.


- Room- Teacher- Students- Degree programme- Date- Planner- Actively overruled conflicts- Planner who has overruled the conflict- Faculty- Department/school- Course- Conflict type

Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.5

Registration of user responsible for a conflict Require-ment type

R2

For each registered conflict, it must be possible to register a user who is responsible for resolving the conflict.



No Yes Partially


The Supplier must also describe whether it is possible to notify the user who is registered as responsible for resolving the conflict.

Requirement no.

K03-9.3.6

Curriculum and enrolment-based planning Require-ment type

R1

The Solution must support curriculum and enrolment-based planning and a combination of these.



No Yes Partially


The Supplier should describe how the various planning modes are supported, for example, but not limited to:

- Scheduling of course activities for unseen first-year students.- Scheduling of elective subjects before and after registrations.

Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.7

Statuses in the planning process Require-ment type

R2

The Solution must make it possible to see which status an activity has in the planning process (e.g. draft, quality-checked, awaiting approval, approved by the teacher etc.). It must be pos-sible to search on and filter activities based on the various statuses.



No Yes Partially


The Supplier must describe how the status of the activities in the planning process is defined, created and used.

Require-ment no.

K03-9.3.8

Asynchronous planning periods Require-ment type

R1

The Solution must support asynchronous and different planning processes at faculty, depart-ment/school and degree programme level.



No Yes Partially


The Supplier must describe how asynchronous and different planning processes are suppor-ted.


- The faculties plan the same teaching period at different times.- The faculties plan several teaching periods at the same time.- Course and exam activities are planned for the same period at different times.

Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.9

Release and booking of surplus room capacity Require-ment type

R1

The Solution must support the primary user being able to lock and release rooms for selected users and user groups.

It must be possible for other planners to see and book the released surplus room capacity.



No Yes Partially


The Supplier must describe how the functionality can be configured.

Require-ment no.

K03-9.3.10

Continuous calendar Require-ment type

R1

The Solution must provide a calendar in which it is possible to plan and book rooms for activ-ities more than one year in advance.

The function must be configurable for single rooms and groups of rooms.



No Yes Partially


The Supplier should describe whether changes can be tracked and displayed historically – including, but not limited to:

- whether room size can be tracked and displayed, both historically and going forward.

- what an exam plan has looked like for a student at a specific time in the past.

Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.11

Visual overview during planning Require-ment type

R1

When planning activities, an overview must be shown of the various options where require-ments for the availability of data elements and constraints can or cannot be met.

It must be possible to distinguish between availability for the individual data elements in re-sponses.



No Yes Partially


The Supplier should show at which times and in which weeks an activity can be placed based on availability of the selected data elements, including but not limited to:

- Students- Teacher- Room (specific room and random rooms)- Class- Groups of students

The Supplier must demonstrate how the above elements are visually displayed for the user.

Require-ment no.

K03-9.3.12

Auto Timetabling – teaching Require-ment type

R1

The Solution must support auto timetabling.



No Yes

Partially

Case no. 2017-152-000035 1


The Supplier must describe to what extent the Solution can perform auto timetabling.

The Supplier must describe the options for working with constraints and quality parameters, including which constraints can be adjusted and to what extent.

The Supplier must describe which parts of and levels in the course timetabling process can be automated in the Solution.

The Supplier must describe what conditions and data must be present in order for the Solu-tion to do auto timetabling.

Require-ment no.

K03-9.3.13

Configuration parameters Require-ment type

R1

It must be possible to specify configurable parameters at AU, faculty and degree programme level, as well as degree programme per semester (e.g. fourth semester, psychology).



No Yes Partially


The Supplier should describe which parameters can be configured, for example but not lim-ited to:

- utilisation of premises- room stability- same time for entire semester- spread/grouping over weeks- classes (number, possible relocation)- types of students- number of gap hours for students and/or teacher

Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.14

Planning co-teaching/co-examination Require-ment type

R1

It must be possible to plan the co-teaching/co-examination of multiple course activities as one activity, such that the co-taught course activities are planned, changed, deleted and displayed as an ordinary course activity.



No Yes Partially


The Supplier must describe how the Solution supports co-teaching/co-examination.


- Planning- Changes (e.g. adding a replacement activity in a new week)- Cancellations- Termination- View

Require-ment no.

K03-9.3.15

Multiple activities in one room Require-ment type

R1

It must be possible to plan multiple course activities in one room at the same time.



No Yes Partially


Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.16

One activity in several rooms Require-ment type

R1

It must be possible to plan a single course activity in several rooms at the same time.



No Yes Partially


The Supplier must describe how a single course activity can be planned in several rooms at the same time.


- A course activity from 9:00-14:00 in one room, but where two rooms are re-quired from 10:00-12:00 noon.

Require-ment no.

K03-9.3.17

Teaching-free days Require-ment type

R1

It must be possible to define teaching-free days and times at different levels, including AU, faculty and degree programme level, as well as degree programme per semester (e.g. fourth semester, psychology).



No Yes Partially


Case no. 2017-152-000035 1

Require-ment no.

K03-9.3.18

Teaching on teaching-free days Require-ment type

R1

The Solution must be able to handle planning teaching on teaching-free days – whether locally defined (at AU, faculty or degree programme level, or degree programme per semester), or national holidays.



No Yes Partially


The Supplier must demonstrate how the Solution handles this.

Require-ment no.

K03-9.3.19

Handling students across faculties Require-ment type

R1

The Solution must be able to handle students who have registered for activities in different faculties.



No Yes Partially

Case no. 2017-152-000035 1


The Supplier must describe how it is possible to handle planning course activities for students who have registered for activities in different faculties.


- Conflicts- Publication of plans- Timetable display- Asynchronous planning processes

Requirement no.

K03-9.3.20

Match between course activity and room Require-ment type

R1

When planning course activities, the Solution must suggest or display room resources which generally match the requirements of each activity.



No Yes

Partially


The criteria used to define the suggested room resource must include, but not be limited to:

- A match between the class size and room’s teaching capacity (also for co-teach-ing/co-examination activities)

- A match between the type of course activity and room type- A match between equipment requirements and room resources- A match between zone requirements and the geographical location of the room- A match between the desired time/period and available room capacity

The Supplier should describe how the function handles the situation where the same room is not available for an activity at a specific time in all requested weeks.

Case no. 2017-152-000035 1

9.4 K04 – Quality checks – Teaching This process is based on K03 and aims to ensure that quality checks are performed as required and that teaching plans are accepted by contributors and all players involved, who must be consulted prior to a broader and final release.

Require-ment no.

K04-9.4.1

Approval of plans – Teaching Require-ment type

R1

It must be possible to allow selected users and user groups to approve draft teaching plans.



No Yes Partially


The Supplier must describe how this function is supported in the Solution. Including, but not limited to:

- How teachers approve/reject their teaching plans.- Whether approval of plans before publication may take place as an iterative pro-

cess.

9.5 K05 – Publication of plans – TeachingThis process must handle the publication of timetables to the persons involved, in ex-tension of K04, but guided by the requirements and need for individual and gradual publication to the teacher and students.

Require-ment no.

K05-9.5.1

Publication of data Require-ment type

R1

It must be possible to define which data is to be published, to whom and when.


Case no. 2017-152-000035 1



The Supplier must describe how the publication function can be configured.


- Publication of a timetable to a specific group of students- Publication of a timetable to a specific group of academic staff/technical or ad-

ministrative staff- Concurrent publication of multiple examination plans for different examination

periods (e.g. an ordinary exam plan and re-examination plan)

Require-ment no.

K05-9.5.2

Publication and export of co-teaching/co-examination Require-ment type

R1

The Solution must be able to handle the publication of co-teaching/co-examination in timetable views and export to AU’s other systems (such as Exchange).



No Yes Partially


The Supplier must show how the co-teaching/co-examination is presented in personal timetables for students and teachers, and in class timetables.

The Supplier should also describe how co-teaching/co-examination is exported/published, in-cluding but not limited to, whether it is done as one combined export/publication.

Requirement no.

K05-9.5.3

See and print timetables without logging in Require-ment type

R1

Case no. 2017-152-000035 1

It must be possible to see and print class, subject and room timetables, which contain no per-sonal information, without logging in.



No Yes Partially


The Supplier should describe how and with what content these timetables can be viewed and printed, and whether it is possible to print the timetable.


- Class timetable for psychology, fourth semester, class 1

Requirement no.

K05-9.5.4

Display of personal data – teaching Require-ment type

R1

The Solution must be able to display personal course activities (timetables) for both the teacher and students.

It must be possible to print the timetable.



No Yes Partially

Case no. 2017-152-000035 1


The Supplier must demonstrate the facility to display and vary the display of timetables, for example, but not limited to:

- Period of Time- Level of detail.

In connection with the public display of teaching plans, it must be possible to anonymise the students.

The evaluation will focus on whether the personal timetable is presented to the user in a simple and informative way, and whether it contains all personal activities (both course activ-ities and exams) across roles.

9.6 K06 – Handling changes – TeachingThis process covers all return flows and necessary corrective actions following publica-tion of a timetable for teachers and students.

Require-ment no.

K06-9.6.1

Changes to published teaching plans Require-ment type

R1

Changes to already published teaching plans must be immediately transferred to the affected timetable views.



No Yes Partially


The Supplier should describe how changes are shown in timetable views.

Requirement no.

K06-9.6.2

Information on changes to timetables Require-ment type

R1

Case no. 2017-152-000035 1

When timetables are changed, it must be possible to inform affected students and teachers via notifications (e.g. email, text message or app).



No Yes

Partially


The Supplier must describe configuration options.


- Different/selected user groups (one class out of say 3, that must receive information about a room change)

- Information channels- Enabling/disabling notifications- Content of notifications

9.7 K07 – Planning data – ExamsThis process must draw together requirements, needs and information on unavailable times, co-examiner preferences, exemptions and examination supervision. All this in-formation must support exam planning corresponding to what currently takes place via Excel spreadsheets, email correspondence and other methods.The process must streamline dialogue/interaction between the planner, examination supervision and academic environment, whether the player is a degree programme director, teacher, department/school secretary or other person.

Require-ment no.

K07-9.7.1

Setting up constraints and rule checks Require-ment type

R1

It must be possible to set up constraints and rules at different levels (individual (person level), room (faculty, department/school, degree programme and course level) and common (AU level)).

Constraints and rules must be able to have different periods of validity.


Case no. 2017-152-000035 1



The Supplier is asked to show how constraints and rules are set up at different levels.

The Supplier should describe what options exist for working with periods of validity for con-straints and rules.

Require-ment no.

K07-9.7.2

Changing constraints and rule checks Require-ment type

R1

It must be possible to change individual (person level), room (faculty, department/school, de-gree programme and course level) and common (AU level) constraints and rules.



No Yes Partially


Require-ment no.

K07-9.7.3

Deleting constraints and rule checks Require-ment type

R1

It must be possible to delete individual (person level), room (faculty, department/school, de-gree programme and course level) and common (AU level) constraints and rules.



No Yes Partially


Case no. 2017-152-000035 1

Require-ment no.

K07-9.7.4

Class structure and class hierarchy – examinations Require-ment type

R1

It must be possible in the Solution to create a class structure with a hierarchy of class types, so that different class types with varying class sizes and compositions can exist under one examination.



No Yes Partially


The Supplier should describe what options exist for creating class structures with a hierarchy of class types, including whether there is a limit on the number of classes and levels. For ex-ample, but not limited to:

- An exam activity which contains both compulsory teaching and assignments.- An exam activity with 25 practice groups which have then been divided into 16

classes, which have then been divided into 10 classes.

Require-ment no.

K07-9.7.5

Division into classes and order of participation – exams Require-ment type

R1

It must be possible in the Solution to divide people into classes and choose the order of parti-cipation in the exam, both automatically and manually.


Case no. 2017-152-000035 1



The Supplier should explain what parameters can be used to govern division into classes and order of participation.


- Field(s) of study- Student registration number / exam number- Year- Exam combination- Class- Duration of the exam per student

Both in relation to automatic and manual division into classes and order of participation.

Require-ment no.

K07-9.7.6

Assigning roles and associated activities Require-ment type

R1

It must be possible to assign multiple roles and associated activities to a person (e.g. teachers who are assigned their own course and exam activities must be able to take on the role of both examiner and co-examiner in different activities).



No Yes

Partially


Case no. 2017-152-000035 1

Require-ment no.

K07-9.7.7

Registering and importing exam data Require-ment type

R1

It must be possible to register and import exam data for use in planning.



No Yes Partially



- Examiners distributed per exam- Co-examiners distributed per exam- Examiner and co-examiner availability- Preferences for room type (preparation room, waiting room, exam room)- Preferences for room size and equipment- Preferences for room location- Day and time of exam activities- Number of rooms- Type of examination (e.g. analogue/digital)- Type of examination (re-examination/ordinary)- Number of exams per week- Order of participation

The Supplier should describe what options exist for working with exam data for several activ-ities at a time.

The Supplier must also describe the options for copying and reusing registrations from one planning period for another.

9.8 K08 – Activity basis – ExamsThis process must draw together the complete activity basis, determined by the exam activity and the students’ exam registrations. The activity basis is established in other data sources, such as the studies administration system, and then transferred to the Solution prior to exam planning.

Case no. 2017-152-000035 1

Require-ment no.

K08-9.8.1

Copying data between periods of time Require-ment type

R1

There must be a copy function as preparation for new detailed exam planning.

The user must be able to select which data or data elements are to be copied (e.g. division into classes, teachers, constraints or examination plans) and where to copy to and from (e.g. semester, academic year or calendar year).



No Yes Partially


The Supplier must describe how and based on what data elements and periods of time the copy function can be configured.

Require-ment no.

K08-9.8.2

Types of students Require-ment type

R1

It must be possible to distinguish between different types of students (e.g. PhD students, stu-dents on the supplementary subject programme, double major students, guest students, inter-national students, single-course students etc.).



No Yes Partially


The Supplier should show how the various types of students can be identified in the Solution.

Case no. 2017-152-000035 1

Require-ment no.

K08-9.8.3

Exemptions Require-ment type

R2

The Solution must be able to handle, sort and display various types of exemptions.

It must be possible to enter exemptions manually or import them from the studies administra-tion system.



No Yes Partially


The Supplier must demonstrate how the Solution manages exemptions. For example, but not limited to:

- Exemptions – additional time (due to chronic illness)- Exemptions – own room for the exam

The Supplier must describe:

- How confidential information is anonymised and handled in the Solution and during publication.

- How exemptions can be displayed at different levels (per activity, degree programme, faculty).

Require-ment no.

K08-9.8.4

Setting up co-teaching/co-examination Require-ment type

R1

It must be possible to set up co-teaching/co-examination for multiple exam activities.



No Yes Partially

Case no. 2017-152-000035 1


- The Supplier must describe how co-teaching/co-examination is set up.

Require-ment no.

K08-9.8.5

Subdivision of a room booking and/or exam activity Require-ment type

R1

It must be possible to subdivide a room booking and/or exam activity such that all data ele-ments are not linked for the entire duration of the activity.



No Yes Partially


The Supplier should describe what options exist for subdividing a room booking and/or exam activity, and publishing and exporting this.


- The duration of the exam activity is 9:00-16:00, but the room is booked from 8:00-16:00.

- Examiners for the same exam activity are only booked from 12:00 noon - 16:00.

Requirement no.

K08-9.8.6

Manual creation of data elements and attributes Require-ment type

R1

It must be possible to manually create data elements and attributes and edit and delete the manually created data elements and attributes.

It must be possible to add multiple attributes to individual activities and data elements.



No Yes Partially

Case no. 2017-152-000035 1


The Supplier should show how this can be handled. For example, but not limited to:

- A planned future merger or establishment of rooms, which temporarily requires a manually created room, and which must later be replaced by a room from AU’s au-thoritative room system.

- The manual addition of an attribute to the Room data element: access to disabled toilet.

- It must be possible to group a number of activities by adding the same attribute.

9.9 K09 – (Auto) exam planningIn extension of K07 and K08, the Supplier should present a qualified proposal for an exam plan for a defined group of exam activities, taking into account the predefined and system-registered constraints and configuration-related rules of play.

Require-ment no.

K09-9.9.1

Planning co-teaching/co-examination Require-ment type

R1

It must be possible to plan co-teaching/co-examination for multiple exam activities as one activity, such that the co-taught/co-examined exam activities are planned, changed, deleted and displayed as a normal exam activity.



No Yes Partially


The Supplier must describe how the Solution supports co-teaching/co-examination.


- Planning- Changes (e.g. adding a replacement activity in a new week)- Cancellations- Termination- View

Case no. 2017-152-000035 1

Require-ment no.

K09-9.9.2

Rule check Require-ment type

R1

A rule check must be run based on the rules and constraints set up in the Solution.

The rule check must check for conflicts and overlaps between two or more data elements and roles (and across these), and function in the planning of both course and exam activities (and across these).



No Yes Partially



Requirement no.

K09-9.9.3

Alerting attention to conflicts Require-ment type

R1

If an action results in an overlap or conflict, the Solution should immediately and clearly alert the user’s attention to this.

A concise fault description should also be provided, containing an overview of the conflict(s).



No Yes Partially



Case no. 2017-152-000035 1

Requirement no.

K09-9.9.4

Handling conflicts and overlaps Require-ment type

R1

The planner must be able to correct conflicts and overlaps, and also actively overrule conflicts and overlaps. This must be possible immediately after completing a rule check, as well as at a later time.

For each conflict or overlap, the user must have easy access to testing various possible solu-tions.



No Yes Partially


The Supplier must describe how the Solution supports easy access to testing possible solu-tions to conflicts and overlaps, and how these can be actively overruled.

Require-ment no.

K09-9.9.5

Overview and sorting of conflicts Require-ment type

R1

There must be an overview of outstanding conflicts with various sorting options.



No Yes Partially

Case no. 2017-152-000035 1


The Supplier should describe which parameters can be used for sorting.


- Room- Teacher- Co-examiner- Students- Degree programme- Exam supervisor- Date- Planner- Actively overruled conflicts- Planner who has overruled the conflict- Faculty- Department/school- Examination- Conflict type

Require-ment no.

K09-9.9.6

Registration of user responsible for a conflict Require-ment type

R2

For each registered conflict, it must be possible to register a user who is responsible for resolving the conflict.



No Yes Partially


The Supplier must describe whether it is possible to notify the person responsible for resolv-ing the conflict

Case no. 2017-152-000035 1

Requirement no.

K09-9.9.7

Curriculum and enrolment-based planning Require-ment type

R1

The Solution must support curriculum and enrolment-based planning and a combination of these.



No Yes

Partially


The Supplier should describe how the various planning modes are supported.

Require-ment no.

K09-9.9.8

Statuses in the planning process Require-ment type

R2

The Solution must make it possible to see which status an activity has during the planning process. It must be possible to search on and filter activities based on the various statuses.



No Yes Partially


The Supplier must describe how the status of the activities in the planning process is defined, created and used.

Require-ment no.

K09-9.9.9

Asynchronous planning periods Require-ment type

R1

Case no. 2017-152-000035 1

The Solution must support asynchronous and different planning processes at faculty, depart-ment/school and degree programme level.



No Yes Partially


The Supplier must describe how asynchronous and different planning processes are supported in the Solution.


- The faculties plan the same exam period at different times.- The faculties plan several exam periods at the same time.- Course and exam activities are planned for the same period at different times.

Require-ment no.

K09-9.9.10

Release and booking of surplus room capacity Require-ment type

R1

The Solution must support the primary user being able to lock and release rooms for selected users and user groups.

It must be possible for other planners to see and book the released surplus room capacity.



No Yes Partially


The Supplier must describe how the functionality can be configured.

Case no. 2017-152-000035 1

Require-ment no.

K09-9.9.11

Continuous calendar Require-ment type

R1

The Solution must provide a calendar in which it is possible to plan and book rooms for activ-ities more than one year in advance.

The function must be configurable for single rooms and groups of rooms.



No Yes Partially


The Supplier should explain whether changes to room size etc. can be tracked and displayed, both historically and going forward.

Require-ment no.

K09-9.9.12

Visual overview during planning Require-ment type

R1

When planning activities, an overview must be shown of the various options where require-ments for the availability of data elements and constraints can or cannot be met.

It must be possible to distinguish between availability for the individual data elements in re-sponses.



No Yes Partially

Case no. 2017-152-000035 1


The Supplier should show at which times and in which weeks an activity can be placed based on availability of the selected data elements, including but not limited to:

- Students- Teacher- Room (specific room and random rooms)- Class- Groups of students

The Supplier must demonstrate how the above elements are visually displayed for the user.

Require-ment no.

K09-9.9.13

Auto timetabling – exams Require-ment type

R1

The Solution must support auto timetabling



No Yes

Partially


The Supplier must describe to what extent the Solution can perform auto timetabling.

The Supplier must describe the options for working with constraints and quality parameters, including which constraints can be adjusted and to what extent.

The Supplier must describe which parts of and levels in the course timetabling process can be automated in the Solution.

The Supplier must describe what conditions and data must be present in order for the Solu-tion to perform auto timetabling.

Require-ment no.

K09-9.9.14

Configuration parameters Require-ment type

R1

Case no. 2017-152-000035 1

It must be possible to specify configurable parameters at AU, faculty and degree programme level, as well as degree programme per semester (e.g. fourth semester, psychology).



No Yes Partially


The Supplier should describe which parameters can be configured, for example but not lim-ited to:

- utilisation of premises- spread/grouping over weeks- maximum number of exams per week- minimum and maximum number of hours/days between exams- groups of students- exam period- class- time of day- sequence of exam types (e.g. written before oral)

Require-ment no.

K09-9.9.15

Multiple activities in one room Require-ment type

R1

It must be possible to plan multiple exam activities in one room at the same time.



No Yes Partially


Require-ment no.

K09-9.9.16

One activity in several rooms Require-ment type

R1

Case no. 2017-152-000035 1

It must be possible to plan a single exam activity in several rooms at the same time.



No Yes Partially


The Supplier must describe how a single exam activity can be planned in several rooms at the same time.


- An exam activity from 9:00-14:00 in one room, where a second room is needed for preparation from 8:00-13:00.

Require-ment no.

K09-9.9.17

Exam-free days Require-ment type

R1

It must be possible to define exam-free days and times at different levels, including AU, fac-ulty and degree programme level, as well as degree programme per semester (e.g. fourth semester, psychology).



No Yes Partially


Require-ment no.

K09-9.9.18

Exams on exam-free days Require-ment type

R1

The Solution must be able to handle planning exams on exam-free days – whether locally defined (at AU, faculty or degree programme level, or degree programme per semester), or national holidays.

Case no. 2017-152-000035 1



No Yes Partially


The Supplier must demonstrate how the Solution handles this.

Require-ment no.

K09-9.9.19

Handling students across faculties Require-ment type

R1

The Solution must be able to handle students who have registered for activities in different faculties.



No Yes Partially


The Supplier must describe how it is possible to plan exams for students who have registered for activities in different faculties.


- Conflicts- Publication of plans- Display of exam plans- Asynchronous planning processes

Case no. 2017-152-000035 1

Requirement no.

K09-9.9.20

Match between exam activity and room Require-ment type

R1

When planning exam activities, the Solution must offer or display room resources which gen-erally match each activity’s requirements.



No Yes

Partially


The criteria used to define the offered room resource must include, but not be limited to:

- A match between the class size and room’s exam capacity (also for co-taught/co-examined activities)

- A match between the exam activity type and suitable exam rooms- A match between equipment requirements and room resources- A match between zone requirements and the geographical location of the room- A match between the desired time/period and available room capacity

9.10 K10 – Quality check – ExamsThis process is based on K09 and aims to ensure that quality checks are performed as required and that exam plans are accepted among contributors and all the players in-volved, who must be consulted prior to a broader and final release.

Require-ment no.

K10-9.10.1

Approval of plans – Exams Require-ment type

R1

It must be possible to allow selected users and user groups to approve draft exam plans.


Case no. 2017-152-000035 1



The Supplier must describe how this function is supported in the Solution. Including, but not limited to:

- How teachers approve/reject their exam plans.- Whether approval of plans before publication may take place as an iterative pro-

cess.

9.11 K11 – Publication of exam plans This process must handle the publication of exam plans to the players involved, in ex-tension of K10, but guided by the requirements and need for individual and gradual publication to the examiner, co-examiner, students and supervisors.

Require-ment no.

K11-9.11.1

Publication of data Require-ment type

R1

It must be possible to define which data is to be published, to whom and when.



No Yes Partially


The Supplier must describe how the publication function can be configured.


- Publication of an exam plan to a specific group of students- Publication of an exam plan to a specific group of academic staff/technical and

administrative staff- Publication of an exam plan to a specific group of exam supervisors/building

operations and maintenance staff members

Case no. 2017-152-000035 1

Require-ment no.

K11-9.11.2

Publication and export of co-teaching/co-examination Require-ment type

R1

It must be possible to publish co-teaching/co-examinations in timetable views and export to AU’s other systems (such as Exchange).



No Yes Partially


The Supplier must show how the co-teaching/co-examination is presented in personal timetables for students and teachers, and in class timetables.

The Supplier should also describe how co-teaching/co-examination is exported/published, in-cluding but not limited to, whether it is done as one combined export/publication.

Requirement no.

K11-9.11.3

View and print exam plans without logging in Require-ment type

R1

It must be possible to view and print exam plans which contain no personal information without logging in.



No Yes Partially


The Supplier should describe how and with what content these plans can be viewed and prin-ted.


- Exam timetable for psychology, fourth semester, class 1

Case no. 2017-152-000035 1

Requirement no.

K11-9.11.4

Display of personal data – exams Require-ment type

R1

The Solution must be able to display personal exam activities (timetables) for the examiner, co-examiner and students.

If the schedule is publicly available, it must not be possible to identify students (e.g. an-onymised using exam numbers).

It must be possible to print the timetable.



No Yes Partially


The Supplier must demonstrate the facility to display and vary the display of exam plans.

The evaluation will focus on whether the personal timetable is presented to the user in a simple and informative way, and whether it contains all personal activities (both course activ-ities and exams) across roles.

9.12 K12 – Handling changes – ExamsThis process covers all return flows and necessary corrective actions following publica-tion of an exam plan.

Requirement no.

K12-9.12.1

Information on changes to timetables Require-ment type

R1

When an exam plan is changed, it must be possible to inform relevant students, examiners and co-examiners via notifications (e.g. email, text message or app).

Fulfilment of the requirement No Yes

Partially

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The Supplier must describe configuration options.


- Different/selected user groups (example: only students on day 1 of three days of oral exams need to be notified of a room change)

- Information channels- Enabling/disabling notifications- Content of notifications

Require-ment no.

K12-9.12.2

Changes to published exam plans Require-ment type

R1

Changes to already published exam plans must be immediately transferred to the affected timetable views.



No Yes Partially


The Supplier should describe how changes are shown in timetable views.

10 Operational Processes

10.1 D01 – Self-serviceThis process must support and meet the requirements set for the self-service function-ality, including the necessary configuration and rights management for the players’ options.

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Require-ment no.

D01-10.1.1

Managing exam supervisors Require-ment type

R1

The Solution must support self-service options for exam supervisors.



No Yes Partially


The Supplier must describe to what extent the Solution can manage exam supervisors.


- Registering exam supervisors’ availability and preferences- Approval of duty rosters

The Supplier must demonstrate whether a self-service solution exists which can meet the re-quirement.

Requirement no.

D01-10.1.2

Selected employees’ access to the Solution Require-ment type

R2

Selected employees must be able to book rooms, for example for building maintenance.



No Yes Partially


The Supplier should describe how selected employees can access room bookings, and how the function can be configured for different users and user groups.

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Require-ment no.

D01-10.1.3

Registering and importing exam data Require-ment type

R1

It must be possible to register and import exam data for use in planning.



No Yes Partially



- Examiners distributed per exam- Co-examiners distributed per exam- Examiner and co-examiner availability- Preferences for room type (preparation room, waiting room, exam room)- Preferences for room size and equipment- Preferences for room location- Day and time of exam activities- Number of rooms- Type of examination (e.g. analogue/digital)- Type of examination (re-examination/ordinary)- Number of exams per week- Order of participation

The Supplier should describe what options exist for working with exam data for several activ-ities at a time.

The Supplier must also describe the options for copying and reusing registrations from one planning period for another.

Require-ment no.

D01-10.1.4

Registering and importing teaching data Require-ment type

R1

It must be possible to register and import teaching data for use in planning.

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No Yes Partially

The Supplier must show how data comes in via the self-service solution, and options for con-figuring the Solution locally.

Examples of teaching data, which are, however, not limited to:

- Teacher(s) distributed by course and/or lesson- Availability of teachers- Activity duration (number of hours per week and number of weeks)- Requests for the activity’s location/equipment- Order of course activities (exercises before lecture, subject X before subject Y)- Day and time of course activities

Require-ment no.

D01-10.1.5

Students’ registration for classes Require-ment type

R2

It must be possible for the students to register for classes for course and exam activities via a self-service solution.



No Yes Partially


Require-ment no.

D01-10.1.6

Changes to class division/order of participation in exam Require-ment type

R2

It must be possible for teachers/examiners to change divisions into classes/the order of parti-cipation in exams for a course/exam activity via a self-service solution.


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The Supplier must describe how the function can be configured.

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Requirement no.

D01-10.1.7

Booking of released room capacity by teachers, stu-dents and administrative staff members

Require-ment type

R1

Teachers, students and administrative staff members must be able to book released room ca-pacity.

The functionality must be configurable to set up rules for specific rooms and room and/or user groups.

It must be possible to configure the functionality centrally, at faculty and department/school level.



No Yes

Partially

Supplier’s response.

There will a special focus on the Solution’s ease of use and, for example, but not limited to:

- Rule configurationo Which and how many roomso When booking openso Available timeo Duration of bookingo Deleting bookingso Text field in the booking confirmation

- Booking notificationo Automatic notifications to person who made the booking following book-

ing and changes to or deletion of the bookingo Option to manually disable automatic notification

- The user:o Overview of all bookingso Search for rooms and resourceso Change and delete

- The administrator must be able to approve, delete and change the booking

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10.2 D02 – LoggingThis process must support and meet the requirements for logging events and actions performed in the Solution, recording who, what and when in accordance with the se-curity requirements.

Require-ment no.

D02-10.2.1

Logging of changes Require-ment type

R1

The Solution must log user actions and who has made changes.

It must be possible to view the log in a manageable format that is easy to read and searchable for selected user groups.

It must be possible to export the log in a standard format which is searchable.



No Yes Partially


The Supplier must describe how and when users, actions and search options are identified and presented in the log.

The Supplier must describe how the logging function can be configured. Including, but not limited to:

- Configuration of what is logged in the system

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11 Support Processes

11.1 S01 – Sandbox

Require-ment no.

S01-11.1.1

Closed sandbox environment Require-ment type

R1

The Solution must offer a closed sandbox environment where users can perform data simula-tion and work with different planning scenarios.

The closed sandbox environment must have the same functionality as the Solution – including the options for configuration and constraints.

It must be possible to import data from the production environment in a simple and straight-forward manner.



No Yes

Partially


The Supplier must describe how a closed sandbox environment is possible.

11.2 S02 – Exam supervisorsThis process must support and accommodate management of exam supervisors in exam planning. The process primarily involves management of exam supervisor em-ployees, including their allocation to the required number of exams and preparing the exam supervisors’ duty roster.

Require-ment no.

S02-11.2.1

Managing exam supervisors in the planning Require-ment type

R1

The Solution must support exam planning involving exam supervisors.

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No Yes Partially


The Supplier must describe to what extent the Solution can manage planning involving exam supervisors.


- Preparing the duty roster, specifying the date, exam and room- Actual hours worked, for example per location, date and time- The option to assign competences to individual supervisors- Match between the need for and availability of exam supervisors- Match between exam supervisor requirements and their competences (language, IT

skills, preparations etc.)- Search for a given exam supervisor’s roster

11.3 S03 – Co-examinersThis process must support and meet the administration, coordination and logistics re-quirements for organising internal and external co-examination as part of exam plan-ning.

Require-ment no.

S03-11.3.1

Management of internal and external co-examiners Require-ment type

R2

The Solution must support management of and planning involving internal and external co-ex-aminers



No Yes Partially

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The Supplier should show how the Solution manages co-examiners, including but not limited to:

- Exporting personal timetables- Planning involving co-examiners- Registering the number of assignments- Registering the type of examination and standard time allocation for this

11.4 S04 – Export of data and reportsThis process must support and accommodate master data collected in the Solution be-ing transferred in a usable form to data receiving systems and digital platforms.

Require-ment no.

S04-11.4.1

Reports – predefined Require-ment type

R1

The Solution must be able to provide predefined reports based on planning data.



No Yes Partially

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The Supplier must provide examples of how and which predefined reports are created, dis-played and exported.For example, but not limited to:

- Reports for internal and external invoicing of room usage- Reports on room utilisation for a specific room, groups of rooms and geograph-

ical areas (also for a specified period).- Overview of course and exam activities at a defined level (faculty/department/

school/degree programme).- Calculation of hours (e.g. academic staff/student ratio)- Timetable quality for teaching and exams (e.g. the spread of activities, number

of gap hours, number of activities, back-to-back activities, geography (study environment, travelling time), timetable overlap)

- Summary of changes (e.g. type of change, when a change is made, which de-gree programmes are affected by changes, which planners make changes, which departments/schools are affected by changes)

- Report listing written exams (in chronological order, stating the rooms and type of examination)

- Duty rosters and time sheets for exam supervisors

Require-ment no.

S04-11.4.2

Reports – individually defined Require-ment type

R1

The Solution must provide individually defined reports based on planning data.



No Yes Partially


The Supplier must provide examples of how individually defined reports based on all planning data are created, displayed and exported.

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Require-ment no.

S04-11.4.3

Extract of raw data from the database Require-ment type

R1

The Solution must allow raw data to be extracted from the database at any time and in a simple manner.

To support this, the data structure must be available and documented to AU. If any changes are made, updated information must be made available.



No Yes Partially


The Supplier’s response to the requirement should focus on documentation for the data struc-ture and the facility to extract data.

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11.5 S05 – Accelerated updating of individual data transfers

Requirement no.

S05-11.5.1

Accelerated updating of individual data transfers Require-ment type

R1

The user interface must allow accelerated updating and publication of given data (e.g. regis-trations for a given exam) by calling a service that the Customer makes available.



No Yes

Partially

The Supplier should describe the options in the user interface for a planner to accelerate the publication of given data, and how the service the Customer makes available will be called.

This will typically be in connection with exam planning, where the information must be trans-ferred immediately in order for the student to make it to a specific exam.

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12 Non-functional requirements

12.1 Architecture

Require-ment no.NF-12.1.1

Description of the Solution’s architecture Require-ment typeR1

The Supplier must describe the Solution’s architecture. The Supplier must base the desciption on the Customer’s IT environment (Appendix 2). If there are areas where the Customer’s IT architecture is in conflict with that of the Solution, the Supplier should note this.

The Customer wants the description to include at least the following perspective:

The Solution’s logical architecture, its main classes of components (tiers) and how these tiers communicate with each other.

The Customer would be happy for (part of) this description to be provided in the form of dia-grams – e.g. UML, and the architecture must demonstrate the Supplier’s best practice.



No Yes Partially


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Require-ment no.NF-12.1.2

Scaling Require-ment typeR1

The Supplier must describe how the Solution can be scaled, and what impacts scaling has on the Supplier’s requirements for capacity and licensing of the Solution’s software – both plat-form software and solution-specific standard software. The Customer would like to see scen-arios for scaling up 10% and 25%.

The Supplier should respond to the requirement in the context of the chosen operation scen-ario.



No Yes Partially


Require-ment no.

NF-12.1.3

Customer-specific adaptations Require-ment type

R1

The Supplier must explain how it will be ensured that customer-specific adaptations to stand-ard software will not prevent or unduly complicate regular upgrades to new versions and re-leases of this software.



No Yes Partially


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Require-ment no.

NF-12.1.4

Version and release plan Require-ment type

R1

The Supplier must explain its version and release strategy, including how it will be ensured that standard software is continually supported by new versions of the client platform (OS), browser versions, and assumed platform software etc. The Suppliers response should include the strategy for the support of both new versions as well as for current versions of the Cus-tomer’s standard software. The Supplier should respond to the requirement in the context of the chosen operation scen-ario.



No Yes Partially


12.2 IntegrationIntegrations are required between the Solution and the other systems in the Total Solution. These required integrations are illustrated in Figure 1 Business Architecture for course and examination planning with system overview and integration requirements, while the technical requirements for the Solution in relation to them have been formulated in this section.

Require-ment no.

NF-12.2.1

Service-oriented architecture Require-ment type

R1

The Supplier must describe how the Solution can be included in the Customer’s SOA-based integration platform, including event-oriented integration, publish-subscribe and web services for both incoming and outgoing information. The Supplier must also describe which existing web services will be supplied with the Solution, and describe an API (where relevant) that allows the development of additional services.

Documentation of the integration facilities including a description of the API must be made available to the customer as part of the tender documents.

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No Yes Partially


Require-ment no.

NF-12.2.2

Information the Solution must be able to receive Require-ment type

R1

The Solution must be able to receive data/business objects and changes and deletions to these from other data sources in the Customer’s system landscape.

The data includes, but is not limited to:

- Persons, their roles and organisational affiliation- Activities, activities offered, classes- Registrations- Rooms, their capacity and related constraints- Already set planning, preferences for special teachers and times



No Yes Partially

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The Supplier should describe which of the following integrations are supported:

Activities and activities offered Class Registrations People Exemptions Organisational information Teacher affiliations Number of hours for completed activities Rooms Room reservations Teaching periods Timetable Order of participation

Integrations are illustrated in Figure 1 Business Architecture for course and examinationplanning , where the system interfaces can be seen.

Require-ment no.

NF-12.2.3

Identification of data must be maintained Require-ment type

R1

It must be possible to export the results of the planning to the rest of the Customer’s system landscape in a manner that allows recognition of the rooms, activities and people etc. re-ceived by the Solution.

In other words, the Customer must be able to retrieve, say, a given student’s or a given room’s timetable for a given period, based on the identification used by the Customer.



No Yes Partially


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Require-ment no.

NF-12.2.4

Data transfer format Require-ment type

R1

It must be possible to transfer data from the Customer’s other systems either individually (e.g. one registration at a time) or in batches.



No Yes Partially


Require-ment no.

NF-12.2.5

Tolerate duplication of data Require-ment type

R1

The Solution must be able to regularly receive changes and deletions, either individually or in batches, and tolerate duplication of information.



No Yes Partially


Require-ment no.

NF-12.2.6

Traceability Require-ment type

R1

If data is grouped or divided in the Solution, it must be possible to subsequently recognise it.

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No Yes Partially


The Supplier should describe the method used to ensure recognition is possible for the Cus-tomer.

Require-ment no.

NF-12.2.7

Submitting data Require-ment type

R1

It must be possible to retrieve the results of the planning, either individually or as a batch. The Customer must be able to retrieve all planning for a given period.



No Yes Partially


The Supplier should give examples of, but not limited to, publication of

A timetable for a degree programme for a given period A timetable for a class for a given period A timetable for a teacher for a given period A timetable for a student for a given period

Require-ment no.

NF-12.2.8

Publication as events Require-ment type

R1

It must be possible to publish planning and changes to this as events.

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No Yes Partially

The Supplier should give examples of, but not limited to, publication of

A timetable for a degree programme for a given period A timetable for a class for a given period A timetable for a teacher for a given period A timetable for a student for a given period

Require-ment no.

NF-12.2.9

The Solution must be able to receive personal data Require-ment type

R1

The Customer’s Identity Management System is authoritative on personal data (students and employees – teachers, exam supervisors, technical and administrative staff, IT support staff in connection with digital on-site exams etc.). It therefore has to be possible to automatically transfer persons from the Customer’s IdM system.

Specifically, it must be possible to transfer persons using AUID as a key, and persons must be identifiable using this key in both the Solution and any exported data. The Customer wants event-based data transfer.

It must be possible to see the persons being transferred as planning objects, and also for them to be users of the Solution.



No Yes Partially

The Supplier should describe how the Solution handles person objects.

Require-ment no.

NF-12.2.10

(Merging of) double identity Require-ment type

R1

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It must be possible via integration to merge two persons into one person, even if only one is represented in the Solution at the time of the merge.

Following the merge, the resulting person must have the sum total of the activities linked to them.



No Yes Partially

The Supplier should describe whether and how the Solution contains facilities for merging person identities.

The Customer wants the following example to be handled: If person 1 is registered for course A, and person 2 is registered for the course B, then the combined person 1+2 must be linked to both course A and course B.

Require-ment no.

NF-12.2.11

The Solution must be able to receive information on course and exam activities and registrations, and inform-ation on active students

Require-ment type

R1

The Customer’s studies administration system(s) are authoritative on course and exam activit-ies, registrations and information on active students etc. It must therefore be possible to auto-matically transfer this information from the Customer’s studies administration system(s). The Customer wants event-oriented data transfer.



No Yes Partially


Require-ment no.

NF-12.2.12

The Solution must be able to receive information on rooms

Require-ment type

R1

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The Customer’s Facility Management system is authoritative regarding room information. It must therefore be possible to automatically transfer room data from the Customer’s Facility Management system regarding room location, size, equipment etc.This room information must be used in the planning. The Customer wants event-based data transfer.



No Yes Partially

The Supplier should describe what options exist for using the room properties in plan prepar-ation, and whether it is possible to add data to the transferred room data.

Require-ment no.

NF-12.2.13

The Solution must be able to receive information about course and exam scheduling in the academic regulations

Require-ment type

R1

The Customer’s degree programme design system contains information about term structure, degree programmes, courses offered, type of exam (take-home exam, written exam under su-pervision, oral exam etc.) and academic regulations, and the correlations between these. It must therefore be possible to automatically transfer this information. The Customer wants event-based data transfer.



No Yes Partially

The Supplier’s response to the requirement should focus on how the scheduling of the course in the degree programme design is presented, is included in the rule structure and can be used in planning

Require-ment no.

NF-12.2.14

The Solution must be able to receive information on teachers, examiners, exam supervisors and/or co-exam-iners linked to a given activity.

Require-ment type

R1

The Customer wants event-based data transfer

Case no. 2017-152-000035 1



No Yes Partially


Require-ment no.

NF-12.2.15

Exchange of data with Learning Management System Require-ment type

R1

The Solution must be able to exchange data with the Customer’s Learning Management Sys-tem, which is currently BlackBoard. The data exchange must cover activities and affiliated students and teachers, and must support co-taught/co-examined activities. The frequency must be matched to the Customer’s needs. The Customer wants event-based data transfer.



No Yes Partially


Require-ment no.

NF-12.2.16

Sharing of calendar information with Microsoft Exchange Require-ment type

R1

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The Solution must be able to automatically update calendar information for teachers, exam supervisors, co-examiners, staff and rooms – possibly as two-way communication. The fre-quency must be easily matched to the Customer’s needs. The Customer wants event-based data transfer. The Solution must keep track of Exchange IDs for all transferred calendar in-formation, and provide the option of deleting or restoring all transferred calendar informa-tion. It must be possible to select/deselect affected teachers, exam supervisors, co-examiners, employees and rooms at both the organisational level and individual level. The Solution must correctly handle Danish daylight savings time. The Solution must be able to handle incorrect identifications for teachers, exam supervisors, co-examiners, employees and rooms – for ex-ample by skipping the object and continuing the updates, rather than aborting the updates, where identification is not possible.



No Yes Partially


Require-ment no.

NF-12.2.17

Co-taught/co-examined activities Require-ment type

R2

It must be possible to present co-taught/co-examined activities as one activity in reports and raw data extracts.



No Yes Partially

The Supplier should explain in its response how the Solution supports the integrations being able to exchange information on co-taught/co-examined activities at the data level

Require-ment no.

NF-12.2.18

Planning data from external planning systems Require-ment type

R1

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It must be possible to exchange planning data with external planning systems, so that part of the planning can take place in another system.



No Yes Partially

The Supplier should explain in its response how the Solution supports the Customer’s desire to be able to exchange planning data with external partners who share rooms, such as hospit-als.

Require-ment no.

NF-12.2.19

Export of data Require-ment type

R2

It must be possible to export personal timetables and exam plans for import into Microsoft Exchange and publication on portals, the LMS and other digital platforms.



No Yes Partially


Require-ment no.

NF-12.2.20

Design integration in the Customer’s website Require-ment type

R1

The system's possible user-oriented webinterface (e.g. display of timetables for students and teachers), must be able to be styled in such a way, that it appears as an integrated part of the Customer’s website.

Case no. 2017-152-000035 1



No Yes Partially

Supplier’s response to the requirement.

Require-ment no.

NF-12.2.21

Communication with students and teachers Require-ment type

R1

If the Solution provides an interface targeted at students and teachers, this must support iCal, and possibly JSON and XML. It must be possible for changes to activities to be automatically reported to the affected persons in a simple manner, e.g. by colouring activities and/or send-ing e-mails/notifications. It must be possible to view activities transferred from the Solution in personal calendars.



No Yes Partially


Require-ment no.

NF-12.2.22

Error handling Require-ment type

R1

The Solution must be able to handle errors that occur while importing data from other sys-tems or exporting data to other systems in a reasonable way, such that data is not inadvert-ently changed if it cannot be imported or exported as expected (for example if a database or a network connection is unavailable).


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Supplier’s response to the requirement.

Require-ment no.

NF-12.2.23

Presenting data Require-ment type

R2

The Solution must be able to provide data in PDF and Microsoft Office formats, including but not limited to Microsoft Word, Microsoft Excel, Exchange, HTML and Microsoft Access.



No Yes Partially


The Supplier should show examples of how this can be done.

Require-ment no.

NF-12.2.24

Danish calendar Require-ment type

R1

Planning must be based on the Danish calendar, i.e. first day of the week, numbering of weeks, public holidays etc. must follow the calendar in Denmark, including daylight savings time.

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No Yes Partially


Require-ment no.

NF-12.2.25

Data Simultaneity Require-ment type

R1

The user’s actions should simultaneously be available to other user. It must not be possible for users to work on outdated data.



No Yes Partially


The Supplier must describe how the requirement is handled by the System

12.3 IT security

Require-ment no.

NF-12.3.1

ISO 27001 Require-ment type

R1

The Solution must comply with ISO 27001


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Case no. 2017-152-000035 1

Require-ment no.

NF-12.3.2

The Danish Act on Processing of Personal Data (Per-sondataloven)

Require-ment type

MR

The Solution must comply with the current Danish Act on Processing of Personal Data ( Per - sondataloven )



No Yes Partially

Require-ment no.

NF-12.3.3

Regulation on the protection of personal data Require-ment type

R1

The Solution must comply with/support the forthcoming regulation on the protection of per-sonal data.



No Yes Partially


The Supplier should describe how the Solution can comply with the regulation on the protec-tion of personal data, including security by design, security by default, and the right to be for-gotten – including what the consequences of deleting personal data are.

The Supplier should also describe:

- How the Solution can provide an overview of all the places where personally identifi-able data exists in the Solution.

- A method for extracting data (citizens’ right to access data)

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https://www.retsinformation.dk/Forms/R0710.aspx?id=828

https://www.retsinformation.dk/Forms/R0710.aspx?id=828

Require-ment no.

NF-12.3.4

Information security handbook Require-ment type

R1

The Solution must comply with AU’s information security handbook (available here), including but not limited to:

- All web pages that allow login must use SSL.- All services which require a login must use encryption.- All actions carried out by people with administrator rights in connection with system

components must be logged.

All production systems must log information about access and attempted access to be able to trace unauthorised activity.



No Yes Partially


Require-ment no.

NF-12.3.5

Login Require-ment type

MR

The Solution must require a login if personally identifiable data is displayed.



No Yes Partially

Case no. 2017-152-000035 1

http://www.au.dk/fileadmin/informationssikkerhed/docs/Informationssikkerhedshaandbog_v2.pdf

Require-ment no.

NF-12.3.6

Single sign-on/same sign-on Require-ment type

R1

The Solution must support single sign-on for the end-user, such that access to the Solution is granted by logging on to the user’s IT workstation (computer).

Alternatively, implementation of same sign-on should be sought, whereby the Solution is syn-chronised with an authoritative source storing the user’s single sign-on username and pass-word.



No Yes Partially

The Supplier should describe what options the Solution has for supporting SSO, and whether this is single sign-on or same sign-on.The Supplier should describe which protocols are supported.

Require-ment no.

NF-12.3.7

Role-based access control Require-ment type

R1

The Solution must support role-based access control – RBAC. Alternatively, the Solution must be able to emulate role-based access control.



No Yes Partially


Case no. 2017-152-000035 1

Require-ment no.

NF-12.3.8

External authentication and authorisation of users Require-ment type

R1

The Solution’s authentication and authorisation of the end-user must support the following methods:

1. Integrated Windows authentication. The Solution must authenticate end-users against a central Microsoft Active Directory (AD) storing all end-users in a flat structure, iden-tified by the user’s single sign-on username and password. The central AD has trusts to other ADs, but these contain no identities for the Solution’s end-users.

2. Kerberos authentication based on Kerberos tokens issued by a central AD storing all end-users, identified using the user’s single sign-on username and password.

3. A SAML2 token issued by Active Directory Federation Services in the context of the central AD storing all end-users, identified using the user’s single sign-on username and password.



No Yes Partially


The Supplier should explain which of the above authentication methods the Solution supports.

Require-ment no.

NF-12.3.9

Internal authentication and authorisation of users Require-ment type

R2

The Solution must support AU’s password policy, including but not limited to:

- passwords must contain at least eight characters.- passwords must contain combinations from at least three of the following categories:

Upper case letters, lower case letters, numbers and special characters. In addition, the characters Æ, Ø and Å cannot be used for AU’s systems.

- passwords must be changed after no more than 180 days.

See also http://www.au.dk/informationssikkerhed/password/

The Solution must support two-factor authorisation.

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http://www.au.dk/informationssikkerhed/password/



No Yes Partially


Require-ment no.

NF-12.3.10

Logging Require-ment type

R1

The Solution must allow for detailed logging of logins, user actions, system activities and er-rors – as far as possible on a server. The Solution must also support the logging of errors and warnings at database, application and user level.

It must be possible to view the log in a manageable format that is easy to read and searchable for selected user groups.

It must be possible to export the log in a standard format, such as XML, comma-separated or similar.



No Yes Partially

The Supplier should describe what can be logged and at what level of detail, how data and search options are presented in the log and whether it is possible to export the log and in which format if so. The Supplier should also describe any options for the event-based transfer of the log to a logging system, such as Greylog.

Require-ment no.

NF-12.3.11

Antivirus Require-ment type

R1

The Solution must be fully compatible with common antivirus systems.

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No Yes Partially

The Supplier should describe any limitations.

Require-ment no.

NF-12.3.12

Backups at file and database level Require-ment type

R1

Daily backups at file and database level must be possible using IBM Spectrum Protect – both automatically and manually. If data is distributed across several databases, the Solution must ensure consistency between the databases.



No Yes Partially

Supplier’s response to the requirement, including the Solution’s support for backing up trans-action logs. The Supplier should also describe the facilities and procedure for loading backups (restore).

Require-ment no.

NF-12.3.13

Automatic backup Require-ment type

R1

It must be possible to do an automatic daily backup of data in the Solution.



No Yes Partially

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The Supplier should respond to the requirement in the context of the chosen form of delivery. The Supplier should explain which data can (will) be included in the daily backup.

Require-ment no.

NF-12.3.14

Checks and manual backups Require-ment type

R1

It must be possible to load and check data in backups on a weekly and monthly basis and as required. It must be possible to perform manual backups at any time, without affecting the normal backup cycle.



No Yes Partially

The Supplier’s response to the requirement, including the possibility of loading the backup in a different environment to the one in which it was made.

Require-ment no.

NF-12.3.15

Access to data in the Solution Require-ment type

R1

Data must be available for at least two years.



No Yes Partially

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The Supplier should describe the facilities for gaining access to past data.

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13 Service DeliveriesBesides the Supplier’s support in the Transition Delivery as specified in Appendix 1, the Documentation provided in accordance with Appendix 4 and the testing activities specified in Appendix 12 the Suppliers shall deliver training to the Customers staff on pivotal fields related to the Total Solution.

Require-ment no.

13.1

Training, application management Require-ment type

R1

The Supplier shall provide training to the Customer’s application managers.

The training shall include the teaching, materials and training etc. necessary and relev-ant to ensure that the Customer’s applications managers obtains competencies neces-sary to perform the following activities:

Daily application management System development and data integrations Database management including backup procedures Log inspections

The training and teaching activities may consist of both on-line and on-site teaching and training activities thus giving the Supplier the possibility to design the training activities in the must optimal form.



Yes No Partially

The supplier should describe the training offered and highlight elements or activities that support the setting expectations for the Customer's benefit of the training.

Require-ment no.

13.2

Training, [advanced users] Require-ment type

R1

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The Supplier shall provide training to the Customer’s [advanced users].

The training shall include the teaching, materials and training etc. necessary and rele-vant to ensure that the Customer’s Super users obtains competencies necessary to per-form the following activities:

User administration Basic user training 1. Level support

The training and teaching activities may consist of both on-line and on-site teaching and training activities thus giving the Supplier the possibility to design the training activities in the must optimal form.



Yes No Partially

The supplier should describe the training offered and highlight elements or activities that support the setting expectations for the Customer's benefit of the training.

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14 Logical and system interfacesThe Total Solution comprises a number of systems in addition to the requested Solution. The expected correlations between user roles, business processes, business objects and integra-tion requirements are illustrated in the Business Architecture for course and examination planning, which has a five-year perspective. The Business Architecture thus shows the direc-tion in which the Customer wants the system landscape to move with implementation of the Solution.

14.1 Instructions for reading the diagramThe user interface contains the tasks a player must be able to complete. These are shown in the ovals. The user interface is what users directly see and use. Only the user interface for the Timetabling System and ‘Plan or other interface’ have been included here. The user interface for the Timetabling System is expected to be implemented with the Solution, while ‘Plan or other interface’ illustrates that there are various solution alternatives which AU will not de-cide on before the Solution has been chosen. Internal connections between business objects within the systems have not been illustrated.

Business objects are also shown as tasks, as they are considered to contain both data and business logic. There is, of course, interaction between the business objects shown, but this has been omitted from the diagram for simplicity.

The integration requirement for the various systems and business objects has been shown at a general level, and is also shown as a task, as it is a function needed by the various business objects. The various integration requirements may thus comprise a collection of relevant web services, applications, manual processes etc.Only integration requirements relevant to the Solution have been included. The illustration of integration requirements has not considered whether the various integration requirements can be met manually, fully or in part, during a transition period.

The players have been inserted immediately above the IT support box, and are linked to the tasks in which they are involved.

A link with no arrow indicates that the player uses the given task. A link with an arrow indic-ates that the task from which the arrow starts is dependent on or includes the task to which the arrow points. In essence: reading in the direction of the arrow means ‘uses’.

The Timetabling System and ‘Timetabling System user interface’ are what is being delivered with the Solution. The other systems included in the drawing are the Customer’s existing sys-tems:

STADS is the studies administration system EDDI contains the degree programme structure Blackboard is the Learning Management System Digital Eksamen is two systems for digital exams DaluxFM is the Facility Management system Exchange is Microsoft Exchange Stud. portal is a portal for students

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Finally, ProNestor is a room reservation system which lies outside the Customer’s system landscape, but much of the teaching for a large group of students takes place in rooms re-served using ProNestor.

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Figure 1 Business Architecture for course and examination planning with system overview and integration requirements

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15 Overview diagram showing business objectsTo make it easier to gain an overview of the business objects in the various systems, a diagram showing only the business objects has been created. The colours represent a logical grouping of the ob-jects, primarily to make the drawing easier to read and make objects easier to find in the various systems. This diagram does not consider which system owns the business object. Due to space con-straints, not all business objects have been shown in the diagram showing logical system interfaces. They have instead been grouped under Person (student, teacher, co-examiner, user, examiner, exam supervisor) and Planning Data (exam group, semester, exam, exam offered, course offered, ad hoc activity, teacher affiliation, registration, room and exemption).

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Figure 2 Overview of business objects used in course and examination planning at AU

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