1

AGRICULTURAL SOCIETY OF KENYA

TENDER NO: ICT/2015/ERP/001

REQUEST FOR PROPOSALS (RFP)

SUPPLY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF A CUSTOM MADE INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM AT THE AGRICULTURAL SOCIETY OF KENYA (ASK).

CLOSING DATE: 3/2/2015

2

CURRENT ICT SYSTEMS All tenderers are asked to make arrangements with the Society to verify and confirm details on the major ICT Systems currently in use. SECTION 1 - REQUEST FOR PROPOSAL

SUPPLY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF A CUSTOM MADE INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM AT ASK, JAMUHURI PARK NAIROBI

1.1 ASK invites sealed tenders from prequalified bidders for supply, installation, implementing and

commissioning of an integrated Enterprise Resource Planning (ERP) system. The scope of this contract

will include: Financial Management, Procurement/Inventory Management, Human Capital Management

(HCM), Business Development and Marketing (BDM), Project Management, Fleet Management, Audit,

Systems Administration, Document Management and Business Intelligence. SECTION 2 - TECHNICAL SPECIFICATIONS 2.1. GENERAL

2.1.1 These specifications describe the basic requirements for the solution. Tenderers are requested to

submit with their offers the detailed specifications, catalogues, e.t.c. for the products they intend to supply.

2.1.2 Tenderers must indicate on the specifications sheets whether the solution offered complies with each

specific requirement.

2.1.3 All the dimensions and capacities of the solution to be supplied shall not be less than those required in

these specifications. Deviations from the basic requirements, if any, shall be explained in detail in writing with the offer, with supporting data such as calculation sheets, etc. The procuring entity reserves the right to reject the products, if such deviations shall be found critical to the use and operation of the products

2.1.4 The tenderers are requested to present information along with their offers as follows:-

(I) Shortest possible delivery period of each product (II) Itemized Costs for each product and for the overall project in Kenya shilling currency (III) Any third Party Arrangements (IV) Any Provisions for Escrow Arrangements (V) Provisions for Licenses

3

2.2 SUMMARY OF TECHNICAL REQUIREMENTS

It is envisioned that the proposed system will either replace or provide integration to some of the key existing systems.

In order to deal with the current challenges and improve efficiency, ASK is seeking the services of a competent system vendor who can supply, install, implement, commission and support a custom made Integrated Enterprise Resource Planning (ERP) system. The Integrated ERP System should deliver the following:

Incorporation of an ERP System that will allow the company to properly execute and monitor all

related activities. ASK seeks a system that can sufficiently enable the business operations across the society;

Support of centralized corporate resource functions and shared services including finance and accounting, management of human resources, procurement and materials management, and logistics. ASK seeks a system that can sufficiently enable the corporate resources and operations across the company;

A well-established, user friendly, commercially available, and multi-user Product package which is appropriately sized for the ASK environment as a medium utility organization recognizing the scale of operations, technical skills, infrastructure and resource availability;

Independent management by ASK within 6 months from commencement of the actual system implementation. Adequate training of staff to ensure that ASK staff can operate and support the system across the organization;

Automating and Integrating of the various business units in the society to improve efficiency and minimize costs by providing flexible, integrated systems;

Accurate and timely financial and operational information to enhance decision-making for ASK

Management;

Paperless environment reducing the amount of hard copy documents currently in use and being archived;

Required support for more advanced technologies as they emerge e.g. support for wireless/mobile technology.

Seamless integration with existing systems.

The specific modules of the targeted system and their respective functionalities are elaborated in the Technical and Functional requirements section. 2.3 INFRASTRUCTURE AVAILABLE

i. ASK has existing Local Area Network (LAN), WLAN and user terminals.

4

2.4 SCOPE OF WORK The successful bidder will be expected to carry out the following tasks:

Supply, Install, Configure, Implement, train users and Commission an Integrated ERP System;

Identify the critical activities and milestones required for implementing the Proposed System in line with the ASK Corporate Strategy;

Study the ASK business processes and prepare the appropriate system design required to enable the processes;

Provide input to the necessary hardware and infrastructure design in order to ensure that the Proposed System can perform adequately;

Provide a data migration strategy by carrying out cleaning and migration of data from existing system or manual operations;

Undertake testing, customization and operationalization of the Proposed System as per the User Requirements, for a period to be agreed upon at the designated implementation sites;

Provide a pilot testing plan and its execution;

Preparation and delivery of User Training (Training of Trainers-ToT), Installation, Technical, Training, System & Other Manuals containing all features pertaining to the Proposed System. This should also include use of the system, troubleshooting and operational guidelines;

Identify training needs for the ASK Staff in relation to the ERP operation and design the appropriate training programs;

Training of ASK Staff in use of the Proposed System and generating all desired reports along with modification of the same;

Provide after-sales, go-live, technical, handholding and maintenance support services needed after the successful implementation of the Proposed System for a period to be agreed upon on.

2.5 CRITICAL SUCCESS FACTORS For the Integrated ERP System to be implemented successfully, the following are the critical success factors:

The System shall be up to date and module/ process-based application with minimal extra-

customization and coding;

It must provide for the single capture of the highest possible proportion of documents at the earliest possible point in the information flow cycle (i.e. transactions captured at point of occurrence);

The system should be fully integrated and centralized to eliminate pockets of information across the organizations;

Training and Capacity Building must be a core objective to enable ASK independently run the system once implemented;

During the implementation of the system, project management of all activities is crucial including system testing, data migration and quality assurance;

Provision of Post-implementation Support is required for sustainability of the system over the long term.

2.6 ACCEPTANCE AND PERFORMANCE CRITERIA

After the implementation of the Integrated ERP System, the sign-off by ASK will be based on the following criteria:

Successful implementation of all required modules;

Fully operational system installed and that will be used by all business units across the company;

The system vendor has provided all the critical data reports and forms required by the users;

Availability of system, installation, technical, training and user manuals in both hard and soft copies. Others include procedure documentation, Business Continuity Procedures (BCP) etc.;

Users are adequately trained and capable of independently operating as well as managing the system;

Systems Health Checklists - Data, Systems, Processes, Reports, etc.;

5

The system vendor's ability to readily and willingly assist ASK undertake any required data cleansing, conversion and migration activities so as to ensure there is no backlog in transaction processing.

2.7 GENERAL AND FUNCTIONAL REQUIREMENTS The Requirements for the Integrated ERP System have been grouped into the following:

(i) General Requirements - these are the basic specifications that the system must possess for it to be

operational in ASK; (ii) Functional Requirements - these are the specifications in line with key business functions that the

system must meet for it to capture the existing processes within ASK; (iii) Technical Requirements - these are the specifications that the system must possess for it to meet the

ICT Architecture standards at ASK. (iv) Architecture information requirements - these are details of infrastructure/ architecture requirements

that will be required to ensure performance at ASK, while maintaining scalability, availability and compliance/ security at ASK.

Throughout the following sections, the Requirements have been prioritized as either "Priority", "Important" or "Desirable" denoted by "P", "I" and "D" respectively and preceding each requirement. These are described below:

Priority (P):- implies that the requirement is considered of high priority to ASK The Integrated ERP System must endeavor to meet this requirement.

Important (I):- implies that the requirement is considered as important and required. The system should meet this requirement as not having it, would compromise the functional requirements to some degree.

Desirable (D):- implies that the requirement is considered optional or non-compulsory. It is good to have this requirement in the Integrated ERP System but not having it, would not compromise the functional requirements.

All Requirements whether Priority, Important or Desirable must be replied to by the bidder. For the functional requirements, the bidder will meet the requirements either through standard functionality in the system, or through customization, or through the use of third party products.

6

2.8 GENERAL REQUIREMENTS The General Requirements provide the basic specifications that the system must possess for it to be operational in ASK. The requirements listed below will cater for the setup and operation of the Integrated ERP System:

No. General Requirements Priority Vendors Responses

1 Each module should have a graphical user-friendly P interface. Each module MUST have a consistent interaction mechanism with consistent look and feel.

2 Simple and Intuitive navigation between functions I such as drop-down menu driven options for common/known data fields. Such fields may include names of customers, supplier details, etc.

3 The system should comply with the Company's I policies and procedures. It will be the responsibility of the successful bidder to ensure that the system complies. The system should also comply with international standards such as GAAP, CMM, ISO9001, etc. Evidence should be provided.

4 The system MUST provide a facility for creation of P users and subsequent responsibilities for the maintenance of the users.

5 Have an interactive and online help facility. P

6 Automatic population of known fields to reduce data I re-entry.

7 Ability to print any information displayed on a screen. D

8 Data validation and error checking facility. P

9 Ability for the system to set up various parameters P that are user specific (data classifications, formulas).

10 Provide for a multi-currency facility transaction D processing system across various functions.

11 Have a report generator facility allowing for the P generation of standard and non-standard reports.

12 Ability to allow for remote access to the System P through a standard web browser, thin client or any other efficient method.

13 The system must provide industry standard P integration mechanisms to facilitate integration with other systems in ASK.

14 The system MUST provide a facility for output/reports D to be directed either to a printer, screen or file.

15 Facility to set and maintain authorization access for P data entry, validation, update, inquiry and report production.

16 Report on all logon attempts including the failed ones I by date, time and user credentials.

17 Comprehensive audit trail features including a facility P

7

to monitor system usage both online and in hard copy, showing system activity by:

User ID;

Application/Module;

Terminal;

Date/time;

Activity (before and after image); and

Changes report capturing all the above.

18 The system MUST have audit trail/log capabilities and D allow generation of hard copy management and audit reports detailing the transactions, master file changes, and system maintenance activities, etc.

19 Management reporting options and auto configuration P to enable confirmation and that all ledgers are in balance.

20 Security backup capabilities inbuilt within the system P to allow complete file restoration and recovery.

21 The system MUST provide for a minimum amount I field of 999,999,999,999,999.99 for data entry, reporting and screen display values. Provide details of number of characters for key fields (account codes, vendors, customers, description fields, amount etc.)

22 The system should be able to operate entirely or P selectively as:

A stand-alone application (thick client);

A networked application (thin client);

Via Web Portals;

A combination of the above; and (Server/RDBMS/Client).

23 System should support multiple users in concurrent P mode.

24 Extensive "drill-down" and "navigation" functionality P to allow the following of all inter-related data through the system from a single enquiry within the constraints of the user's security profile.

25 Following input, data is immediately available across P all modules of the system.

26 The system databases are protected against I corruption in case of incidents such power failure, computer freezing, etc.

27 The system MUST provide for data encryption over the I network.

28 Daily management reporting to enable confirmation of I system integrity and that all ledgers are balanced.

29 Multiuser functionality which can be deployed over a P Wide Area Network.

30 Ability to handle versatile reporting queries from D

8

users.

31 Generate standard and customized reports. D Automatically refresh when the underlying data is changed.

32 Ability to configure the layout of standard reports. P Possibility of including the company's logo on a standard report.

33 Ability to transform existing data in a report into a I chart or graph. The system should also be able to show selected data/pictures/diagrams from other applications (and other utility applications – SCADA, etc.).

34 Ability to create reports and export them to MS Word, D MS Excel, Email or PDF or universal standard formats. The system should also be able to accept imports of data from other formats.

35 Generate Alerts, notifications, "Status Flags" for D deadlines, meetings and reports or other time related actions.

36 Ability to schedule reports and print on queue as D required.

37 Ability to predefine the generation of automatic I reports for example weekly, bi-weekly, monthly, quarterly, annually.

38 Ability to easily setup user-defined (ad hoc) reports. P

9

2.9 FUNCTIONAL REQUIREMENTS

The Functional Requirements for the Integrated ERP System are structured into Functions as follows in order of implementation priorities:

Phase 1 (2015)

(i) Finance and Accounting; (ii) Human Resources ; (iii) Business Development and Marketing; (iv) Audit; (v) Systems Administration and Management; (vi) Business Intelligence;

Phase 2 (2016)

(vii) Document Management (viii) Supply Chain and Procurement;

Phase 3 (2016/2017)

(ix) Project Management; (x) Fleet Management.

Each requirement includes a description of the business objectives and the reporting features that have to be met. These detailed functional requirements are seen as the standard necessities for the Integrated ERP system.

10

PHASE 1: (2015) A. FINANCE AND ACCOUNTING MODULE

The objective of this function is to provide an effective, efficient and user-friendly method of performing finance and accounting operations at ASK in order to meet statutory disclosure, accountability and internal management objectives in line with international best practices. This function also includes:

Perform budgeting and reviewing financial, operational and managerial practices;

Process tracking of various transactions across ASK including, but not limited to, revenue, expenses, assets, liabilities, equities, management allocations and other non -financial but relevant information such as cost/ price analysis, etc.;

Evaluate actual performance against stated targets, and simulations of financial models against varying scenarios;

Provide timely and accurate financial information by program or specific activity in order to satisfy the different needs of statutory reporting, budgeting and management of the ASK branches;

Enable timely consolidation of the financial information of ASK at the end of accounting periods and periodically;

Be the centre of the Company's finance and accounting function and as such integrate with all other modules of the Proposed System;

Enable overall standardization of financial documentation and information; and

Promote compliance with internationally recognized financial and accounting standards.

No Finance Module Priority Vendor Response

GENERAL LEDGER

Chart of Accounts

1 Maintain alphanumeric account code P

2 Define the chart of accounts in such a manner that I account balances can be tracked by following dimensions. These dimensions are only indicative and need to be finalized during the design phase.

Company Name

Department/Cost Center

Sub department/cost center

Main GL accounts/ sub-ledgers

Projects

Location

Profit Center

3 Setup different analysis codes one level below the GL I account code combination without increasing the size of chart of accounts

4 Define Headquarter/branch relationships . The system should not allow posting to the Headquarter account. P

5 Group the accounts by different types (user defined) e.g. P assets, current assets, etc.

6 Centralized account maintenance capability. This will I ensure that any addition or change in the account code in the master chart of account will be available

11

automatically in all the ledgers of various Services within the Company.

Module Setup par

7 Flexibility in defining accounting periods. I

8 Account level security by user should be available. E.g.: P The system should restrict user entering or viewing balances for certain account or range of account

9 Ability to generate budget template with all sections:

Revenue estimates (Recurrent & non- recurrent)

10 Ability to forecast budgets based on prior year, average I for a specified number of years and zero based

11 Ability to perform Expense Analysis - Department P Wise/Consolidated. Current month/YTD/Prev YTD comparisons with Budgets

12 Ability to view budget balances online and through P reports

13 Ability to make reservations against the budget P

14 Ability to enable/disable budgetary control I

15 Ability to carry forward/cancel budget reservations at the I end of the year

16 Ability to generate budgets with zero base or do a I percentage mark-up to the existing budget

17 Ability to enable various end users input budget figures D in a sub-module pending interface

18 Ability to generate Profit and Loss statement by cost D centers

19 Ability to maintain revisions made to the budget I

Transaction Processing

20 System should allow standard Journals (amounts change I each period)

21 Ability to enter transaction description on: I

Transaction level

Transaction line item level

22 Ability to have an on-line journal entries approval P through workflow management and according to the journal amount

23 On-line facility to check wrong posting of the document D and its details

Multi-Currency Management P

24 Ability to maintain exchange rates for foreign currencies P

25 Currency Decimals: The base currency should have 3 D decimals and foreign currency should have at least 5 decimals.

26 Automatically calculate and process currency exchange I gain / loss transactions for vendor and customer transactions

27 Maintain history of currency values for transactions D

12

(Historical Dollar)

Period closing

28 Generate period closing reports that ensures consistency P check with the sub-ledgers

29 Have separate period closing capability by sub ledgers I

30 Selectively close or open periods for posting (with I adequate security )

31 Soft close and hard close periods P

Year-end closing

32 Closing checklist indicates to various tasks as completed P or outstanding e.g. manual automatic entries are not posted, X sub-module are not closed yet, etc.

33 Generate closing exception reports P

34 Ability to record the accounting entries for the interim D dividend declared and final dividend

Reports

35 Generate transaction detail report for a single account or P for a range of account by:

Period to date P

Year to Date P

Project to date (Project to date reports will P help analyzing expenses for a project expenses are spread for more than a financial accounting year)

Summarized P

Detailed P

36 Generate trial balance summarized and detailed P 37 Print journal vouchers from the system before and after P

posting with the status shown separately

38 Produce general ledger reports for user selected accounts P and periods

39 Generate the following financial reports in user defined P format:

Balance sheet

Income and Expenditure Account

Cash flow statement

Budget status report ( budget vs. actual by P selected accounts/groups of accounts)

40 Generate Balance Sheet and Income and Expenditure by I Department, analyzed by account heads

41 Generate consolidated balance sheet and income and P expenditure for the Company as a whole

42 Ability to carry out variance analysis such as plan/actual P comparisons, fiscal year comparisons, and so on for Balance sheet and P&L.

43 Balance Sheet Report should have the facility of grouping P a customer into Assets or Liabilities based on the balance and grouping made. If grouping is not done on the

13

liability side for the customer it should show it in brackets on the asset side.

44 Provide Financial Analyzing tools I

45 Ability to generate the variance analysis report (Budget Vs. P Actual) PTD/YTD

Cashbook

Cashbook Maintenance

46 Ability to carry out bank details maintenance P

47 Ability to carry out cashbook year end procedure P

Cashbook Processing P

48 Ability to process receipts P

49 Ability to process sundry cashbook payments P

50 Ability to process cashbook journals P

Cashbook Reconciliation Processing P

51 Carry out/ run cashbook/bank reconciliation procedure P

52 Cashbook/Bank reconciliation summary P

Cash Book Reports P

53 Ability to generate cashbook detailed report - receipts, P payments and adjustments

Accounts Receivable

Bank Guarantee Maintenance P

54 Ability to track bank guarantee amount provided by customer

Credit control by amount & date

Monitoring Credits

55 Ability to prepare statement of account for customer

Define Aging Periods P

56 Ability to maintain aging periods, e.g.> 30, 31-60,61-90, P 91-120, 121-150, 151-180 days and >360

Put Customers on Hold

57 Ability to put customer on hold, e.g. cease sale P transactions, but allow payments and credit note transactions

58 Ability to have approval to release customer hold P

Post-dated cheques

59 Can the system record and process PDC as per the D following:

Just record the receipt with no financial entry D generation

Generate financial entries on presentation/due D date of PDC

Customer Transactions

60 Can system default all the customer related information P when selected for transaction processing from the customer master.

61 Can system provide an option to override default P receivable terms while entering invoices

14

Put Customers on Hold

62 Ability to process invoices in batches or individually P

63 Ability to link multiple delivery order to one invoice P

64 Ability to generate credit note to customer in case of good P returns or for differences in quantity between sales order and delivery note or for price difference

65 Ability to generate debit note to customer in case of excess quantity delivered

Collections/Receipts Processing

66 Ability to support following receipt methods: P

Cash P

Cheque P

Bank transfer P

67 Ability to record Customer receipts and miscellaneous P non customer receipts

68 Ability to generate receipts for cash payments P

69 Ability to apply single receipt to single or multiple P invoices, or multiple receipts to a single invoice

70 Ability to credit separate GL control account for advance P payments, e.g. different from the AR control account.

71 Ability to record amount of security deposit and purpose P for deposit. Security deposit should be independent of the customer balances. Should be able to print the security deposit information by various customers

72 Ability to print separate deposit slips for cash, local P cheques, etc.

Reports

73 Customer transaction register summary and detail PTD P and YTD

74 Unallocated receipts register P

75 Customer credit status, e.g. balance and remaining credit P

76 Customer PTD/YTD sales D

77 Customer PTD/YTD cash receipts P

78 Ability to generate report on PDC received from customers P 79 Age the receivable reports by customer type, due date, P

invoice date

80 Generate statement of account PTD with opening P balances carried forward from the previous period, showing movements during the current period with the ending balance finally

81 E-mail customer statements I

Accounts Payable

Bank Master

82 Ability to define vendor bank accounts and assign to various vendors

83 Ability to assign more than one vendor bank account to a single vendor for the purpose of bank transfer

Generation of Debit Notes & Credit Notes

15

84 Ability to prepare the manual debit notes and credit note P for the following purposes.

Adjustments

Rectification of errors and mistakes

For various charges

85 Ability to provide for the user to perform generation of P manual debit notes and credit notes

Invoice Processing

86 Ability to enter invoices in batches and individually P

87 Ability to handle 2/3/4 way matching such as PO, GRN, P Inspection with the purchase invoice

88 Ability to match single invoice with multiple purchase P orders and multiple invoices to single purchase order

89 Ability to automatically close the purchase order on P posting a final invoice

90 Ability to define multiple payment terms. P

91 Ability to have approval workflow for invoices & payments P

92 Ability to enter invoices & process payments in multiple P currency

93 Ability to enter debit/credit memo and apply it to the P invoice and adjust invoices against debit memos

94 Adjust invoices against advance payments I

95 Ability to track assets related information while recording D the invoice and later on transfer to the assets module

96 Ability to record reason codes for returned and adjusted I invoices.

97 Ability to support auto creation of Debit Notes for return P to suppliers against matched Pos

Payment Processing

98 Ability to support following payment methods: P

Cash

Cheque automated or handwritten

Bank transfer (handle electronic payments to P suppliers, farmers, e.t.c.)

99 Ability to process payments for a group of invoices or P individually

100 Ability to make partial payments of invoices I

101 Ability to handle scheduled payments (payments of I

installments)

102 Ability to handle Petty cash payment P

Just record the receipt with no financial entry generation

Generate financial entries on presentation/due date of PDC

Cheque & Bank Transfer payments

103 Ability to define customizable cheque layout for each P disbursing bank

104 Ability to generate Bank Transfer letters with Vendor P

16

bank A/C number and Bank Branch details

105 Ability to print remittance advices for all payments with P the ability to define contents

Retention Money control

106 Ability to calculate retention according to a set percentage P or a fixed amount while recording an invoice

107 Ability to query on total Retention for a particular vendor P

108 Ability to print Report showing Retention Amount, P outstanding Payment due, and total payment for this invoice on Job wise level

Hold Payments

109 Ability to hold Payments for specific vendors/invoices P

110 Ability to hold payment of invoices with unmatched PO P

111 Ability to have approval for removal of holds P

Supplier/Customer Netting

112 Ability to set off vendor balance with customer balance D

113 Ability to notify the existence of a related customer P outstanding

114 Ability to generate warning while making payment to I vendors who is also a customer if any outstanding amount is due from him

Reports

115 Ability to generate bank transfer advice from the system P

Based on payment voucher

Cash requirement report (proposed payments listing based on due date)

116 Ability to generate aging reports by: P

Due date

Cost Centre

Invoice date

117 Ability to generate vendor Statement of Account P

118 Ability to generate report on penalty imposed P

119 Ability to Inquire / report on Vendor PTD/YTD for P purchases/purchase returns/cash disbursements

120 Ability to report on: P

Unapproved invoices

Approved invoices by batch

121 Ability to generate accounts payable trial balance in P summary and in detail showing the vendor balances that matches with the control account balances in the General Ledger

Ability to generate for analysis of various credit periods P

Assets

Maintain asset information

122 Allow for alphanumeric asset numbering as well as P manual numbering

123 Maintain the following information per asset item: P

17

Asset description

Asset serial number

Asset bar code

Location

Asset main category

Asset sub category

Department/Cost Center

Custodian

Employee Number

Purchase date

Depreciation start date

Service start date

Vendor

PO reference

Invoice reference

Warranty period, e.g. start and end dates

Original cost

Salvage value

Useful life in month/years

Depreciation method

Fixed Assets Transactions

124 Define parent child asset relationships D

125 Add additional upgrading cost to an existing asset. P System should provide a report showing the history of upgrades and also include the addition into the new depreciation run over the remaining period of the asset. E.g.: Capital construction projects

126 Capture work/construction in progress (WIP/CIP) assets P and later on convert them as normal assets and start depreciating

127 Add WIP/CIP expenditures to an existing CIP assets P through the accounts payable system

128 The asset system should be allowed to be marked as D physical inventory tracking asset and should generate physical inventory reports

129 Ability to split an asset into multiple assets P

Depreciation

130 System should be able to depreciate assets using P common depreciation methods:

Straight line reducing balance

Double declining balance

User defined method of depreciation

131 Ability to calculate depreciation based on groups of P assets:

By dept.

By Cost Center

132 Ability to recalculate depreciation on asset P

Based on a change in value

18

Based on a change in depreciation schedule

Based on a change in asset life

133 Ability to capitalize assets P

134 Ability to perform "un-planned" depreciation P

135 Ability to process and post transactions: P

Depreciation expenses

Cost Adjustments, if any

136 System should allow user definable depreciation formulas P

137 Ability to define depreciation conventions, such as Mid- P Month convention, End-of-the-Month Convention etc.

Transfers

Transfer assets between:

Divisions/Departments/Cost Centers

Locations

Custodians

Projects

Job (Specific activity within the work package)

138 Transfer all or part of an asset P

139 Transfer groups of assets P

140 Ability to generate transfer slips in case of asset transfers P

Asset Retirements

141 Fully retire D

142 Partially retire D

143 Retire by units D

144 Retire by cost D

145 Reinstate retired assets D

146 Ability to process sales of fixed assets with the Automatic P creation of gain/loss transactions

147 Different retirement accounts for gains and losses I

Revalue assets P

148 Revalue assets (change the basis of depreciation and net P book value) and adjust the cost of an asset, e.g. capitalization of renovation cost, useful life, depreciation % and write off amounts

149 Ability to revalue a single asset or group of assets based P on percentage or value

150 Ability to record and amortize revaluation reserve based P on International accounting standards

Physical verification P

151 Ability to maintain a physical control of assets and be P able to track assets by serial number, asset number, custody number and project/ cost centre/ location.

152 Ability to create a Fixed Assets Verification Sheet, P containing asset code, location, physical balance.

Insurance P

153 Ability to track asset insurance details such as sum P insured, premium e.t.c.

154 Ability to generate a report showing insurance expiry date P

19

Reports P

155 Generate fixed assets register by: P

Department/Section

Location

Gain and Loss on asset sales

Projected Depreciation

Custodian

Cost Center wise

Period depreciation reports - summary

Asset depreciation per period

156 Generate asset depreciation register (detail and summary) P

157 Report on fixed asset transactions history (i.e., fixed asset P movements)

158 Generate un-posted depreciation calculation report before P transferring them to GL but after running depreciation in the assets module

159 Asset cost report P

160 Asset report by major and minor category P

161 Following activities should generate a report output: P

Asset transfer

Asset Disposals

Asset retirement in the form of sale, scrap, write off etc.

Asset addition

162 Generate automatic reconciliation report for GL and P depreciation register

163 Ability to define automatic stock reconciliation for spares P

164 Retirement Register by month / asset number P

by department

by location/region

by account

by account segment

by retirement type

Treasury

Cash Forecasting

165 Ability to create Cash Forecast template short term & P long term including but not restricted to :

Opening balance for various bank accounts

Sales Forecast

Manual input

Bank Reconciliation

166 Systems / processes interfaced: P

Accounts Payable

Accounts Receivable

General Ledger (Interbank Transactions)

Bank Facilities (Over draft, LC's)

Payroll

20

167 Ability to upload bank statement softcopy into the system P and perform manual/Electronic bank reconciliation

168 Ability to automatically enter the following reconciling P

items:

Bank charges

Bank interests

Other miscellaneous transactions that appears on the bank statement

169 Ability to re-calculate bank interest charges based on P predefined interest rates

170 Ability to record various types of bank facilities P

Treasury Management

171 Ability of the system to automatically post the accounting P entries for the accrued interest/coupon based on the payment dates entered in the system at the time of initial investment

172 Ability to compute gain/loss upon sale of investments P and account as realized gain/loss on investment

Cash Flow Reports

173 Generate cash movement report for every bank account P showing opening balance, transactions for the period and resulting closing balance

174 Generate bank reconciliation report showing reconciled, P un-reconciled amounts as per bank statement

175 Generate the Asset class wise reports showing the date of P investment, returns on investment, market value/fair value, maturity dates e.t.c.

176 Generate consolidated cash flow forecast report based on P opening cash balance, the cash receipt projection from accounts receivable and cash payment requirements from accounts payable

177 Ability to generate separate reports for P unrealized/realized gain/loss on investments

178 Ability to generate reports on net worth position of P investments as compared to market value for each asset class

179 Generate report for a value date listing down all the P investments maturing, accrued coupon/interest e.t.c.

Petty Cash

180 Generate cash movement report for every bank account P showing opening balance, transactions for the period and resulting closing balance

Costing

181 Ability to capture as a pool or individual machine P performance monthly, YTD and compare with budget

182 Process costing module P

183 Ability to define OOC (Annual Plant Maintenance) P expense codes in four figures e.g. 1192 for mechanical spares

21

B. HUMAN CAPITAL MANAGEMENT

No. HR & Payroll Requirements Priority Vendors Responses

1 The system should be able to meet laws and P regulations of Republic of Kenya. Including but not limited to working hours, leave requirements, taxes, employee relations and others (Labor Laws)

EMPLOYEE & ORGANIZATIONAL INFORMATION

2 Ability to maintain key employee and organizational information for personnel and payroll. Details include; P Please elaborate

Organization structures and organograms

Employee Bio Data information (name, passport details, dependents, address, qualifications, Photographs, position, etc.)

Employee history,

tax & bank related details, No. HR & Payroll Requirements Priority Vendors

Responses

Payroll related details such as (retirement fund details, medical insurance, taxes, travel allowances, grades, various deductions

Additional user defined fields for other information, etc.

3 Support multiple position assignments per employee, P with the possibility of each position involving a separate employee contract for that employee.

4 Ability to reinstate an employee who was previously P terminated.

5 The employee code should be independent of the P department. However the department coding should be in line with the Cost Centers.

6 Ability to accept current employee numbers and P provide for the sort code by department, titles and locations. The sort code shouldn't be by numbers.

7 Option to prompt the users on expiry of items such as P contracts, probation periods, etc.

PAYROLL

8 Integration with key functions such as finance, P budgets and General ledger

9 Ability to integrate with external applications such as P bank payment applications, EFT, etc.

10 Ability to specify payroll period i.e. weekly, fortnightly P and monthly.

11 Ability to calculate, capture and track payroll related P information on one or more employees, such as;

22

elaborate

pay rates

Deductions (various, on net and gross)

Taxes

Pension rates

Social security

salary/ part time,

overtime hours

multiplication factors,

Job groups and codes

Department/ unit special rates

bulk updates (payments, salaries, deductions)

Various calculations (one off pay, advance, travel, bonus, etc.)

Other information

12 Ability to provide various payment means (bank, P cheque, EFT, direct debit/ credits), periodic payments, weekly, monthly, daily one off. Bulk and individual payments. Please elaborate

13 Ability to handle instances where deductions are P greater than the gross pay.

14 Ability to prevent additional payroll calculation once P complete and authorized

15 Perform reducing balance calculations. P

16 Consolidation of multiple payments (e.g. union P deductions) to enable one cheque to be printed.

17 Ability to maintain archive of previous payment details P for no less than 5 years.

18 The system should be able to automatically allocate P payroll costs to:

Departments;

Cost Centers; and

GL/job/plant code.

19 Support online time recording by employee or batch P entry.

20 Availability of various pay roll related reports, P including but not limited to; Please provide key payroll reports available

Payroll amounts per department, cost centre, activity code and employee.

Pay slips - restrictions on reprinting, multiple pay slips, etc.

Payroll analysis

Deductions analysis (social security, tax, travel,etc) Payroll management reports

Perform various payroll related queries,

Payment method analysis, e.t.c.

23

RECRUITMENT, SELECTION AND INDUCTION Vendors MANAGEMENT Responses

21 Ability to track and maintain vacancy related P information

vacant and filled positions (per organograms)

Details of vacant positions, such as grades, required qualifications, skill sets etc.

Location

Ability to input a Master Career and Employee Career Plan. The system MUST have the ability of matching employees to selected jobs.

22 Ability to store application details including Bio data, P personal details, address, confidential details, employment details, company structure details, current salary details, employee history, tax, and employee qualifications, photos.

23 Ability to track key recruitment statistics such as; P

Total applicants;

Regretted applicants;

Total internal applicants;

Total external applicants; and

Total male and female applicants.

24 Ability to track and maintain recruitment costs such P as;

advertising, placement fee, hiring, and any other costs; and

25 Ability to track recruitment workflows such as; P

internal applicants checks; recruitment stages up to acceptance and contracting

automatic letter generation to applicants;

Display history of all stages of the recruitment process

Add/update or attach competencies for each position;

Add proposed salary for the applicant

Generate application checklist according to stored checklist items.

Maintain induction checklist

26 Maintain file of applicants for future vacancies. P

27 Provide links to documentation or document P management system

LEAVE MANAGEMENT

28 Ability to maintain leave records of all employees P including leave types, rates, history due dates etc.

29 Ability to maintain a leave planner/ schedules by P

24

business unit or department.

30 Ability to provide online leave self-entry applications P

31 Ability to calculate accurate detailed departmental and P individual accruals for holiday entitlements at any point in time.

32 Record rules on carrying over excess leave and reports P in advance on employees' status.

33 Provide electronic leave forms which can be filled and P submitted by employees.

34 Ability to amend leave balance and financial P implications once leave entered and approved in the system is not subsequently taken in full.

35 Check for overlapping leave dates. I

36 Allow departmental heads or managers to authorize P leave.

37 Calculate total leave and remaining leave days. P

38 Leave self-service for employees to apply for leave, see P balance of leave, and retract leave if necessary.

49 Provide various leave related reports. Please elaborate P with a list of reports in the system

HEALTH AND SAFETY

40 Maintain incident and accident details. P

41 Maintain hazard register. P

42 Be able to attain the register of competency levels. P

43 Provide various health and safety related reports. P Please elaborate with a list of reports in the system

EMPLOYEE RELATIONS

44 Ability to track and maintain disciplinary related P information per employee.

45 The system should be able to maintain and classify P employee cases i.e. disputes, grievances, discipline, appeals, conciliation, arbitration, labor court, operational requirements, incapacity, and counseling.

46 Provide the following sample templates: P

Specimen Contract of Employment;

Specimen Grievance procedure;

Specimen Grievance form;

Specimen Disciplinary code and procedure;

Specimen Disciplinary incident form;

Specimen Warning - breach of disciplinary code;

Specimen Final Written Warning;

Specimen Retrenchment policy and procedure;

Specimen Retrenchment letter.

SKILLS ANALYSIS, TRAINING AND DEVELOPMENT

47 Ability to maintain and track pre-determined career P development goals.

48 Ability to maintain training and skills development P

25

related information such as among other;

Skill development needs for staff.

Training plan for each employee.

course attended with details for the employees

course details and schedules

course evaluation information

49 Produce standard letters for course administration. I

50 Monitor and track all training costs i.e. I

Ability to calculate total cost of each course; and

Ability to develop costs of each course per individual.

Training Budgets

51 Provide pre work notification, confirmation and D updates when a course is scheduled.

52 Ability to perform various skills development D administrative tasks, such as add/ delete a course, book a venue, calculate course start & end dates, book a facilitator, cancel a course, delete venue bookings, delete a course, and delete a facilitator.

53 Ability to check if the course is full, venue is already D booked, learner has already booked the same course, and all prerequisites have been completed.

54 Option to transfer bookings, courses and waitlists. D

TERMINATION

55 Ability to block salary entries, block and recover loans, P block medical aid details, block pension details, create termination checklist, create exit interview questionnaire, check for any outstanding comments, and calculate final payment.

RE-ENGAGEMENT

56 Ability to re-engage a terminated employee. Enable an I employee who was previously terminated to be re- engaged with a new start date.

RE-INSTATEMENT I

57 Re-instate a terminated employee (with a continuation P of the old date). This enables an employee who was previously terminated to be re-engaged with a start date (reversal of termination).

CAREER & SUCCESSION PLANNING

58 Ability to input a Master Career and Employee Career D Plan. The system MUST have the ability of matching employees to selected jobs.

REPORTING FEATURES

59 Ability to generate, edit and customize Human P Resource related reports, including the following; please provide a list of reports

Registers i.e. employee register, employee details I

26

register, deduction listing, and allowance listing;

Payroll reports i.e. payroll calculation, coinage, I pay slips, gross pay analysis, gross and net pay summaries;

Pay control i.e. payroll budget, payroll I exception, GL transaction list, analysis of pay run by GL account code,

direct credit and deduction schedule, cash I and/or cheque payment lists, and superannuation schedule;

Overtime report; I

Deduction report by deduction with I accumulation of similar deductions (e.g. different rate of union fees);

Allowance report; I

Monthly reports (stating the number of workers, I industrial relations, welfare status, temporary employees);

Medical scheme payment details; I

Direct credit schedule for banking; I

Leave pay analysis I

Exception reports I

Summary accumulation enquiries i.e. last pay I summary,

month-to-date summary, I

HR tax reports I

Statutory deduction reports I

End of Year reports; I

60 Ability to customize reports to fit user needs. P

61 Importing and Exporting of the report into another P applications like MS Word, Excel, Adobe Acrobat, and Email. PERFORMANCE MANAGEMENT REQUIREMENTS

1. Organizational Objectives as per the ASK Strategic Plan

To list the organizational objectives which are linked to the Vision of ASK.

2. Departmental Objectives aligned to the organization objectives

Derive these objectives from the organizational objectives

To be drafted by HODs

3. Appraisal form

To be submitted by HR Department

4. Development of Appraisal Programme for the Year

The programme to clearly indicate the specific dates and timelines for setting of targets, submission of

targets, mid review and final review together with plan of action on existing gaps.

27

C.BUSINESS DEVELOPMET AND MARKETING

No. Sales and Marketing Priority Vendors Responses

Customer Master

1 Ability to set-up customer master P

2 Ability to create and maintain product master P

3 Ability to set-up product master in the system P

4 System should allow categorization of customers on P different dimensions like Type of Sale (Export, Local Sales, Special Sales e.t.c.), so as to allow sales analysis on different dimensions.

5 Ability to maintain credit limit for a customer and control P sales based on credit limit

6 Ability to drilldown to customer master from customer I transactions to identify the reasons for holds on order

7 Ability to check for duplicate customer master entry P based on a unique field

8 Ability to record important information from customer D follow up calls, visits e.t.c. against customer/specific transaction

9 Ability to send e-mails to the customer P

10 Ability to define payment terms for a customer P

11 Ability to attach sales men and collectors to customers P

12 Same entity can be both customer and vendor, link to be

P maintained and referred as related party

13 Ability to link sales men to group of products and P customers.

14 Ability to create and maintain truck master. Truck

I information should be recorded against the customer

15 Ability to determine regional customer growth I

16 Ability to maintain separate price lists for the following P classifications.

Product P

Type of Sale (Export Sales, Local sales, Cash Sale, P Credit Sale, Special Sale)

17 Ability to determine the discounted price to all Customers P

18 Ability to capture customer requests/enquiries in system P

19 Ability to assign sales person(s) against the enquiries P

20 Ability to capture quote provided to customers which P includes product, quantity, discount e.t.c.

28

21 Ability to have an expiry date for the Quote provided to P the customer

22 Ability to report on enquiries against which no quotes P submitted

23 Ability to report on quotes lost P

24 Ability to convert enquiry to quote and quote to order P

25 Ability to track revisions to the quote P

26 System should be capable of capturing the status of each P sales quote or sales order like on hold, unconfirmed, confirmed, cancelled, shipped, closed with reason for each line

27 System should be able to determine customer with the P most orders and customers with declining orders.

Order Entry

28 Ability to generate sales orders against customer P enquiries

29 Ability to check credit status for a customer P

Ability to define order control parameters

30 Ability to block sale against a customer P

31 Ability to restrict quantity of sale customer wise P

32 Ability to have workflow to track movement of trucks from D weighbridge (before loading to record dead weight), packing plant, weighbridge (with load) e.t.c.

33 Ability to have approval workflow for sales orders P

34 Ability to record LPO issued by the customer P

35 Ability to track customer LPO number in the sales order I

36 Ability to generate all loadings to a particular vehicle P

MIS

37 Ability to generate reports on deliveries P

38 Ability to generate report on periodic sales: P

Customer-wise P

Product-wise P

Type of Sale (Local/Export/Cash/Credit e.t.c.) P

39 Ability to generate statement of accounts for a customer P

40 Ability to determine the stock position at all times P

41 Ability to analyze delivery notes generated at the dispatch, P to what have been loaded and hence determine the difference

42 Ability to link the sales dispatch report to the weighbridge P report

43 Ability to monitor sales performance per P

Sales Executive P

Region P

Distributors P

29

Depots P

44 Generate Customer balances status P

45 Sales forecast / projection P

46 Customer complaint tracking P

The system should include: - A text messaging functionality

- An automated voice Channel (Telephone) where possible.

30

D. AUDIT The objective of this module is to provide an effective, efficient and user-friendly method of facilitating the audit management function within ASK in alignment with the information provided the audit information system.

This module will be used to facilitate the company's audit process and enable the company's audit

management in areas such as risk assessments, planning, scheduling, and managing audit work papers among others.

No. Audit Priority Vendors

Responses

Detailed Audit Requirements

1 Access in this module should be both menu and activity P based.

2 Once a transaction is created, a superior user should not P be able to amend or delete but rather approve. In case there is a need for amendment, it should go back to the creator.

3 Batch numbers should be automatically generated by the P system.

4 All incomplete transactions should not be posted or P accepted by the system.

5 Automatically generate reports based on the risk rating of P projects. Email notification alerting risk owners of new events and overdue tasks. The system should permit escalation of overdue tasks to the respective risk owners using email notifications.

ANNUAL PLANNING

6 Manage the audit operations, contact data, and P background information.

7 Automatically generate the draft Annual Audit Plan based P on the priority rating of risk in the risk assessment function.

8 Enable supervisors to review/revise the annual plans and I approve.

9 Automatic triggering of the date on which an audit project D or assignment should start based upon user-defined.

10 Capture budget/plan time for each project at the time of P planning.

11 Automatically create individual audit plans directly from P the Annual Audit Plan.

12 Capable of assigning specific audit steps to individual P audit staff.

13 Track the audit progress and work performed by P individual audit staff.

nil 14 Capture planned time for each audit staff. P

15 Alert supervisors while planning the resources, if the I

31

audit staff are already assigned to another project.

16 Generate cost budget of the projects. P

17 Capture master list of the Audit Program. P

18 Capable of adding additional audit steps (procedures) to D the audit program at any time during the course of the audit.

19 Enable supervisors to approve audit programs and any P subsequent changes.

20 Ability to send letter of introduction/notification to D auditees for audit commencement.

21 Ability to report audit vs. non audit time, and comparison P to budgeted time.

22 Capable of approving individual audit staffs hours online. P

23 Prohibit/restrict time entries after specific audit project P closeout.

24 Use customized filters and queries to report time like for P planning, field audits, report writing, etc.

AUDIT EXECUTION

25 Access the audit procedures captured in the audit P program for the audit.

26 Capable of recording the audit observations and findings. P

27 Automatically link the findings to supporting documents P and audit procedures.

28 Assign risk severity level to each finding. P

29 Capable of analyzing causes of the findings and record the I facts.

30 Capture audit procedures to carry out substantive or P validation audit tests.

31 Capture audit conclusions and recommendations. P

AUDIT FOLLOW-UP

32 Automatically capture the audit recommendations from P the Audit Report.

33 Enable auditees to access and capture the actions taken I by themselves for findings addressed to them.

34 Track and automatically follow up all pending findings. P

35 Search open audit findings per audit project based on I user defined parameters.

36 Track and follow up multiple management responses and P by addresses.

SECURITY AND AUTHENTICATION

37 The System should be able to show the detailed log of P designated users accessing the Audit module.

38 Capability of setting up a comprehensive security profile P for each user or groups of users.

39 Have a secure electronic workspace that ensures the P reliability and security of the risk information.

40 Option to password-protect ASK files/documentation for P

32

added security.

41 Maintain records of each action taken on items at every P step of processing till disposal. There should be a powerful Audit Trail and ability to secure the logs.

42 Ensure that closed projects cannot be edited or changed. P

43 Possibility of restricting some users as required by the P access rights definitions. These users should not be able to view contents of documents and comments/remarks put by other users.

33

E. SYSTEMS ADMINSTRATION AND MANAGEMENT E1: SYSTEMS SECURITY Important and confidential information will be maintained in the Integrated ERP System and as such security is a key necessity to ASK. Robust security will be needed to ensure that only authorized users access the system and that users' rights are appropriate to the respective job role.

Detailed Security Specifications

1 Is the system resilient enough to withstand any P penetration by non-authorized users? Please elaborate on this.

2 Users of the system should have access only to the P modules, areas, information and functions that are appropriate for them.

3 Logon access to the system should provide the following P features:

Only authorized personnel are able to log on to the system;

Ability to provide password-controlled access;

Option to have a generic password at first setup with the first login forcing the user to change and set a new password;

Users are automatically prompted to change their passwords after a predefined period (like 30 days); and

The same password can't be utilized again.

Should Provide options for tracking password history E.g. Password logs of last 6 password changes

4 User setup will be administered by the ICT business P unit.

5 User profiles will be determined by the job role sets and I linked to the MS Active Directory where possible.

6 Each log-in session MUST be for an authorized user. P Multi log-ins for users can be configured, but should be disabled by default.

7 The System should maintain critical data and D confidential documents in an encrypted form in the database.

8 The System/Application database will allow encryption I for personal data and password security.

9 Sessions should be terminated after thirty (30) minutes P of inactivity but this should be configurable. Valid data records should be saved before terminating the session.

34

E2. SYSTEM ADMINISTRATION

The objective of the Architecture specifications is to determine the key required platform on which to run the integrated ERP system at acceptable performance levels at ASK. Key details include the necessary hardware, Product, network and other system necessities required for the effective realization of the Integrated ERP System. Please provide necessary detail such as architectural diagrams and specifications.

No. Detailed Architecture Requirements Priority Vendors Responses

SYSTEMS INFORMATION ARCHITECTURE

1 Ability to have the system built on multi-tier architecture. P Please expound on the number of tiers and their functions.

2 The system should be based on an n-tiered architecture P with web, application and database servers. Each tier shall be scaled independently, both vertically and horizontally, to address any performance and scalability necessities.

MODULARITY

3 Ability to implement specified modules of the system. P

4 Ability to add further modules to the system in future. P Please elaborate on what will be required for addition of the modules (just activation of dominant modules, system

re-adjustment).

SECURITY AND SYSTEMS MANAGEMENT

5 Ability to assign rights and privileges for users based on P their roles for example sales, distribution, finance, procurement, HR, ICT, internal audit, communications, etc.

6 The system MUST provide a password management P facility with the following features:

Centralized management and definition;

Use of alphanumeric passwords;

Password encryption;

Non-clear display on the screen; and

Periodic change by the user based on the system rules.

7 The system MUST provide transaction audit trail facility P to track all changes and a log file for auditing. A unique user identifier should be used for tracking and auditing purposes.

8 The system is expected to interface with other databases P hence should support encryption standards. Please state the encryption standards offered by your solution offers if any.

9 The system MUST provide for security backup facilities to P enable complete file restore and recovery.

10 The system MUST be able to interface with external P

35

systems. Please specify the protocol interface(s) available for connectivity.

11 The system MUST provide for roll-forward and roll- P backwards crash recovery for any incomplete transaction.

SYSTEM ADMINISTRATION

12 Ability to initiate the system setup. This module shall P enable the configuration of electronic forms and templates centrally.

13 Ability to configure users based on roles and P responsibilities for example through the business units.

14 Ability to generate system reports that show monitoring P of users and modules for example output of audit and error logs.

15 Facility to archive transaction details to history files. P

SYSTEM INTERFACE(S)

17 Are defined standard interfaces available to import and P export all kinds of transactional/statistical data from external applications?

18 The System should be able to interface with other P applications for example MS Word, Excel, and Adobe Acrobat.

19 Is the system capable of querying multiple databases? P

PLATFORM INFRASTRUCTURE

20 Provide Technical Architecture diagrams or a modular P integration diagram (can be in the form of logical components and topologies). In line with the following sections. Bidders are free to provide recommendations based on their experiences

Hardware

21 Describe all hardware server specifications necessary to P operate the proposed system (platform, processor, memory, hard disk type and size) with scalability incorporated as data and users grow periodically.

22 Provide Server Specifications and proposed platform P infrastructure including Application server, Database Server, Web Server, Storage Area Network requirements, such as CPU requirements, cores, memory, I/O, utilization, growth indications (database, CPU) etc. (Please see section on Background and Implementation Strategy for information on users and current needs and applications at ASK)

23 Network switch and router specifics such as interface P cards, scalability, firewall, security etc.

24 Client machine requirements - for front end application P such as CPU, RAM, Memory

25 Printer Requirements - for general system printing requirements such as for reports, queries, etc. (ppm, network enabled, etc.)

PRODUCT

36

27 Describe all server Product specifications for the new P system. Including Operating Systems, RDBMS, Product

30 Describe all client Product specifications for the new P system.

31 Please elaborate on the open-endedness of the Product to P allow integration with other systems.

Network

32 Provide and describe the required and recommended I network infrastructure including Band width requirements for the system to operate at acceptable - high performance levels, for multiple document entry across the organization(bandwidth, latency and availability), with a sub-Saharan context in mind. (For front end, thick client, web-based hybrid). Please provide detailed information

33 Ability to support clients connecting to the server from P outside the network via the internet.

Programming Language and Tools

34 Please describe the programming language/technology of D the system.

35 Does the system use any non-standard (not included in I the language distribution) third party libraries or components?

Relational Database Management Systems

36 Ability to support industry standard databases. Please P give details.

37 Do the databases come packaged with the system, or P MUST they be purchased separately?

38 Capability of the system to provide import/export P mechanisms in order to ensure database integrity. Please explain the feature further.

39 Do the databases come together with their respective P licenses, or do the licenses have to be purchase separately?

40 The system should be able to run on a relational P database without modifications.

Web Technology

41 Please elaborate if there are any P components/functionalities of the system that are web- enabled. Describe in detail.

42 Explain what protocols are utilized for transmitting P requests and documents over the web for example secure socket layer protocol and encryption.

43 Describe the minimum browser requirements for the P proposed system (include browser name, version, vendor and security options) and the standards that are supported.

44 Provide caching at multiple levels including sections in P

37

the page, which improves the performance of the web- application, in terms of speed at which content is delivered to users, by caching frequently accessed information.

45 Provide import & export tools as well as APIs so as to P easily manage content and documents during backup, offline usage and for deployment.

Performance

46 Specify the default system capacity/transaction volumes P (peak volumes, growth). Comment on capacity/transaction volumes when there is concurrent access of the system and all users are carrying out different transactions.

47 The system should provide support for a maximum 100 P concurrent users.

Scalability

48 The system MUST be scalable to accommodate growth in P the user base as well as transactions. The system should maintain current customers and allow creation of new ones. Please comment on how this is achieved.

Availability

49 The system MUST be highly available with an uptime of P at least 99.9% availability.

50 Please specify the system availability for performing P transactions for example 24x7x365.

51 Does the system provide (for example emails, SMS) P notification to both the system administrator and normal users of downtime? Please provide details.

Fault Tolerance

52 Are the system/application failures reported P automatically in real-time to the system administrator? If yes, indicate the format (email, pop-up window).

53 Can the system report alert conditions (such as database P unavailability or network error conditions)?

54 System has option to run locally on the client P workstations in disconnected/offline mode when the server is unavailable. Provide details on how data is synchronized

Archiving

55 Ability of the system to manage historical data (for P example data compression, auto archiving). Please provide the details.

56 Is there a time limit on storing archived data? (if P configurable, please indicate the default setting)

57 What the system requirements for archiving? P

58 Are there limitations on archiving (for example can a P search be done through archived data)?

59 Please elaborate on the tools used for archiving data. P

60 Provide details of how archived data is managed by the P

38

system. Can archived data be automatically re-loaded when required, or is manual handling necessary?

Data Backup & Restoration

61 Ability of the system to provide automatic and regular P data backups.

62 Ability of the system to manage partial and full backups. P

Searching

63 Available searching facilities are provided by the system P

64 Are field level advanced searching facilities provided? P

65 Are free-text search and automatic word stemming P supported?

66 Issue clear and unambiguous messages in a consistent P manner so that errors are highlighted.

67 Any error generated by the system MUST indicate the P appropriate corrective actions to the user.

68 Describe the process involved during system change. I

69 Do you have any development centers in Africa? I

39

F: BUSINESS INTELLIGENCE

N0 Priority Vendor

Balance Scorecard and BI Response

Capabilities

1 Ability to support Data Mining P

2 Ability to provide different scenarios such as Actuals, Plan P e.t.c.

3 Dashboards P

4

Graphical report presentation for specific online operations P like sales, performance, e.t.c.

5 Exception Reporting P

6 Automatic report by email P

7 Variance Trail Analysis P

8 Integration into other tools (Project management, Excel, etc.) P

9 Ability to Export data to other formats P

10 Sensitivity Analysis P

11 Drill down reporting capabilities P

12 Data grouping capabilities P

40

PHASE 2: (2016) G: DOCUMENT MANAGEMENT

The objective of this module is to provide an effective, efficient and user-friendly method of managing all documents in their various forms. The module will be used to maintain accurate records, organize electronic documents, manage document versions, archive documents, maintain documents' security, facilitate document distribution and manage document approvals.

No. Detailed Document Management Requirements Priority Vendors Responses

1 Product should be able to manage storage and retrieval of Electronic documents. P

2 Ability to Capture ASK workflow including but not I limited to; various tasks, operations, users by operations or information, information flows, tracking etc.

3 Ability to implement best practice workflow P operations and management activities at ASK

4 Ability of ERP workflow to integrate with current I manual document management system (i.e. routing documents in EDMS to appropriate users or functions in ERP. Documents could include among others customer orders, delivery notes, reports, technical drawings etc.)

5 Ability to apply key security to workflows in ASK I (such as data access levels, other security), please explain in detail

41

H. PROCUREMENT/SUPPLY CHAIN MANAGEMENT

No Procurement and Materials Priority Vendor Response

Maintain Vendor Records

1 Ability to maintain the following information per P vendor:

Vendor code P

Vendor name P

Multiple Contact name P

Multiple Vendor address P

P.O. Box P

E-mail address P

Phone number (multiple) P

Fax number P

Default payment / credit term P

Default currency P

Multiple Vendor bank account number P

Default delivery options P

Product Description/category P

2 Classify each vendor by specific supplier code P

3 Ability to maintain the supplier register/list P

4 System to be able to classify vendors as registered/ I unregistered and certified/ uncertified, international/domestic.

5 Ability to automatically update vendor rating based I on pre-defined rule

6 Ability to maintain approved supplier lists for P inventory items

7 Same entity can be both customer and vendor, link I to be maintained and referred as related party

i1208 Ability to have vendor specific payment terms I

Purchase Requisition

9 Ability to create Purchase Requisitions for goods P and services

10 Ability to convert requisition to request for P quotations (RFQ) automatically. RFQ should be attached to selected vendors based on past data/performance

11 Ability to consolidate multiple purchase requisition P from different departments

12 Ability to monitor the status of purchase requisition I raised

13 Ability to attach documents (e.g. Word, excel, pdf D e.t.c.) with the header and lines of purchasing

42

documents (PR, RFQ, Quotes and PO).

14 Ability to raise Purchase Requisition against a P project

15 Ability to raise Purchase Requisition for service P contract with vendors

16 Ability to automatically create requisition if the qty D on hand goes below re order level

17 Ability to allow requisition based on the budget D balance

Receive & Evaluate Quotation

18 Ability to prepare Request for Quotation against a P purchase requisition

19 Ability to electronically send the request for P quotation and link it to multiple suppliers

20 Ability to enter the quotes received P

21 Ability to have an expiry date for the Quote P

22 Ability to copy vendor's quotation into PO either as a P

whole or selected lines

Purchase Order

23 Ability to convert quotation/requisition to purchase P order

24 Ability to create multiple purchase orders against a P single quotation/requisition

25 Ability to create purchase order for goods and P services

26 Ability to create purchase order for service contracts P with vendors

27 Ability to create long term contracts in the system P

28 Ability to create replenishment automatically for D specific items with respect to the inventory norms defined I.e. safety stock, reorder point, inventory turns

29 Inventory module facilitates constant monitoring of I reorder levels for restocking, and trigger points

30 Ability to enter the PO's in the system. P

Local Purchase Orders P

Overseas Purchase Orders P

31 Ability to record purchase order acknowledgement P from vendor

32 System should automatically generate an alert if P acknowledgement is not received within 2 weeks

43

from PO issue date

33 Ability to enter price, payment terms, special P discounts, delivery instructions, delivery schedule e.t.c. in purchase order/release

34 Ability to set receiving tolerance limits in purchase P order

35 Ability to set 2/3/4 way matching requirements in P the purchase order

36 Ability to send approved PO electronically to vendors P (Fax, email e.t.c.)

37 System should allow reprint of PO with 'copy, P amendment no., reprint' marked on the print out

38 System should be able to capture information P pertaining to freight, insurance, e.t.c. at each line item selection as per the INCO terms (CIF, FOB, etc.)

39 Ability to capture penalty clause in PO (% wise, P daily rate and lump sum)

40 Ability to enter project details while creating I purchase order and interface the details to project

41 Ability to update inventory on item receipt / post- P inspection clearance for items with mandatory inspection requirements

42 Ability to generate receiving document on receipt P (MRNs-Materials Received Note)

43 Ability to receive un-ordered receipts or substitute P items with proper authorization as defined by business

44 Ability to record multiple receipts against a single P PO

45 Ability to record serial number, expiry date and D batch number during receipt for specific items

46 System should have provision for rejection of P unacceptable items (RTS) with creation of Discrepancy Report

47 Ability to Journalize Stores Withdrawals P

48 Ability to Reverse Journals P

Approval Hierarchies

70 Ability to designate approval hierarchies to approve P Purchase Requisitions, Purchase Orders and Vendor Quotations based on the following criteria :

Amount limit P

Item ranges P

Account Ranges P

74 Ability to send an electronic notification to approver P to take action on the Purchasing document

44

submitted for approval

75 Ability to send an electronic notification on approval I or rejection of purchasing document (PR, PO and Quotation) to initiator

76 Ability to automatically forward document for D approval to next person in hierarchy if the document is delayed beyond the specified time with

a designation

MIS

77 Ability track the status of PR's with respect to PR P log date, Item code, quantity e.t.c.

78 Ability track the status of PO's with respect to PO I log date, Item code, quantity and expected time of arrival of the shipment

79 Ability to generate report on pending PR/PO I supplier-wise, item-wise and department-wise

80 Ability to generate report when level stock on-hand P below reorder level with information on PO pending, PR pending e.t.c.

81 System should have the ability to print summary of P expected receipts

82 Ability to print purchase register for the month P

83 Ability to generate reports on documents pending P for approval on which no action has been taken for more than N number of days.

84 Ability to inquire / report on the item purchase cost P history over a user defined date range

85 Ability to generate receipt register P

86 Ability to perform ageing analysis for outstanding P Purchase Orders based on cost centre, vendor e.t.c.

87 Generate purchase order receipt reports P

88 Generate Delivery returns report P

89 Generate purchase order reports - fulfilled orders, P undelivered orders, on-time deliveries, not delivered

on time, delivery performance rating, e.t.c.

Maintain Inventory Items

90 Ability to setup and maintain item codes with P different segments

91 Ability to maintain the following information for P items but not restricted to:

Item code P

Item description P

45

Purchase lead time per item / supplier P

Vendor item code P

Default purchasing unit of measure P

Minimum stock level P

Item Status (Active, Obsolete, Blocked etc.) P

Expiry Date D

Serial Number D

Barcode D

92 Ability to group items into categories and sub- P categories

93 System to be capable of linking the supplier item P code with the item code in the item master

94 Ability to maintain conversions between units of P measure

95 System should have provision for serial-number P control of items

96 System must support bar coding and have the P ability to scan pre-printed form containing bar codes, quantities, and item descriptions

Item Catalogs

97 Ability to maintain catalogs item-wise and supplier- P wise

98 Ability to update catalogs periodically through P catalog imports

Locations

99 System should support creation of multiple P warehouse locations and attach type/ categories of transactions which the warehouse locations can support

100 System should have the ability to support P warehouse area classification with respect to zone, aisle, and bin locations

101 Ability to define bin locations and assign items to P bins

102 Ability to provide Stock-in-Transit P

Maintain Kits

103 Ability to define bill of materials/Kits P

104 Ability to explode bills and transfer individual items P to Inventory

46

105 Ability to combine individual items and issue the P

master item

Maintain Stock Levels

106 Ability to maintain minimum stock levels for items P

107 Ability to generate alerts if the quantity falls below P pre-defined limits i.e. Reorder levels

108 Ability to allow for zero stock for specific items and P record appropriate costing entries

109 Ability to classify items based on ABC classification. P ABC classification should be based on value of stock & value of movement within a year

Costing

110 Supports the following costing methods: P

Standard P

FIFO P

Weighted average P

111 Ability to track the item cost for all material P Transactions

Ability to setup multiple requirement areas

Ability to integrate consumptions into the General P

Ledger

Transactions

112 Ability to define transaction types and set pre- P defined rules for each transaction type

Ability to allow multiple cost elements on product P receipt (Product per transport).

Ability to process Import Cycles P

1113 Ability to issue items against: P

Internal Requisition (IR) P

Maintenance Work Order P

Material requisition from projects P

Employee number P

114 Ability to generate pick-lists for all material issue P

115 Ability to generate pick list sequentially. (If the P store-keeper goes to a particular area system should give all items to be picked from that area)

116 Ability to print bin information on pick-slip P

117 Ability to inspect items on receipt P

118 Ability to Record quality issues and defect if any P

47

119 Ability to scan and record barcode information at P

the time of receipt

120 Ability to record items returned from Projects to P Inventory

121 Ability to provide provision for ageing inventory P

Monitor Ageing Stock

122 Ability to generate stock aging report based on the P receipt date by:

Aging slots (in days) P

Item-wise P

Category-wise P

123 Ability to generate stock ageing analysis based on P

the receipt date

Physical Inventory & Cycle Counting

124 Ability to generate count sheets based on user P defined criteria:

Quantity, e.g. include items with quantity P above 10 pieces

Value, e.g. include the items with unit value P above 50K

Item Category P

Location P

Ability to sort the count sheets by: P

Item P

Location P

Shelf / bin number P

125 Ability to perform a re-count if the stock difference D is beyond pre-defined limits

126 Ability to identify the type of physical count P adjustments as:

Shortage / Excess P

Damaged (With percentage damage) P

Non usable items (scrap) P

127 Ability to monitor the items as count in progress, D completed e.t.c.

128 Ability to define the cycle count frequency per item, P e.g. every 30 days

129 Ability to freeze normal inventory transactions P during physical count

130 The system should post the stock adjustments only P after approval in system - Generally it should operate like EPOS(electronic point of sale)

MIS

Ability to report the transaction statistics by type P 131 (e.g. number of receipt transactions, shipments,

48

transfers, returns etc.) by product group and month

132 Ability to generate stock ledger report P

133 Ability to generate item movement report to track all P transactions based on following criteria:

Period-wise P

Item-wise P

Category-wise P

Transaction type wise P

Requirements area-wise

134 Ability to generate damaged stock report P

135 Ability to generate stock expiry report period-wise P

136 Ability to track items reserved with reference P

137 Ability to track slow moving items based on P following criteria:

Percentage movement P

Period-wise P

Item-wise P

Category-wise P

Transaction type wise P

Requirements area-wise

138 System needs to provide a report at the end of each P physical inventory/cycle counting/perpetual stock count indicating product category wise, item-wise, location wise, period-wise variances between the actual physical stock and stock in the system

Ability to generate high value items report. P

139 Ability to generate report on ABC classification P based on stock value and movement in a year

140 Ability to generate Lead-time reports P

49

PHASE 3: (2016/2017) I. PROJECT MANAGEMENT

No Project Management Priority Vendor Response

MASTER DATA

1 Ability to have user-defined project types (construction, P operation and maintenance, private, general, e.t.c.)

2 Ability to have user-defined setup of repositories of I templates (standard contract clauses or regulations, terms and conditions, statement of work, milestones, e.t.c.)

3 Ability to have user defined standard contractual terms: P

Criteria P

Quantities P

Prices P

Important Dates P

Milestones P

4 Ability to have user defined multiple project management P lifecycles with project statuses (released, active, on hold, post-handover activities, closed, e.t.c.)

5 Ability to have user defined project calendars P

Projects

6 Ability to define projects against a contract with the P following details

Project Code P

Project Type/ Classification P

Contract No. P

Site(s)/ Location(s) P

Start Date P

Completion/ End Date P

Project Manager P

Insurance Details specific to the Project P

Sub-contractors P

Related Guarantees P

Work Breakdown Structure

7 Ability to define WBS against a project (Main tasks and P sub-tasks under it)

8 Ability to have multiple levels in WBS D

9 Ability to define milestones for each level in WBS I

10 Ability to monitor status of the project at each level in P WBS

11 Ability to track the cost incurred at each level in WBS P

12 Ability to generate a project schedule with start and end I date for each level in WBS

50

13 Ability to allocate resource against a project and I

optionally link to a level in WBS

14 Ability to issue material against a project / level in WBS I

15 Ability to attach quality plan to a project / level in WBS P

16 Ability to track percentage completion with work P certificate

17 Ability to record labor cost against a project P Transaction Processing

17 Ability to create multiple projects against a single P contract

18 Ability to record and track amendments to a Project / P Contract

19 Ability to have approval workflow for Projects / Contracts D

20 Ability to record variation work against a project I

21 Ability to record penalty clause against a project I

22 Ability to track Retention money in case of projects. I

23 Supports deliverable tracking system (track all activities P related to a contract, and allows to define dependencies between contract deliverables)

24 Ability to put any contract element on hold without P impacting any other contract element

25 Ability to capture unlimited milestone events D

26 Ability to define conditions based on a fixed or estimated I date, status, or pre-requisite milestone

27 Ability to support contract pricing/estimation P

28 Ability to support enhanced reminder feature of D outstanding contractual obligations, deadlines for proposal submission, solicitation (alerts)

29 Ability to apply price discounts to labor, materials, any D cost component, and contract phases

30 Ability to make payment based on the percentage I complete or milestones or as work incurred

31 Ability to define key performance indicators P

32 Ability to track contract performance (profitability, cost P incurred, work percentage completed, deviation from planned, e.t.c.)

33 Supports online access to historical expenditure of D previous projects/contracts (equipment by type/category, total expenses, e.t.c.)

34 Ability to record and track bid bond, performance bonds, P payment guarantee per contract / tender:

Bond value and percentage of the P proposal/contract/tender value

Expiry Date P

Extensions P

Supports alerts or notification of bonds expiry P

Closure

35 Ability to have workflow for project closure I

51

36 Ability to cancel a project I

37 Ability to re-open a closed project I

38 Ability to track variance between estimated and actual I project costs

52

J. FLEET MANAGEMENT

The objective of this module is to provide an effective, efficient and user-friendly method of managing XYZ's fleet of vehicles. It must be able to identify, collect and analyze all costs involved in the operation of the fleet, including obligations incurred and expenditures made for the acquisition, operation, maintenance, and disposal of vehicles.

No. Fleet Management Requirements Priority Vendors

Responses

1 Ability to Integrate with other modules such as stores, P procurement and finance

2 Options to Capture and track key vehicle identifying P information such as

vehicle number,

year, make,

model,

engine

Chassis number

Log book

Fuel type

Gross vehicle weight rating (GVWR).

Assigned Driver, contacts, office, region, etc.

3 Ability to capture key activity and financial information P as regards vehicles, including, fuel costs, repairs and maintenance history, parts associated, vehicle purchase costs and various others.

4 Capture usage and activity of vehicles - dispatch, periods P where a vehicle is not assigned to a driver i.e. awaiting assignment, maintenance, or disposal etc.

5 Capture summary accident data including date, time, P vehicles involved driver, and third party information.

6 Provide the various disposal actions needed i.e. transfer, P uneconomical to repair, exchange, replacement, etc.

7 Provide comparative data on performance of each vehicle P for maintenance and fuel usage with other vehicles in its class.

8 Track warranty information for all vehicles and Product. P

9 Ability to track fuel usage costs. Such as cost per mile P based on fuelling entries.

10 The system should provide the ability to schedule P preventative maintenance procedures for all vehicles.

11 Ability to provide alerts to due dates for preventative P maintenance.

12 Ability to track maintenance trends by department, unit, P vehicle

53

3.0 CAPACITY BUILDING AND TRAINING SPECIFICATIONS

The objective of the Capacity Building and Training specifications is to ensure that ASK is capable of independently managing the system from the commencement of the implementation activities up to the time when the system is fully operational. The bidder must indicate how they intend to work with the ASK staff and consultants to ensure capacity building, knowledge transfer and independent sustainability of the system.

In addition to the above, the bidder must describe their approach to training, design and delivery, indicating how the training methods will meet ASK's expectations. Training must be coordinated with the implementation of the proposed system so that no significant delays occur between commissioning and user training. It is also envisaged that the successful bidder will be responsible for providing training to ASK Staff.

3.1 THE ERP MANAGEMENT SPECIFICATIONS

The objective of the Project Management specifications is to prove the capacity of the bidder to effectively manage the implementation of the proposed system within the time and costs stipulated.

No. Project Management Specifications Priority Vendors Responses

1 Describe in detail the approach intended to ensure P success of an integrated ERP at ASK.

2 Please indicate the Project Implementation Methodology P that will be used for this system to provide the expected deliverables. The methodology should address the following:

Project Management methods;

Project Management tools;

Project Reporting;

Quality Management;

Project progress measurement and timelines; and

Project team organization and composition.

3 The bidder is responsible for the delivery of all aspects P of the proposed system implementation.

4 A hierarchical plan should be developed starting with P high-level tasks and ending with detailed steps to accomplishing these tasks.

5 The bidder MUST make available to ASK the P implementation plan including the detailed project schedule within 2 weeks of contract signature.

6 The bidder's project management methods MUST be P based on recognized and internationally accepted standards for IT project implementation.

7 The bidder MUST provide a Quality Assurance Plan I which identified and specifies all project deliverables and the quality criteria for each deliverable.

8 The Quality Assurance Plan MUST also describe the I

54

roles and responsibilities of each of the bidder's management team, and how quality will be checked and guaranteed in the course of the implementation.

9 The bidder MUST provide an experienced and P appropriately qualified team of consultants to undertake work on the system implementation from commencement to completion.

10 The bidder MUST propose a team organizational I structure. This structure should describe among other things, the proposed team, team availability, resources and skill mix.

11 Organization and reporting roles within the project team P should be clearly identified to indicate who will be responsible for the different activities in the course of the implementation.

12 The bidder's project MUST have the following P competencies:

Project management skills;

Quality assurance skills;

Financial management and accounting skills;

Operating systems, database management and programming skills;

Proposed System expertise;

Change Management and Training skills; and

System quality assurance skills.

13 The bidder MUST provide details of at least three P reference sites where the bidder has had successful system implementations within the last three years. The details can include but not limited to:

• Support provided for Implemented System;

• Recommendations from Clients; and

• Contacts of Reference representative (full name, designation, telephone number, email address).

55

3.2 TESTING AND QUALITY ASSURANCE SPECIFICATIONS

The objective of the Testing and Quality Assurance specifications is to ensure that the integrated ERP system is implemented in an effective and efficient way ensuring risks are managed and the implementation meets quality and performance requirements of ASK

No. Detailed Testing and Quality Assurance Requirements Priority Vendors

Responses

1 The bidder will perform the necessary tests on the system P before installation is deemed complete. Thereafter, an installation certificate will be issued.

2 The bidder MUST perform a complete system test before P handing over to ASK for acceptance testing. This should be accomplished by furnishing ASK with a checklist of the test procedures.

3 The bidder MUST agree with ASK on test parameters P before test scripts' development required for the satisfactory completion of acceptance testing.

4 The acceptance of the system will be subject to final user P acceptance tests before a final acceptance certificate can be issued by ASK.

56

Signed and Stamped………………………………………………………………… Date submitted…………………………….

By Vendor