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Installation and Maintenance of an Automated Payroll Software for Techno Serve Inc.,

Terms of Reference for Development,

Installation and Maintenance of an

Automated Pay roll Software for

Techno Serve Inc.,

Ethiopia Country Office.

1.        Introduction

Techno Serve (TNS) is a nonpolitical, not for profit, nonsectarian international NGO that helps entrepreneurial men and women in poor areas of the developing world to build businesses that create income, opportunity and economic growth for their families, their communities and their countries. Currently, TNS is implementing several economic development programs in Ethiopia to help small scale farmers to enhance their income by improving the quality of their farm products.

TNS uses a Financial Management System (FMS) called Microsoft Dynamics Navigator for recording and reporting its financial transactions and the Human Resource Information System (HRIS) called Ultipro.

Currently, the monthly payroll for all national staff (250-300) is prepared using MS Excel which is amanual system and it has shortcomings as it requires vast amount of time to execute the overall payroll workings. The current excel version of the payroll system has lesser integration with the payroll action report which is received from HR.

TNS Ethiopia country office is planning to change allits payroll processing tasks by implementing a payroll software which replaces the existing manual (excel) system.

The potential service provider is expected to develop,test and installa pay roll software (system) at TNS Ethiopia country office in Addis Ababa,and ensure the system as a package is integrated with the monthly HR payroll action reporting systems and is fit for the intended purpose, as highlighted below.

2.        Description of the Assignment.

The over all objective of the pay roll system (software) development and installation is to effectively manage,analyze and report employees' pay, benefits and deductions while integrating it with the HR monthly payroll action report.

The pay roll software (system)should meet the following specific requirements:

2.1.    The automated payroll processing System will be owned and managed byTechno Serve Inc.-Ethiopia with all source codes

2.2.    Should be installed at the TNS Ethiopia country office in Addis Ababa.

2.3.    Must fully interface and be capable to export/import pay roll related financial and personnel data to/from Microsoft excel applications.

All national staff’s payroll processing will be done centrally. The monthly payroll data will then be upward synchronized with master payroll data found in our Financial System and HRIS.

3.        System features

The automated payroll processing system (Software) should contain the following features.

3.1.    The system should be configured and responsive to Ethiopian Revenue and Customs Authority (ERCA)and Ethiopian Pension and Social Security Agency requirements and compliance.

3.2.    Accommodate employee data including but not limited to Name, Employee Number, Employment Date, Termination Date, Duty Station, Gender, Contract Type and etc from a payroll action by way of importation from excel and allow the data to be edited to add other specific data for both active and terminated staff.

3.3.    The system should have flexible configuration for specific pay structures and produce individual payslips that are delivered automatically to all staffs' email accounts.

3.4.    The system should allow processing of salary for one person or a group of persons anytime if required.

3.5.    The system should allow for payroll re-runs (overwrite), reversal and back-pay calculations and pro¬ration calculations.

3.6.    The system should have in built formulae for calculating international/expatriate stafftax,ability to produce stafflo an balances, calculate staff pension both employer and individual contributions and have ability to compute tax payable on all benefits defined by Ethiopian Revenue and Customs Authority.

3.7.    The system should produce income tax returns form compliant with ERCA and generate monthly and annual tax reports.

3.8.    The system should automatically print or send payroll register sheets to facilitate review and approval processes, documentation and transfer to the staff bank account.

3.9.    The system should automatically generate unlimited roll-up,drill-down and"drill-around"capabilities and on intuitive graphical interface for adhoc inquiries,combined with flexible inquiry viewing and publishing to match userrequirementse.g.payrollreportbothsummaryandwithindividualstaffID's and codes, reports by department, location, allowance types and etc.

3.10. The system should integrate with Microsoft Office Suite Applications.

3.11. The system should have automated alertse.g. expiring contracts,

3.12. The system should be able to produce variance reports on all aspects of the payroll

3.13. The system should produce payroll reconciliation reports in comparison with the previous month pay out.

4.        Valuable Features

4.1.    Single Sign-On and strict security role set up.

4.2.    Tool to dobulkuser updates.

4.3.    Ability to choose different year startdates for each user.

4.4.    Data integrity,archiving and storage

5.        Further Solution Requirements:

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


5.1.1.            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.

5.1.2.            Data base Essential Stores the calculated taxes and salaries.

5.1.3.            Data Protection: The delivered solution must comply with TNS data protection policy and local data protection requirements and best practice.

5.1.4.            File System Essential:Stores bank files and tax files etc.

5.1.5.            Search:required to search out tax files,salary slip and bank files etc.

5.1.6.            Performance Essential:Performance of the system, including data access, should be adequate and fast.

5.1.7.            User Interaction:The delivered solution must be in English and should have a user friendly interface with easy navigation.

5.1.8.            Application Maintenance Essential:Maintenance and documentation should be done thoroughly.

5.1.9.            Paging Essential:System should be capable of splitting large amount of data using data paging to present information in a user friendly way.

5.1.10.         Application Scalability: System should be flexible and expendable for future use.

5.1.11.         Platform Independence:Required system should be capable to work in any environment.

5.2.    The Service Provider (Software Designing Company).

5.2.1.            The potential service provider should clearly state its total automated payroll system (software) and related integrations development and installation cost in Ethiopian Birr (ETB).

5.2.2.            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 interms of IT infrastructure,finance and human resource.

5.2.3.            The potential service provider should indicate its implementation strategy (implementation consultancy,project management and technical services) in the following main categories:        Total time required to develop,test,and install the overall automated payroll software and related integrations.        TNS staff training Plan on the Payroll System.        Participation and engagement of TNS relevant staff at all stages of the system development life cycle.

5.2.4.            The potential service provider should be able to understand TNS requirements and where there is need for subs equent maintenance and systems upgrading it should indicate the modalities of engagement.

5.2.5.            The potential Service Provider can conduct assessment and have better understanding about TNS by visiting TNS Ethiopia country office Finance, HR and IT Departments if need be.

6.        Methodology.

6.1.    Design and Build

TNS Ethiopia expect the service provider to define the overall system design and state and

provide a road map with timelines for implementation upon successful selection after the

bidding process. The eervice provider will agree with TNS Ethiopia the timeline for the project,including key milestones, and implementation in TNS Ethiopia.

TNS Ethiopia will require the responsibilities between the chosen service provider and TNS Ethiopia to beclearly defined and agreed as part of the implementation phase of the project.

TNS Ethiopia 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


6.2.    Training

The service provider must state their approach to training. It is expected that the training

requirements will be with in-depth training for key users and identified “super

users” within the proposed organizational payroll function.

6.3.    Maintenance and Support Exit Planning Requirements

TNS Ethiopia 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 TNS Ethiopia for

approval before the initial warranty period.

6.4.    Reporting

The service provider will be responsible for:monitoring and reporting on the project progress to selected key staffs against agreed deliverables and targets.

6.5.    Time frame

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. A full post implementation review will take place after 3 months and then 6 months.

6.6.    Project Coordination

The service provider will report to the Financial Controller. The Financial Controllerwill have day-to-dayresponsibility for the coordination of this project.

7.        Shortlisting Criteria

Interested and qualified firms 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:

       The team of the project staff should have at least a minimum first degree in Computer Science, Computer Engineering, Software Engineering or any related field;

       A minimum of 5 years or more experience in designing Application Systems andpractical  experience in designing and developing payroll system (software);

       The service provider should provide company profile;

       Detailed CV for individuals to be engaged in the project to be presented

       At least three Certificates of completion of such services;           

       Should provide VAT Certificate         

       Should provide TIN certificate

       Valid and renewed business licenses

       It is preferred for the service provider to provide professional certifications in software engineering or software development          

     8.        Submission deadline

Please drop your applications (Technical Proposal and Financial Proposal) in two separate & sealed envelopes latest by 30 Jan 2019 at 5:00pm to the following address:

TechnoServe Inc. Ethiopia country office located at 22 Mazoria, Rebecca Building 8th floor, attention to Berhanu Demissie, Procurement Officer