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									   Activity :           Hiring national consultant(s) to develop a web portal for Fisheries
                        College.
   Activity Ref. No :   MARD/FSPS- II STOFA/2010/4.8.3
   Deadline :           15hrs on 16/03/2010
   Contact person :     Mr. Lai The Hung, STOFA component Deputy Director
   Tel :                Mobile: 0912 390 411
   Email :              laijhung@gmail.com
   Address :            STOFA component office, No2 Ngoc Ha, Ba Dinh, Ha Noi


                              TERMS OF REFERENCE
                    on developing web portal for Fisheries College.
                                     (Activity 4.8.3/2010)



1. THEORETICAL BACKGROUND AND NECESSITY FOR DEVELOPING A
WEB PORTAL

1.1. Theoretical background

       Implementation of IT application in education management is under close
supervision and direction from the State and Ministry of Education and Training as it
effectively facilitate information exchange between schools and administrators in fast,
timely and accurate manner. On February 17th, 2000, the Polit Bureau issued an Order
No 58/CT/TW to promote the application and development of IT in support of the
national cause of industrialization and modernization. On October 3rd, 2008, Minister
of Education and Training issued a Directive No 56/2008/CT-BGDDT on key tasks of
Ministry of Education and Training for academic year of 2008 – 2009 with the theme
“promotion of IT application and renovation of financial mechanism”. The Directive
highlighted some key points such as: each school needs to have its own website
publishing relevant activities in its operation; Implementation of an email system that
matches with domain name of respective universities, institutes and colleges to provide
to all students and managers alike; The establishment and provision of emails based on
domain of each school is fundamentally achieved; Promotion of IT applications in
renovating teaching and learning methodology; developing a number of information
contents in support of training; self-learining, self-seeking information is put into full
play; creating all favorable conditions for students to study at any time and in any
places; Encouraging the use of electronic devices in preparing lectures and experience

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sharing on IT application in teaching via schools’ websites and that of the Ministry;
Implementing PAR and e-government, distributing official documents via internet. IT
applications in all operation of the school. Developing management information
system that is to link to education management information system of Ministry of
Eduction and Training.

1.2 The necessity of developing web portal and training management software for
Fisheries College:

     Fisheries College currently has over 200 teachers and provides training for more
than 4,000 students annually and in majors such as aquaculture, bio-technology,
accountings, business administration, finance and banking, IT applications, fisheries
processing, foodstuff processing, environmental technology...

     At present, fisheries college has a website at http://www.cdts.edu.vn yet the
integration of websites of faculties, divisions and centres under the college has not
been estalished and services provided in these websites have not met demands for
development of the college, especially under the context of establishing new training
establishments in Quang Ninh and Ho Chi Minh city, that makes the information
connection difficult to implement.

     Training management system is manually operated and IT application in
management and execution is not widely used. The college follows multi-sectoral and
multi-discipline training models with various levels, hence traditional way of
management has shown many disadvantages such as: student database dispersed in
different faculties and divisons, management process overlaps and largely depend on
manual operation. Information resources dispersed not only wastes time and efforts of
staff for management but also easily leads to mistakes in information processing.

     In its School Development Strategy for Fisheries College for period 2009 – 2015,
and Vision to 2020, it clearly defines:




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Mission: Improve capacity for international integration and fulfillment of
requirements for development in the agriculture and rural development sector by
delivering high quality human resources via training, espcially training for human
resources in fisheries sector, and promoting R & D and tranferring advanced science
and technology to production.

Vision: Fisheries college is one of key national college famous for fisheries training at
national, regional and international levels. By 2015, fisheries college will have met all
conditions and standards for a university of Technology and Fisheries.

Therefore, the uniform application of IT in management will be a breakthrough for
Fisheries college to optimize the use of its human and financial resources to improve
quality of management, training and performance of teachers and students in
accordance with the approved School Development Strategy.

2. OBJECTIVES OF CONSULTANCY:

Objectives of consultancy is to assist Fisheries college :

 To develop a web portal for Fisheries College (web pages in both English and
   Vietnamese) to integrate information and services for teachers and students (more
   details in section 3 of output 4). The web portal will be a place to supply
   information and services to target groups ranging from managers, lecturers,
   researchers to students.

 To build in training management functions in the web portal in order to provide
   computerized solutions to credit-based training activities of the Fisheries College
   (details in section 2 of output 4). Scope of application: formal college and te (cho
   hệ cao đẳng và trung cấp chính quy

3. OUTPUTS:

Output 1: A report produced evaluating the current situation of IT application in
training management and operation of the website of Fisheries College (cdts.edu.vn)
and identifying advantages and disadvantages of the website in terms of technology,
contents, appearance.. and possible integration and tranfer of information from the
website to a portal.

Time for completion: 2 weeks.

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Consultants must consider the following issues::

    -    Studying procedures for training management at college and technical
         secondary levels in order to make proposals on management contents to be built
         in the web portal;

    -    Evaluating web portal structure and interface in terms of contents and
         appearance.

Output 2: A report produced proposing technical solutions.
Based on results of output 1, consultants proprose solutions to developing a web portal
of Fisheries college, which include:
    -    Technology solutions: consultants select commercial software with famous
         brand, software based on portal which have been used in Vietnam and are
         capable of expanding and have strong tools for developing website easily.
    -    Content solutions:
- In terms of contents:
         Web portal of Fisheries College must be a provider of information on the College’s
activities, management and direction, fisheries legislation and policies, international
cooperation, science and technology...
        Specialized information extracted from websites of other ministries or sectors, e.g.:
-       Information on training from Ministry of Education and Training website;
-       Information on fisheries sector from MARD websites...
The web portal must also meet requirements on training management, provision of
training services to and Q & A section for lecturers and students.
Consultants are required to consider the following issues:
-       Proposing solutions for integrating information contents from current website of Fisheries
        College (cdts.edu.vn);
-       Proposing solutions for building computer -based training management tasks and
        integrating these in the portal;
-       Decentralization on portal management: web master, chief editor, editors.. to ensure news
        and articles are edited and uploaded.
-       Decentralization on training management: rights to entering, correcting and looking up
        students’ scores, to ensure information security in accordance with regulations on training
        management...
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-    Developing solutions to information security for external and internal access; solutions to
     load-balancing and fail-over.
Duration: 2 weeks.
Output 3: Detailed working plan on web portal development.
The working plan must include detailed information on starting and completion dates
for each item of work. In case the consultants need to work with related units in the
College, they must specify time, location and composition of participants so that the
Science and Technology can make working schedule with these units concerned.
Duration: 2 days..

Output 4: Web portal software developed

Software requirements:
1.   Software: Consultants can select among portal softwares which are currently
     available in Vietnam; cost for copyrights of portal technology is not included in
     the consultants’ bidding documents.
Software requirements:
-    Portal based softwares are commercial products and applied in Vietnam. They
     are able to expand and have strong tools to develop websites easily;
-    Potential for expanding and upgrading applications: web portal must be
     designed for rapid data development, applications are initially installed in one
     computer and more different servers in order to disperse data. Adding server to
     the system does not require changes in the software but only simply re-order
     what new functions new server will take.
-    Personalization: allowing different information system, various information
     region performance, arranging interfaces by independent users. In addition, users
     are allowed to create a room for storing their own documents, working schedules
     and working reminders to which other users can not access;
-    Integration and links with many sources of information: allowing to integrate
     information from many sources under different formats which are used for
     various users based on results of personalized information;
-    Publishing information: collecting and extracting standard format information
     from different sources, and owning standard information publishing mechanism;


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-   Single sign-on : connecting users with Active Directory of Windows . This helps
    users not to declare singed up information when the users get access to the portal
    by domain accounts. In addition, users are given userrights for forbidden to use
    other information area in the portal.
-   Management of users: management of users connect with active directory and
    allows to create new users of the system without active directory.
-   Centralized master: providing a screen of centralized management. Webmaster
    can master server of the portal, and the web content, and internally cooperate or
    from outside in a unique area. The functions include: site hierachy, security, anti-
    virus, backup and store, and content deployment.
-   Setting up cooperative environment and information exchange: allow users
    to exchange information; to discuss, change and see shared information;
-   Searching flexibility: the system helps users to find information inside and
    outside the portal (available websites set up before). Also, the system assists with
    full text search in files of. txt., .docx, .xlsx, .doc, .xls, .ppt, .pdf;
-   Possibility of managing documents by versions assists document management in
    the system by versions, automatically selecting suitable versions or version
    selected by users;
-   Managing work processes: including work assignment and management for
    under-control information; supporting 3 state process that makes many users do
    one work at a time. An user can set up a working process in his/her way.
-   Independence in content and interface: changing interface without changing
    contents of the system. In addition, changing one interface does not affect other
    interfaces.
-   Standardization of interface: applicance is required to operate well in different
    programmes like Internet Explorer, Firefox, Opera, Netscape Navigator,...
-   Possibility of expanding portal’s functions: providing more functions for the
    portal, interfere current and new contents of the portal but do not affect the core
    of the portal; supporting users with a tool of Microsoft Visual Studio to develop
    the portal further.
-   Compatible with Vietnamese language and ability of localizing (if using
    foreign application): using unicode for data backup and screening. Webmaster


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    can change language independently without interfering source code of
    applicance.
-   Including safe and stable operating ability, which allows to recover rapidly
    operation of background software when hardware is broken down.
-   Including load-balancing and fail-over ability, which allows to serve a great
    number of connections at once (for users of information exploiting, updating and
    managing)) at high speed;
-   Including information control mechanism, which allows to require automatically
    software to destroy virus in automatic virus checking system that data bring to;
-   Having system management tools which provide control ability the whole
    software system, using administration, local information locking, preventing
    from accessing when problems occur.
-   Bringing unity of pure Web appearance for users and administrator, simple and
    high aesthetics web appearance
-   Owning ability of accessing diversified data sources, information exchange with
    other databases;
-   Owning strong ability of searching and exploiting information;
-   Providing one-gate sign up service: signing up one time, user can use and exploit
    service sources, apply integration in system;
-   Operating in stable environment background;
-   Supporting multi-means;
-   Creating environment for integrating applications and services;
-   Building environment for cooperating and changing information. Providing
    strong and flexible individualization ability that allows users to build, customize
    content and appearance in their space;
-   Reducing cost for implementing, managing and maintaining information system;
-   Including mechanism and tools for copying, storing and backing up database,
    ensuring to recover system when problems occur;
-   Following industrial standards like TCP TCP/IP, HTTP, FPT, RSS, SSl, LDAP.
-   Supporting standards: webservice, XML, unicode, http
-   Well integrating with Microsoft Office, Microsoft Exchange
-   Supporting Microsoft Windows, AD background;

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-    Supporting MS SQL Server database;
-    Supporting cooperative functions like calendar, contact list, emails, online
     (presense, IM);
-    Providing tools willing to support information publishing (publishing process,
     composing friendly messages)
All above requirements are made for:
-    Providing information and services to Fisheries college management;
-    Providing information and services to lecturers;
-    Providing information and services to students;

2. Requirements on setting up training management system:
     Training management system is established in order to enable the IT application
in training management work at secondary and college levels. The system must ensure
the decentralization for each user corresponding to their roles and responsibilities
(leaders, managers, departments, faculties, students…); manage users’ access to
training management database , i.e. who is accessing to the database, when, for what
purpose…; database back-up and restoration of database; the training management
functions must be in line with rules and regulations of Ministry of Education and
Training and Fisheries college itself. Moreover, the sytem must fulfill the following
requirements:
-    Student management: allow the management of all relevant information of a
student from enrolment to graduation; allow the transfer of data on students passing
entrance examinations to the system; automatically classifying students in terms of
majors, registered majors and enable encoding students in different ways based on
regulations on encoding students issued by Ministry of Education and Training;
Enable management of information related to student lists, students’ records, students
getting rewards or/and discripline, positive discrimination, changes of class, majors or
academic year. All these types of information will be in archive. Moreover, the system
should enable the users to customize and make statistical report as needed.

-    Management of training plans: Making training plans and modules based and
credit based training classes, lecturers, studying rooms; establishing presequisite
conditions for studying in advance or simultanously... ; establishing optional training
modules and management of predictative data on propective number of students which

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serve as a basis for the training division to make a training plan. After a detailed
training plan is developed, it will be sent to various Faculties and Subjects (via training
division section) the information on: training modules, credits, training time (on
weekly basis), classes. Moreover, the system will help make a panorama picture of
training plan for each class under all training forms .

-     Online registrationt: allows prospective students to enroll online and helps calculate
numbers of students registering for credit based or module based class, number of registered
and unregistered students ; manage the calcellation or reduction on classes upon results
of online registration, printing out results of students’ registration. The system will
then check whether there is overlap of training schedules...

-     Management of training schedules : develop table for training plans for the
whole year; detailed plans in terms of training modules, availability of lecturers and
studying rooms; support with the fuctions of making training timetable automatically
based on some presequisite conditions, arranging timetable manually by drag and
drop clicks to ensure training timetables with no overlap of lecturers or rooms... the
system is required to enable the link among faculties, divisions in Fisheries college in
order to make the most reasonalbe training timetable and quickly extract and distribute
such timetable to each divions, faculties and each lecturers and class.

-      Management of examination: Making a list of students eligeble or uneligeble
for examination (based on their performance or provision of tution fees); making a list
of students for each exam room, student code,

-      Management of academic performance: this function allows: updating scores
for each class; updating and managing scores for each exam; consolidation of scores
and ranking students; view and print out academic performance of each student... ;
making statistical report in support of training management as regulated by Ministry of
Education and Training.

-      Evaluation of student’s performance : this fucntion allows the updating of
performance of each student, their possible rewards or descipline; automatically
evaluating to decide whether an excellent performance title is awarded or not; printing
out statistical report...



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-      Management of tution fees: Making a list of students exempt from tution fees;
identifying tution fee rate based on credits, training modules; preparing invoices based
on registered modules; printing out invoice book on monthly, semester and annual
basis; counting number of students who failed to pay tution fees according to semester
or academic year; printing out statistical reports in support of management work.

-      Management of scholarships: Make a list of students eligible for financial
support; management of fund for scholarships; allocation of scholarships; classifying
scholarships on the basis of types of students; studying outcomes and performance;
evaluation to decide students eligible for getting scholarships; priting out list of
students under evaluation for scholarships and list of types of scholarhips.

-      Management of decisions on on-going study or dropout : the system allows
the screening of students who are to be temporarily suspended from studying or
dropped out of school as regulated by Ministry of Education and Training.

-      Graduation and degree award management: evaluating students to decide
whether he/she is eligible for thesis writing; graduation examination; evaluation for
graduation; classifying graduation rank; list of graduatees; management of information
on degrees awarded.

3. . Contents and interface of the web portal:

Interface: Designing Vietnamese and English versions of the web portal is required to
enable users from Fisheries college units to get access to all information and database
upon accessing to the web portal.

In terms of contents, the portal is required to enable the performance of the training
management functions as mentioned in section 2 of this Output (requirements on
setting up functions on training management) and extraction of following information
to the portal for use of lecturers and students:
-    The whole training programmes and training schedules;
-    Accumulated and non-accumulated results on students’ performance;
-    Information on students’ performance, rewards and disciplines..
-    Information on finacial aspects, i.e. scholarships, fees...




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The portal also provides information on the Fisheries College, i.e. functions,
development strategy, mission, visions....Information and data related to the College’s
units are arranged in key areas as follows:
-    General information (news, announcement, workshops....)
-    Organizational structure;
-    Training information;
-    Scientific research;
-    International cooperation ;
-    Staff and lecturers;
-    Admission of students;
-    Students’ activities;
-    Activities of organizations, union;
-    Section for former students;
-    Section for former lecturers;
-    System on document management;
-    System on forms and formats;
-    Management of working schedules;
-    Consultancy, online support..
-    Documentaries and galleries;
-    Q & A session;
-    Sesion for feedback;
-    Specialized information and data integrated from websites of other Ministries
     and sector.

Integrated services:
-    Online training;
-    Emails;
-    Forum.
Consultants are required to consider the following:
-    Set up and integrate the training management section in the portal;
-    Study to integrate the current database of Fisheries college in the portal;
-    Set   up      utilities:   searching,   counting   users,   forum,   advertising,   link
     management…..;

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-    Setting up Question/Answer section in the portal to enable managers to answer
     online.
Completion date : 1/6/2010
Output 5: Trial operation of the web portal.
Time for completion: 10/6/2010
Output 6: Training on and transferring of technology.
-    Developing operational manual (Vietnamese)
-    Training on web portal management for web master.
-    Training for 15 staff of Fisheries College on how to use the web portal (regarding section on
     training management)
Time for completion: 15/6/2010
Output 7: Handing over source code, web portal (software), and final report on the
web portal;
       Reporting results of setting up the web portal via workshops and seeking
experts’ advice.
Time for completion: 25/6/2010
Output 8: maintenance of the web portal for 12 months.
4. METHODOLOGY
-    Survey to be conducted on 9 units under Fisheries College:
    STT                       Units                          Location
     1   Training Department                             Fisheries College
     2   Student Management Department                   Fisheries College
     3   Science and International Cooperation Dept.     Fisheries College
     4   Quality Testing and Experiment Dept.            Fisheries College
     5   Organization and Administration Dept.           Fisheries College
     6   IT Faculty                                      Fisheries College
     7   Aquaculture Faculty                             Fisheries College
     8   Economics Faculty                               Fisheries College
     9   Basic Science Faculty                           Fisheries College
-    Organizing a workshop on selected methods responding to each content of
     recommended solutions;
-    Analyzing targets of the web portal based on input information (provided by
     Fisheries College) including schedule, expenditure, and human resources plan
     for human and financial resources for feasible implementation;

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-       Developing the web portal under the process of software development, including:
        (1) analyzing and assessing demands of users; (2) analyzing and designing
        structure of database and users; (3) Programming functional modules; (4) testing
        the software; (5) Revising; (6) Training and transferring of technology.
-       Organizing a workshop to evaluate the set-up software.

5. ACTIVITIES.

Activity 1 (in order to deliver output 1): A report produced evaluating current
situation of IT application in training management and website administration in the
Fisheries College which involves the following steps:
-       Making a detailed plan for survey;
-       Developing contents for survey;
-       Working with IT faculty and other units under the Fisheries College;
-       Writing report on outcomes of survey;
-       Conducting a workshop to present the outcomes.

Activity 2 (in order to deliver the output 2) a report produced proposing technical
solutions to setting up the web portal, which involves the following steps:
-       Conducting a workshop to present the proposals and reasons for selecting certain
        technology, structure and contents…;
-       Writing a detail report on how to implement the proposals on developing the web
        portal;

Activity 3 (in order to deliver the output 3 ): A detailed plan on setting up the portal,
which involves the following steps:

    -    Based on the proposals, make a detailed plan for implementation;

Activity 4 (in order to deliver the output 4 ) the web portal software developed, which
involves the following steps:
-       Making a detailed plan of implementing the agreed proposals in output 2;
-       Analyzing and evaluating the requirements of users: corresponding to each units
        and their functions;
-       Constructing systematic structure, database structure, sitemap of websites
        included in the portal, structure for the portal’s contents and structure of services
        (results are performed in corresponding modules);
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-    Programming modules suitable with defined structures of the portal;
-    Testing the software to evaluate each module by functions, easy-to-use and
     expansion ability;
-    Holding a workshop on introduction and comments for the software;
-    Revising the software with evaluated results;
-    Organizing training courses and transferring technology for the Fisheries
     College;
-    Installing the software;
-    Holding a workshop to present results and take over the software.

6. STAFFING/CONSULTANCY MEMBERS
          Consultants are required to have practical experience in desigining web portal
for universities, colleges…
          Consultancy providers are required to have a group of staff with professional
expertise on IT, and experiences in designing and using software for setting up web
portal;
          Consultants are required to have good command of English so that they can
work directly with foreign experts .
7. TIME
       The task of desigining the web portal for Fisheries College will be implemented
for a period of 6 months, starting from the date that STOFA Component signs a
contract with the consultant(s).
       It is expected the consultancy work will commence on January 1st, 2010 and
consultant(s) will submit the outputs as defined in section 3 of this TOR.


8. REPORTING
       After completing each working session, a debriefing will be held in the office of
Fisheries college. During the meeting, the consulant(s) will present to Fisheries
College management on the work conducted, achievements and constraints as well as
recommendations and schedule for completion of the task.
       Moreover, upon completion of each output, consultant(s) will have
responsibility to report in writing to Fisheries College and STOFA management board
of the work conducted, achievements and constraints as well as recommendations and
schedule for completion of the task (based on the work plan prepared by consultant(s)
and approved by Fisheries college and STOFA). The consultant(s) may report
whenever they find it necessary to resolve arising problems to ensure the quality and
progress of activity implementation.


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       Consultant(s) shall submit the final report (in both English and Vietnamese) to
Fisheries College and STOFA management in hard copies and soft copies (Microsoft
Word, Excel) by June 15, 2010. The report should cover all contents as mentioned in
the output Section.
       All materials and data collected in consultancy process are property of Fisheries
College and will only be copied and/or reproduced with the permission from Fisheries
College.

 9. INPUTS:
9.1. Inputs to be provided by STOFA: cost mentioned in consulant’s bidding
documents (excluding funds contributed by Fisheries College ) .
9.2. Inputs to be provided Fisheries College:
     Relevant documents related to training management;
     Relevant documents related to web portal of Fisheries College;
     Funds, along with funds contributed by STOFA, for developing web portal:
      300,000,000 VND.
10. RESPONSIBILITIES.
       Responsibilities of Fisheries College, STOFA and consultant(s) are defined in
sections 3 – 9 of this TOR.
Additionally, responsibilities to implement some specific tasks in this consultancy
work are specified as follows:
Mr. Nguyen Van Viet , Rector of Fisheries College, shall have overall responsibility in
implementing the assignement.
      A working team consisting of the following members shall be responsible for
providing guidance and monitoring of the progress of task and for prioritizing inputs
and design options during the working process:
     1. Le Van Thang – Vice Rector of Fisheries College
     2. Tran Dinh Dien – Head of IT Faculty;
     3. Nguyen Huu Loan – Head of Training Department.
     4. Head of Science and International Cooperation Department.
                                                                Responsibilities
 #         Contents                                   Fisheries College      Consulta
                                                                                 nt
      1    Making detailed working plan                         X                X
      2    Evaluating current status                                             X
           Working with Faculities, divisions in                X                X
      3
           the Fisheries college.
      4    Recommending technologies and                                         X

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          solutions for the portal
    5     Designing the portal’s interface                   X                  X
          Meeting with leaders for appraisal and             X                  X
    6
          approval of the work
    7     Training and transferring of technology                               X
Responsibilities of Fisheries College:
    Convene the working team;
    Sending and collecting all questionares;
    Contact with relevant Departments (based on the work plan prepared by
      consultants and approved by Fisheries College and STOFA in section 5 –
      Activities) so that consultant(s) can exchange information in order to fulfil the
      outputs.
    Take a lead in conducting workshops as defined in Section 3, which include the
      following: arranging the meeting hall in Fisheries College; drafting agenda;
      proposing budget to STOFA Component; sending invitation letter; leading the
      workshop.

During the consultancy period, national consultant(s):
    Is/are responsible for taking out professional liability, and health, accident and
       travel insurance policies covering the entire training period;
    Must pay personal income tax, as required by the law of Vietnam, on any money
       and allowances received;
    Is responsible for arranging all transport and this should be accurately estimated
       on signing the contract;
    Will arrange (use own, rent or borrow) the use of a portable computer for the
       entire training period and will be solely responsible him/herself for backing up,
       prevention of virus attack and the integrity of any data collected; and
    Must budget for and arrange translation of all documents produced during the
       consultancy period.
   11. RELEVANT DOCUMENTS AND MATERIALS
Necessary documents for the consultant(s) to undertake the tasks:
      - Decision No 377./2008/QD-BNN&PTNT dated January 28th, 2008
         stipulating functions, responsibilities, authority and organizational structure
         of the Fisheries College;
      - Decision issued by Rector of Fisheries College on establishing the web
         portal;
      - Law on Informatic technology;
      - Decree No 01/2008/ND-CP dated January 3, 2008 by the Government
         stipulating functions, responsibilities, authority and organizational structure
         of Ministry of Agriculture and Rural Development;
      - Order No 58/CT-TW dated October 17, 2000 by the Polit Bureau on IT
         application in the State and Party agencies for the period 2001-2005.
      - Other relevant documents on organization and implementation of IT and
         library actitivies issued by the Government and/or by the Fisheries College.



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