Pre-School Management System + e-Forms for Pre-school
Provide the maintenance of pre-school centre operation (e.g. Health & Safety Management, Staff/Student/Asset Management systems) and Finance management (e.g. e-Payment, Invoicing) and allows creation and update of forms to facilitate preschool enrolment, withdrawal and subsidy application for use by parents, operators and ECDA.
Instructions
This page helps you prepare "Solution Requirements" section in Vendor Management Portal and you will see the exact questions and flow.
🔴 Mandatory questions: Must answer "Yes" to continue
🟡 Preferred questions: Can answer either way and continue
Follow the question flow as indicated
Q1 🔴 Mandatory - Finance Management
Main Question: Does your solution contain a Finance module that provides, but is not limited to, the following functions:
Functional Requirements: a. Configuration of school fee type, fee period and discounts (if any) and management and/or tracking of government grants and subsidies per eligible child (approved period, subsidy received etc.)
b. Paying processing with invoice and receipt generation
c. Support bulk sending of electronic invoices, receipts, and payment due notifications with both scheduled and on-demand reminder capabilities.
d. Tracking of different payment modes (cash, check, e-payment : NETS, VISA, FAST etc.) and bank reconciliation
e. Generation of basic reports e.g. aging report
🔴 Answer: ○ Yes [Next: Q2] ○ No [⚠️ Cannot Proceed]
Q2 🟡 Preferred - Finance Management - Preferred Features
Main Question: Does your solution provide deposit collection and refund management functionalities?
🟡 Answer: ○ Yes [Next: Q3] ○ No [Next: Q3]
Q3 🔴 Mandatory - Staff Records Management
Main Question: Does your solution contain a Staff Records module that provides, but is not limited to, the following functions:
Functional Requirements: a. Staff personnel particulars, attendance and health record management
b. Class allocation for staff
🔴 Answer: ○ Yes [Next: Q4] ○ No [⚠️ Cannot Proceed]
Q4 🟡 Preferred - Staff Records Management - Preferred Features
Main Question: Does your solution contain a Staff Records module that provides, but is not limited to, the following preferred functions:
Functional Requirements: a. Employment Profile Management
b. Benefits and Claims Management
c. Performance Appraisal Management
d. Staff Communication and e-Surveys
e. Daily Staff Deployment Planning Management with Staff-Child Ratio evaluation
f. Relief Staff Deployment Management
g. Payroll and Leave Management
🟡 Answer: ○ Yes [Next: Q5] ○ No [Next: Q5]
Q5 🔴 Mandatory - Child Records Management
Main Question: Does your solution contain a Child Records module that provides, but is not limited to, the following functions:
Functional Requirements: a. Child personal record management (include health information, allergies, growth chart management, medical certificate, medical condition, medicine, personal particulars and parent and/or guardian details)
b. Infant Care routine care records management (e.g. infant poop, feed, sleep pattern etc.) where applicable
c. Class allocation and group deployment
🔴 Answer: ○ Yes [Next: Q6] ○ No [⚠️ Cannot Proceed]
Q6 🟡 Preferred - Child Records Management - Preferred Features
Main Question: Does your solution contain a Child Records module that provides, but is not limited to, the following preferred functions:
Functional Requirements: a. Child development roadmap and progress report
b. Child incident report and submission management
c. Integration with additional learning support programme data from third parties of ECDA
🟡 Answer: ○ Yes [Next: Q7] ○ No [Next: Q7]
Q7 🔴 Mandatory - Child Attendance Management
Main Question: Does your solution contain a Child Attendance module that provides, but is not limited to, the following functions:
Functional Requirements: a. Manual and automated check-in and check-out (e.g. via digital QR codes and/or in-app sign in or out by teachers and/or facial recognition etc.)
b. Alerts and notifications sent to parents (when child is signed in or out, alerts for non-pickups, absences)
c. Child Attendance Profiles (contains monthly attendance details such as no. of days present and/or no. of days absent and/or no. of days expected to be present) and complete audit trails (date, timestamp and user who created or modified the attendance record to be displayed within the module's interface)
🔴 Answer: ○ Yes [Next: Q8] ○ No [⚠️ Cannot Proceed]
Q8 🔴 Mandatory - School Operations Management
Main Question: Does your solution contain a School Operations Module that provides, but not limited to, the following functions:
Functional Requirements: a. Web enquiry form (allow parents to enquire about programme and indicate interest)
b. Visitor Management (e.g. sign-in and/or sign-out time and their temperature)
🔴 Answer: ○ Yes [Next: Q9] ○ No [⚠️ Cannot Proceed]
Q9 🟡 Preferred - School Operations Management - Preferred Features
Main Question: Does your solution contain a School Operations Module that provides, but not limited to, the following preferred functions:
Functional Requirements: a. Bus transport attendance and temperature tracking
b. Maintenance planning and monitoring (e.g. cleaning, pest control, fixtures, etc.)
c. Curriculum development framework repository
🟡 Answer: ○ Yes [Next: Q10] ○ No [Next: Q10]
Q10 🔴 Mandatory - Parent Communication Management
Main Question: Does your solution allows the preschool to manage content meant for parents such as the following:
Functional Requirements: a. Publicity and general announcement (such as upcoming events and programmes) via SMS, Email or parent-centre app.
b. School media repository, child portfolio and highlights
c. Parents' Handbook, Terms of Reference and agreements e.g. PDPA consent, medication administration
🔴 Answer: ○ Yes [Next: Q11] ○ No [⚠️ Cannot Proceed]
Q11 🟡 Preferred - Parent Communication Management - Preferred Features
Main Question: Does your solution allows the preschool to manage content meant for parents by offering the following preferred functions:
Functional Requirements: a. Incident notification
b. Feedback and E-survey (school can create their own survey questionnaire and collate survey results)
c. Real-time chat function
d. Case management and reports
e. Parent Education Resources and Programmes
f. Parents Self-Service Portal (allow parents to login to update personal particulars and information about their child)
🟡 Answer: ○ Yes [Next: Q12] ○ No [Next: Q12]
Q12 🔴 Mandatory - Cloud and Multi-Device Accessibility
Main Question: Does your solution allow for cloud-based, mobile-based, and/or web-based usage?
🔴 Answer: ○ Yes [Next: Q13] ○ No [⚠️ Cannot Proceed]
Q13 🔴 Mandatory - ECDA Centre Management Integration
Main Question: Does your solution allow for integration with the ECDA Centre Management System via API?
🔴 Answer: ○ Yes [Next: Q14] ○ No [⚠️ Cannot Proceed]
Q14 🔴 Mandatory - School Registration Licence Tracking
Main Question: Does your solution keep track of the school registration record and auto-remind the school for licence renewal?
🔴 Answer: ○ Yes [Next: Q15] ○ No [⚠️ Cannot Proceed]
Q15 🟡 Preferred - Fire Drill Management
Main Question: Does your solution contain a Fire Drill Management module to manage fire escape routes plan, fire drill exercises, review of fire extinguishers expiring dates, schedule of fire drill exercises, schedule of fire alarm testing, maintenance schedule of fire equipment etc.?
🟡 Answer: ○ Yes [Next: Q16] ○ No [Next: Q16]
Q16 🟡 Preferred - HFMD Monitoring
Main Question: Does your solution provide a Hand Foot Mouth Disease (HFMD) Monitoring and Reporting module that allow the school to track incident and generate report for submission to Ministry of Health and ECDA?
🟡 Answer: ○ Yes [Next: Q17] ○ No [Next: Q17]
Q17 🟡 Preferred - Pre-Visit Licence Evaluation Preparation
Main Question: Does your solution allow the school to prepare the Pre-Visit licence Evaluation form?
🟡 Answer: ○ Yes [Next: Q18] ○ No [Next: Q18]
Q18 🟡 Preferred - SPARK Report Submission
Main Question: Does your solution allow the school to prepare and submit SPARK Standards Self Evaluation and Report to ECDA?
🟡 Answer: ○ Yes [Next: Q19] ○ No [Next: Q19]
Q19 🔴 Mandatory - e-Form Management
Main Question: Does your solution allow for the creation and update of the following forms:
Form Requirements: a. Child care enrolment and subsidy application i. Submit basic enrolment details (applicable for all children) applying for Child Care Subsidies ii. Apply for Start-Up Grant (SUG) and/or Child Care Financial Assistance (CCFA) (applicable for Singapore Citizen children only) ii. Update change in applicant (for existing enrolled Singapore Citizen children)
b. Subsidy update and Special Approval application (Existing enrolment) i. Update child and/or applicant/spouse's details (for existing enrolled Singapore Citizen children) ii. Apply or Renewal of Special Approval, Start-Up Grant (SUG) iii. Apply for financial assistance for child care (CCFA) for children who are already enrolled in the centre (applicable for Singapore Citizen children only)
c. Withdrawal from child care centre or subsidy scheme i. Withdraw child from child care centre ii. Withdraw from subsidy scheme
d. Provide basic enrolment submission details (applicable for all children) b. Support Kindergarten Fee Assistance Scheme (KiFAS)
Note: KiFAS is only applicable for Anchor Operators (AOPs) and Ministry of Education (MOE) Kindergarten only.
🔴 Answer: ○ Yes [Next: Q20] ○ No [⚠️ Cannot Proceed]
Q20 🔴 Mandatory - File Upload Feature
Main Question: Does your solution support the uploading of documents (File size up to 8 MB) from parents to facilitate the enrolment of the child?
🔴 Answer: ○ Yes [Next: Q21] ○ No [⚠️ Cannot Proceed]
Q21 🟡 Preferred - Annex Management
Main Question: Does your solution allow for the creation and update of Annexes for collection of additional information (e.g. allergies, grandparents' contacts, etc.)?
🟡 Answer: ○ Yes [Next: Q22] ○ No [Next: Q22]
Q22 🟡 Preferred - Vacancy and Waitlist Management
Main Question: Does your solution contain a Vacancy and Waitlist module that provides, but not limited to, the following functions:
Functional Requirements: a. Update vacancies in real-time by service/programme type, auto-calculate vacancies based on enrolments and withdrawals and set capacity limits through integration with staff records to maintain compliant staff-child ratios
b. Display confirmed incoming or outgoing children for each service and/or programme.
c. Waitlist management of enrolment interests from different channels e.g. internal transfers, walk-ins, social media lead, web portal leads, etc
d. Track and monitor the sequence of applicants and allocates available vacancies based on predefined rules or priority order
e. Generate monthly vacancy statuses for each service level showing at least seven months (current and six following months) of data with the labels 'Available', 'Limited' and 'Full' in a format compatible with ECDA's Content Management System.
Note: "Limited" is defined as less than or equals to 5% of available capacity
f. Sends out real-time alerts or display visual indicators triggered by pre-defined conditions (e.g. when certain level of capacity or limit is reached).
Important Note: This requirement will be Mandatory from 30 June 2026 onwards
🟡 Answer: ○ Yes [Next: Q23] ○ No [Next: Q23]
Q23 🟡 Preferred - Multi-Tenancy Vacancy and Waitlist Management
Main Question: Does your solution support multi-tenancy with consolidated view and management of vacancy and waitlist data across multiple centres?
🟡 Answer: ○ Yes [Next: Q24] ○ No [Next: Q24]
Q24 🔴 Mandatory - Dashboards and Reports
Main Question: Can your solution provide dashboards and reporting capabilities to track key metrics, user interactions, operational performance, or other relevant data insights across your digital solution?
Technical Requirements: Your digital solution should have one or more dashboards that provide an at-a-glance overview of key metrics/indicators with at least 4 charts/graphs to help users analyse data through data visualisation.
Interactive Features Required: The dashboard must include at least one of the following interactive features:
Option 1: Interactive charts/graphs that allow users to interact with one chart and apply that interaction as a filter to other charts on the dashboard, and vice versa
Option 2: At least three common filters/slicers applicable to ALL charts/graphs on the same dashboard
🔴 Answer: ○ Yes [Next: Q25] ○ No [⚠️ Cannot Proceed]
Q25 🟡 Preferred - AI Powered Education Management
Main Question: Does your solution have any AI features?
🟡 Answer: ○ Yes [Next: Q26] ○ No [Next: Q27]
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Q26 🔴 Mandatory Follow-up - AI Powered Education Management - Elaboration
This question appears only if you answered "Yes" to Q25
Main Question: Describe your AI features. Examples are:
Example Features: a. Use of Chatbot to assist with parent's queries
b. Ability to generate draft paragraphs of children's portfolio based on image analysis
c. Ability to provide recommendation on food menu planning based on health condition of child
d. Others, please specify
Confirmation: Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q27] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q27 🔴 Mandatory - Business Data Extraction
Main Question: Can your solution enable SMEs to efficiently extract business data in various discrete formats such as CSV, XLSX, XML, and TSV?
🔴 Answer: ○ Yes [Next: Q28] ○ No [⚠️ Cannot Proceed]
Q28 🔴 Mandatory - Personal Data Protection
Main Question: Can your solution demonstrate compliance with the following Personal Data Protection requirements?
Compliance Requirements: Digital solutions that collect, use, disclose, process or dispose personal data should incorporate features that support the obligations under the Personal Data Protection Act (2020).
Mandatory Action: To comply with this requirement, you MUST complete the Personal Data Protection Requirements form at https://go.gov.sg/pdp.
🔴 Answer: ○ Yes [Next: Q29] ○ No [⚠️ Cannot Proceed]
Q29 🔴 Mandatory - Vulnerability Assessment/Penetration Testing (VA/PT)
Main Question: Has your solution undergone a comprehensive security vulnerability assessment/penetration testing (VA/PT) conducted by a qualified third-party within the last 12 months? The scope of the VA/PT must cover network security; application security; data protection measures and access control (if applicable); API security testing (if applicable); Cloud security configuration review (if applicable). Specifically, for web application security, the scope must cover minimally all OWASP Top 10 vulnerabilities.
Submission Requirements: Please submit the VA/PT report (dated maximum 1 year from the checklist submission date). The VA/PT Report must include Executive summary; Detailed findings and risk ratings; Remediation recommendations; Evidence of vulnerability fixes or mitigation plans; Testing methodology used; Scope of assessment; Assessor's qualifications and certifications.
If you are the reseller of the solution, please obtain the VA/PT report from your product principal. SOC 2 Type II report can be accepted if the detailed technical vulnerability assessment results are part of the SOC2 Type II scope.
Note: [1] Qualified third-party refers to: CREST-certified companies [ https://www.crest-approved.org/members/] or companies with security professional with relevant CREST certifications; Security professionals with recognised certifications such as: Offensive Security Certified Professional (OSCP); EC-Council Certified Penetration Testing Professional (CPENT); GIAC Penetration Tester (GPEN); or other equivalent industry-recognised certifications.
Confirmation: Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q30] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload]
Q30 🟡 Preferred - Cybersecurity Compliance - Cyber Essentials Mark (CEM)
Main Question: Are you the Product Principal of the solution that you are submitting for pre-approval?
🟡 Answer: ○ Yes [Next: Q31] ○ No [Next: Q33]
Q31 🟡 Preferred - CEM for Product Principal
Main Question: Has your organisation achieved CSA Cyber Essentials for ICT Vendor Mark certification or equivalent recognised cybersecurity certifications (including but not limited to Cyber Trust Mark or ISO27001) that validate the implementation of appropriate security controls against common cyber threats in your organisation and the solution you are submitting for pre-approval?
Important Note: Vendors are encouraged to comply at application and are required to meet this requirement by the Annual Review, where it will be assessed as mandatory.
Reference: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q32] ○ No [Assessment Finished]
Q32 🔴 Mandatory Follow-up - CEM for Product Principal - Elaboration
This question appears only if you answered "Yes" to Q31
Main Question: Please specify the following information:
Required Information: i. The certificate demonstrating your organisation has attained Cyber Essentials for ICT Vendors
ii. The cybersecurity certification the organisation has met
iii. The scope of the certification
Submission Requirements: Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
Confirmation: Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details] Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload]
Q33 🟡 Preferred - CEM for Resellers
Main Question: Has your organisation achieved CSA Cyber Essentials Mark certification or equivalent recognised cybersecurity certifications (including but not limited to Cyber Trust Mark or ISO27001) that validate the implementation of appropriate security controls against common cyber threats in your organisation and the solution you are submitting for pre-approval?
Important Note: Vendors are encouraged to comply at application and are required to meet this requirement by the Annual Review, where it will be assessed as mandatory.
Reference: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q34] ○ No [Assessment Finished]
Q34 🔴 Mandatory Follow-up - CEM for Resellers - Elaboration
This question appears only if you answered "Yes" to Q33
Main Question: Please specify the following information:
Required Information: i. The cybersecurity certification the organisation has met
ii. The scope of the certification
Submission Requirements: Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
Confirmation: Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details] Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload]
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