12 Mar 03 10:08			VINDFRNG	67590800 TO 82004723899001		p. 1 P.01
	_■ ■
fk^wT :•' JUN-2003 07:15 FROh TRIDEX COMP
1961174^902
m a		Tfidexsnw		M*-<>
Ref:M/Si/lOl Date: 24/6/2003
Messrs: …….. Attn: Mr. ……………
Dear Sir, Reference to your e-mail dated on 05-06-2003; please find attached all the documents you asked for in your last letter.
Best Regards
Majed Hamdai General
			uJ-cj^-u-U-in : ,v .^_. */vui*t: ^usii •1/V*£*< l_mv«« -.CxaP*
Tel.: 01/744900 - 744901 Fax: 01/744902 - P.O.Box : 11-441 - Beirut ■ Lebanon E-maiI:tridex@ terra.net Jb							y

12 Mar 03 10:08 2~ IUN-2003 07:IS	VIMDFRNG FROn TRIDEX COMP            k C096117449C2	G7590800 TO B2004723SS9001	p.2 P. 02
1- Not for the time being, however you will find enclosed a scope of work and a summary of NCSIS project. 2- No, but the National ID CARD CENTER who is part of General directorate of civil status would be the base for the project. 3- SAGEM that is the French company has designed and set up and is operating and making the maintenance of the ID CENTER that included the family registration system; and the full information of the ID Lebanese citizens. 4- SAGEM would present a full bidding doeument and a set up plan for the NCSIS project. 5- No. 6* The Agenda will be established upon a request from your side.

12 Mar 03 10:08               VINDFHNG	67590800                                    p.3
2-'. JUN-2003 07: 16 FROM TRIDEX COMP            k                       TO S2004723899001                    P. 03 —-------------------------------------------                  00961,744902""-------------------------------------------------------^:
NCSIS Project Initiation Document

... r ' .• ii,..					1 JjM				'•-.)
c
(53
-J
H^1 CTi
W:- Vehicles Ut Ad minis trntio n|| &&■'. Authority .'£|jj lull.'" .'.-"it/A			^•Minister of Interior and Municipalities		Central Security Counci^.*^ ^General Inspection "of Internal Security. Foixes.^iM				Tl Q 3
									JO
									VD o\ O
?*Airpox't Security I___
si: a
f		T				general Directorate of Internal Security Forces
peiitral Directorates pP* General for Drug j Directorate or Enforcement *1^ Civil Defenseji				p?^; General Directorate of. General Sccuril
{^Directorate of I jSeuerai Directorate ofl			Wc General ^1 Directorate of Political Affairs		r ---I--,-I ^General I I Directorate of I I CivUStatcJ |		^Provinces and Districts J
Central Administration	Local Administrations' and Munich
Figure I - Organizational Structure of the M01M

12 Mar 03 10:09 ""■ JUN-2003 07=17	VINDFRNG FROM TRIDEX COMP              A 0096117449C2	G7590800 TO 82004723859001	p.5 P. 05

12 Mar 03 10:09 2- JN-2003 0?:17	VINDFRNG FROM TRIDEX COMP            1 0096^1744-902	G7590800 TO 32004723899001	p.6
			P. 36
			O 5 "? s g o C <—i UQ u z: o x: I $i S ou

12 Mar 03 10:09 : •'• UN-2003 0?: 1?	VIMDFRNG FROM TR1DEX COMP k 009611744902	67590800 TO 32004723899801	P. 07	P.7
Ministry of Interior and Municipalities		NCSIS Project Initiation Document
1.2 The NCSIS Environment within the MOIM Specific and urgent needs have led the MOIM to conduct several studies and rapidly implement several independent and uncoordinated computerized systems targeted at the automation of particular functionalities and services. These systems include the following: 1.   The CNM system for the production of the "National Identity Card. 2.   The Burden of Death (BOD) system which contains the death certificates data for recent years. 3.   The database for the latest voting lists and voting cards. 4.   The database of the national registry of the living citizens. 5.   The vehicle registration system. 6.   The passports system. Maintaining, updating and consolidating these scattered and compartmented data and systems in a correct, efficient and secure way is a diftlcult undertaking that would waste a vast amount of resources if ever attempted. Moreover all the organizational entities within the MOIM who are updating and managing these systems have an absolute need to refer to the civil state information database for correction, validation and authentication purposes. The MOIM, through the NCSIS project implementation, thus shall have a unique opportunity to build on the efforts that have been expended until now and to refine, consolidate and integrate the vast amount of scattered data that has been accumulated over time. Figure 3 shows the central place of the NCSIS and the environing systems that it shall integrate or to which it will be interfaced within the MOIM.

12 Mar 03 10:09 .":- UN-2003 07= IS	VIMDFRMG FROM TRIDEX COMP            1 009611744902	67530800 TO 82904723899001	p.8
			P.
' mistry aflnteriqr and Municipalities		NCSIS Project Initiation Document
13 The NCSIS Environment within the Public Sector To properly Implement the NCSIS one must take into consideration the central role within the national setting in which it will be placed. Indeed, the system to be built shall contain the vital information that is required on daily basis by all the public sector actors whether they are ministries or public institutions or other institutions dealing with public sector services. The MOIM, through its GDCS, is the sole legal entity in charge of creating, updating and maintaining the unique and up-to-date repository of all civil state information. All transactions related to the Lebanese citizens whether residents or emigrants as well as all immigrants are totally managed by this ministry. Ministries today are seeking security and integrity regarding trustworthy civil state information In order to properly plan, deliver and control their corresponding public services. The environment of the NCSIS within the public sector is given in Figure 4.
.'.-.*

12 Mar 03 10:09 rv- .UN-2003 07= IS	VINDFRNG FROM TRIDEX COMP A 009611744902	67590800 TO 82004723899001	p.9
			P.05
			u o <j in u va fl c
			£ B p CO u « H l ^T O L. 3

^{12 Mar} °^{3 10j}10 VINDFnNG

675908Q0 JN-2003 07=19 FROM TRIDEX COMP A TO 82004723899001 P.iy^P*¹⁰

CG9611744902 .

'Ministry of tnterior and Municipalities___________________NC^jS Project InitiationJjocurn W

U) Scope of Work

The aim at this stage is to recommend a solution for the 'key¹ functions identified after the implementation of CNI-1 which represented a preViminary stage for the GDCS computerization. The MOIM intends to integrate all the functions of this Directorate and to make use of the system for the day to day transactions. The MOIM functions and responsibilities regarding this issue are briefly described in Annex A,

On the other hand, all government agencies are in need of accurate information about the Lebanese residents for planning purposes and to facilitate miscellaneous public services with better control.

The more detailed list of requirements will be completed, with an indication of essential and desirable components. In parallel, the viable options will be investigated in greater detail.

Two possible solutions need to be thoroughly investigated:

(a)  Centralized Solution

(b) Decentralized Solution

Notes:

i. Options are related to the methodology applied by the MOIM for data collection

and processing ii. It may be possible to recommend op dons for the remaining functions identified

to satisfy external needs. This shall be confirmed according to a more complete

survey on the overall infrastructure iii. The scope of work will not include the interim solutions for the CNI-1 which

will remain in function during the preparation of this project under a separate

contract.

The work to be undertaken essentially consists of five main tasks:

•    Consultancy Services

•    Database Design and Development

•    Software Licensing

•    Application / Interface Design and Development

•     System Installation and Integration

•    Training

2.1 Specification of requirement - consultancy service

It is required to provide MOIM/GDCS with the consultancy services in order to carry out a successful implementation. Specialized experts in national civil state information systems will be associated to study the existing MOIM/GDCS procedures and adrninistrative processes in order to design a

12 Mar 03 10:10 VINDFflNG

7 ' ■ UN-2003 07=19 FROM TRIDEX COMP i JO 8200472^99001 P.li^¹¹

•^nistrvonnteriorandMuntcipaimes⁰⁰^^'^⁹^ ________NC_r$lS Project Initiation Dgcun^t

system that will fit and/or improve, within the limits of legislation, on those processes and that will be easily integrated within the day-to-day procedures. Services include conducting the detailed User Needs Survey, Conceptual Design, Action Plan, System Review, Application and Database Design. This will involve the assessment and review of current administrative practices and systems, and further discussion with every relevant section of the GDCS and with other relevant governmental institutions as appropriate. 'Special Interest' groups will investigate particular areas of concern.

The results that wilL be drawn together will help in making decisions about crucial areas, agreeing on the specifications, and assessing the likely impact upon adminstrative processes, systems design and technological strategy. Investigation of interfaces with other administrative areas, such as other ministries or autonomous public or private institutions, will distinguish between requirements for the particular solution being used currently, and those for the general business area (bearing in mind that other major systems may be replaced during the life of the new system). The 'Special Interest' groups will involve input from the consultation group.

2.2 Data Development

The development of the data is the most time consuming task. Building a. seamless centralized database is crucial to the operations of MOIM / GDCS. Data available at MOIM is being given out as hardcopies or coming from miscellaneous sources partially computerized without a comprehensive and secured updating process.

The MOIM has conducted some separate data entry and or data collection mini projects for the civil state registration system without reporting back to a centralized system. Data is being archived independently without being shared- Based on the importance of data for planning and decision-making, building the database is a priority. The database will be developed for all of Lebanon by compiling data from the various directorates and authorities. Data sources will be evaluated as part of the User Needs Survey. The database will be developed according to the implementation methodology to be specified in proposal.

Having a centralized database system, based on AF1S Database and Civil State Database, linked with each other will assist in:

1. Enhancing data collection.

2.   Improving access to information.

3. Improving data security.

4.   Eliminating duplication of efforts by elimmating redundancy.

5. Improving analytical procedures.

6.   Facilitating inter-departmental cooperation.

7.   Better information lead's to improved decision-making by decreasing uncertainty.

3. Insuring ease of maintenance and update of Civil State information-

12 Mar 03 10: 1 1

•"•- UN-2033 07=20

VINDFRNG

FROM TRIDEX COM? i

B759Q800

TO 82004723839001

NCSIS Project Inttiaiion Document

p. 12

P.12

llll-IWt»l in

00961 ',744902

Ministry oflnterior and IVn*

Below is a listing of the data that will be processed, their sources covering all of Lebanon:

Forms	Source
1. Birth Certificates	- Civil state office in the
2. Individual register	area of registration
certificates	(Kalam Noufous) which
3. Family register certificates	has no relation to the real
4. ID application Forms	address of the citizens.
5. Marriage Certificates	- Information is under the
6. Divorce Certificates	responsibility of the
7. Death Certificates	Directorate of Civil State.
S. Changing location * *
9. National Civil State
Registry
10.

•• Changing location docs not mean ine address but it concerns soy civil state registrarion changes dtie to nuwrfage or other type of events affecting the citizen register number,

Other investigations outside the GDCS such as:

•    Other directorates at the MOIM

•    Other ministries

•    Special. International Agencies which deal with population

•    Autonomous public institutions

Note Emphasis shall be put upon coordination of the different activities in order to monitor difficulties, identify gaps and assess impact. .

The entire organization can use/access the same databases(s). organizational users will receive the same audited information.

Thus, all

A general flowchart for the MOIM and the GDCS along with functional analysis are given in this document to facilitate the design and development of the application.

Each governmental agency or public authority might need access to civil state information about the Lebanese citizens according to its functions; therefore the design of the national civil state database(s) shall take into consideration all security aspects.

The information shall be classified into categories (accessible and non accessible). Access to the information shall be deeply analyzed. The extraction and use of data must be ruled by procedures that does not affect the security of the shared information.

12 Mar 03 10: 13

."-:- IUN-2003 07 = 20

VINDFRNG

FROM TRIDEX COMP i

009611744902

67590800

TO 82004723399001

JNCSIS Protect Initiation Document

P

p.13

Ministry of Interior and Municipalities

23 Software Design and Licensing

The CNI-1 installed and operated by SAGEM at the National ID production site has already a set of software licenses identified for the initial phase.

The list of hardware and software is available for consultations in the System Reference Documents.

This platform has been installed to produce ID cards and to. build ID information database (individual civil state information), the archive of the ID application forms.

The new design shall provide all necessary hardware, software and services to integrate all the functionalities of a National Civil State Information System.

With reference to the needed software list and number of licenses will be provided to MOIM. The cost of the software covers first year's maintenance fees.

Item	Software	No of Licenses
1.
2.
Etc.,

Application / Interface Design and Development

The situation analysis has been generally assessed the potential users and has identified priority functionalities to be included in the NCSIS. After conducting the study phases of the project additional details applications will be identified and an implementation plan will be provided for future developments.

Below is a listing of some of the available applications that need to be upgraded or completely redesigned and developed;

Application

Software used

Description

ID Card production, Management of the whole process

CNI-1

Oracle,

Sybase Access

Filenet,

Scanning application forms, Data entry, Data processing etc... Reporting application Application forms storage Card printing and quality control

Civil sate registry

Access

Data entry of all registers one by one available at the Directorate of Civil State - Entry performed excluding death registration

Voting system

Access

list of voters — and voting card delivery system audited up to the

12 Mar 03 10: 13 r-i "UN-2003 07=21		VINDFRNG FROM TRIDEX COMP            * 009611744902		G7590800 TO B2004723G99001	P-2
					P. 14
Ministry of lienor and MumciBaMtigL			jyJTglS Proiect.Tr^M'^at^n document
Death registration system			Access	latest voting of year 2000 ___ Computerization of the Death certificates since 1997 Analysis of Deaths by age group, miscellaneous statistics and causes of Death classification
Vehicle registration			Oracle Access	Vehicle numbering and registration
				Passport generation and management
>	Passports
				Ito-;ftA.*oc-"J
include: 1. Ministry oflnterior global System including all concerned Directorates 2 National inter-governmental system 3. Project Management for the Miscellaneous governmental agencies 4. National Statistics 5. Web based application where it is feasible vrnTM 6. GIS based applications to support some specific functions of MOIM 7.    Etc... All AFIS and Civil State applications will be developed u^ngoff* shelf products and technology- Note that the upgrade of ex.st.ng AFIS system might lead to major modifications. During application implementation, the Team will work closely ^ MOIM staff to keep them apprised of application^^P^^f^^^ applications are developed according to specifications and meet user needs. Prior to application delivery, the Team will perform quality assurance testing on all applications to ensure they meet functional specifications. It is clear that the existing systems currently used by the MOIM (thai might be based on heterogeneous platforms) ™"toj***£ * interfaced with the new NCSIS systerr, (where aH ^databases integrated and seamlessly operating with eachother) only if they are able to support the interface with this system
2.4 System Installation and Integration As part of the services required is the review of the existing CNI-1 system and its component taking into consideration the NCSIS requirements. Provision Of the system will include the software licenses required for the implementation and the following:

12 Mar 03 10: 14 :..:- "UN-2003 07:21	VINDFRNG FROM TRIDEX COMP i 009611744902	B7590800 TO 32004723899001	P.3
			P. 15
Miflistiy ofintspQra"4 Mfflttsipaiitiea.		frjr£l$ Vfoject Iniiiati on Document
•    Software installation •     Applications installation •    Data installation •    System integration » Support during the first year 2.5 Training and Support It is required to provide the needed training to build the capabilities of the staff to be able to operate and maintain the system. The training is related to the stages of project development. The capabilities of the existing staff will be evaluated and accordingly a Staffing and Training plan will be submitted. Building staff resources & training includes providing the following: •    Training materials •    Software training •    Application training •    Technology transfer •    On the job training •    On site support •    Any additional training for the MOIM on the data collection shall be performed in case of implementation of new AHS tools. After assessing the capabilities of MOIM staff it is requested to submit a plan for the operation and maintenance of the project."
3,0 NCSIS Introduction NCSIS aids in integrating all the functions of the Civil state Directorate as described herein with reference to the Lebanese legislation and the latest organizational flowchart of the MOIM. It takes into consideration the understanding real-world engineering and business problems. 3.1 Analysis Capabilities and Decision Support Tool Today's all governmental agencies and public autonomous institutions are realizing the benefits of the availability of an updated civil information data based regularly updated and with a high level of security providing in real time all required facilities in dealing with the public. >   Developing a seamless National Civil Information database for the National network along with all related applications for coordination. >   Redesign and Update the CNI-I databases. >   Producing standard and customized products for the miscellaneous governmental users. >   Developing customized applications or tools for decision support.

12 Mar 03 10: 14 r ' "UN-2003 0?:22	VINDFRNG FROM TRIDEX COMP	G7590800 TO 82004723899001 NCSIS Project Initiation Document	p.4
			P. 16
009611744902 finistrv oflnterior ^.nd Municipalities____________
>   Integrating with other enterprise systems. >   Manage operations activities and miscellaneous dynamic processes. >   Generate all reporting and statistics to be generated by MOIM for internal and external use. 3.2 Benefits 3.2.1 Nationwide Network Access Based on the described system and the users needs it is required to propose a nationwide configuration which is able to support all governmental needs and particular applications. When talking about national needs, the system shall be able to provide services within a national network when available, thus all other uses shall be taken into consideration.

			P.5
12 Mar I.'-: rU	VINDFRNG FROM TRIDEX COMP              A 009611744902 Ministry pf Interior qpfl Municipalities___________	67590800 TO 82004723399001 NCSIS Project Initiation Document
			P.17
3.2.2    Network Management NCSIS shall provide an easy-to~maintain records system, which can be maintained in a fraction of the time it takes in a manual system. Consequently, reports and changes can be disseminated quickly throughout the organization. Some governmental agencies might need daily access to individual civil state information; others might use statistical.analysis and reports only. Reports can easily be generated with a number of criteria using ad hoc queries, or generate all type of all of statistics. A national users need, survey on statistical analysis shall be performed to complete the scope of services in this area. 3.2.3    Operations and Maintenance The new system operations and resources requirement shall be evaluated taking into consideration all the integrated functionalities as agreed with MOIM. The process shall include visualizing operations data such as faults, renewal, civil transactions on individual and family registers maintenance, automatic inspection for information security. The operation and maintenance of the hardware and software including the database(s) shall take into consideration all security aspects.
3.2,4 National governmental Services Developing a system which integrates all category of information based on citizens administrative needs and habits such as registration, generation of official documents location etc, time, and type of service will help in providing better more cost effective service to the clients in addition to the production of national ID cards. NCSIS can answer questions as: •    Where are the citizens? •    What is the real demographic distribution? •    Where are the new opportunities for growth? •    Residents and emigrates profiles •    Etc.. NCSIS will allow to dynamically view and query the operational status of the network, and answer governmental agencies requirements according to previously agreed upon procedures. based on their respective needs,

12 Mar :■■ 'U	VINDFRNG FROM TRIDEX COMP i 0096117^4902 Ministry ofTnterior and MunicipaliUes____________,	67590800 TO S2004723S99001	p.G
			P.1U
		NCSIS Project IriUationDpcitmem
The service shall be organized in such a way to give other departments and agencies access to important datawithout affecting data security.

12 Mar 03 10:14              VINDFRNG r-i-TJH-2003 0?:23 FROM TRIDEX CGMP            k 009611744902 Ministry of Interior and Municipalities____________	67590800 TO 82004723899001	p.7
		P. 19
	NCSIS Project Initiation Document
3.3 NCSIS Capabilities 3.3.1    NCSIS Data Management NCSIS data models can be designed to provide all the tools necessary for creating and working with the civil information data. The data is seamless and is backed up. with a database. This includes tools for all type of tasks: editing and data automation, card printing and map-based tasks, data management, geographic analysis, and deploying data and applications on the Internet if necessary 3.3.2    Integration of Charts and Reports In addition to the capabilities of producing ID cards and other type of cards the system will be able to produce charts and reports based on analysis to communicate better the results.
TOTAL P.19