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 functionalities:
Scope Requirements: a. Configuration of school fee type, fee period, discount, etc. b. Management of government grants and subsidies per eligible pupil (approved period, subsidy received etc.) c. Fee collection, invoice and receipt generation (support for ePayment invoice/receipt). d. Ability to send e-invoice by batch e. Ability to send fee due notification (physical reminder and e-reminder) f. Support for cash, check, e-payment (NETS, VISA, FAST etc.) and bank reconciliation g. Deposit collection and refund management- Generation of reports (due payment advice, aging report, defaulter, daily closing reconciliation etc.)
🔴 Answer: ○ Yes [Next: Q2] ○ No [⚠️ Cannot Proceed]
Q2 🔴 Mandatory - Staff Matters
Main Question: Does your solution contain a Human Resource module that provides, but is not limited to, the following functionalities:
Scope Requirements: a. Staff Personnel Particulars and Employment Profile Management b. Payroll Management c. Leave Management d. Benefits and Claims Management e. Performance Appraisal Management f. Staff Communication and e-Surveys
🔴 Answer: ○ Yes [Next: Q3] ○ No [⚠️ Cannot Proceed]
Q3 🔴 Mandatory - Staff Deployment Management
Main Question: Does your solution contain a Staff Deployment module that provides, but is not limited to, the following functionalities:
Scope Requirements: a. Staff Attendance Tracking and Health Check Record Management b. Daily Staff Deployment Planning Management c. Relief Staff Deployment Management d. Staff-Child Ratio Evaluation (based on A26 guidelines)
🔴 Answer: ○ Yes [Next: Q4] ○ No [⚠️ Cannot Proceed]
Q4 🔴 Mandatory - Staff Training Management
Main Question: Does your solution contain a Staff Training Management module that provides, but is not limited to, the following functionalities:
Scope Requirements: a. Training Calendar that is integrated with ECDA Prospectus b. Staff Training Application and Training Records Management c. Individual Staff Training Roadmap, Portfolio, and Reflection Management d. Training Need Analysis, Training Program Identification and Implementation
🔴 Answer: ○ Yes [Next: Q5] ○ No [⚠️ Cannot Proceed]
Q5 🔴 Mandatory - Pupil Records Management
Main Question: Does your solution contain a Pupil Personal Record module that provides, but is not limited to, the following functionalities:
Scope Requirements: a. Pupil Personal Record Management (include Pupil personal particulars and guardian details) b. Pupil Registration Management and Fee Management c. Pupil Health Record, Allergies and Growth Chart Management (medical certificate, medical condition, medicine) d. Infant Care and Growth Chart Management (infant poop, sleep pattern etc.) e. Pupil Attendance Management and Daily Health Check f. Pupil Incident Report and Submission Management
🔴 Answer: ○ Yes [Next: Q6] ○ No [⚠️ Cannot Proceed]
Q6 🔴 Mandatory - Pupil Development Management
Main Question: Does your solution contain a Pupil Development Plan module that provides, but is not limited to, the following functionalities:
Scope Requirements: a. Class Allocation and Group Deployment b. Pupil Development Roadmap and Progress Report c. Pupil Learning Portfolio and Photo Gallery d. Integration with additional learning support programme from third parties of ECDA
🔴 Answer: ○ Yes [Next: Q7] ○ No [⚠️ Cannot Proceed]
Q7 🔴 Mandatory - School Operations Management
Main Question: Does your solution contain a School Operations Module that provides, but not limited to, the following functionalities:
Scope Requirements: a. Web Enquiry (allow parents to enquire about programme and indicate interest to enrol in the program) b. Prospect Follow-up (track enquiry and allow school to follow-up on the enquiry) c. Conversion and Enrol (allow school to convert and sign up new pupil into the programme) d. Maintenance Planning and Monitoring (e.g. cleaning, pest control, fixtures, etc.) e. Curriculum Development Framework f. Bus Transport Attendance and Temperature Tracking g. Visitor Tracking (e.g. sign-in/out time and their temperature)
🔴 Answer: ○ Yes [Next: Q8] ○ No [⚠️ Cannot Proceed]
Q8 🟡 Preferred - School Purchase Management
Main Question: Does your solution contain a Purchasing module for the school to order and purchase frequently used items and groceries from a list of pre-selected vendors?
🟡 Answer: ○ Yes [Next: Q9] ○ No [Next: Q9]
Q9 🟡 Preferred - School Asset Management
Main Question: Does your solution contain an Asset Management module to keep track of the school's asset?
🟡 Answer: ○ Yes [Next: Q10] ○ No [Next: Q10]
Q10 🟡 Preferred - Menu Planning and Food Quality Monitoring
Main Question: Does your solution contain a Food Menu Planning and Monitoring module that allows the school to plan a 5-week cycle menu based on Health Promotion Board (HPB) guidelines, and to allow the school to monitor the quality of the food?
🟡 Answer: ○ Yes [Next: Q11] ○ No [Next: Q11]
Q11 🟡 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: Q12] ○ No [Next: Q12]
Q12 🔴 Mandatory - 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: Q13] ○ No [⚠️ Cannot Proceed]
Q13 🔴 Mandatory - School Web Portal
Main Question: Does your solution contain a Web Portal that allows the school to manage content targeted at the parents? The portal shall support both static and dynamic content, such as:
Scope Requirements: a. Publicity and General Announcement (such as upcoming events and programmes) via SMS or Email b. School Media Repository, Portfolio and Showcase (such as PDPA consent procedure) c. Parents' Handbook, Terms of Reference and Agreements d. Real-time attendance and incident notification e. Case management and reports f. Feedback and E-survey (school can create their own survey questionnaire and collate survey results) g. Parent Education Resources and Programmes h. Parents Self-Service Portal (allow parents to login to update personal particulars and information about their child)
🔴 Answer: ○ Yes [Next: Q14] ○ No [⚠️ Cannot Proceed]
Q14 🔴 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: Q15] ○ No [⚠️ Cannot Proceed]
Q15 🔴 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: Q16] ○ No [⚠️ Cannot Proceed]
Q16 🔴 Mandatory - Pre-Visit Licence Evaluation Preparation
Main Question: Does your solution allow the school to prepare the Pre-Visit licence Evaluation form?
🔴 Answer: ○ Yes [Next: Q17] ○ No [⚠️ Cannot Proceed]
Q17 🔴 Mandatory - 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: Q18] ○ No [⚠️ Cannot Proceed]
Q18 🔴 Mandatory - ECDA Centre Management Integration
Main Question: Does your solution allow for integration with the ECDA Centre Management System via API?
🔴 Answer: ○ Yes [Next: Q19] ○ No [⚠️ Cannot Proceed]
Q19 🟡 Preferred - AI Powered Education Management
Main Question: Does your solution have any AI features?
🟡 Answer: ○ Yes [Next: Q20] ○ No [Next: Q21]
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Q20 🔴 Mandatory Follow-up - AI Powered Education Management - Elaboration
This question appears only if you answered "Yes" to Q19
Main Question: Describe your AI features. Examples are:
Examples: 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 pupil d. Others, please specify
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q21] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q21 🔴 Mandatory - e-Form Management
Main Question: Does your solution allow for the creation and update of the following forms:
Form Categories: 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
🔴 Answer: ○ Yes [Next: Q22] ○ No [⚠️ Cannot Proceed]
Q22 🟡 Preferred - Kindergarten Enrolment e-Form Management
Main Question: Does your solution allow for the creation and update of Form for Kindergarten enrolment:
Form Requirements: a. 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: Q23] ○ No [Next: Q23]
Q23 🔴 Mandatory - Kindergarten Information 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: Q24] ○ No [⚠️ Cannot Proceed]
Q24 🔴 Mandatory - e-Signature or Digital Signature Workflow
Main Question: Does your solution support e-Signature or Digital Signature workflow that allows users to route forms for signing and capture audit trail information (including date timestamp, location, IP address, etc.)?
🔴 Answer: ○ Yes [Next: Q25] ○ No [⚠️ Cannot Proceed]
Q25 🔴 Mandatory - Data Export
Main Question: Does your solution support exporting form data in various formats (e.g., CSV, Excel, etc.) for external system processing (i.e. preschool's centre management system) and generating e-copy versions of the form for audit purposes?
🔴 Answer: ○ Yes [Next: Q26] ○ No [⚠️ Cannot Proceed]
Q26 🔴 Mandatory - Upload of Supporting Documents
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: Q27] ○ No [⚠️ Cannot Proceed]
Q27 🟡 Preferred - System Integration and Connectivity
Main Question: Does your solution provide APIs for sharing and/or retrieving of information with external platforms or solutions other than the integration with ECDA Centre Management System via API as stated in requirement 18? e.g. able to link to MyInfo to autofill personal detail, able to link to ECDA system, etc.
🟡 Answer: ○ Yes [Next: Q28] ○ No [Next: Q29]
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Q28 🔴 Mandatory Follow-up - System Integration and Connectivity - Elaboration
This question appears only if you answered "Yes" to Q27
Main Question: Briefly describe the APIs available.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q29] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q29 🟡 Preferred - Third-Party Integration
Main Question: Is your solution currently integrated with the pre-schools' existing IT systems?
🟡 Answer: ○ Yes [Next: Q30] ○ No [Next: Q31]
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Q30 🔴 Mandatory Follow-up - Third-Party Integration - Elaboration
This question appears only if you answered "Yes" to Q29
Main Question: Briefly describe the integrations currently available with the pre-schools' IT systems.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q31] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q31 🔴 Mandatory - Invoice Receipt Generation
Main Question: Does your solution support invoice and receipt generation (support for ePayment invoice and receipt)?
🔴 Answer: ○ Yes [Next: Q32] ○ No [⚠️ Cannot Proceed]
Q32 🟡 Preferred - Electronic Signature Compliance
Main Question: Does your e-Signature or Digital Signature document comply with IMDA's Electronic Transactions Act (ETA) (Cap 88)?
Reference Information: Note: Please refer to the below URL for more information on Electronic Transactions Act (ETA) https://www.imda.gov.sg/regulations-and-licensing-listing/electronic-transactions-act-and-regulations
🟡 Answer: ○ Yes [Next: Q33] ○ No [Next: Q33]
Q33 🔴 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: Q34] ○ No [⚠️ Cannot Proceed]
Q34 🔴 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: Q35] ○ No [⚠️ Cannot Proceed]
Q35 🔴 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).
To comply with this requirement, you MUST complete the Personal Data Protection Requirements form at https://go.gov.sg/pdp.
🔴 Answer: ○ Yes [Next: Q36] ○ No [⚠️ Cannot Proceed]
Q36 🔴 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.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q37] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload]
Q37 🟡 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: Q38] ○ No [Next: Q40]
Q38 🟡 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?
Additional Information: 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.
Note: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q39] ○ No [Assessment Finished]
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Q39 🔴 Mandatory Follow-up - CEM for Product Principal - Elaboration
This question appears only if you answered "Yes" to Q38
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
Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload]
Q40 🟡 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?
Additional Information: 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.
Note: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q41] ○ No [Assessment Finished]
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Q41 🔴 Mandatory Follow-up - CEM for Resellers - Elaboration
This question appears only if you answered "Yes" to Q40
Main Question: Please specify the following information:
Required Information: i. The cybersecurity certification the organisation has met ii. The scope of the certification
Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload]
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