Terms of Reference (TOR) for ERP Microsoft Dynamics NAV 2018 System development for YouthLink Somalia

1. Background

YouthLink Somalia (YouthLink) registered national humanitarian NGO. YouthLink is dedicated to working with extreme poor and vulnerable communities to reach their full potential by tackling the causes of poverty. To enhance operational efficiency and improve data management, YouthLink intends to implement an ERP system using Dynamics NAV 2018- Upgradable to 365 in future. This system will integrate the modules of Procurement, Finance, and Project Management.

2. Objectives

The primary objective of this project is to develop and implement an ERP system using Microsoft Dynamics 365 to streamline YouthLink's operations in Procurement, Finance, and Human Resources. The system should enhance data accuracy, improve workflow efficiency, and provide real-time reporting capabilities.

3. Scope of Work

The scope of work includes but is not limited to the following activities:

I.                    System Design and Planning

·         Conduct a detailed needs assessment for Procurement, Finance, and Human Resources modules.

·         Design a comprehensive ERP system architecture that aligns with YouthLink's operational requirements.

·         Develop a project plan with timelines and milestones.

II.                  Procurement Module Development

·         Automate procurement processes including requisition, tendering, purchase orders, and supplier management.

·         Ensure integration with inventory management.

·         Implement approval workflows and compliance checks.

III.                Project management Module Development

·         Project chart development

IV.                Data Migration

·         Migrate existing data from current systems to the new ERP system.

·         Ensure data integrity and security during the migration process.

V.                  Training and Support

·         Provide comprehensive training for YouthLink staff on using the new ERP system.

·         Develop user manuals and support documentation.

·         Offer ongoing technical support and maintenance post-implementation.

4. Deliverables

The deliverables for this project include:

Þ     Detailed needs assessment report.

Þ     ERP Microsoft Dynamics NAV 2018 system design document.

Þ     Fully functional Procurement, Finance, and Human Resources modules.

Þ     Data migration plan and execution.

Þ     Integration plan and execution.

Þ     Training programs and materials.

Þ     User manuals and support documentation.

Þ     Post-implementation support plan.

Þ     Final payment is dependent on setting up a well-established and efficiently functioning system as specified in the TOR

5.       LINES OF COMMUNICATION

The Consultant is accountable to YouthLink Programme Director or his designate for overall consultancy management

6. Timeline

The project is expected to be completed within 13 weeks from the start date of signing the contract. The timeline for key milestones is as follows:

Budget

A detailed budget breakdown will be provided by the selected vendor. The budget should cover all aspects of system development, data migration, integration, training, and post-implementation support.