TERMS OF REFERENCE (TOR) FOR THE DEVELOPMENT OF HUMAN RESOURCE INFORMATION SYSTEM (HRIS)

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TERMS OF REFERENCE (TOR) FOR THE DEVELOPMENT OF HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
FOR
SOS CHILDREN’S VILLAGES SOMALILAND
1-     Introduction:
SOS Children’s Villages is an independent, non-governmental social development organisation that has been active in the field of children’s rights and committed to children’s needs and concerns since 1949.
SOS was established in Somaliland in 1999 when SOS started its first operations in Sahil region. Currently SOS Somaliland (SX) implements more than 10 projects ranging from Child care, child protection, youth empowerment and participation, education and emergency interventions.

Purpose/Specific Objectives

SOS needs an automated human resources information system that collects, processes, stores and disseminates information about employees in the organization to support decision making, planning, coordination, control and analysis of various human resource functions.
2.1 The Purpose of HRIS:
To provide information by generating different reports related to employee information required by the SOS Children’s Villages Management. These reports and information will support the Management to see records of staff, information about staff trainings, leave status and follow up staff performance. This information will help the management to take right decision about employees and manage the human resources in an efficient way. Also the HR unit of SOS Somaliland will perform their job timely, systematically and provide different information to the management in a professional way.
2.2 The specific objectives of the HRIS

Online HRIS (Web based)
Integrated system of different modules (recruitment, payroll, Gratuity, Training, leave, Attendance, Performance Management etc.)
Linkage with system modules like online recruitment, payroll, Gratuity, Training, leave, Attendance and Performance Management
Designed to be Compatible with any future technology
Scope of online use of the software
User friendly and highly secured system with easy and attractive graphical representation
Dynamic Report generating system.

Scope of Work

The Consultant will develop HRIS which will include the followings:

Input Data for HRIS

The major categories of input data for HRIS

Personal information (about the individual)
Organizational information (positioning in the organization)
Job/ career experience (current and previous)
Performance and potential assessment (ratings and feedback)
Qualification, training and competency (provided and identified)
Payroll and benefits administration
Online recruitment system
Development and succession plan
Others (disciplinary, medical, references, absenteeism)
Any other important input data.

Output Data from HRIS

The following reports are usually generated from HRIS:

Skills inventory
Training and development
Compensation
Employee benefit record
Turnover
Absenteeism
Human resource plans

Others

Human Resources System: Employment, Promotion, Transfer, Deputation, Designation Change, Department Change, Increment, appreciation, Disciplinary actions, Increment held up, temporary salary deduction, suspension, processing of termination, resignation etc.
The system will generate different dynamic reports as per requirement
Online entry and dynamic report generating system from different geographical
Facilities of export and import data to and from excel & word applications.

Finalizing the HRIS Software

After developing each module of the software, the Consultant will demonstrate it before SOS HR team. The Consultant will incorporate the suggestions given by the team for further enrichment of the product. Subsequently, after getting final consent of SOS HR team, the Consultant will install the software in appropriate location.

Training

The consultant will organize training for the HR team to orient the new software.

Warranty

The software developer warrants for a period of 1 year from the delivery date that all the features in the software functions properly and systematically. The company shall correct any error that arises during the testing and launching of the software.

Payment

The budget will be negotiated between the consultant and SOS Children’s Village Somaliland based on their response to this Terms of Reference. The consultant should submit a proposal on how s/he intends to address the ToR with an attached budget breakdown. The consultancy fee will be paid in three instalments: 30% upon signing the contract, 55% when the software is approved and 15% upon the completion of the warranty period.

Consultant’s Qualification

Software Development firms, coalitions, (referred to as Consultant in the document) are eligible to apply. Considering the magnitude of the tasks, it is expected that the software will be developed by a team consisting of at least three to four software programmers, skilled and experienced to develop similar type of software.
Profile of qualities and characteristics of the consultants:

The Consultant should have valid license;
Have experience to develop HRIS Software ;
Previous Experience to work with different Companies or NGOs;
The Consultant and team members have sufficient qualification and training to perform the job.

How to apply

Please submit your technical and financial proposals by e-mail to SOS Somaliland at hr@sos-somaliland.org with the following documents:

Profile of the company emphasizing similar previous works.
Address of the company (physical location, website, tell numbers). Please also provide your contacts in Somaliland – if any
Brief outline of the proposed implementation strategy including description of all the software.
Warranty
Detailed cost of the project including all travel costs, taxes, logistics etc.

Deadline for applications is September 3rd 2018. Only shortlisted companies will be contacted for further enquiry and details. For further information, please contact at Hassan.Ibrahim@sos-somaliland.org




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