Terms of Reference (TOR) for Implementing Enterprise Resource Planning (ERP) System

Background

SOLO is a non-profit, nongovernmental organization established in 2008. Through its integrated program design and delivery approach; SOLO works with local communities and structures to mitigate the effects of drought, floods, conflicts, disease outbreaks and gender-based violence.

SOLO focuses on empowering the less privileged and most vulnerable in order to enhance, strengthen and accelerate development through capacity building, training and mentoring of youth, livelihoods and economic diversification, provision of quality education, health and nutrition, improvement of food security initiatives, environmental conservation and promotion of peace and harmony across different groups.

The organization also provides tailor-made trainings; researches and capacity strengthening to Local Authorities and Community-Based Organizations (CBOs) to ensure good governance and rule of law at all levels (i.e. Local; Regional and National). SOLO advocates for inclusivity and human rights protection of all to create positive environment for individuals to fulfil and realize their potentials.

SOLO capacity and strength in executing programs in Kenya and Somalia/Somaliland particularly in areas of operation lies in the close partnership and participation of the communities throughout the Project Cycle Management (PCM).

SOLO seeks to establish an ERP system with three modules of HR, procurement and programmes with potential to include other modules. This system is aimed to enhance one stop operational centre for increased effectiveness, operational efficiency and aligned to organizational growth strategy.

Objectives

• To streamline and integrate financial management processes across the organization.
• To enhance transparency, accountability, and efficiency in procurement activities.
• To improve monitoring, evaluation, and reporting of program activities.

Scope of Work

a. ERP System Implementation: Conduct a needs assessment to identify specific requirements and challenges. Customize and configure the ERP system with modules for finance, procurement, and programs. Ensure integration with existing systems and databases as necessary. Develop user-friendly interfaces and workflows tailored to the organization's operations.

b. Training and Capacity Building: Provide training sessions for staff on how to effectively use the ERP system. Develop user manuals and guidelines for ongoing reference and support. Conduct workshops to build capacity in data management and analysis.

c. Testing and Quality Assurance: Perform rigorous testing of the ERP system to ensure functionality and reliability. Address any issues or bugs identified during the testing phase. Implement quality assurance measures to maintain system performance over time.

d. Documentation and Reporting: Document all processes, configurations, and customizations made to the ERP system. Generate regular reports on system usage, performance metrics, and outcomes achieved. Facilitate periodic reviews and evaluations to assess the ERP system's impact and effectiveness.

4. Deliverables

• Comprehensive ERP system with functional modules for finance, procurement, and programs.
• Training materials, user manuals, and guidelines for staff.
• Testing reports, quality assurance documentation, and system performance reports.
• Final evaluation report outlining achievements, challenges, and recommendations for future improvements.

Timeline

• [Insert estimated timeline for each phase of the ERP implementation, including milestones and key deliverables.]

Budget

• The consultant in their expression of interest, to provide budget estimates broken down in major categories of software acquisition, hosting, training, customization, support and roll out of the system in its entirety.

Monitoring and Evaluation

• Establish a monitoring and evaluation framework to track progress and outcomes of the ERP implementation.
• Conduct regular reviews and adjustments based on feedback from staff and stakeholders.

Stakeholder Engagement

• Engage key stakeholders throughout the implementation process to ensure alignment with organizational goals and objectives.
• Foster collaboration and communication among departments to maximize the benefits of the ERP system.

Sustainability Plan

• Develop a sustainability plan to ensure the long-term viability and effectiveness of the ERP system.
• Identify ongoing maintenance, support, and upgrade requirements.

Governance and Oversight

• In consultation with SOLO, establish a project steering committee or governance structure to oversee the ERP implementation.
• Define roles and responsibilities of team members, stakeholders, and consultants involved in the project.

Ethical Considerations

• Ensure compliance with ethical standards and data protection regulations relevant to operations in Kenya and Somalia.
• Safeguard sensitive information and maintain confidentiality throughout the ERP implementation process.

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The interested firms to bid through a tender process. Share the expression of interest with the budget estimates in major categories and a clear work plan to [email protected] , [email protected] by  3rd August, 2024.