CLOSE:
15/12/2017

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.

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.

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

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

• Hardware;

• Application;

• Support
  (hardware);

• Support
  (software);

• Deployment
  and testing;

• Information
  assurance;

• Integration/interoperability;

• Performance;
  and

• Standards.

• 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);