Terms of Reference: GIS-Integrated Enterprise Resource Planning (ERP) System for the Jubaland water Agency.

Jubaland State of Somali

Jubaland Water Agency

Terms of Reference: GIS-Integrated Enterprise Resource Planning (ERP) System for the Jubaland water Agency.

1. Background:

The Jubaland Water Agency (JUWA) is an independent government-owned agency tasked with managing and regulating water resources in Jubaland State, Somalia. Established to address the region's growing need for sustainable and reliable water supply systems, JUWA plays a critical role in ensuring access to clean water for urban and rural populations.

In recent years, Kismayo, the region's largest city, has experienced rapid population growth, significantly increasing the demand for water supply infrastructure. The Jubaland Water Agency (JUWA) in collaboration with the MoEWR-JSS and IOM is currently finalizing the Yontoy-Kismayo Urban Water Supply project, which serves as the primary water source for Kismayo. Recognizing the need to modernize its operations and build on the progress made, JUWA aims to develop a GIS-Integrated ERP system to effectively monitor the water supply system, enhance resource allocation, and ensure sustainable infrastructure management. This initiative reflects JUWA's commitment to addressing operational challenges and sustaining the reliable delivery of clean water to Kismayo's residents.

The proposed GIS-Integrated ERP system will transform how JUWA manages its assets, operations, and finances. By integrating Geographic Information System (GIS) technology with Enterprise Resource Planning (ERP) functionalities, the agency aims to streamline its processes, improve decision-making, and enhance the sustainability of its water supply systems. This project underscores JUWA's dedication to addressing water management challenges and ensuring access to clean water for the residents of Kismayo and beyond. Also will enhance its operational efficiency, improve resource allocation, enhance financial management and reporting, streamline project management, ensure transparent procurement processes, strengthen asset tracking, optimize water resource management, and facilitate donor coordination.

2. Objectives:

The main objectives of the ERP system are as follows:

Streamline and automate key processes related to human resources, financial accounting, project management, procurement, warehouse management, GIS asset tracking, water laboratory management, water resource management, and donor management.

- Improve the efficiency, effectiveness, and accountability of the JUWA's water programs.

- Enable comprehensive data management, analysis, and reporting for informed decision-making.

- Facilitate accurate and timely reporting on financial, project, procurement, water resource management aspects.

- Facilitate coordination and collaboration among different departments within the JUWA.

- Enhance resource planning, financial management, procurement, project management, and asset tracking processes.

- Strengthen coordination with donors and effectively manage their contributions to the JUWA's initiatives.

3. Scope of Work:

The consultant will be responsible for the following:

1. Needs Assessment and Stakeholder Engagement

-          Conduct a comprehensive needs assessment with JUWA staff to understand current operational workflows and requirements.

-          Engage key stakeholders to define system objectives and key performance indicators (KPIs).

1. System Design and Development
• Develop a detailed design and architecture for the GIS-Integrated ERP system, including the integration of nine core modules:
1. Human Resource Management
2. Financial Accounting & Reporting
3. Project Management
4. Procurement
5. Warehouse Management
6. GIS Asset Tracking
7. Water Laboratory Management
8. Water Resource Management
9. Donor Management
10. GIS Management
• Define the database structure, GIS layers, and ERP workflows.

 Expected Outputs or Deliverables:

-          Fully functional ERP system with all modules implemented and integrated.

-          Data collection, storage, and analysis capabilities for improved decision-making.

-          Training materials, user manuals, and ongoing technical support provisions.

4.      GIS and ERP Integration

• Ensure seamless integration between GIS functionalities (e.g., geo-referencing, real-time asset monitoring) and ERP processes (e.g., financial tracking, resource planning).
• Incorporate geo-mapping of the Yontoy-Kismayo water supply system into the platform.

5.      Software Licenses and Implementation Plan

• Recommend and facilitate the procurement of five GIS software licenses and their allocation as follows:

-          HR Manager

-          Finance Team Lead

-          Project Manager

-          GIS Specialist

-          Water Quality Specialist

• Develop an implementation plan to operationalize the system with phased rollouts.

6.      Data Migration and Validation

-          Oversee the migration of existing data into the new system.

-          Define processes for data cleaning, validation, and quality control.

7.      Testing and Quality Assurance

-          Conduct system testing to ensure functionality, accuracy, and reliability.

-          Resolve any issues identified during the testing phase.

8.      Responsibilities:

The following stakeholders will have roles and responsibilities in the GIS-Integrated ERP System development:

- Implementing agency: The JUWA, responsible for overall project management, coordination, and quality assurance.

- Technical team: A dedicated team of experts in GIS-Integrated ERP will be responsible for system design, development, testing, and implementation.

- Data Collection and Entry: Relevant staff members will be responsible for collecting and entering accurate data into the system and working with the system after project completion.

- Relevant parties: Other stakeholders, such as JUWA departments, agencies, and donor organizations, will provide data, participate in system testing, and offer feedback.

9. System Requirements:

- Hardware: Local Linux servers as database backups with large storage capacity. Desktop computers for the relevant JUWA departments that will use the GIS-Integrated ERP system, high speed network routers for reliable internet connectivity. CCTV security cameras to ensure the surveillance and security of all the aforementioned electronic appliances.

- Software: The GIS-Integrated ERP system should be web application with a cloud-based database management system that uses SQL. The database should automatically synchronization with the local database servers that will be used as backups.

- Network infrastructure: The GIS-Integrated ERP system should have a high network tolerance that enables it to be responsive in areas that experience low internet connectivity. The system should also have data encryption mechanism and other security measures that protects sensitive data.

- Data standards and protocols: The GIS-Integrated ERP system should have the necessary standards and protocols to ensure compatibility and interoperability with existing systems, including data formats, data exchange protocols, and data integration procedures.

10. Data Management:

- Data collection methods: There should be preparation of data collection tools (KOBO, ONA) for field measurements and digital data capture water (assets) and water resource (boreholes, shallows, barkads). This data will be crucial for water management modules of the GIS-Integrated ERP system.

- Data feeds mechanisms: Assigned JUWA staff will be responsible for inputting data into the system, including manual data entry, automated data feeds, and integration with other databases or systems.

- Data storage: The primary data storage of the GIS-Integrated ERP system will be cloud-based database with a local server as a secondary backup. Both databases should have scalable data storage infrastructure to accommodate large volumes of data.

- Data security measures: The GIS-Integrated ERP system should have strict data security requirements, including access controls, user authentication, encryption, and disaster recovery plans regular data synchronization between the cloud and local servers.

- Data sharing protocols: The GIS-Integrated ERP system should establish protocols and mechanisms for data sharing within the JUWA and with relevant stakeholders while ensuring privacy and data protection.

- Data quality assurance: The GIS-Integrated ERP system should define processes for data validation, data cleaning, and data quality control to ensure the accuracy and reliability of information.

7. Reporting and Analysis:

The GIS-Integrated ERP system should provide reporting and analysis capabilities, including:

- Standard reports: Predefined reports that cover key performance indicators (KPIs), financial statements, project status, procurement summaries, and water resource management metrics.

- Ad-hoc analysis: Tools and functionalities to generate custom reports and perform on-demand data analysis.

- Visualization tools: Incorporation of data visualization techniques, such as charts, graphs, and maps, to facilitate data interpretation and decision-making.

- Key performance indicators (KPIs) and metrics: Identify and track key performance indicators and metrics related to water resource management modules and any other relevant module(s).

8. Capacity Building:

- Training plan: Propose a comprehensive capacity building plan to ensure relevant staff members are proficient in using the GIS-Integrated ERP system effectively.

- Training sessions: Conduct training programs for relevant staff members, covering system usage, data entry, reporting, and analysis.

- User manuals: Develop user-friendly manuals and guides to serve as references for system functionalities, processes and troubleshooting.

- Technical support: Establish provisions for ongoing technical support, including help desk services and regular system updates.

Proposal Requirements

Interested consultants are required to submit:

-          Jubaland line ministry registrations.

-          Updated company profile

-          A technical proposal detailing their approach to the assignment, timeline, and methodology.

-          A financial proposal with a detailed cost breakdown.

-          Profiles of team members and relevant experience.

-          References from similar assignments.

-          Please submit copies of bank statement for the past 3 months

- If you interested this activity, please send blank email via to [email protected]. Subject of the Tender GIS-Integrated Enterprise Resource Planning (ERP) System for the Jubaland water Agency REF: JUWA/JSS/0012/2024.

Closing date for Applications

Interested shall submit their applications through the above procedures on or before 28 December 2024.