TERMS OF REFERENCE OF MASTER PAYROLL SYSTEM

TERMS OF REFERENCE OF MASTER PAYROLL SYSTEM

BACKGROUND

SOS Children’s Villages International is the umbrella organization to which all SOS Children’s Villages including SOS Children’s Villages Somalia Association is affiliated. SOS Children’s Villages Somalia has officially been working in Somalia since 1985. SOS is currently working in 134 countries worldwide. We are committed to the welfare of children – often throughout the whole of their childhood, and to strengthening families and communities as a preventive measure in the fight against abandonment and social neglect. We also run education and health facilities. With the SOS Children’s Village concept, the organization pioneered a family approach to the long-term care of orphaned and abandoned children. SOS Children’s Villages upholds child protection policy and our selection processes reflect our commitment to the protection of children and youth from abuse. Banadir  Region (Heliwa, Wadajir, Dharkenley and Dayninle districts) southwest-state (Baidoa, Burhakaba, Berdale, Baidoa and Hudur) and Hirshabelle State (Jowhar, Adale & Balcad).

OBJECTIVE:

SOS Children’s Villages Somalia has been using a manual excel-based payroll management system for several years, as the organization expands geographically and employee size, thus, its hard to manage payroll manually. SOS CV propose to obtain high-quality payroll software that saves time in order to improve payroll system and monintor the compensation of employee through digitalized accurate and effective compensation management. The organization  can rely on it to calculate gross wages, compansension, deductions and net pay accurately, while allowing them to maintain some control over the process.

SCOPE OF WORK:

The Master payroll system process will include developing, customization, deployment, testing, training, maintainance, upgrading and support of a new web based payroll system that shall meet the following requirements:

·         Accurately compute employee salaries, including any bonuses, back pays, deductions and other payroll related calculations

·         Comply with all relevant tax laws and regulations of the country

·         Comply with the internal compensation and benefits policy of SOS CV Somalia

·         Allow for easy input and management of employee total remuneration data

·         Generate pay slips for employees

·         Provide flexible and customized reporting capabilities

·         Provide data backup and restore capabilities in different formats

·         Provide different access types for different users

·         Apply appropriate encryption technology for both data at transit and at rest

·         Apply Multifactor Authentication (MFA) for user logins.

·         The system log all administrative activities and unauthorized use.

·         The system can run in different devices including computers, smartphones and tablets with responsive pages.

·         Deploy and launch payroll system on Microsoft Cloud platform 

·         Provide regular annual support service including patching and maintenance

·         Researching and evaluating potential payroll systems that can meet SOS CVE’s requirements

·         Selecting a system vendor that offers the best payroll system meeting our system requirements

·         Configuring the new system to meet our specific needs in collaboration with our team

·         Testing the new system to ensure it is functioning correctly

·         Migrating and entering our payroll data from Excel into the new payroll system

·         Provide payroll system operation documentation

·         System should connect with finger printer machine

·         Training all relevant personnel on the use of the new system.

DELIVERABLES  AND RESULT

·         To enhance Data Centralization Accessibility and data accuracy

·         To develop compliance management reporting and analytics

·         To verify the security and Data Privacy.

·         A fully functional payroll system that meets our specific needs

·         Trained employee to use and run the system

·         User manuals and training materials that provide clear instructions on how to use the new system

·         A report on the successful implementation of the new system that details all activities undertaken during the project

·         Continuous regular support and maintenance after the launching

·         install an appropriate and befitting payroll software and provide training to the Human Resources and Finances Department Staff to use and troubles shoot on the system.

·         Provide after sales support to the HR and finance Department including doing test runs and related system implementation and support when needed as per the contract details.

·         Upgrades of the software should be within the parameters of the developers as agreed with SOS Somalia and should conform to the regulations of Somalia Revenue Authority

·         The system will compute payroll and accommodate rapidly increasing staff numbers and incorporate permanent, casuals and temporary staff. The system can cater for unlimited number of pay types for payments, allowances including 13th check and temporary allowances, mass salary increments and deductions.

·         The system separates/categorizes staff according to budget codes, budget code % allocation, /costing center.Staff payslips will indicate staff category, budget codes, budget code % allocation, /costing center.

·         The system tracks earnings and deduction information on a monthly, quarterly, and annual basis for each employee.

·         The system automatically applies earnings and deductions to salaried staff, with varying salaries for work done within the same month.

·          The system Prorate salaries when required such as a staff leaving or joining in the middle of the month.

·          The system Provides monthly, quarterly, annually and year-to-date summaries of payroll earnings, benefits (allowances, gratuity and Pension), deduction (salary advances and other deductions) and payroll tax per pay period, staff list (open and closed contract).

·         The system allows payroll summary reports, monthly total payroll cost report, tax report for tax office, basic salary per month report, departmental cost monthly and annual report, user-defined reports on all payments and deductions for all staff.

·         The system caters for confidential system for limited access to authorized staff.

·         The system Computes the benefits administration and print a benefits register for each pay period and the annual summary sheet of the provisioned amounts (Gratuity and Pension).

·         The system is user friendly and flexible to take care of statutory compliance dynamics. Taxation and Social Insurance Fund directives and changes

·         The system generates instant pay slip and staff monthly/annual staff salary and benefits statements. It also provides month-end and yearend closure.

·         The system allows any type and unlimited number of payments and deductions.

·         The system generates payroll reports such as Payroll register, Variances reports including comparing the previous month salary with that of the current month salary so as the management/ signatories can see easily the reason for the difference and has reconciliation facility. The system generates report sin multiple currencies

·         SOS needs to run one category payrolls in USD.

·         The system has the ability to print online previous months’ and years’ reports whenever desired

·         The system should allow bulk changes. The changes should be automated and change the generic parameters instantly. This includes the exchange rate, the personal income tax ranges, any local salary changes, and change in the instructions for Pension provisions.

·          The system provides user and authorization levels for payroll transactions and processes.

·         The system is accessible to the required users at any given time with changes being abled for the super user and approval by the authorizer. Multiple user defined extra payments and deductions ability exists.

·         The system has the ability to be run on cloud or optionally sit on the server and provide an offline access and/or provide an online access.

·         For online services to include Employee self-service such as:

o    Staff access to own portal by use of password.

o   Staff access to pay slip view and salary advance.

·         The system has ability to import transactions for current period from Excel files and export output in Excel format as well. Also Allow usage on line and store human resources template documents (excel and word).

·         The system allows for Payroll simulations, re-runs, transaction changes and back-up calculations and pro-rata calculations.

·         The system provides back-up facilities and reports, which can be imported to excel, PDF and word applications.

·         The system has ability to roll over data to the next month and provides no further entry options for the closed months.

·         The system has control mechanisms such as access controls based on roles.

·         The system facilitates the automatic distribution of the pay slips to the respective staff through email

·          

For Audit Purposes THE SYSTEM CAN:

1. Provide an audit report.

2. Provide error report and adjustment listing

3. Provide  12-months consolidated report including 13th cheque calculation

4. Provide a systems reconciliation report The system can also Provide user levels and staff user authorized list.

·         The system provides robust logging in and audit trails

·         The system plays active role in sync with existing payroll cycles to minimize disruptions to business.

TIMELINE

Estimated time for the successful launch of the system is three months start in May to July , 2024. This includes time for development, planing and  the rollout of the system

PAYMENT SCHEDULE:
Payment will be dispensed in to phases, 30% after completion of the first batch and 70% upon completion of translation project

INTELLECTUAL OWNERSHIP

All documents pertaining to this task will remain the exclusive and sole property of SOS CV Somalia.

REQUIRED QUALIFICATION, SKILLS AND EXPERIENCES FOR THE VENDOR

The following are the criteria for the interested vendor

·         Proven a minimum of 10 years of experience in supplying Master payroll system

·         Proven experience working for large organizations, especially international organizations in implementing a web based payroll system including full range of activities such as customization, integration, testing, installation and launching, maintenance and upgrading

·         Able to deploy a team of experts who will meet the following requirements

·         A relevant academic background

·         Proven experience working on similar Master payroll system implementation.

·         Excellent communication and collaboration skills

·         Analytical and problem-solving skill

·         An ability to work under stressful and demanding environment to meet deadlines

·         Alignment with labor laws and regulations of the Somalia

·         Fluency in English

APPLICATION REQUIREMENT AND PROCESS:

 Interested firms should submit their technical and financial proposal as follows

·         Expression of Interest (EOI) or cover letter with an overview of the firm’s background and experience explaining why the firm is the most suitable to carry out the work as described in this TOR

·         Technical proposal should include detailed proposal on the methodology to be used, a detailed work plan, accompanied by individual CVs who will be engaged for this assignment and profile of the firm including renewed license and TIN. A document showing previously completed similar project or a reference letter from previous client stating the scope of service and deliverables shall as well be included.

·         Financial proposal: containing the final and all-inclusive total price offer for the full range of services required, broken down into all major cost components associated with the services.

Applications should be submitted before or on 30th june  2024 and should be sent to [email protected] Please indicate the title as “MASTER PAYROLL“ in the subject line.

SOS CV SOMALIA is an equal opportunity employer and only shortlisted applicants will be contacted.