Consultancy for Development of Microsoft Dynamics Enterprise Resource Planning (ERP) System at Ujamaa Africa

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 datadriven decisionmaking.

Scope of Work:

The consultant will:
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 policy
• Develop a function to capture beneficiaries and clusters
• Integrate biometrics for registration
• Develop daily report function

Monitoring, Evaluation & Research

• Improving data collection, analysis, and reporting capabilities.
• Employee Selfservice (ESS) Portal
• Develop a userfriendly 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.

System Implementation

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

Training & Support

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

Data Management & Reporting

• Design customized reporting templates to support datadriven decisionmaking.
• 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.
• Postimplementation 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:
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 world. Provide at least three (3) signed and stamped references contacts and letters.

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 members Listed who will participate in the project.
• Past Projects: List NGO Clients whom the Bidder/Company has worked on similar modules.

Quality Assurance:

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

Training and Support:

• Training Plan: Provide a comprehensive training plan for endusers, including training materials and schedules.
• Support Services: Provide details on postimplementation support services

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 GoLive.

Risk Management:

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

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 how you ensure the confidentiality and security of our data.