Tender to develop HR & Payroll management system at Caritas Rwanda

TERMS OF REFERENCE TO DEVELOP THE HUMAN RESOURCE AND PAYROLL MANAGEMENT SYSTEM

TENDER REFERENCE NUMBER: 01/CARITAS RWANDA/SG/APRIL/2024

INTRODUCTION

CARITAS RWANDA continuously embraces the IT Technology change and periodically review its processes and implement new technologies to be at par of the business and stakeholders needs.

The current processes are manual and may cause some errors in the transactions. It is in that perspective that CARITAS RWANDA would like to acquire a Human Resource Management and Payroll System to respond to key processes and management of staff issues and the new Payroll software should comply with this new Law N° 027 establishing taxes on income.

A system that would support the daily transactions and processes of CARITAS RWANDA, these systems should enable CARITAS RWANDA to get a data and reports in real-time. The goal is to improve efficiency, accuracy in day-to-day activities of CARITAS RWANDA and arrive to quality and timely reporting.

OBJECTIVES OF THE DESIRED HR AND PAYROLL SYSTEM

The objective of the project is to acquire and HR & Payroll management system to digitize and automate repetitive and time-consuming tasks like employee recruitment and on boarding administration, payroll, timekeeping, and benefits administrations, etc. specifically, the automation of HR management should help CARITAS RWANDA to:

• To minimizes the organization work required to produce the payroll and other key management reports related with Human Resource, performance, and payroll.
• Comply with the new Law N° 027 establishing taxes on income.
• produce report such as pay slips, tax, RSSB contribution, etc
• Manage Time and attendance data for all the employees systematically

• Minimize manual data entry and calculation of salary, allowances, advances, deduction, and others calculation to reduce human errors.
• Improve data integrity and easier save, retrieve, and manage Human resources records.
• Employee’s self-services to access employees’ details, track applications and approvals should reduce employee turnaround, thus improving employees’ satisfaction and productivity. 

To achieve Caritas this Rwanda needs an integrated system with comprehensive range of rules and configurations as per the Rwanda Labour tax regulatory requirements as well as the specific rules of CARITAS RWANDA. It is in this regard that CARITAS would like to hire an IT firm for the supply and implementation of HR & Payroll management system.

• SCOPE OF SERVICES

The successful bidder should be expected to deliver the following deliverable:

• Supply, installation and configure an integrated Human Resource and Payroll management system on premises chosen for hosting service.
• Work with CARITAS RWANDA HR department to review the requirements by gathering more information, analysing the collected information and design a desired HR & Payroll management system. The firm should provide a detailed requirements document with a conception design of the system.
• Customize the supplied system to reflect CARITAS RWANDA specific requirements as per the approved design.
• Provide training of system users and administrators
• Provide system documentations,
• Migrate the data from the existing HR management system to the new HR & Payroll management system.
• Provide Hosting service per year and Support at any time when it is needed by Caritas Rwanda.
• Maintain and support the system for a period of at least 6 month after sign-off and system go-live.

SYSTEM SPECIFICATION

The proposed HR & Payroll management system is expected to have the following functionalities/features:

• Fully Realtime Payroll Solution
• No Month End payroll processing or generation
• Integrated Payroll solution with close integration to HR, ERP’s, Time and Attendance (TAS), Employees self-service (ESS) etc.
• Automatic Alerts for multiple events
• Support multiple Model of Payroll Implementation
• Multi-Currency Payroll
• Multi Company Payroll and HR
• Automatic Gratuity computation with user definable parameters
• Automatic Arrears/Back-Pay and split (mid-month salary change) Calculation
• Importation of data from Microsoft Excel
• Smooth and easy flow of Information among Various Departments
• Support Multiple Banks with different payment options
• Complete Employee Information including Personal and Official
• User Defined Entry and Report View options
• Graphical reports with Data Export facility
• Direct export facility of all reports to Microsoft Excel and PDF

At minimum, the system should have the following modules:

Employee Master database or employee profile:

This module should help to Maintain complete Employee Records including all personal and official by:

1. Capture all relevant employee data;
2. Attach scanned photograph of the employee and other relevant documents of each employee and of any type ((MS Word, PDF, JPG, BMP, XLS etc);
3. Create User Defined Fields of any Data type to store any additional information of the employee.
4. Group the Employee as per CARITAS grouping criteria
5. Contracts, Personal, Travel, Insurance, Work Permit, Medical etc.
6. Facility to directly export the report (formatted) on all Employee User Defined Fields to Microsoft Excel
7. Categorize Employees based on Groups and Grades
8. Tag employees to Department and Division
9. Create any number of designations (occupations) and tag to employees
10. Maintain relevant document details of each employee
11. Define Salary Structures with Allowances with support of e multiple Allowances and multiple Deductions in each of the Salary Structure

Leave management:

The leave management module should let the user define leave code and leave code setup. The system administrator should use the form to save the leave code’s information and criteria that define. The related information for user leave request, approval and history.

The system should provide a feature for leave request by the employee to his/her direct supervisor. Once the leave request is approved, the number of days allocated for that particular employee should be deducted according to the length of leave given.

The leave entitlement is calculated out depends on the month that the employee joined in the company and the internal leave policy of CARITAS RWANDA. Then the numbers of month are retrieved to calculate the actual leave day that can be taken by the employee. Before the value of the leave day is display, it must be rounded become an integer value.

The system provides a flexible leave application for the employees. The leave form should be fill in and submit to the Supervisor. In this form, the leave entitlement of the employee is calculated and balances of the leave day are display in the form. The number of the leave day that taken should be calculated by the program and display in the text box. So the balance of the leave day is calculated after the forms is submitted and save into the system. So the latest leave balance should be shown in the leave form for the future use.

With this module, leave carried forward and Work Assignment while going for leave with full comments log can be managed.

The Leave management should be used to manage the planning/scheduling, application, and management of employee leave. The leave management should have the following features:

1. Ability to define User Defined Leaves, create leaves like Annual, Sick, Maternity, Unpaid, Causal leaves etc.
2. Ability to Define rules for each of the above leave type
3. Ability to Define the Leave Entitlement for every year for each leave type
4. Ability Choose your own Leave Accrual (Credit) method (Credited on Joining, Credited on Monthly Basis, credited after each year of service, Accumulated, etc)
5. Ability to control Leave Accumulation on calendar days or working days
6. Ability to Specify the Leave Entitlement for each leave type
7. Ability to Specify each leave as a paid or unpaid leave with automatic salary effect
8. Allow carry forwarding of un-availed leaves to next year with max. cut off limit on the days to carry forward
9. Supports accrual of Leaves based on standard Labour Law also.
10. Ability to produce various leave reports such as a full list of employees who are going on leave and who are on leave for any given date range and for a given department.
11. Ability to apply and Track the Leave Application, Approval and Allocation of each leave

Payroll management:

The system should support both Real-time payroll and Batch payroll processing. The payroll module should have at least the following features:

1. Define user-defined sets of entry - Create user defined entry sets with your choice of elements (Allowances and Deductions), example –making an Entry set for the entry of overtime details only, excluding all other deductions and allowances.
2. Facility to enter the payroll figures against each employee one at a time using Entry Set, or for a group of employees using Multi Entry Set (as easy as entering the figures in an MS Excel Sheet);
3. Automatic payroll and other computations with ability to generate payroll for mid-month joining and mid-month resignations
4. Ability to Generate Employee Department / Designation / Division /Group wise payroll list;
5. Define user-defined sets of Salary elements (Allowances and Deductions) for viewing and reporting.
6. Generate Month table (calendar wise) for any Allowance or Deduction for any list of employees (January, February, March etc.)
7. Supports Offline payroll processing, the processing status can be viewed with complete details including the process, lock and payment status of each employee.
8. Ability to Print Salary Pay slips for an individual employee or for a group of employees with the facility to print as per the system defined format or as per user customized format.
9. Facility to generate the employee Pay Slips in different formats like Graphic View, PDF, MS Excel format.
10. Built in Facility to send Pay slip by email to employees, with one click.
11. Ability to Print the Pay Slips for the past months with ease for any employee
12. Automatic calculation of the staff (Local, Expatriate, on contract, casual) salaries / pay for
13. Management of elements related to staff loans e. special advances and personal loans;
14. Reports on payroll details;
15. Reports on declarations e. Security Fund and PAYE;
16. Parameter setting and other functionalities;
17. Payroll simulation, re-run and rollback
18. Automatic declaration to NSSF (Access Format), Insurance Complementary Pension;
19. Reports on staff special advances and staff loans reports, staff benefits in kinds;
20. Extra payments management (Terminal Benefits, “Extournes & Regularization”, employees performance rates & bonus calculation, paying consultant & calculating their withholding tax, calculation of salaries for casual/ non-permanent ..);
21. Management of staff mission authorizations and associated allowances;
22. Automatic accounting of payroll elements to Bank internal accounts;
23. Reports of basic information and variable elements;
24. Able to provide adequate IT interface to bridge the Payroll System with Mobile Money and Employee Bank
25. Manage salaries payment by:
    1. Generating Cash disbursement sheets for all the employees who should be paid by Cash
    2. Generating Bank Advice statement for monthly salary transfer to employee’s bank accounts
26. Generate Cheque statement for employees who should be paid by Cheque
27. Make payment for salaries, commissions/incentives.
28. Availability of a facility for changes and or Reconciliation

Time attendance:

The time attendance module should provide a comprehensive interface with a Time Attendance System with should be able to provide reports. The time attendance should have at minimum the following features:

1. Built-in module for complete integration with TAS.
2. Ability to get data from Time Attendance Systems like Swipe Cards, Fingerprint, Bio metric, Proximity cards, Face detecting machine directly integrated to the payroll and get the required processed information HR & Payroll management system.
3. Multiple Interface options for TAS connectivity supporting multiple profiles. Each profile to support the TAS data import from different formats like MS Excel, CSV, DBF, TXT, SQL Server.
4. Facility to take the TAS data on single or multiple punch in – punch-outs.
5. Built-in Shift module to define multiple shifts with rules with ability to Set rules for each shift such as Start Time, End Time, Off Day, Minimum duration to consider as overtime.
6. Comprehensive settings of Overtime rules, set minimum duration of overtime hours, set fixed overtime timings against each shift etc. Facility for the setting of the maximum Normal Overtime duration
7. Facility to make any shift as inactive, good for shifts specifically used occasions.
8. Facility to print the list of Shifts in Summary or detailed formats in Graphical Preview or in MS Excel format.
9. Ability to Link the shift to each employee (or for all employees) for a range of dates or leave it open-ended.
10. Facility for Off day shift and Public Holiday shifts, to be used for marking Off day for specific employees.
11. Ability to See the complete shifts assigned to a group of employees date wise, for any selected calendar month. Facility to add or delete any shift for any selected employee.
12. Generate Calendar wise schedule of Shifts for a group of employees for any period in Graphical preview or in MS Excel format with the added facility to show the leave information too.
13. Generate Off Day schedule for a group of employees for any period in Graphical preview or in MS Excel format.
14. Facility to group the calendar wise shift schedule and Off day schedule report in a grouped format, based on Division, Department, Designation, Group etc.

Etc.

Employee self-service:

The employee self-service should be a browser-based module with workflows definitions to allow employees to apply and or get certain services without having to go to the HR department: the employee self-service with have at minimum the following features:

1. Ability to create different activities for Self-Services like Leave application, Loans application, Advances application, travel clearance request, Document Releases etc. and expose these activity-based services to your employees.
2. Ability to track requests, pending approvals, with alerts send to employees and/or displayed to their dashboard.
3. Ability to view, approve or reject applications, requests right from the employees.
4. Ability to extract and print certain documents like an approved leave, travel clearance, salary certificate, salary payslip, etc.
5. Ability to change or reset user profiles (login, passwords, etc.)
6. Ability to send email alerts throughout the workflow to approvers and to employees
7. Ability to show to an employee different alert like document (visa/work permit, passport, contract, etc.) expiry,
8. Facility for the employee to view his personal data including address and other contact details. One of the highlights of this is the facility for the employee to view / download any of the applicable employee documents like Passport Copy, Work Permit copy, Visa, Insurance, Driving License, Contract copy, Appointment Letter copy etc. The HR can determine the type of documents the employee can view from system.

Recruitment

The employee recruitment module or employee data should manage the employee data file from the day of resource planning, through recruitment to contract sign-off. First, the user should key in the employees information into the system. Some of the processes like those that recruitment can be ignored and start by creating employee file.

The administrator should arrange the salary structure to the employee according the formula rate, join date; job category, number of hours worked, and confirm date and salary for the employee as employee profiling process.

The system shall be capable of inputting and maintaining the following information for individual employees:

• Employee ID Number
• Employee Name
• National ID, Passport
• Address information
• Telephone Number
• Social Security Number
• Work location
• Gender
• Marital Status
• Salary
• Job Title and Pay Grade/Step
• Employment Status
• Social Security Status
• Medicare Status
• Standard Hours/Standard Days per Week
• Multiple Overtime Types and Rates per Employee
• Multiple Deductions with Automatic Cut-Off Limits
• Tax w/Flat Amount and % Capabilities
• Monthly and YTD Accumulation of Wages, Withholdings, Deductions, Sick Leave (earned & taken), etc.
• Pension Percentage,
• Position Classification Employment Date (original and adjusted)

QUALIFICATION REQUIREMENTS

Firm qualification requirements

To qualify for this assignment, the firm must fulfil the following requirements:

• The firm must be a locally registered firm with at least 3 years of experience in software development.
• The firm must have successfully implemented at least one software project in the last 3 years proven by a contract with its respective good completion certificate.
• If the bidder is not the owner/manufacturer of the software, the bidder must furnish a manufacturer’s authorization or letter of authorization offered and signed by the manufacturer.
• The firm must have an office with very clear indication of its physical location/address.

Team qualification requirement.

The firm must have in its team and dedicate to this project to the minimum the following professional staff:

A project manager (1):

• The project manager must have at least a bachelor’s degree in Business information technology or Management Information Systems with an experience of at least 5 years’ experience.
• He/she must have experience in IT project management proven by at least two recommendations from previous successful software project in which he participated as a project manager.
• Having a certificate or any extracurricular certificate in project management should be a benefit.

System Analyst (1)

• The system analyst must have at least a bachelor's degree in software engineering, Information Technology, Business Information Technology, Information management systems with an experience of at least 5 years in software development.
• Must have a certificate in creating Enterprise Content Management (ECM) strategy roadmap provided by a reputation organization (regional or international).
• Must have at least two recommendations or good completion certificate from reputable institutions where he/she was part successful software projects.

Software expert/engineer

• Must have least a bachelor’s degree in computer sciences, Business Information Technology, Information technology, Management information system and software engineering with an experience of at least 5 years.
• Must have experience with at least two recommendations from reputation organizations where he/she implemented or was part of a successful software project implementation.

N.B: The bidder should specify the hosting service plan and cost amount per year accompanied by the fee for maintenance when it is required (requested by Caritas Rwanda).

HOW TO APPLY

Interested companies are requested to submit their Technical and Financial proposals in sealed envelopes (1 original and 2 copies) to the Caritas Rwanda Secretariat no later than Wednesday, 24^th April 2024 (by 2:30Pm) with clear subject line “Tender to develop the HR and Payroll Management System”. The public opening will be the same day at 3:00Pm at the conference room of Caritas Rwanda located at KN 16 Av 30.

Proposal received after the submission deadline will not be considered. Bidders are responsible
to ensure their proposals are submitted according to the instructions stated herein.

• OTHER SUBMISSION DOCUMENTS REQUIRED
• Letter expressing interest to carry out this required consultancy service;
• Latest detailed Curriculum vitae/s of the members of the team;
• Notarized degrees of the members of the team;
• A copy of the company registration certificate (Issued by RDB);
• A copy of RRA VAT registration certificate;
• A copy of Proof of EBM Possession;
• RSSB clearance Certificate;
• RRA Tax Clearance certificate;
• Good completion certificates of the previous similar service conducted (at least 3 certificates of successful similar work). 

N.B: Submission of all administrative documents listed above is mandatory and non-submission of one of said documents will cause the rejection of the offer.

• DECLARATION

The company agrees to comply with Caritas RWANDA’s Safeguarding and PSHEA Policies to the extent permissible by the law, and by submitting both technical and financial applications, the applicant, in the motivation letter, will agree to abide by the policy and commit, himself/herself and team, to behave accordingly and report any case or suspicion arising while performing the assigned duties if awarded this tender.  

Done at Kigali on 11^th April 2024

Prepared by:

Mr. MURINZI Theogene

IT Manager

Approved by:

Father Oscar KAGIMBURA

Secretary General