The objective of the project

The objective of the project is to establish a GPS based automatic vehicle tracking and
management system to monitor and manage vehicles under state planning running across state to
improve efficiency and effectiveness of these schemas accessing information about vehicle
positions, speed, stoppages, and detours etc. on real time basis so they are optimally utilized. The
data should available through the central database where users can be the status of vehicle.

The following advantages can be enumerated for this system

 Management of vehicles fuel consumption based on daily, monthly, and annual reports
provided for a particular vehicle or a group of vehicles.
 Efficient and exact management of the vehicle fleet and increase supervision capabilities
and a common web browser such as, Mozilla or Google chrome. Promotion of system
efficiency and considerable reduction of control and monitoring costs compared with
traditional operator-based supervisory systems
 Receiving exact performance and operation information from the vehicles
 Increase the fleet management system efficiency
 Considerable reduction of driving violations during in-service periods
 Increase the customer satisfaction and staff transparency
 Possibility of evaluating the performance of the affiliated organizations
 Standardization of the implemented concepts and forms within the executive
organizations for the purpose of correcting the existing methods and preventing
subjective trends to govern various processes

The project shall cover:

 The establishment and maintenance of GPS based on automatic vehicle tracking and
management system for all 150 university of Gondar vehicles.
 Supply, Installation, configuration and maintenance of required hardware, network and
software application components required for above purpose for a period of two years
excluding 1 year Go Live Services.
  Maintain database and furnish information (reports) in desired format and time intervals
as and when required by the department/authority.

Work components include the following tasks

 Installation of GPS device with inbuilt GPRS module and dual embedded SIM) along
with required accessories GPS in all the 150 vehicle in all campus of the university.
 Mobile app development for Geotagging and Geo-fencing
 Identification and preparation standard routes of vehicles
 Installation of hardware /control centers (one control main tewodros and other 4 campus
monitoring three zones)
 Hosting maintaining web as well as android/IOS based mobile application suite on
secured cloud system
 Access management (role based access) of web application for monitoring/tracking.
 Two years compressive for devices excluding 1 year Go-Live services.
 Providing handling holding support to staffs director through training and demonstration
web based monitoring and to retrieve reports.
 Renewal of compressive university will be made as performance of firm and in each
proceeding years.

Critical Features of the proposed system

Some of critical features require in the system other than standard features and reports including
the following:

 Live tracking interface

o System should have an interface for showing live position of the vehicle.
 Vehicle dashboard
o Features to have a dashboard to show the current status of all the vehicles which
assigned route, kilometers travelled ,total stoppage time, total running time, time
of last GPS reading, internal GPS battery status, GPRS status
 Access permission
 Login credentials to be provided based on the vehicle operation and each login should
have access to specific group of vehicles.
 Admin access
One master login credentials to be provided for management access for all vehicles and
assignments
 Geo-Fence Creation
Application should have facility to create geotag and Geo-Fence strategic locations and
assign them specific vehicles/routes for monitoring the movement and events of vehicle.

 Alerts
System should provide facility to configure and assign various alerts for monitoring the
movement of events of vehicle.
 MIS Reports
Application should have facility to generate customized MIS reports based on the data
collection from vehicle movement and alerts generated.
 Route Replay
Application should have facility to replay and route with help historical tracking data
collected on the server.
 Map and data
Application should have an integrated map visualization facility for live tracking route
replay, Geo-fence creation etc.
 Data storage
System should support storage of historical data for at least 06 months GPS.

Proposed solution

The solution will be implemented with standard approach involving the following activities

 Installation and commissioning of GPS devices along with required access

 Integration of devices with a secured cloud platform
 Training for ICT staffs and other vehicle control to effectively use the system
  Continuous support and maintenance of devices and application for 2 years

Time schedule

Go Live for 1 year from the date

Key Features of the system

The GPs based device fitted in the vehicles will calculate the position of the vehicle of latitude
and longitude using GPS positioning and transfer the data to the central server through
GSM/GPRS interface.

Communication system

The information captured by the GPS device will be transmitted to the server through a mobile
data service network thereby establishing a communication. The services provider will identified
the best possible connectivity for GPS devices.

GPS Device

a. The GPS equipment should be weather, water proof and should be able to case of
unauthorized tampering.
b. Should have provision to keep the movement and all other records relating to the vehicle
MIS in internal memory for at least 10000 records backup in case of network failure and
forward the same while there is network connectivity.
c. The number of vehicles /GPS devices required can be reduced or increased as per the
sole discretion of the client
d. The GPS device must be certified by standard organizations recognized by Ethiopian and
have most advance features on battery backup/antenna/ modem/ digital I/O and other
essential features.
Vehicle SMS

a) Should be hosted platform with 99.9% up time

b) Should have high security features like account authentication, complex password
management, unique encryption algorithm for securing password, https:// for application
and web service, proper error handling and input validation and firewall configure.
c) Should have ability to provide accurately network location information of the entire fleet
of vehicles
d) Should have the ability to track vehicles in real time
e) To identify unauthorized halt, deviation from predefined route, monitor excessive delays.
f) To incorporate the micro plan of each vehicle and generate the deviation and
performance MIS report accordingly.
g) The fleet management monitor database for vehicle should contain registration number,
engine number, engine number ,chassis number ,model, distance covered ,number of
days worked, route violation etc along with code for each vehicle.
h) Should ensure that the system developed along with the application software should
compatible and seamlessly communication in sync with GPS devices / interfaces of all
major makes which are available in the market.
i) The software features should have multi-level login with authentication, management of
role access at admin level
j) The system should have alert mechanism and display of vehicle position on digitalized
routes etc.
k) The system should indicate the device health, status of GPS and other parameters.
l) The system should have alert mechanism and displayed and display of vehicle position
on the digitalized map with designated routes etc.
m) Should ensure timely backup and restoration of all data in case of failure in online
transmission for more than 25 consecutive days.
n) The data captured through this system shall be converted into reports and hosted in
website for the purpose of access and generation of periodical reports by university of
Gondar.
o) Should provide representation services include reports on fuel efficiency, over-speeding
alerts, idle-time/downtime reports, alert on switching off/on-of the ignition
 p) The agency should ensure that any change in map/GIS data will not hamper the existing
software functionality
q) The device should be communicating to the server after every 1 minute

Mobile app for vehicle MIS

a) The agency should provide an android based mobile app for the vehicle MIS, which
should contain the following
 Authenticate logging ins with predefined mobile Nos
 Entry screen for daily data
 Upload photograph with restricted size conversion
 Facility for offline storage and upload data
 Integration with vehicle MIS
 Vehicle MIS dashboard as report
b) The app should be available in play store, which can be download and used by
authenticate users.
c) Data uploaded from App should be incorporated in vehicle MIS and vice-versa

Service support

a) Should provide manpower to support the hardware, system software and application
software in terms of data management operational support, bug rectification and feature
up-gradation for the period of warranty and comprehensive maintenance
b) The staff of the university responsible for operational maintenance

Service parameters

a) Should agree to sign a standard operating procedure (SOP) with the client of university of
Gondar providing services
b) A maximum of 24 hrs response capacity in case of malfunction
c) Immediate replacement with new devices from buffer stock(5%) with 72 hrs of the
malfunction and then repair within a week of the malfunction including memory recovery
d) Re-installation of devices in case of change of vehicle for a location
 e) Should agree to the liquidated damage charges defined by the client of university of
Gondar

Customized MIS report as per requirements

 Live location of the Vehicle

 Working Hour/ Efficiency reports
 Detailed Activity reports
 Vehicle Summary
 History Report (showing path taken by vehicle)
 Trip-wise Report
 Route Deviation Report
 Vehicle stoppage report.
 Monthly monitoring summary

Other services

a) Designing of training of module for different stake holders and supervising the training
workshops/sessions, training to operational staff regarding operation
b) Should provide all hardware elements, system software and necessary application
software.
The software license should however be valid until the department desires to use the
system, which may be beyond 4 years.

TECHNICAL SPECIFICATION OF GPS DEVICE

 The device should be compact, robust with meta/PVC casing and can be easily mounted
/fitted in the vehicle
 The Device should be Anti temper proof and water spill proof
 The device should be work In Ethiopian environment for more than the warranty period
mentioned
 The device should be reliable and working under variant vehicles
 The device should support digital inputs/outputs, analog inputs ,frequency input, counter
input
 The device should be certified by any recognized certified body
 The device should support serial inputs(RS232,Rs485,1-wire)
 The device should support internal high gain antennas
 The device supports all types of GSM communications i.e SMS, CSD, GPRS (TCP,
UDP).
 The device should support 2 way voice communication with external speaker/Mic
 The device should support self-diagnosis data integrity control, combined watchdog
timer.
 The device should have internal battery backup … to support up to 6hrs on standalone
battery
 The device should support GLONASS along with GPS
 The device should support message logging
 The device should be able to support Remote firmware update through GPRS channel
 The device should support efficient communication protocol for GPRS channel
(maximum message size 32 bytes)
 The device should be tracked by time /distance interval. It should have position accuracy
of 5-20meter
 Geo-fence evaluation like when a vehicle arrives and departure from allocation should
be incorporated
 Over speed alert and alarm facilities
 Mileage report
 Other accessories like cable connectors, mounting bracket , etc
 Voltage specified are in DC
 Technical Specification (should be minimum or better)

Weight Not more than 0.6kg(approximate)+/-10% is allowed

Housing Compactness of the device with robust meatal casing or
strong PVC casing making it tempered and water proof
GSM/GPRS module Quad-Band 850/900/1800/1900 Mhz or higher
*GPRS multi-slot class 10/8
*GPRS mobile station class B
*compliant to GSM phase 2/2+
Class 4 (2 W @850/900 MHZ)
Class 1(1 W @ 1800/1900MHZ)
*control via AT commands(GSM 07.07,07.05 *)
GLONASS/GPS module High performance 88 channel GLONASS/GPS receiver
module
88 channel GLONASS + GPS L1 CA code
Perform 10 million time frequency hypothesis testing per
second
Hot start 1 sec
Clod start 29 sec
Clod start sensitivity -146dBM
Navigation sensitivity -161dBM
Accuracy 2.5m CEP
Multipath detection and suppression Increased position fix
availability with GLONASS tracking
17mmX22mm small form factor
Low power consumption 3.3v supply voltage
Operating temperature -400c ~ +85 oc
RoHS compliant

Power supply Power management system

Energy consumption optimization
Noise immunity, reliability, wide range power supply
Supply voltage 9 to 10v
Impulse emissions (up to 30ms)+80v

Operating temperature -30 ….+650c

Input voltage (measured) 0….30v

Input voltage (nondestructive) +/-150v

Frequency on frequency 3500Hz

inputs
Frequency counter input 250mhz

Digital outputs load current 700Ma

Supported interfaces for Analog sensors

sensors: Binary and counting with an adjustable threshold code
sensors

Code sensors
Frequency sensors
Rs-232/Rs-485/1 –wire

Digital Inputs (up to 9) with security( or any other of event) functions

Programmable outputs (2) 0,7A

Support all types of GSM SMS, CSD, GPRS (like TCP, and UDP!)
communications:
Audio-channel Audio cannel(listen and /or conversation).Speaker/MIC
extended settings
System monitor Continuous self-diagnostics, data integrity control, combined
watchdog timer
Analog inputs 4 X 10(12) bit
Digital inputs Up to 9
Counter input 1
Digital outputs 0,7A-2A
Consumption current Max(supply v. 12/24v)
medium 70/40 mA
200/120 mA
Built in battery 120 00 message or higher
Real-time clock 0.1s
Certification Process- ISO/FCC/STB/RST/ROHS
Product-CE/BIS/FDA

Interfaces RS-232,RS-485,1-wire,analog,ferqency ,digital, counter,

relay interface
I/O Panel An external panel with manual Switch and LED supporting
up to six switches to be provide connected to digital inputs to
GPS device.
The panel should have various status of the trip in progress
in order /driver to select the appropriate switch based on the
TRIP status. The following are the trip status.(start, on scene
start location, treatment point ,back to base location) button
for ON/off Road vehicle
The switch state defined on the name plate with ON or OFF
position, Each switch should have LED display to indicate
the status of the switch (ON for switch ON and LED OFF for
Switch OFF)