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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_ASSIGNED` or `AUDITOR_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` → `RENEWAL` or `EXPIRED` | |
| #### 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` → `VERIFIED` or `REJECTED` | |
| #### 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) | |
| 1. **Farm Database API** | |
| - For farm enrolment ID lookup | |
| - Auto-fill farm application data | |
| 2. **Hatchery Database API** | |
| - For hatchery verification | |
| - Auto-validation | |
| 3. **Registration Database API** | |
| - For processor/exporter verification | |
| - Login credential validation | |
| 4. **LIMS Lab Software API** | |
| - Sample submission | |
| - Lab test result retrieval | |
| - Pre-harvest testing results | |
| 5. **Accounts Module API** (SHAPHARI System) | |
| - Generate Bank Receipt Vouchers | |
| - Payment tracking | |
| - Auditor honorarium calculation | |
| 6. **Payment Gateway API** (Facilitated by MPEDA) | |
| - Online payment processing | |
| - Transaction tracking | |
| 7. **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 | |
| 1. **Verify all 12 document sections** against RFP + MoM | |
| 2. **Confirm API specifications** with MPEDA (during SRS phase) | |
| 3. **Design role-based permission matrix** (8 internal + 4 external) | |
| 4. **Create detailed workflow diagrams** for each module | |
| 5. **Plan database schema** with MPEDA enrolment DB integration | |
| 6. **Design mobile UX** for auditors (offline + GPS + camera) | |
| 7. **Plan security audit process** (CERT-In empanelled agency) | |
| --- | |
| **All specifications aligned with RFP & MoM dated 23-June-2025 & 04-July-2025 Corrigendum** | |