Academic Affairs Information System 1 set

2026-11-03

Classification of the products to be procured : 1 Nature and quantity of the products to be purchased : Academi Affairs Information System set Type of the procurement : Purchase Scheduled Implementation Date : April 202 Basi requirements of the procurement : A Purpose of the System The system shall be designed to centrally manage academi affairs information, including student registration, course registration, grades, admissions, tuition and other academic-related information of the University, and to comprehensively support academi administration, educational activities, and student learning support for students, faculty members, and administrative staff. The system shall appropriately inherit the functions and customizations implemented in the current Academi Affairs Information System, while enhancing user convenience, improving operational efficiency, strengthening educational and student support functions, and enabling flexible responses to regulatory and institutional changes. B Target Users and System Scale The primary users of the system shall be approximately 3,30 students and approximately 20 faculty and administrative staff members of the University. In addition, certain functions shall be available to guarantors (parents/guardians). The system shall enable students, faculty members, administrative staff, and guarantors (parents/guardians) to securely and efficiently access the functions and information necessary for their respective roles. C System Usage Method and Performance The system shall provide a web-based environment accessible to students, faculty members, and administrative staff. Functions used by students and faculty members shall, in principle, be available through the web-based system. Functions used by administrative staff shall be available through either the web-based system or dedicated application software, in a manner that supports efficient operations. Access to functions and information shall be appropriately controlled according to user categories, access privileges, and information disclosure scopes defined by the University. The system shall provide stable performance during peak usage periods, including course registration, grade submission, admission result announcements, and other periods of intensive use, without adversely affecting user operations. D Integrated Academi Information Management The system shall provide functions for the centralized registration, management, and reference of academi information required by the University, including common master data, student registration, curricula, course registration, grades, progression and graduation determination, class cancellations and make-u classes, syllabi, notices, attendance records, advising records, course evaluation questionnaires, various applications, and other related information. Even when a student number changes due to progression from undergraduate studies to a master's program or from a master's program to a doctoral program, the system shall be able to associate and manage multiple student records belonging to the same individual and allow continuous access to historical enrollment, registration, grade, advising, and related information. The system shall enable searching, extraction, and output of academi information based on conditions specified by the University. Extracted data shall be exportable in CSV, Excel, and other formats specified by the University. E Educational and Student Support Functions The student portfolio function shall provide integrated access to student registration information, registration records, grades, attendance records, advising records, and other information necessary for student support, enabling comprehensive and timely understanding of the student's academi status. The system shall display and print GPAs calculated by educational objective categories and Diploma Policy categories, enabling comprehensive assessment of student learning status and educational outcomes. In addition, the system shall allow recording, management, and reference of students' self-study hours and provide list views, graphical displays, and similar features for continuous monitoring of learning activities. The attendance management function shall allow attendance information to be recorded, managed, and referenced using attendance verification methods consistent with the University's operational requirements. The system shall include IC card readers or equivalent attendance verification devices and support integration with the attendance management function. The health examination management function shall allow registration and management of periodi health examination results and permit access by students and authorized personnel designated by the University. The graduate student research achievement management function shall allow designated graduate students to register and manage academi presentations, journal publications, and other research achievements and enable these records to be referenced through the student portfolio and related functions. F Teaching and Learning Support Functions The system shall provide functions supporting teaching and educational activities, including syllabi, notices, course evaluation questionnaires, class cancellations, make-u classes, and related services. The syllabus function shall allow students and faculty/staff members to search and reference syllabus information through the web-based system and shall support display and output in both Japanese and English for items specified by the University. The notice function shall enable message distribution based on conditions specified by the University, including course, individual student, affiliation, academi year, status, and other criteria. The course evaluation questionnaire function shall support questionnaire setup, response collection, aggregation, reference, and output of aggregated results. G Functions for Guarantors (Parents/Guardians) The system shall provide a guarantor (parent/guardian) portal. The portal shall allow guarantors (parents/guardians) to access student registration information, course registration information, grade information, attendance information, grade reports, notices, and other information designated by the University for the corresponding student. The University shall be able to configure visibility settings for individual information items and individual students according to operational requirements. Guarantors (parents/guardians) shall be able to download grade reports and other documents designated by the University through the web-based system. H Admissions Functions The system shall provide functions supporting admissions operations, including applicant management, administration of admission examinations, admission decision management, pass/fail determination, notification of admission results, and related processes. Applicant and admitted-student information managed by the admissions functions shall be seamlessly transferred to student registration functions after enrollment. The University considers an integrated configuration covering both admissions and student registration functions to be desirable ; however, use of the same product or subsystem shall not be mandatory. I Student-Related Administrative Functions The system shall provide functions supporting student-related administrative operations, including tuition management, dormitory management, and other functions required by the University. Tuition management functions shall support payment management, bank account management, tuition waiver and deferment management, billing management, printing of tuition invoices, and other fee collection operations. The system shall also calculate and manage appropriate tuition charges and waiver amounts for long-term students, students on leave of absence, and other students whose tuition arrangements differ from the standard tuition structure. Furthermore, the system shall support management of tuition waivers, payment postponements, installment payments, and deferred payments in accordance with the University's operational requirements. Dormitory management functions shall support registration and management of dormitory residents, dormitory fees, rooms, and other information required by the University. J Certificate Issuance Functions The system shall be capable of issuing transcripts, certificates of enrollment, graduation/completion certificates, health examination certificates, and other certificates specified by the University. Certificates shall be generated and issued appropriately based on student registration information, course registration information, grade information, health examination information, and other data managed by the University. The system shall integrate with the existing automati certificate issuance machines and enable certificate issuance directly from system data without relying on nightly batch transfers or similar processes. The system shall support issuance of certificates in both Japanese and English as required by the certificate type. K Cloud Infrastructure The system shall be constructed using cloud services in order to improve system availability and reliability, ensure business continuity in the event of disasters or other unforeseen circumstances, and support stable long-term operation. The system shall, in principle, be deployed on an Infrastructure as a Service (IaaS) cloud platform. The cloud infrastructure shall provide sufficient processing capacity, availability, reliability, and security to ensure the safe and stable management of academi affairs information throughout the operational life of the system. The infrastructure shall also support prompt recovery and business continuity in the event of disasters, system failures, or other unexpected incidents. L Security The system shall provide security functions necessary for the proper protection of academi affairs information, including user authentication, access control, privilege management, protection of transmitted and stored data, acquisition and retention of operation logs, and other relevant security measures. Access to student grades, health examination results, advising records, and other personal information shall be appropriately controlled for registration, modification, viewing, and output according to user categories, authority levels, and disclosure scopes defined by the University. Where security vulnerabilities or security-related issues are identified, the vendor shall promptly provide necessary information and implement appropriate countermeasures. M Multilingual Support The system shall support the display and output of certain functions and information in both Japanese and English. Applicable functions and information shall include syllabi, various certificates, student names and affiliation information, graduate student research achievement records, and other functions and information designated by the University. N Data Migration, Expandability, and Integration with Other Systems The system shall be capable of migrating all historical records, including those of graduates and program completers, from the current Academi Affairs Information System, including student registration information, curriculum information, course registration information, grade information, academi determination records, advising records, and other information designated by the University. Data migration shall be performed in consultation with the University regarding the scope of migration, migration methods, and verification procedures, so as to prevent data loss, duplication, character corruption, inconsistencies among related information, and other migration-related issues. The system shall be configured to flexibly accommodate future functional enhancements and integration with other systems utilized by the University. Such systems are expected to include authentication infrastructures (such as LDAP and Active Directory), Learning Management Systems (such as Moodle), automati certificate issuance systems, e-mail systems, and other campus information systems. However, for systems whose integration targets or integration methods have not yet been determined, integration with any specifi product or method shall not be mandatory. O Test Environment The system shall provide a test environment separate from the production environment in order to allow advance verification and testing prior to changes to the production environment. Such testing shall include, but not be limited to, functional enhancements, configuration changes, responses to legal or regulatory changes, software version upgrades, and other modification activities. The test environment shall provide the functions and configuration necessary to verify settings, functions, and modifications before they are applied to the production environment and to confirm that such changes will not adversely affect production operations. P Operation Management and Maintenance Support The system shall provide functions necessary for stable operation, including operation management, system monitoring, fault monitoring, backu processing, data recovery, operation log retention, and other operational management functions. The system shall be configured with sufficient consideration for reducing operational workload and supporting continuous long-term use. The vendor shall maintain a support structure capable of providing fault response, inquiry support, and assistance in responding to legal, regulatory, and institutional changes under annual maintenance agreements concluded with the University. The vendor shall conduct proactive monitoring and maintenance activities in order to prevent system failures and shall provide a support framework capable of promptly identifying causes, assessing impacts, implementing temporary measures, and restoring services when failures occur. Upon implementation of the system, the vendor shall provide operational training necessary for faculty members and administrative staff to appropriately use the system, with the content of such training to be determined in consultati Time limit for the submission of the requested material : 1 : 0 1 November, 202 Contact point for the notice : Michio Nariya, Accounting Division, Muroran Institute of Technology, 27- Mizumoto-cho Muroran-shi 050-858 Japan, TEL 0143-46-5054

Hokkaido

2026-11-03