Save the Children, Automated Payroll System Jobs Vacancy

Terms
of Reference for Development,Installation and Maintenance of an Automated
Payroll System for Save the Children International (SCI),

Rwanda
Country Office.

Introduction

Save
the Children, a registered International Non-Governmental Organization (INGO),
we support governments and partners to improve access to good quality child and
maternal healthcare. We promote innovative education programs, literacy
projects and early childhood care and development. We respond to emergency
situations, delivering life-saving humanitarian services to children

and
families affected by conflict and crisis. We support governments and partners
to put measures and structures in place to prevent and respond to abuse,
neglect, exploitation and violence affecting children. We work to achieve
immediate and lasting change within children’s lives.

SCI
uses a Financial Management System (FMS) called Agresso for recording and
reporting its financial transactions and Human Resource Information System
(HRIS) called Effective Staff.

Currently,
the monthly payroll for all national staff (150-250) is prepared using MS Excel
which is a     manual system and it has shortcomings to do
with integration and scalability with our other corporate systems.

The
SCI Rwanda Country office is planning to integrate and automate all its payroll
processing tasks with its Financial Management System (Agresso), its HRIS
(Effective Staff) and Employee Effort Reporting. Effort Reporting is a
compliance mechanism by which staff costs charged to different awards are based
on “effort” or personnel time spent on the specific donor funded
projects.

The
potential service provider is expected to develop, test and install an
automated payroll system at the SCI Rwanda Country Office in Kigali, and ensure
the system as a package is integrated with the existing systems and is fit for
the intended purpose, as highlighted below.

Description
of the Assignment.

The
overall objective of the payroll system is to effectively manage, analyze and
report employees’ pay, benefits and deductions in a complex organization while
integrating with its other corporate systems particularly HRIS and Agresso.

The
automated payroll system should meet the following specific requirements:

1. The
   automated payroll processing System will be owned and managed by Save the
   Children International with all source codes and it should suite to the
   organization’s business model, organizational structure and cost
   structure.
2. Should
   be installed at the SCI Rwanda Country Office in Kigali.
3. Must
   fully interface and be capable to export/import payroll related financial
   and personnel data to/from the organization’s Financial Management System
   general ledger module (Agresso) and the Human Resource Information System
   (Effective Staff), respectively.

All
national staff’s payroll processing will be done centrally. The monthly payroll
data will then be upward synchronized with master payroll data.

System
features

The
automated payroll processing System should contain the following features.

1. The
   system should be configured and responsive to Rwanda Revenue Authority
   (RRA) and Rwanda Social Security Board (RSSB) compliance.
2. Accommodate
   employee data including but not limited to Name, Gender, contract type etc.
   from our HRIS by way of importation from our HRIS (Effective staff) and
   allow the data to be edited to add other specific data for both active and
   disengaged staff.
3. The
   system should preferably   be configurable and accommodate
   rapidly increasing permanent staff numbers and incorporate simple a module
   for Interns and temporary employees.
4. The
   system should have flexible configuration for specific pay structures and
   produce individual pay slips that are delivered automatically to all
   staffs’ email accounts.
5. The
   system should allow Processing of Salary for one person or a group of
   persons any time if required.
6. The
   system should allow for Payroll simulations, re-runs, reversal and
   back-pay calculations and pro­ration calculations.
7. The
   system should have in built formulae for calculating International / Expatriate
   staff tax, staff Terminal Grant/ Gratuity computations, ability to produce
   staff loan balances with Sacco’s and banks, calculate staff pension
    both employer and individual contributions and have ability to
   compute tax payable on all benefits defined by Rwanda Revenue Authority.
8. The
   system should produce income tax returns form compliant with RRA and
   generate annual tax reports.
9. The
   system should automatically print Payroll register sheet to facilitate
   approval process, documentation and transfer to the staff bank account or
   pay by cash (Where Bank facilities are not available).
10. The
    system should automatically generate unlimited roll-up, drill-down and
    “drill-around” capabilities and on intuitive graphical interface
    for ad hoc inquiries, combined with flexible inquiry viewing and
    publishing to match user requirements e.g. payroll report both summary and
    with individual staff id’s and codes, reports by department, location etc.
11. The
    system should allow for Add-ins to handle specific local requirements.
12. The
    system should integrate with Microsoft Office Suite Applications.
13. The
    system should have automated alerts e.g. expiring contracts,
14. The
    system should be able to produce variance reports on all aspects of the
    payroll
15. The
    system should have a web based on line portal for employee self-service.

Valuable
Features

1. Single
   Sign-On, LDAP, Active Directory support.
2. Tool
   to do bulk user updates.
3. Ability
   to choose different year start dates for each user.
4. Data
   integrity, archiving and storage

Business
Process Automation(BPA)

SCI
would like the System to have a BPA as a core component of its architecture
whose capabilities add a further layer of proactive intelligence to the
solution, allowing users to “discover and respond to” their specific
situation and monitor the current state of the business to improve the
organization’s corporate governance, internal controls and procedures.

Further
Solution Requirements:

Whilst
the precise requirements of the system to be implemented may be refined during
the assessment, the system is required to conform to the following;

1. Security
   Essential:
   Service Security and access management must ensure that system processes
   and data can be actioned and accessed only by appropriate and authorized
   personnel.
2. Web
   Interface Essential: Provides interaction between
   user and database.
3. Database
   Essential
   Stores the calculated taxes and salaries.
4. Data
   Protection:
   The delivered solution must comply with SCI data protection policy and local
   data protection requirements and best practice.
5. File
   System Essential:
   Stores bank files and tax files etc.
6. Search:
    required to search out tax files, salary slip and bank files etc.
7. Performance
   Essential:
   Performance of the system, including data access, should be adequate and
   fast.
8. User
   Interaction:
   The delivered solution must be in English and should have a user friendly
   interface with easy navigation.
9. Application
   Maintenance Essential: Maintenance and documentation
   should be done thoroughly.
10. Paging
    Essential:
    System should be capable of splitting large amount of data using data
    paging to present information in a user friendly way.
11. Application
    Scalability:
    System should be flexible and expendable for future use.
12. Platform
    Independence:
    Required System should be capable to work in any environment.
13. The
    Set “Vice Provider.
14. The
    potential service provider should clearly state its total Automated
    payroll system and related integrations development and installation cost
    in Rwanda Francs.
15. The
    potential service provider should attach with the bidding document the
    company’s profile, previous experience in related system development areas
    and its organizational capacity in terms of IT infrastructure, Finance and
    Human resource.
16. The
    potential service provider should indicate its implementation Strategy
    (Implementation Consultancy, Project Management and Technical services) in
    the following main categories:
17. Total
    Time required to develop, test install the overall automated payroll wore
    and related integrations.
18. SC
    staff training Plan on the Payroll System.
19. Participation
    and engagement of SC relevant staff all stages of the system development
    life cycle.
20. Solution
    optimization once the implementation has become static to ensure return on
    investment.
21. The
    potential service provider should be able to understand SC requirements
    and where there is need for subsequent maintenance and systems upgrading
    it should indicate the modalities of engagement.
22. The
    potential Service Provider can conduct assessment and have better
    understanding about SCI by visiting SCI Rwanda Country Office Finance, HR
    and IT Departments.

1. Methodology.
2. Design
   and Build

SCI
RWANDA expect the Service Provider to define the overall system design and
state and
provide a roadmap with timelines for implementation upon successful selection
after the
bidding process. The Service Provider will agree with SCI RWANDA the timeline
for the project,
including key milestones, and implementation in SCI RWANDA.

SCI
RWANDA will require the responsibilities between the chosen Service Provider
and SCI RWANDA to be clearly defined and agreed as part of the implementation
phase of the project.
SCI RWANDA require the overall project to deliver tangible outputs during the
project life.
Service providers must describe how they will shape the engagement to provide
such
outputs.

Training

The
Service provider must state their approach to training. It is expected that the
training
requirements will be two-tier: with in-depth training for key users and
identified “super
users” within the proposed SCI RWANDA payroll function; and more low level
training, preferably
using on-line/e-learning tools, for all other staff.

Application
Development Maintenance (ADM) & Hosting.

The
Service Provider must state their approach under the following headings in
relation to requirements for ADM:

• Hardware;
• Application;
• Support
  (hardware);
• Support
  (software);
• Deployment
  and testing;
• Information
  assurance;
• Integration/interoperability;
• Performance;
  and
• Standards.

Maintenance
and Support Exit Planning Requirements

SCI
RWANDA will require the chosen Service Provider to enter into an agreed exit
plan
methodology at contract award and the first exit plan will be provided to SCI
RWANDA for
approval before the initial warranty period.

Reporting

The
Service Provider will be responsible for: Monitoring and reporting on the
project progress to the IT Coordinator against agreed deliverables and targets.

Timeframe
The timings of the key outputs of the system will be as follows:

Ongoing
system, support and maintenance requirements will be agreed through the
contract negotiations and Inception Phase. This may include supporting SCI
RWANDA through any future transition phase, including transition to shared
services if deemed appropriate, or should any business requirement change.
A full post implementation review will take place after 3 months and then 6
months.
 

Project
Coordination

The
Service Provider will report to the IT Coordinator. The IT Coordinator will
have day-to-day
responsibility for the coordination of this Project.

Shortlisting
Criteria

Interested
qualified consultant/consultancy firm should provide information
demonstrating that they have the required qualifications and relevant
experience to perform the Services. The Shortlisting should be guided by the
quality and detail of information provided.

Successful
consultant should have the following:

• A
  minimum qualification of a Master’s degree in Computer Science, Computer
  Engineering or any related field;
• A
  minimum of 5 years’ experience in designing Application Systems. Having
  designed and delivered a payroll system would be an advantage;
• Company
  Profile for companies;
• Detailed
  CV for individuals;       
• 3
  Certificates of completion of
  service;            
• VAT
  Certificate (Required for
  companies);          
• RDB
  registration certificate (Required for
  companies);         
• RRA
  tax clearance certificate (Required for
  companies);    

  
Application deadline

Please
send your applications (technical Proposal and Financial Proposal) in two
separate & sealed envelopes (Marked Original & Copy)
latest 15th December 2017 at 5:00pm to : Save the Children Rwanda
Country Office P.O Box 2953, Plot 204, KG 28 AV, #23,
Nyarutarama-Remera-Gasabo, Kigali Rwanda.

Done
at Kigali, on 30th November 2017