S.No.

1
a
b

2
i.
ii.
iii.
iv.
v
vi
vii
viii.

ix.
x
xi
3
i.

ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xiii.
xiv.
xv

4
i.

ii.

iii.

iv.
v.

vi.
vii.
viii.
ix.
x.
 xi.
xii.
xiii.
xiv.
xv
xvi
5
i.
ii.
iii.
iv.
v.

vi.

vii
viii.
6
i.

iii.
iv.
v.

vi
vii.

viii.
ix.
x.
xi.
xi.
xii.
xiii.
xv
xvi
xviii
xix
xx
xxi
xxii
xxiii
xxiv
xxv
xxvi
xxvii
xxviii
xxix
xxx
7
i.
 ii.

iii.
iv.
8
i.
ii.
iii.
iv.
v.
vi.
vii.

viii.
x.
a

c
d
e
f
g
h
i
9
i.
iv.
v.
Additional Risk Features
10
i.
11
i.

ii.

12
i.
 Technology Features

Employee Registration
Registration through web link/ email
Geo-coding of employee home address through employee application

Employee mobile app download link through email (Automated) after registration

Verification of geo-coding with the employee through auto triggered mailers/ app alerts

Employee Transport Scheduling

Employee scheduling through application/ web based interfaces
Scheduling possibility for six month period
Scheduling possibility for six month period
Adhoc request workflow to be available with a manager approval
Scheduling app with multiple roles/ permissions (Employee/ Managers/ Leadership team/ Airport transfer requests)
Manager mapped with all his/ her reportees
Manager to have permission to schedule all his reportees
Approvals/ scheduling/ etc. to be web & mobile app based (Email based requests and workflows to be avoided as much as possible)
Blocking of scheduling functionality for employees for cases of multiple no-shows and cancellations after cut-off times
Un-blocking of functionality based on manager's approval
Feature flexibility to request a pick up / drop at any address dynamically for every trip
Employee Routing
Automatic routing based on the schedules for a given shift based on the transport policy inputs (Configurable to routing based on Cost
Optimization and/or Employee Satisfaction and/or Geo-coding
Flexibility to remove and add employees to a particular trip
Flexibility to change the sequencing of planned employees for a trip
Fair cab allocation possibility enabled by a view of no. of kms allocated so far for specific cab vendor/ vehicle in that month
Cab allocation only for cabs deployed and available in current inventory
Integration with compliance module such that any cases of driver/ vehicle non-compliance would not be allocated trips
Automatic trip sheet generation and pushing of digital trip sheets to drivers devices for pick-ups and drops
Pushing of cab and driver details to employee devices through email/ app alert/ sms alert
Automatic trip reminders for employees before a preset time through email/ app alert/ sms alert
Auto identification of back to back trips
Solution to analyze trip data and suggest the optimal fleet mix to improve seat utilization
Possibility for dynamic cab sharing/ pooling and instant routing through driver device
Optimal nodal transport route creation based on employee locations scatter

Trip Execution/ Tracking

In case of pick-ups, the employees should receive proximity alerts based on a preset radius around the geo-coded home location

Pick-up co-ordination should happen directly between employee and drivers with a calling facility through their apps at both ends. (Call
to receive masked numbers of callers)
Two way communicators interface (Radio/ GSM based) on vehicles for communication in instances of emergencies, for PA announcem

Sign-in/ off of employees through RFID reader/ employee app/ driver app
In case of drops, vehicle location information such as parking lot no., building no., MLCP level, etc. to be pushed to employee through e
SMS/ App alert
Adding of employees to trips in real time by transport admin
Flexibility to change the sequencing of planned employees for a trip
Back to back allocation of drops with pickups to save on vehicle utilization
Electronic attendance for driver, employee and Escort
IVR facility to be provided wherein employee can call and inquire about vehicle details and location or speak to help desk executive
Auto SMS/mail notification to employee for trip detail
Accurate distance (KM) capturing through GPS
Speed alert with audio in the cab and notification in the transport desk
Tracking of the cabs in the premises
In case of pick-ups, the employees should receive cab arrival alerts based on geo-coded home location
Rash driving sensors in vehicles
Billing
Ability to support pro-rated and multiple model billing - km based, trip based, grid based, hybrid model, package based
Billing reconciliation and audit module supporting two levels of audit based on role permissions
Support for paying out the miscellaneous costs - Parking fees, Toll taxes, etc.
Support for driver/ cab vendor incentive payouts for achieving KPIs
Support for deducting penalties in instances of loss/ damage of tech hardware installed in vehicles, non-compliance to SLAs, KPIs and n
adherence to contractual terms
Paper less trip sheets. Saving paper and storage space supporting GPS device, Driver smart phone and normal phone and Automatic
generation and pushing of digital trip sheets to drivers devices for pick-ups and drops
Ability to merge duty/billing in case of replacement cab
Ability to generate final invoice directly through the tool.
Safety/ Security/ Compliance
Auto alerts for employee safety:
 Geo-location violation alert
 Travel time violation alert
 Device unreachable alert
 Vehicle stoppage alert
 Over speeding alert
Arrival time violation

Hot link for tracking women traveling single

Ability to raise an alert if device doesn’t contact for some time
Security personnel requirements to be estimated beforehand (12/ 24 hrs.) and the requirement to be intimated to security managers thru a
mailers
Required security personnel buffer estimate to be provided to security managers
Compliance tracker for all documents required for drivers/ cabs along with other requirements such as fire extinguishers, seat belts, first
etc.
Tablet based app for personnel to conduct physical checks based on checklists
SOS signaling through panic button/ alarm on vehicles/ employee app/ driver app
Integration with compliance module such that any cases of driver/ vehicle non-compliance would not be allocated trips
Induction document compliance checklist tracking tool
Vehicle and Driver Document Library with auto notification for expiry due alert to configured set of emails
Vehicle usage tracking and maintenance schedule alert
Last mile security system with PIN verification
AC on/off detection
Airbag sensor
Real-time driver rash driving pattern analyzer for sudden braking, sudden accelerating, taking sharp turns, etc.
Tablet based app for personnel to conduct physical checks based on checklists
Fuel monitoring
High engine temperature alarm
Backup battery
Hard Acceleration
Sudden Braking
engine diagnostic
battery condition
emission control
over revving
seatbelt on/off time
odometre reading
Employee self-service
Feedback/ incident reporting and escalation through App/ email/ calls
Availability of all important emergency contacts (Transport helpdesk, Security Operations Centre, etc.) on the employee app for quick re

Provision to rate drivers on a trip-by-trip basis and Auto E-Mail to predefined mail ids on submission of comment by the user
Ability to update shifts and geo-codes through employee application
Other Requirements
MIS reporting - daily/ weekly/ monthly basis with graphical dashboards for management team as per required parameters
Reporting to cover the operational aspects such as trips per day, kms driven per day, cab wise, vendor wise, etc.
The information system to have the complete comprehensive details of all drivers
Multiple drivers should be able to be mapped to a single vehicle in case of 24 hours operation of the cabs
Availability of complete transport user base information with start date and stop date (in case of exits)
Sign-off violation alerts in real-time and reports to be available for past data
Current available cab inventory should made visible for routers on the cab allocation page along with information such as trips performe
driven, for that day and month. Complete compliance to be marked positive for proceeding with cab allocation.

Manual override permission to be given to certain defined roles

Central driver background platform to see profile history for employees and transport team- Both App and web based
Security personnel database to be available and a GUI for security managers to be available for asssigning the security escorts for requir

In case of cancellations/ changes to security requirements, a workflow to be in place to update the security managers (via email/ sms ale
the change in requirements
Auto vendor allocation/ cab allocation
Central dashboard for all locations
Car pool platform
Ad hoc trip clubbing with regular trips if possible
Route Replay
Over The Air firmware updates
Bluetooth enabled sign in
Administration
Audit trails for all schedule logins/logouts and changes made.
Configurable maximum deviation distance as per company policy
task of scheduling/routing and assigning delegation to another employee
Additional Risk Features
Security
Ability to intergrade with SSO systems (Single sign on)
Privacy

Controller should ensure that the processor cannot engage another processor without prior specific authorization from the controller.

Privacy by Design:
A. The persons authorized to process the personal data have committed themselves to confidentiality or are under an appropriate statutor
obligation of confidentiality with the ability to demonstrate the compliance
B. takes all measures to ensure security for processing interms of need to know, data encryption on transit, PII storage.
C. assists in fulfilling their obligation to respond to requests for exercising the data subject's rights including not limited to right to audit

BCP
Business Continuity support- HSB Redundnacy without business disruption, 24X7 Tech Support, Defined RTO/RPO.
 Available
Criticality
(Y/N)
Y
C Y
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I Y

I
Y
C Y
C Y
#N/A Y
C Y
I Y
I Y
I Y
G Y
G Y
G Y
G Y
Y

C Y
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C Y
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C
#N/A Y

C Y

C Y

I Y
C Y
I Y
I Y
C Y
C Y
C Y
C Y
C Y
C Y
C Y
C Y
C Y
I Y
Y
C Y
C Y
C N
C N
C Y

C Y
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C Y

C Y
C Y
C Y
C Y
C Y
G Y
C Y
C Y
C Y
C Y
C Y
C Y
C Y
C Y
I Y
G Y
G
G
G
G
G
G
G
G
G
G
G
Y
C Y
C Y
I Y
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Y
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C Y

C Y
G Y
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G Y
G Y
G Y
G Y
G Y
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Y
I Y
C Y
G Y

Y
G Y
Y
I Y

C Y

Y
C Y