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SHAPHARI Certification Portal - REVISED Based on RFP & MoM
Updated: December 2, 2025
Status: Final specification incorporating RFP requirements and MoM clarifications
📌 KEY CLARIFICATIONS FROM RFP & MoM
Confirmed User Roles (From MoM Q12)
1. FOI (Field Officer Incharge)
2. FO (Field Officer)
3. CC Officer (Certification Cell Officer)
4. CC Incharge (Certification Cell Incharge)
5. JD (Joint Director Training & Aquaculture)
6. Director
7. Auditor
+ External Users (Farmer, Hatchery Operator, Processor, Raw Material Supplier)
Total: 8 MPEDA internal roles + 4 external user types
Initial Volume (From MoM)
- 30 hatchery applications per year
- 150 farm applications per year
- 32 already certified entities to migrate
- 280 ongoing farm applications to migrate
- 35 ongoing hatchery applications to migrate
Application Processing Rules (From MoM)
✅ Applications are ENTITY-WISE, NOT USER-WISE
→ One user can submit multiple applications
→ Each application is for a unique entity (farm/hatchery)
✅ NC Resubmission: ONLY 1 CHANCE
→ If applicant fails to respond on time, can request extension
→ Auditor decides based on response quality
✅ Payment: COMPLETELY ONLINE
→ No offline payments allowed
→ Gateway facilitated by MPEDA
→ Payment fails → Application rejected
✅ Certification Validity: 2 YEARS
→ Not annual renewal
→ Renewal happens before 2-year expiry
🏗️ 4 CORE MODULES (RFP Section 3.2)
MODULE A: HATCHERY CERTIFICATION (End-to-End)
Scope: Complete application to certificate workflow
1. Application Submission (Applicant)
- Hatchery operator fills registration form
- Makes ONLINE payment (mandatory)
- Status:
SUBMITTED
2. Forward to FOI (Auto-assign)
- Based on applicant's jurisdiction (district + state)
- 11 MPEDA regional/sub-regional divisions → map jurisdiction
- Status:
FORWARDED_TO_FOI
3. FOI Review + Assign to FO
- FOI reviews application
- Assigns to Field Officer (FO) for field verification
- Status:
ASSIGNED_TO_FO
4. FO Field Verification
- FO conducts document verification
- FO does field-level inspection
- FO reports back to FOI
- Status:
FO_VERIFICATION_DONE
5. FOI Recommends to CC
- FOI forwards to Certification Cell (CC)
- Status:
RECOMMENDED_TO_CC
6. CC Incharge Preliminary Review
- Reviews application
- Assigns to CC Officer for preliminary audit
- Status:
CC_INCHARGE_REVIEW
7. CC Officer + Auditor Assignment (Preliminary)
- CC Officer assigns to SINGLE AUDITOR
- Auditor has 7-day window to accept/deny
- If denied → reason specified, reassigned
- Status:
AUDITOR_ASSIGNEDorAUDITOR_DENIED
8. Auditor On-Site Audit (Preliminary)
- Physical site visit
- Sample collection (for lab testing via LIMS API)
- Photo documentation
- Audit report submission
- Status:
AUDIT_IN_PROGRESS→REPORT_SUBMITTED
9. Report Review + NC Check
- CC Officer reviews report
- If NO NCs: Proceed to Committee Audit
- If NCs FOUND:
- Report to applicant (email + SMS)
- Applicant responds ONCE ONLY with evidence
- Auditor makes final remarks
- Auto-escalate if time exceeds
- Status:
NC_RAISED→NC_RESPONSE_SUBMITTED→NC_RESOLVED/REJECTED
10. Committee Audit (3 Auditors)
- CC Incharge assigns case to CC Officer
- Hatchery operator must pay for committee audit
- Team of 3 auditors (including lead)
- Physical site visit
- Sample submission to LIMS
- Lab results retrieved via LIMS API
- Same NC procedure as preliminary
- Status:
COMMITTEE_AUDIT_IN_PROGRESS→COMMITTEE_AUDIT_DONE
11. Surveillance Audits (4 Required)
- After certification, 4 surveillance audits required
- Auditor selected randomly by CC Incharge
- Single auditor (not committee)
- Score > 80: 1 audit/year
- Score ≤ 80: More frequent audits
- Same process as preliminary audit
- Status:
SURVEILLANCE_AUDIT_1→SURVEILLANCE_AUDIT_4
12. Final Review (CC Officer)
- Finalizes application
- Submits to CC Incharge
- Status:
FINAL_REVIEW
13. JD Approval (Training & Aquaculture)
- Joint Director reviews
- APPROVAL REQUIRED for certification
- Status:
PENDING_JD_APPROVAL→JD_APPROVED
14. Director Authorization
- Director final sign-off
- APPROVAL REQUIRED for certification
- Status:
PENDING_DIRECTOR_APPROVAL→DIRECTOR_APPROVED
15. Certificate Generation
- Digitally Signed Certificate (DSC by MPEDA)
- Certificate number auto-generated
- 2-year validity
- Status:
CERTIFIED(Active)
16. Post-Certification
- Surveillance audits track compliance
- Can be Suspended or Cancelled by CC Incharge
- Renewal application before 2-year expiry
- Status:
SURVEILLANCE_IN_PROGRESS→RENEWALorEXPIRED
17. Auditor Claims
- After each audit → auditor submits TA Claim
- Travel cost
- Honorarium
- Daily allowance
- CC Officer reviews + approves
- Payment recorded + auditor notified
- Status:
CLAIM_SUBMITTED→CLAIM_APPROVED→PAID
MODULE B: FARM CERTIFICATION
Differences from Hatchery:
Pre-filled Application
- Uses MPEDA Enrolment ID (mandatory)
- Fetches farm data via Farm Database API
- Auto-fills: farm name, location, owner details
Audit Types
- GAP Audit (instead of Preliminary)
- Certification Audit (instead of Committee, but still 3 auditors + lead)
- Same 4 surveillance audits
Crop Details (6-Monthly)
- After certification → farmer updates crop details every 6 months
- Forwarded to FO via FOI for review
- CC Officer records in file
- Status:
CROP_UPDATE_REQUIRED
Otherwise
- Same workflow as hatchery
- Same NC rules (1 chance only)
- Same audit timelines
- Same JD + Director approval
MODULE C: RAW MATERIAL SUPPLIERS
Scope: Entry of procured raw materials from certified farms
Functionality
- User access & login (verified with MPEDA registration DB)
- Enter details:
- Certified farm info (lookup/search)
- Material type (species, product)
- Quantity & date purchased
- Batch details (if applicable)
- Chain of Custody info
Verification
- Manual verification by CC Officer
- Check certificate validity
- Validate source farm
- Reasonableness check on quantity
- Status:
SUBMITTED→VERIFIEDorREJECTED
Chain of Custody
- End-to-end tracking expected
- Used to verify produce provenance
- Manual validation (not real-time initially)
MODULE D: PROCESSORS/EXPORTERS
Scope: Entry of processed materials from certified farms
Functionality
- Must be verified with MPEDA Registration module
- Login with registered ID + password (like other MPEDA apps)
- Enter processed material details:
- Source farm (must be SHAPHARI certified)
- Processing details (method, date)
- Output product (type, quantity)
- Chain of Custody documentation
Verification
- Same as Raw Material suppliers
- CC Officer manual review
- Certificate validity check
- Status tracking
🔐 AUTHENTICATION & ROLES
External Users (4 types)
1. Hatchery Operator
- Submit hatchery applications
- Respond to NCs
- Upload evidence
- Track application status
- View certificates
- Renew applications
2. Farmer
- Submit farm applications
- Same as hatchery operator
- PLUS: Update crop details (6-monthly)
3. Raw Material Supplier
- Log procured materials
- View certified farms (lookup)
- Track verification status
4. Processor/Exporter
- Log processed materials
- Track chain of custody
- Verify source farms
Internal Users (8 MPEDA roles)
1. FOI (Field Officer Incharge)
- Regional coordinator
- Manage FO assignments
- Recommend to CC Incharge
- Track regional stats
2. FO (Field Officer)
- Document verification
- Field-level inspection
- Site report submission
3. CC Incharge
- Manage audit assignments
- NC tracking & escalation
- Committee audit setup
- Final approval/rejection
- Certificate generation
- Surveillance audit planning
4. CC Officer
- Preliminary audit assignment
- Committee audit preparation
- Auditor payment processing
- Report review
5. Auditor
- Accept/deny audits (7-day window)
- Travel plan submission
- On-site audit form
- Sample collection
- Report submission
- TA claim submission
6. JD (Training & Aquaculture)
- Final certification approval
- Digital signature on certificates
7. Director
- Executive oversight
- Final authorization
8. Admin
- User management
- System configuration
- Role assignment
- Report generation
🔌 REQUIRED API INTEGRATIONS (From MoM Q & RFP)
Farm Database API
- For farm enrolment ID lookup
- Auto-fill farm application data
Hatchery Database API
- For hatchery verification
- Auto-validation
Registration Database API
- For processor/exporter verification
- Login credential validation
LIMS Lab Software API
- Sample submission
- Lab test result retrieval
- Pre-harvest testing results
Accounts Module API (SHAPHARI System)
- Generate Bank Receipt Vouchers
- Payment tracking
- Auditor honorarium calculation
Payment Gateway API (Facilitated by MPEDA)
- Online payment processing
- Transaction tracking
SMS/Email Notification APIs
- Status notifications
- NC escalations
- Payment confirmations
- Approval notifications
📱 MOBILE APP SPECIFICATIONS (From MoM)
Mandatory Platforms
- Android (native or hybrid)
- iOS (native or hybrid)
- NOT PWA - native apps required
Supported User Journeys (Mobile)
- Farmer: Submit app, respond to NCs, update crops, track status
- Hatchery Operator: Submit app, respond to NCs, track status
- Raw Material Supplier: Log materials, verify source, track status
- Processor: Log processed materials, track COC
- Auditor: Accept/deny audits, on-site forms, submit reports, TA claims
Mobile-Specific Features
Offline capability welcomed
- Data entry offline (field officers)
- Sync when online
Geo-tagging required
- GPS location capture for audit sites
- Photo evidence with location
Camera integration
- In-app photo capture
- Evidence documentation
Not on mobile app (web portal only)
- Certification Cell functions
- Field Office admin
- Admin panel
🗓️ IMPLEMENTATION TIMELINE (From RFP)
T+0: Award + Contract Signing (1 week)
T+2: Performance Security + SRS Compilation (5 weeks total from start)
T+5: Layout Design Approval (14 weeks total)
T+14: Hosting in Test Server (15 weeks)
T+15: Security Audit by CERT-In Agency (23 weeks)
T+23: Hosting in Cloud (MeitY/NGC) + SSL (25 weeks)
T+25: Commissioning/Launch (26 weeks)
T+26: Warranty Period (1 year)
+ Maintenance (3 years)
+ Extension possible (2 more years)
Total Development Timeline: 26 weeks (~6 months)
💰 PAYMENT SCHEDULE
Milestone 1: SRS Approval → 30% of software cost
Milestone 2: Go-Live → 50% of software cost
Milestone 3: 1 Month Post Go-Live → 10% of software cost
Milestone 4: 1 Year Warranty → 10% of software cost
AMC: Quarterly (Year 2-4+)
At end of quarter based on satisfactory completion
MPEDA deducts penalties if applicable
⚠️ IMPORTANT REQUIREMENTS FROM RFP
Security & Compliance
✓ Security Audit (CERT-In empanelled) - Developer pays
✓ "Safe to Host" certification required
✓ SSL Certificate (MPEDA facilitates)
✓ Hosted on NGC or MeitY Cloud
✓ Compliance with Government guidelines
✓ All source code delivered to MPEDA
✓ No subcontracting allowed
Service Levels (From RFP)
✓ Major Issues: 4-hour response
✓ Minor Issues: 48-hour response
✓ Portal downtime > 1 day: 0.5% liquidated damages/week (max 5%)
✓ Penalty for delays: 0.5% per week of total invoice value
Multi-language Support
- English (primary)
- Hindi (required per MoM)
- Telugu (optional - MoM Q8)
Notifications
- SMS (mandatory)
- Email (mandatory)
- Dashboard notifications (implied)
Public Access
- Certified entity details viewable to public
- Chain of custody details accessible
- Search/lookup functionality expected
Offline & Sync
- Mobile app offline data entry welcome
- Sync on reconnection
- Data consistency ensured
📊 EXPECTED DATASET
At Launch:
- Already certified: 32 entities (to migrate)
- Ongoing applications: 280 farm + 35 hatchery
Monthly (Initial):
- New applications: 30 hatchery + 150 farm
Audit Load:
- Preliminary: 1 per app
- Committee: 1 per app
- Surveillance: 4 per certified entity per validity period
- Total auditors in pool: TBD (random selection)
Payments:
- Certification fees: Variable per entity size
- Audit fees: Variable
- Auditor TA claims: Per audit
- Honorarium: Per audit per auditor
✅ FORM INPUT COUNT (Refined)
Hatchery Application Form
- Step 1 (Entity): 15 fields
- Step 2 (Specs): 15 fields
- Step 3 (Management): 9 fields
- Step 4 (Documents): 10 file uploads
- Step 5 (Payment): 7 fields
- Total: 56 fields + 10 documents
Farm Application Form
- Step 1 (Entity - Pre-filled): 8 fields (auto-filled from enrolment DB)
- Step 2 (Farm Specs): 12 fields
- Step 3 (Crop Details): 8 fields (repeatable)
- Step 4 (Documents): 8 file uploads
- Step 5 (Payment): 7 fields
- Total: 43 fields + 8 documents
Auditor On-Site Form
- Pre-audit: 12 fields
- Physical inspection: 50+ checklist items
- Sample collection: Repeatable (5-10 samples)
- Photos: 5-20 mandatory
- Preliminary remarks: Text + score
- Total: Complex multi-section form
NC Response Form
- Read-only NC details (display)
- Corrective action: 2 text areas
- Evidence upload: 2-10 files
- Certification: 2 checkboxes
TA Claim Form
- Travel breakdown: 6 fields
- Honorarium: 3 fields
- Supporting docs: 3-5 file uploads
- Total: 9 fields + 3-5 documents
Admin User Form
- Add user: 12 fields
- Permissions: 20+ checkboxes
- Bulk import: CSV upload
🎯 KEY DECISION POINTS
1. NC Resubmission
- ONLY 1 chance for applicant to respond
- If time exceeds → auto-escalate to CC Incharge
- Extension allowed for hatcheries only (per MoM)
2. Auditor Selection
- RANDOM selection for audits
- Not by preference or availability
- CC Incharge does selection
3. Committee Audit
- Always 3 auditors (including 1 lead)
- After preliminary audit for both hatchery & farm
- Payment required by applicant
4. Surveillance Audits
- Always 1 auditor (not committee)
- 4 required over 2-year validity
- Frequency depends on score
5. Approval Hierarchy
- JD approval REQUIRED (not optional)
- Director approval REQUIRED (not optional)
- Both through same system workflow UI
6. Certificate Validity
- 2 years (not 1 year)
- Digitally signed by MPEDA-procured DSC
- Can be suspended/cancelled by CC Incharge
📝 SUMMARY TABLE
| Aspect | Hatchery | Farm | External |
|---|---|---|---|
| Application | Online form | Auto-fill enrolment ID | N/A |
| Audits | Preliminary + Committee + 4 Surveillance | Gap + Certification + 4 Surveillance | N/A |
| Lab Testing | Required (LIMS API) | Not required | N/A |
| Cert Validity | 2 years | 2 years | N/A |
| NC Chances | 1 only | 1 only | N/A |
| Auditor Type | Single for preliminary | Single for gap | N/A |
| Committee | 3 auditors + lead | 3 auditors + lead | N/A |
| Crop Update | N/A | Every 6 months | N/A |
| Post-Cert | Surveillance only | Surveillance only | N/A |
| Annual Renewal | No (2-year validity) | No (2-year validity) | N/A |
🚀 NEXT STEPS
- Verify all 12 document sections against RFP + MoM
- Confirm API specifications with MPEDA (during SRS phase)
- Design role-based permission matrix (8 internal + 4 external)
- Create detailed workflow diagrams for each module
- Plan database schema with MPEDA enrolment DB integration
- Design mobile UX for auditors (offline + GPS + camera)
- Plan security audit process (CERT-In empanelled agency)
All specifications aligned with RFP & MoM dated 23-June-2025 & 04-July-2025 Corrigendum