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SOP for onboarding Universities and HEIs

Pre Requisites​

Following are the prerequisites for onboarding new Universities/Higher Education Institutions:

  • A request to implement Samarth eGov Suite from the Head of the Institutions on the following address:

Principal Investigator (PI),Project Samarth​

Dr. Sanjeev Singh

CC: Project Office

Note: The University must be Central/State or Institutions of National Importance mentioned in the list of approved Universities by UGC

Verification by the Batch Coordinator which includes​

  • UGC list of State University/Central University (and not the UGC approved university list) and list of Institutions of national importance.
  • Checking official website of University

Pre-Implementation Process​

A leadership meeting will be held with the University for discussion on Project Samarth and readiness of the University. presentation​

Following points should be disscused in the leadership meeting:-

  • About Samarth eGov Suite
  • Functions & Modules
  • Implementation Process
  • Escalation Matrix Process
  • Office Order Details
  • Knowledge Baseand Demo Portal

After the readiness meeting, following documents will be shared with the University:-​

The following pre-requisites need to be provided by the University to proceed for next step:-

  • Details of Nodal Officer for Project Samarth
  • Escalation Matrix from University
  • Establish a Samarth Implementation Committee and share the details of the committee members with the Samarth team
  • An Office Order is to be generated for the implementation of Samarth at the University.

Webinar Process​

  • Mailing the University for Webinar, which includes:-

    • Sharing Webinar planner
    • Meeting link
    • Demo Credentials
    • Module administrator template

  • On the first day of Webinar for training of modules, conduct an Orientation Meeting (for 15 minutes) with the Nodal Officer and respective Module Administrators to:-

    • Guide them on the implementation and prerequisites of each module
    • Describe the importance and relevance of Module Sign-of Sheets
    • Explain the Samarth Implementation Guidelines
    • Explain the Samarth Support Process

Production Portal Deployment​

  • Coordinate with the Network Administrator.

  • The deployment of the production portal will only be done after receiving the following details in an office order which includes:-

    • Name of Nodal Officer
    • Details of module administrators
    • Details of function administrators

Note: A thorough testing has to be done by the Batch Rollout Supervisor before sharing the production portal with the University.

Base Module Session​

  • The base modules need to be configured to initiate the usage of the rest of the modules.
  • A customised configuration document will be made by the Project assistant.
  • Assigned Batch Rollout Supervisor will be responsible for the same.
  • Successful completion email along with key items discussed have to be shared on the same day.

Reviews​

  • Weekly and monthly reviews will be conducted by the Project Learning officer, Batch Coordinator and Rollout Supervisor along with the other team members where the key areas of discussion will be:-

    • Current implementation status and Challenges
    • Feedback
    • Queries

  • Conduct Walkthrough and Handholding Sessions, module-wise with the Module Administrator and provide hands-on experience to the users.

  • Inform the University/HEI about the On-Demand Modules i.e. Admission and Recruitment simultaneously. If they are willing to implement, guide them for the whole process while creating and maintaining Samarth Admission and Recruitment Portals.

  • Support and guide the University/HEI whenever required and provide the latest updates on respective production portals.

  • All the query requests can be submitted on Samarth Support Desk support@samarth.ac.in

  • All the change/feature requests can be submitted on newfeaturerequest@samarth.ac.in

Checklist and Dependencies​

  • Introductory and Orientation Meeting with the HEI - Project Implementation Team.

  • Production Portal to be deployed for the HEI- R&D Lead

  • Batch Planner to be sent to the University - Project Implementation Team

  • Training documents and FAQs to be sent to the HEI after each webinar - Project Implementation Team

  • Meeting Minutes to be prepared after webinars - Project Implementation Team

  • Webinar video to be uploaded on YouTube - Project Implementation Team

  • Training and handholding for base module - Rollout Team

  • Uploading Data for various modules in the portal - Data Center Team

  • Setting configuration of each module through specialist teams - Specialist Teams