Terms of Reference 

Development of Human Resource Management System

About WaterAid:

WaterAid is an international not-for-profit, determined to make clean water, decent toilets, and good hygiene normal for everyone, everywhere within a generation. We have been working with government and non-governmental partners to ensure that these essential services are available to poor and marginalized communities, especially women, persons with disabilities, and vulnerable groups. For more information, please visit (www.wateraid.org)

Purpose & Objectives of the Assignment:

The purpose of this assignment is to automate the relevant processes. The objective of the System is to assist WaterAid Pakistan in the following:

• Develop automated system for payroll, timesheet, recruitment and employees’ contract management.
• Streamline processes, minimize manual inputs and reduce errors.
• Improve data accuracy and accessibility.
• Enhance reporting capabilities.
• Ensure compliance with relevant regulations.
• Simplify information and generate customized reports.

Scope of Work:

Under this assignment, the consultant will be responsible to develop following fully automated and integrated modules:

Module 01 - Payroll Management including Timesheet Management

Module 02 – Gratuity Fund Management

Module 03 - Staff Recruitment, Onboarding, Exit and Contract Management

The system shall be capable of the following:

• The system shall provide a mechanism to all employees to complete their monthly timesheets online onto the system.
• Such timesheets shall have an approval mechanism like submitted by employee, approved by line manager, approved by HR and then impacting the payroll of the month.
• Timesheets shall capture the time charging of all employees as per their charging in different projects – this system should be integrated with our existing financial system (SUN System) to capture the up-to-date information/codes in live manner.
• The System shall provide a mechanism for approval and processing of staff loans, and salary advances.
• The system shall also be able to calculate the effective salaries for each position, and the relevant information shall be fetched from the people management system of the organization.
• The system shall also track the annual headcount planning of the organization and provide real time variances/ savings
• The system shall provide monthly Payroll Processing, generating monthly payroll with details like employee information, pay package, gross pay, net pay, allowances, deductions, bank account details.
• The system shall take care of all the process flows like time sheet approval, payroll approval, loans and advances approval
• The system shall also send automated emails along with payslips to all employees on the date when the salary is disbursed to all employees.
• The system shall perform informed steps and the relevant persons shall be intimated for each stage.
• The system shall push the final payroll to the accounting system of the organization.
• The system shall perform all the calculations like tax calculations, allowances calculations, EOBI, etc. No manual input shall be there.
• The system shall have the ability to easily produce standard and customized reports.
• The system shall also produce the ready formats for payment of statutory payments like tax, EOBI, and provide the data in ready form for tax filing, including provision of tax certificates in notified formats.
• The system shall have different level of security and access privilege.
• The system shall provide the ability to complete payroll Offline in case of internet or system failure.
• The system shall also provide the loan reconciliations, payroll reconciliations, etc.
• The system shall have the ability to take care of annual increments, promotions, relocations, etc.
• The system shall maintain the audit trails for each and every process and must ensure all related information, so, it is easily traceable and presented as required/requested by users like SMT, Internal Audit, External Audit, Donors, etc.
• The system shall prorate salaries when required such as a staff leaving, joining and transfer in the middle of the month.
• The system shall also facilitate the online/digital recruitment and onboarding of the staff including receiving CVs, long listing, short listing, tests, interview scoring, sending offer letters, catering acceptance letters, joining report, generating employment contracts, salary increment letters, etc.
• The system shall also take care of the exit formalities of an employee like relevant clearance flow, calculating final settlement, approvals.
• The system shall provide comprehensive functionality with user friendly and graphical screens that will guide you through the payroll process step-by-step. 
• The system shall have the ability to take up to 500 employees.
• The system shall be able to maintain the record for last 10 years and there should be a systematic process to shift the data on any other media which is older than 10-years.
• The system shall be easy to navigate the tax or other legislative changes including changes in rates, or new statutory requirements. 
• The system shall also cater for managing the gratuity fund of the organization.
• The system shall also produce variance reports from timesheets filled by employees and the biometric device attendance.
• The system shall comply with all the applicable policies, standards, data protection regulations, etc.

Deliverables:

The following deliverables are expected under this assignment:

• Detailed needs assessment report on current processes.
• System design document and process flow diagrams.
• Test run of the system with limited users.
• Fully developed and tested automated system (3 modules).
• All users training (It will be in WaterAid Islamabad Office).
• User manual.
• Post-implementation support plan for 1 year.
• Importation of existing data.

Duration of assignment:

We expect to complete the assignment within 2 months of starting date. Please provide the detailed timeline plan – preferably day wise, including the following, at minimum:

Evaluation criteria

The technical and financial proposals shall be submitted in two separate sealed envelopes, clearly marking the consultant’s name and the proposal type. Following will be the process for evaluation of the proposals:

• Technical Evaluation – All the received valid technical proposals will be evaluated against the below mentioned criteria and the passed proposals will be moved for second phase of evaluation.
• Financial Evaluation – All the proposals, who have passed technical evaluation, will be financial evaluated and the marks will be awarded based on the lowest quote.
• Presentation – Top three scorers of above process will be called in for detailed presentation about the system.

Technical Proposal: Technical proposal shall be developed containing the information, as mentioned in below order:

• Executive Summary & Consultant Profile
• Understanding of Project Requirements
• Project Approach & Methodology
• Project Team & Qualifications
• Technical Specifications and System Features
• Integration and compatibility
• Project Timeline
• Support and Maintenance Plan
• Previous Similar Assignments and Case Studies
• References

Financial Proposal: Please provide the detailed costs breakdown within the financial proposal, outlining cost separately under each of the module as explained above. Please quote separate cost for each module with detailed breakdown.