TOR: Consultancy for Development of Microsoft Dynamics Enterprise Resource Planning (ERP) System

Terms of Reference
Consultancy for Development of Microsoft Dynamics Enterprise Resource Planning (ERP) System

Duration: 3 Months
Application Deadline: 21st Oct 2024
Start Date: Immediately
Reports to: Finance Director

Background

We are a non-governmental organization committed to the prevention of gender-based violence. Over the last 10 years, Ujamaa has developed an Empowerment Transformation Training program (ETT) that has been successfully implemented in schools. We work towards empowering girls to defend themselves against gender-based violence (GBV) and support boys to adopt positive gender norms and intervene to stop GBV in their communities. We support youth to grow and transform their society into one that is gender equitable and does not tolerate violence against women and girls (VAWG).

To enhance the efficiency and effectiveness of its operations, the organization seeks a qualified consultant to design, develop, and implement a robust Management Information System (MIS) using Microsoft Dynamics 365. This system will support critical operational areas such as financial management, human resources, procurement, credit function, and electronic document management systems.

Objective

The consultant will provide technical expertise in the customization and implementation of Microsoft Dynamics 365 to streamline the organization’s operational processes, improve data accuracy, and support data-driven decision-making.

Scope of Work

The consultant will:

1. System Customization & Development:

   • Customize and develop Microsoft Dynamics 365 modules listed below to meet the organization’s operational requirements.

     Modules:

     • Finance:
       • Transaction Processing; Chart of Accounts.
       • Develop a Budgeting and Budget upload.
       • Develop reporting templates.
       • Optimize Reconciliation process.
       • Fixed Assets management.
       • Develop workflow processes including approval limits (Imprest, Purchase requisition, payments, travel requests, reimbursement, etc.).
       • Optimize the capturing of expenses per grant.
     • Human Resource and Payroll:
       • Optimize HR processes, payroll management, and employee data management.
       • Develop Leave planning, Training, and staff appraisal features in the ERP.
       • Develop timesheets.
     • Procurement:
       • Develop procurement workflows, supplier management, and inventory control.
       • Develop procurement planning features.
       • Improve the Inventory management process.
     • Programmes & Credit Management:
       • Develop credit function in line with the organization’s policy.
       • Develop a function to capture beneficiaries and clusters.
       • Integrate biometrics for registration.
       • Develop daily report function.
     • Monitoring, Evaluation & Research:
       • Improve data collection, analysis, and reporting capabilities.
     • Employee Self-service (ESS) Portal:
       • Develop a user-friendly portal.
       • Enable payslip and P9 retrieval.
       • Include timesheet filling process.
       • Develop leave application.
       • Develop a purchase requisition flow.
       • Develop imprest requisition flow.
       • Login Page.
       • Add the ability to retrieve approval entries.

   • Create workflows, dashboards, and reports within Dynamics to enhance system usability and transparency.

2. System Implementation:

   • Lead the end-to-end implementation of Dynamics 365, ensuring alignment with the organization's goals and operational needs.
   • Ensure seamless integration with payment platforms (e.g., Mpesa).

3. Training & Support:

   • Provide training to staff on the use of Microsoft Dynamics 365, ensuring effective adoption and system sustainability.
   • Offer post-implementation support and troubleshooting to address system issues and optimize functionality.

4. Data Management & Reporting:

   • Design customized reporting templates to support data-driven decision-making.
   • Ensure data accuracy, integrity, and compliance with internal policies and donor regulations.

Deliverables

• Fully customized Microsoft Dynamics 365 modules that meet operational needs.
• Data migration from the current MIS system.
• User training sessions and supporting documentation for staff.
• Detailed technical documentation of system configuration, processes, and workflows.
• Comprehensive system integration with existing internal platforms and Mpesa.
• Post-implementation support and troubleshooting over the consultancy period.

Methodology

The project will follow a structured approach, including:

• Desk review of the independent comprehensive assessment.
• Inception report and analysis.
• Design and development of customization.
• Testing and quality assurance.
• User training and support.
• Project review and closure.

Requirements

1. Company Information:

   • Background: Provide the company's profile.
   • Must be registered as an Independent Software Vendor with Microsoft.
   • Experience: Provide proof of the company’s experience with similar ERP projects within the NGO sector. Provide at least three (3) signed and stamped reference contacts and letters.

2. Technical Expertise:

   • Qualifications: Provide the qualifications and experience of the team members who will work on the project.
   • Certifications: Provide Dynamics 365 certifications for the listed team members who will participate in the project.
   • Past Projects: List NGO clients whom the bidder/company has worked with on similar modules.

3. Quality Assurance:

   • Testing Plan: Provide a detailed testing plan, including types of testing and methodologies.
   • Quality Control: Provide quality control processes and standards.

4. Training and Support:

   • Training Plan: Provide a comprehensive training plan for end-users, including training materials and schedules.
   • Support Services: Provide details on post-implementation support services.

5. Cost and Budget:

   • Pricing Structure: Provide a detailed pricing structure, including costs for each phase of the project.
   • Budget Justification: Provide a justification of the costs, including a breakdown of expenses.
   • Payment Terms: Successful bidders will have to adhere to the following payment plan: 30% at signing, 40% after successful User Acceptance Testing (UAT), and 30% after Go-Live.

6. Risk Management:

   • Risk Assessment: Provide a risk assessment that identifies potential risks and mitigation strategies.
   • Contingency Plans: Provide contingency plans in case of project delays or issues.

7. Compliance and Legal:

   • Legal Requirements: Provide the following legal documents: CR12, Certificate of Incorporation, County Unified Business Permit (UBP), and Valid Tax Compliance.
   • Confidentiality: Provide details on how you ensure the confidentiality and security of our data.

Application Process

Submissions from interested consultancy firms that meet the required profile are invited to present an expression of interest by submitting:

1. Technical Proposal:

   • Work plan and availability, including a detailed timeline for:
     • Design and development: [Duration in Days]
     • Testing and quality assurance: [Duration in Days]
     • User training and modules dissemination: [Duration in Days]
     • Project closure: [Duration from Contract signing]

2. References:

   • Past experience with Microsoft Dynamics 365 projects in other NGOs.

3. Financial Proposal:

   • Outline consultancy fees.

Submissions should be sent to Procurement on or before 21st Oct 2024