Post on 28-Oct-2019
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WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD
REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND
IMPLIMENTATION OF A HOUSING INVESTMENT ERP
SYSTEM FOR WAUMINI HOUSING COOPERATIVE
SOCIETY LTD
SECTION I: INTRODUCTION
INVITATION
Interested firms are invited to submit a Technical and Financial Proposal for the supply and
implementation of an investment ERP system for Waumini Housing Cooperative Society Ltd.
Interested firms are expected to demonstrate thorough understanding of housing and investment
business taking into account the fact that Waumini Housing is an Investment Cooperative Society
offering a wide range of investment products ranging from land, housing, property, shares trading,
and agribusiness. The demonstration should vividly identify the operational challenges faced by the
housing cooperative societies and the capacity of the proposed system to address these challenges.
BACKGROUND:
Waumini Housing Cooperative Society Ltd was registered in March 2017 to address Waumini Sacco
members’ investment needs.
STATEMENT OF PURPOSE
The purpose of this document is to solicit proposals for supply and implementation of an investment
and financial solution that will meet the operational needs of the Society’s business.
The primary objectives in acquiring the system are as follows:
Define efficient system which will define the basis for supporting current and future
Waumini Housing Cooperative Society business.
Improve the ability to serve the Society members by leveraging technology to achieve a
competitive advantage.
Improve operational efficiencies throughout the Society’s operations
Reduce overall operational costs,
Enhance accurate reporting for both internal and external stakeholders.
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SECTION II: TERMS AND CONDITIONS
ACCESS TO INFORMATION
Interested firms are encouraged to liaise with the Society regarding any information that they may
require before submitting a proposal at least 7days before the submission date.
Our objective is to ensure that we provide you with all of the information you need in order for you
to provide the most complete response to this RFP as possible. Questions or requests for clarification
must be emailed to: info@wauminihousing.com
A copy of all questions and their associated responses will be emailed to all participants as they are
received and addressed.
AMMENDMENTS
Any amendment shall be issued in writing through addendum. Addendum shall be sent by mail,
to all invited consultants and will be binding on them. The society may at its discretion extend the
deadline for the submission of proposals.
TENDER COSTS
Any costs incurred in preparing and providing a response to this RFP is solely the responsibility of
the firm. In addition, should the firm be chosen as one of the organizations to provide an onsite
demonstration of the system, the costs associated with that process will similarly be the sole
responsibility of the tenderer.
NON RESPONSE
Should the tenderer decide not to respond to this RFP, all materials and any duplicates of the RFP
documents must be returned
ELIGIBILITY
The Society’s employees, committee members, board members and their relative (spouse and
children) are not eligible to participate.
VALIDITY PERIOD
The Proposal must remain valid for 90 days after the submission date.
TECHNICAL PROPOSAL
In preparing the Technical Proposal, interested bidders are expected to examine the documents
constituting this RFP in detail. Material deficiencies in providing the information requested will
result in rejection of a proposal.
The Technical Proposal shall provide the following information at minimum:
i. A brief description of the firm’s organization and an outline of recent experience (within the
last three years) on assignments of a similar nature, duration of the assignment, contract
amount and firm’s involvement.
ii. A description of the methodology, staffing and monitoring of training and work plan for
performing the assignment.
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iii. Other information as per the attached Terms of Reference and RFP Questionnaire
iv. The Technical Proposal shall not include any financial information.
The majority of the key professional staff proposed must be professional employees of the firm and
have an extended and stable working relationship with it.
FINANCIAL PROPOSAL
The Financial Proposal shall provide the following information:
i. All costs associated with the assignment. As per the schedule of pricing attached to this
document.
ii. The Financial Proposal should clearly identify as a separate amount, the local taxes, duties,
fees, levies and other charges imposed under the law on the consultants, .
iii. Consultants shall express the price of their services in Kenya Shillings.
iv. Terms of payment
SUBMISSION, RECEIPT, AND OPENING OF PROPOSALS
The proposal shall be prepared in permanent ink and shall contain no overwriting, except as
necessary to correct errors made by the firm itself. Any such corrections must be initialed by the
persons or person authorized to sign the proposals.
Any proposal received after the closing time for submission of proposals shall be rejected.
After the deadline for submission of proposals, the date for public opening will be communicated to
tenderers by the tender committee.
PROPOSAL EVALUATION
From the time the bids are opened to the time the Contract is awarded, no tenderer should contact on
any matter related to his proposal .Any effort by the firm to influence the proposal evaluation,
proposal comparison or contract award decisions will result in the rejection of the consultant’s
proposal.
Evaluation of Proposals
The tender committee shall evaluate the proposals on the basis of their responsiveness to the Terms
of Reference, applying the evaluation criteria as follows:
Specific Experience of the tenderer relating to the system implementation
Adequacy of the proposed work plan and methodology in responding to the terms of
reference and in particular the request of proposal questionnaire
Qualifications and competence of the key staff for the assignment
Suitability to the transfer of Training
A proposal shall be rejected at this stage if it does not respond to important aspects of the
Terms of Reference.
Evaluation of Financial Proposals
The evaluation committee will determine whether the proposals are complete (i.e. whether the
tenderers have priced all the items of the corresponding Technical Proposal according to the terms
of reference and correct any computational errors. The cost of any unpriced items shall be assumed
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to be included in other costs in the proposal. In all cases, the total price of the Financial Proposal as
submitted shall prevail.
Mathematical errors shall be corrected as follows: If there is a discrepancy between the amount in
figures and amount in words, the amount in words shall prevail. If there is a discrepancy between
the unit price multiplied by the quantity and the total indicated, the unit price shall prevail and the
total corrected. The tenderer shall be notified of the correction and if they don’t accept it, the tender
will be rejected.
Formal Presentation
Based upon an evaluation of all of the proposals received, the Society will invite the vendors to make
a formal presentation/Demonstration regarding their proposals. These meetings will be arranged in
advance.
NEGOTIATIONS
The firm achieving the highest combined score will be invited for negotiations.
Negotiations will be held at Waumini premises with an aim of reaching agreement on all points and
sign a contract.
Negotiations will include a discussion of the Technical Proposal, work plan, staffing and any
suggestions made by the successful candidate to improve the Terms of Reference and the successful
candidate will then work out final Terms of Reference, staffing, logistics and reporting. The agreed
work plan and final Terms of Reference will then be incorporated in the contract.
Special attention will be paid to getting the most the firm can offer within the available budget and
to clearly defining the inputs required from to ensure satisfactory implementation of the ERP
system.
Before contract negotiations, we will require assurances that the experts will be actually available
and will not consider substitutions during contract negotiations unless both parties agree that undue
delay in the selection process makes such substitution unavoidable or that such changes are critical
to meet the objectives of the assignment. If this is not the case and if it is established that key staff
were offered in the proposal without confirming their availability, the firm may be disqualified.
The negotiations will conclude with a review of the draft form of the Contract and initialing of the
final copy of the contract.
If negotiations fail, the Client will invite the firm whose proposal received the second highest score
to negotiate a contract.
AWARD OF CONTRACT
After negotiations are completed, we will promptly notify other tenderers on the shortlist that they
were unsuccessful.
The parties to the contract shall have it signed within 14 days from the date of notification of
contract award.
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The Society may at any time terminate procurement proceedings before contract award and shall
not be liable to any person for the termination but it shall give prompt notice of the termination to
the tenderers and on request give its reasons for termination within 14 days of receiving the request
from any tenderer.
ACCEPTANCE OR REJECTION
The Society at its sole discretion, reserves the right to either accept or reject any and all proposals.
The existence of this request for proposal shall not, in any way, obligate the Society to take any
action regarding any response submitted by a vendor to this request.
CONFIDENTIALITY
Information relating to evaluation of proposals and recommendations concerning awards shall not be
disclosed to the tenderers who submitted the proposals or to other persons not officially concerned
with the process, until the winning firm has been notified that it has been awarded the Contract.
CORRUPT OR FRAUDULENT PRACTICES
The Society requires that the tenderers observe the highest standards of ethics during the selection
and award of the consultancy contract and also during the performance of the assignment.
The Society will reject a proposal for award if it determines that the firm recommended for award
has engaged in corrupt or fraudulent practices in competing for the contract in question.
SECTION III: - TERMS OF REFERENCE
SCOPE OF THE RFP
This RFP is a solicitation for information regarding the provision, implementation, and maintenance
of the Society ERP system. As such, our objective is to identify the system product that meets the
Society’s operational needs.
The purpose of this section is to provide insight into the information content which should be
included in your response to the RFP.
TECHNICAL PROPOSAL
System Capacity
You are expected to demonstrate thorough understanding of housing and investment business taking
into account the fact that Waumini Housing is an Investment Cooperative Society offering a wide
range of investment products ranging from land, housing, property, shares trading, and agribusiness
among other property management activities. The demonstration should vividly identify the
operational challenges faced by the housing cooperative societies and the capacity of the proposed
system to address these challenges.
Project Management
The activities to be provided by the vendor shall include the following:
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Development of an overall implementation strategy.
Development of technical standards for modifications, security, conversion/migration, and
system administration for all modules.
Development of a comprehensive implementation plan, including allocation of needed
resources.
Project timeline, staging and scheduling.
Task management and tracking.
Project meetings and documentation.
Training of the administrators and the system users
Training the Society staff
As part of the implementation process, the existing staff should gain significant expertise on the
operations of the system. Within this section, please identify the steps involved in getting our staff
familiar with all aspects of your system and detail the training methodology that will be used. This
should include any recommendations which your organization might have regarding training
programs and the skill enhancements required to effectively operate your system. In addition, any
cost implications of the training should be clearly indicated.
PROPOSAL STRUCTURE
In order to provide a direct comparison between the various suppliers/ vendors, a proposal format
and a standardized RFP Questionnaire has been provided. Prepare your proposal in the format
highlighted below. Also complete the attached questionnaire in detail. Attachments where required
must be provided. The Proposal and the questionnaire will be the only means whereby data provided
by your organization will be compared to that of other organizations. It is important, therefore, that
the proposal be comprehensively done and the questionnaire be completed properly. Adequate
amount of time should be committed to this task.
Proposal Outline
At minimum the proposal should contain the following:
Background Items
In this section, we are seeking information regarding the background of your organization in order to
access the ability of your organization to meet the task. The background should include:
Customer Base and References
Provide a list of at least three references that have contracted for the same or similar services. The
contacts should include the contact person, organization, telephone number and official email
address.
Waumini Housing Cooperative Society Ltd will contact these references only at the end of the
system selection process as part of the due diligence phase of vendor selection.
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The identified customers should be willing to answer questions concerning your company's
performance and services.
System Implementation
Methodology
In this section, provide information regarding the implementation methodology which your
organization utilizes. This should be framed in terms of the various stages associated with the
implementation (e.g., system installation, training, process definition, etc.). In addition, you should
clearly identify the tools which your organization utilizes for maintaining the project schedule and
required resources.
Technology Transfer
As part of the implementation process, our staff should gain significant expertise on the operations of
the system. Within this section, please identify the steps involved in getting our staff familiar with
all aspects of your solution. This should include any recommendations which your organization
might have regarding training programs.
Documentation
In this section, you should define the type of documentation that is available within your system.
Specifically, is there on-line documentation at both the screen and field level? There should be an
operating manual for the system which should be modified in line with our operations. The dataflow
and process flow diagrams must be indicated.
Data Conversion
Currently, we have our member’s database in Microsoft excel.
This section should define the approach that can be adopted to take regarding the conversionand or
migration of the Society’s data to the proposed system.
This should include:
Database analysis and data mapping
Conversion program writing
Data integrity checking and audit methodology
Post-conversion clean up
Society Resources
Within this section, identify the recommended resources (both technical and functional user areas)
that are required for the successful implementation of the system. You must demonstrate an
understanding of your current and post implementation requirements.
Technology
Define the technology platform(s) used by the proposed solution.
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This should include:
The application development environment
The database(s) supported
Database server operating system(s) supported
Hardware requirements
Client or end-user operating system(s) supported
Network environment(s) supported requirements and the annual maintenance fee payable.
Detailed System Requirements
The vendor should complete the detailed System Functional requirements for the Society as detailed
in the RFP questionnaire (Section IV)
FINANCIAL PROPOSAL
Product System Pricing
This section of your response should define the detail of how you price your system. It should
include the price to purchase the system as well as any costs associated with installation of the
system and training of users, operation and maintenance of the proposed system. Costing should
also include associated system costs, which includes license fees and other required features such as
maintenance, upgrades, consultation and support fees, and post-implementation training costs and
services.
Also included should be any costs associated with other products (integration tools, development
tools, operating system, etc.) that are required in order to implement and efficiently operate the
proposed solution.
The warranty period associated with the system should also be defined within this section. Make
sure to specify not only the duration of the warranty period, but also the relationship between the
warranty period and the onset of a maintenance and support agreement.
Invoicing
Describe your proposed fee schedule and terms of payment. Indicate payment terms in regard to any
available percentage discount for early payment. Within this section, also define any “acceptance”
period during which we shall have the opportunity to exercise the system and receive a full refund
on system payments made in the event that the system does not perform as specified during the sales
process. Define clearly any annual licence payment.
TERMS AND CONDITIONS
Vendors are required to adhere to the above terms and conditions.
VENDOR REQUIREMENTS & INSTRUCTIONS
Information is to be provided for all sections within this document as defined within each section.
On the attached RFP Questionnaire, you will find areas for providing your responses to each of the
elements within the various sections.
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SECTION IV: REQUEST FOR PROPOSAL QUESTIONNAIRE
A. PRELIMINARY EVALUATION
General Questions Response
► Administration
The company name
The time frame for vendor demonstrations and/or site visits is
The selected vendor's proposal and response to this RFP will be included as exhibits in the
contract with the vendor.
The vendor must state in the contract that all features and functions described in the proposal as
part of the system will be present in the initially installed system.
► Instructions
Provide these supporting materials: a) executive summary, b) company, c) software, d)
hardware, e) references, f) documentation, g) implementation, h) sample contract, i) other.
The company section should include literature about your company, products and services.
The references section should list ALL customers. Provide name, address, contact person,
phone, software, hardware and date installed.
The implementation section should include an implementation plan and training schedule. Also
provide ongoing training schedules, class descriptions and costs.
► Vendor Profile
How many years has your company been in business?
What form of ownership (e.g. corporation, private) exists for your company? (Attach
registration documents)
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What were your company's gross and net revenues during the last three years? (Attach audited
accounts)
How many employees are dedicated to support, implementation, and development of the
proposed system?
How many NEW customers acquired the proposed system last year? In the year before that?
(Provide listing and contact persons)
Is your company involved now in any litigation with a customer or other entity? Within
the past 3 years? If yes, briefly describe.
What is your VAT, registration Number PIN Registration (Attach copies)
► System
When was the system first developed and installed? When was the last major release or
upgrade?
When is the next major system upgrade planned for this system? Briefly, what will be new?
System Interface – The system offers a Graphical User Interface for user friendliness - drag and
drop capability?
Are all system upgrade costs (e.g. custom programming, installation, and training) included in
support fees? If not, explain.
Will your company guarantee in the contract that the system will comply with all current and
future KRA and Government laws at no extra cost?
► Support
Where is the nearest support office to our location? How many technical staff? How many
developers?
Is your support department fully staffed around the clock for customers?
Do you have a guaranteed response time for answering customer problem calls? If yes, what is it?
How and when are known system problems (e.g. bugs, errors) resolved? Do you publish a list of
known problems?
Do you bill support? If yes, explain (e.g. fixed amount, variable, hourly)?
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Is travel time to our site billable? If so, at what rate? Briefly explain policy.
Will your company assume prime responsibility for all aspects of hardware and system
implementation?
Will initial training be performed at our offices or at your facilities?
What is maximum delivery time for custom programming jobs? Will you guarantee this in the
contract?
► Database
Support database used (1) Oracle (2) Sybase (3) MS SQL (4) My SQL (5) Other Specify
Does your system include any database reporting tools or special links to popular reporting
products that run under Windows? Which ones?
Will you provide a complete database dictionary that defines the contents and links for each
record and field, and allow access to the database from other Windows applications?
Are DDE (Dynamic Data Exchange) and OLE (Object Linking and Embedding) supported? Can
other Windows programs query your data and obtain access to records and field?
Does the database include any functions that are designed to ensure integrity and fault-tolerance
in a network environment?
► Hardware and Network
On what hardware platforms and operating systems does the system run?
Briefly describe the system architecture (e.g. centralized, network, open systems, PC based, LAN,
web based etc.).
What safeguards (e.g. fault tolerance, hardware redundancy) are included that eliminates
unplanned downtime?
If the system employs a network does it support TCP/IP?
What items (e.g. cabling, air conditioning, backup power supply) are required that are not
included in your proposal?
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► Operations
Does the system require regularly scheduled (e.g. daily, monthly) down time for backups, system
maintenance, etc.? Briefly explain.
What are the data retention capabilities and recommendations for maintaining history on-line?
HELPDESK
Available Help desk for support
Support by E –mail, Phone travels, etc please define
NB: Please attach a completed copy of this questionnaire in your document submission.
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KEY (FOR FILLING STATUS COLUMN)
AV AVAILABLE
RE REQUIRES ENHANCEMENT (AND STATE TIME FRAME IN WEEKS)
NO NOT AVAILABLE (CANNOT BE PROVIDED)
B. TECHNICAL REQUIREMENTS:
LEVEL 2 DESCRIPTION STATUS
General The system should have an ability to validate entries and give alerts both in the event
of deviation from defined rules and upon specific events.
The system should be configurable to then prohibit transactions accordingly.
General The system should be able to handle multicurrency with Kenyan shilling (Kshs) as
the base currency and be available in English.
General The system should enable a basic workflow meaning that tasks in the system should
follow the business processes of the Society.
Flexibility and
scalability
It should be possible to configure new products and modify existing products
without vendor support.
Performance The system should be configured to handle a sufficient data volume and number of
concurrent users while maintaining quick response time.
Usability Generally a logical graphical user interface (GUI) is required and the menu structure
should be logical given content and workflow.
The screens need to be consistent with regard to layout, wording, and use of colour.
Reports need to be available as graphs too when required.
Interfaces The system should support a multi-branch installation and be tolerant to connection
downtimes. This is especially relevant to enable a network independent of where the
account has been opened or the member is domiciled.
The system should ensure data consistency across all system entities in different
branches and allow for integration between any stand-alone systems in the branches.
Interfaces The system should support batch report generation and import and export of data to
and from Excel, csv and other formats.
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Interfaces The system should allow upload of statements and lists provided by different banks
and employers.
Interfaces The system should allow for integration with external systems and specific devices
such as those for capturing fingerprints, point of sale (POS) devices, mobile phones
too and similar to enable mobile banking, money transfer, and employers’ systems
(if need be).
Interfaces The system should demonstrate thorough integration of the core functionality for
Housing and investment deposits, accounting, Human resources module, client
portal and Mobile banking.
It should have an architecture that allows expanding the system in an integrated
design to include functionality for provision of analytical reports e.g. Ministry of
Cooperatives reports, credit scoring and human resource management.
Data The data model should provide a unique member identifier (No series), be based on
a single database and provide unrestricted access to historical data.
Access
authorization
The system should provide access rights to users based on value based limits, role
and hierarchy.
The system should be able to accommodate management of group users. This means
one can for instance easily make all Society accounts (group) have exactly the same
rights.
The system should distinguish between read and write access
Access should be based on passwords that follow certain robustness and are
frequently replaced. E.g. the basis for the access rights could be a user network
profile framework from the Society domain.
The user management module should make it possible for the blockage of users by
the administrator without compromising their credentials .e.g. when one is away on
leave.
The system should only be accessible to duly authorized users, both at application
and DB level. Access to the system will be limited to users with defined user ids and
passwords.
The system should be able to allow creation of users and assignment of the users to
groups.
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The application system should have a centralized code management and control
system to ensure data integrity and uniformity throughout all the application
modules.
The system should be able to establish a time-out limit. If a user has logged into the
system and has not used the system for an established time frame, the user’s session
should be terminated. This time-out will require the user to re-enter their password
before continuing.
The system should be able to support other authentication technologies such as
biometrics.
When a user logs out, the system should be able to terminate any active processes
that are associated with that user.
The ability for a system administrator to log out users when necessary to perform
maintenance or other activities that require users to leave the system. Such log-outs
should provide for an orderly shutdown of the client workstation.
The system should be able to disable log-on capabilities if unsuccessful password
entry is attempted after a parameter-driven number of unsuccessful attempts and
provide for automatic notification to the system Administrator.
The system should be able to limit log-on of user IDs to one workstation at a time. If
such functionality is enforced and the user attempts to log onto a workstation while
already logged on another, the system should provide a message that the user ID is
already in use.
The system menus should not display application module, function and screen
options for which the user does not have access.
The system should be able to support secure remote access.
The system should be able to incorporate intrusion detection systems that send
automated alerts via SMS and email when an attempted unauthorized access occurs.
The system should be able to terminate user connections in case of network
interruption.
The system should have a system administrator, who shall be responsible for
defining users and security access levels within the system, creation of users and
issuing of rights.
The system Administrator should be able to define the time and days when the
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system is available to the user.
The system should have multi-level security controls to prevent unauthorized use of
system and corruption of data, restrict access to the database, maintain database
process controls, and log all database transactions. The system should support access
restriction capability.
Audit trail and
logging
The system should provide a comprehensive audit trail and record log attempts of
unauthorized access and session data.
The system should be able to log all events in the system and timestamp on them
with no capability of switching off the functionality.
The system should be able to generate an exception report for any attempts to turn
off the audit trail.
The system should have capability to allow filtering the logs e.g. by date, activity,
username.
The system should be able to download data to other applications such as audit
system in international standard formats.
The system should be able to provide audit trails that allow transactions to be traced
from source documents, original input, other systems, system generated transactions,
and internal assignment transactions through the entire system.
The system should be able to correct out-of-balance conditions discovered during
reconciliation process and maintain an audit trail of any such corrections.
The system should have audit trails that allow complete tracing of data errors as well
as results of the various operations of the system.
The system should have an audit trail that will show changes made to the system's
parameters and tables that would affect the processing or reprocessing of any
financial transactions and sending triggers on the same.
The system should allow for fine grain auditing at the database level.
Technology The application vendor should have an accurate version control process in place and
the database management system should ensure the security and integrity of the data.
The database must be relational.
Operations The system administrator should have access to the database, the source code and
have a dedicated module for administration.
The system should be robust and stable.
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Backup and
recovery
The system should support an automated daily backup both onsite and offsite and
have recovery functionality in place.
Documentation The vendor should supply exhaustive documentation including user manual and
technical system documentation.
Training The vendor should provide application training and timely and responsive support,
Support The vendor should agree to a service level agreement with the Society
The service should include on-site support and troubleshooting severe operational
issues and after the implementation of system upgrades, respectively.
The system should have capability of online support portal where by tickets can be
logged and resolved with reports on ticket flow
Maintenance The vendor should enter a maintenance agreement including application support and
application maintenance.
Reasonable requirements for new functionality should also be covered.
System
Integration/
General
solution
The system should have ability to offer the following capabilities:
The System should have workflow capabilities i.e. presence of an end-to-end
workflow
System should have the ability to generate triggers and alerts for both exceptional
events and milestones within the workflow
The system should have a maker- checker approval model for all transactions in the
workflow
Business intelligence capabilities/module (BI tool) with ability to report
cost/revenue/profitability/activities in various dimensions e.g.
profitability/cost/revenue per customer, per product, per segment, department etc;
Internet banking capabilities/module including integration to social media;
Mobile banking capabilities/ module;
Debit and credit clearing capabilities.
The system should be able to provide full integration with the following systems:
Swift ,RTGS, etc
VISA ;
Microsoft exchange server and internet email
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Network printers;
MPesa and mobile Money services
Online banking.- members portal
The system should be able to support a technology that will facilitate integration
with other systems.
Scalability-. The system should be scalable to accommodate growth in customers’
numbers into different locations locally and internationally.
Ability of the system to be easily deployed to new branches / workstations in and
outside the country.
The system should be fully integrated to provide for:
Real time and automated update of all transactions into accounts including fees
and charges;
Batch processing;
Both online and offline processing incase links are down ability of processing and
synchronization of data, simultaneous on-line and batch processing.
The ability of the portal to be accessed and operated through a web browser (web
based) using a smart phone, I pads etc. with security considerations.
System backup
and data
recovery
Ability of the system to allow for bi-direction replication between the DR site and
Production.
A DR site that mirrors the live site - hot standby, real time database synchronization.
The system should have ability for load balancing. The users should be able to post
to the fastest of the above active-active site.
The system is to incorporate three environments - Live environment, DR
environment and Test/development environment.
Ability of the system to support data recovery within a short period of time.
Ability of the system to support offsite back-up tools such as tapes and restoration
back to live within a very short time.
Support for on-line backup.
Support for incremental & full backups.
System
support /
The support should be able to support an uptime requirement of 99.999%.
The system should be able to support a 24/7/366 operational model with online
capabilities throughout.
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availability/
change control
The system should be able to send alerts via email/SMS in case of unexpected events
in the system.
The system should be able to support different types of network technologies such as
fibre optic and Wimax.
System
updates
The system should be able to support a roll-back to a previous version in case a need
arises.
The system update approach should ensure that updates do not result in distortion of
existing modules.
The system should be able to allow database updates but with very stringent
controls.
System
flexibility/user
friendly/
authorization
and referral
The system should be menu driven such that all functions within the application are
executed by use of menu options.
The system should be able to support hot keys for access to common functions.
The system should be able to support:
Multi-branches capability;
Multi-windowing capability;
Multi-user capability;
On-line help facility;
Tutorial and self help;
Error / action messages for wrong entries;
Graphic capability;
The system should have consistent screen layouts, messages, keystroke handling
and other elements of the user interface throughout the system.
Ability of the system to prompt for different levels of authorization on change of any
system parameter.
The system should be able to support sending of bulk SMS.
The system should be able to schedule job and user tasks.
The system should allow the export of files to various formats e.g. txt, pdf, excel,
word etc.
The system should be able to support built in International Calendar
The system should be able to automatically allow for peer escalation or approval by
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a member within a group in case one member does not act within required time.
Reports/
document
generation/
inquiry/Report
Utility
Ability of the system to incorporate report builders e.g. crystal reports that are easy
to use. The contents of a document/report including data items and the layouts can
be defined by the end-users.
For Ad hoc reports, the report utility shall allow the user to create new report logic
and to save, modify, and delete pre-existing logic for data extraction and printing.
The mechanics of the report utility should be straightforward and easily learned.
The report writer should have a wizard to guide the users through report building
steps.
The system should be able to generate reports in various formats e.g. pdf, word,
excel.
The system should be able to generate reports automatically according to pre-
defined criteria and frequencies.
The system should have a facility to view reports online before printing to any
available printer and with quick report response time.
The system should be able to generate reports on business performance. This
includes profitability, revenue, and cost per customer, per product, per department,
per branch.
The system should be able to support centralized and remote printing capabilities.
The system should be able to print work over a low bandwidth network or dial up
connection.
The system should allow a user to preview documents on the screen before printing.
The system should allow for multiple or “select all” field selection for inquiry
criteria.
Any field in the database shall be accessible by the report utility for extract and
printing with the right controls.
The report utility should be able to support simple arithmetic functions (Addition,
subtraction, multiplication, division) and calculation of percentages. It shall also
support grouping, maximum, minimum, average, mode median etc and ability to sort
by ascending and descending order.
Optimization The system should be able to incorporate hardware optimization.
The system should be able to support load balancing within the application servers /
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C. FUNCTIONAL REQUIREMENTS
LEVEL DESCRIPTION STATUS
Project
Management
The system should fully automate the project management process and should fully
integrate with the overall business model and utilize the data that has been
accumulated.
The project management module should address the following
Registry
Planning
Project
Property
Brokerage
Equities
Fixed deposit management
Sales & marketing
Share trading
Unit Trust
Money market
databases etc.
The system should have error logging of all the end and start of day activities.
The system should allow for an automated month end and year end processing.
Security and
system
controls
Implementation of system logs to monitor the system activities.
Proper access rights assignments and monitoring.
Generation of Exception reports of unauthorized activities/transactions.
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LEVEL DESCRIPTION STATUS
Compliance monitoring
Reports
Broker sub-
system
The system should have an interface for creating brokers and their details whereby the
Society will be able to see portfolio transacted through a certain broker at a glance.
Trading The system should have a module that handles the purchase and sell of investment
Core
accounting
features
The system should meet all of Society’s fundamental accounting needs with regards
to the investment operations as well as other standard corporate accounting
functions. These include accounts payable for suppliers, accounts receivable
management, expense management for all employees, fixed asset, registry and
payroll functionality.
The fixed asset registry should ideally eliminate the need to rely on e.g. Excel to
keep track of assets and calculate depreciation.
Chart of
accounts
The system should provide a structure to build a chart of accounts (CoA) that is
flexible, consistent and common across the Society. The system should be delivered
with a default CoA.
Group
accounting
The system should allow the Society to produce consolidated group accounts and
reports eliminating any intra-branch transactions in the final reports.
The system should also produce reports per branch and per activity.
General ledger The system should allow for sub-ledgers to track specific sub-segments of the
Society and reduce complexity in the GL.
Reconciliation It is essential that the system enables us to automatically reconcile accounts to avoid
tedious manual processes. Reconciliation includes bank, cash and investment share
reconciliations.
Reporting The system should provide all statutory financial reports in accordance with the
regulator.
The system should enable management reporting which will include financial and
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LEVEL DESCRIPTION STATUS
operational data.
The reporting should be supported by a cost centre structure and an ability to post
product codes in order to enable product costing.
Posting to
ledgers
The system should automatically make all necessary postings for core Society
transactions where it is possible to write exhaustive rules for the transactions.
Where flexibility is required the system should provide the accurate options and not
grant total access to post in the CoA as required. For qualified staff the system
should allow full access to all ledgers.
Budgeting,
planning and
forecasting
The system should support budgeting and forecasting of statutory reports but also
detailed reports such as cash management.
The system does not need to have modeling capability but it should easily be able to
upload planned data per account code and per period.e.eg annually, monthly, weekly
or daily.
The system should also be able to provide income statement and cash flow statement
for the coming 12 or 24 months given the currently recorded transactions to support
forecasting.
Reporting The system should be able to provide basic analytical reports such as budget
deviation reports.
Internal
controls
The system should enable internal controls-such as caps, restrictions pending
authorization, rule driven alerts etc.
Risk
management
The Society is expected to work proactively with risk management including
liquidity risk, credit risk and operational risk .The system should have functions built
in to the system and design processes to prevent risks.
MPA MPA Reconciliation (Member Personal Account - this is the name of a member
account)
For each MPA account, the system should be able to capture:
The minimum share contribution amount;
The mandatory risk contribution amount;
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LEVEL DESCRIPTION STATUS
The system should be able to accept payments via the following means:
Monthly Payment schedule from members or member’s employer ;
Regular Standing orders from external accounts;
Irregular / regular payments from individual members for a specific product.
The system should be able to send alerts on posting of transactions that are above or
below the average transaction amount.
The system should only allow backdating of transactions on approval by the relevant
officials.
Standing
Orders
The system should be able to obtain details of a standing order from a bank
statement.
The system should be able to effect/deposit the amounts remitted to respective
reference accounts.
The system should be able to send SMS to members whose standing orders have
failed.
Report on failed Standing orders report.
REGISTRY
Member
Registration
The system should be able to capture the following information from the member
registration form:
Member full names, Gender;
KRA Pin No
Waumini Sacco number
Current employer name and contacts;
Current address;
email address;
mobile number;
mandatory passport photo (scan or integrate camera with system);
National ID number /Passport number;
Next of Kin details - The system should allow the relation of the next of kin to be
selected from a drop down menu indicating (In-Law, Child, Parent and Spouse).
The system should be able to capture the following information from the nominee
form:
25
LEVEL DESCRIPTION STATUS
Name of Nominee;
Relation of Nominee to Member (drop down);
National ID number /Passport number;
Percentage of entitlement (all nominee entitlement to tally up 100%)
Current address / email / mobile phone number; and
Special instructions as advised by member.
The system should provide a field to indicate how the member was introduced to the
Society e.g. By staff (select name/mship No), by Delegate (select name/mship No),
other member etc.
The system should enable attachment of captured images hence merging the scanned
information with the member register.
The system should enable the user to create customizable user fields that will
capture additional information not specified above.
The system should be able to attach scanned documents received by the applicant
and assign it to the record created in the system.
The system should be able to alert the new member once the account has been
successfully activated by Registry department via sms.
The system should be able to define codes for cases for all membership status i.e.:
Active;
Dormant;
Deceased;
Suspended / under investigation;
Withdrawn;
Suspended. etc
Each registration form should be linked to a physical file - the system should be able
to generate a file number / name that will be linked to the physical file for tracking
purposes.
The system should be able to generate a daily membership report
The system should allow for online registration
The System should validate all identification information is unique upon entry.
The System should alert a user during customer profile creation if the customers’
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LEVEL DESCRIPTION STATUS
profile already exists.
File numbers, and Society membership numbers should be generated from the
system.
Changing of member identification information e.g. Name, id No etc should require
maker-checker approval.
The system should be able to send an alert to the customer as a text when the
member's static data is changed
Reports
Report of member registration as specified by user
Report of member registration per specified period grouped by various categories
such as, Region, Branch, Member introduced by, gender, date of registration, status
etc.
The system should be able to provide logs or a reports on any activity or changes
made on the member register/file.
Opening Files (physical files)
System should generate a unique file number for each member / Policy file.
Requisition of files
The system should be able to capture the following information from the requisition
form:
Member Number of file requested;
File number / volume requested;
Purpose of requisition;
Date of requisition;
Released (to be filled by registry); and
Date returned.
The system should be able to attach scanned documents received by the applicant
and assign it to the record created in the system.
System should allow for Users to fill in a requisition form and submit to Registry
department.
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LEVEL DESCRIPTION STATUS
The system should allow registry department to issue a file / document within the
system and assign it to the requestor
The system should allow recipient to acknowledge receipt of the file online
The system should assign each file a duration of time to be out of registry
department and allow for alerts to be sent when time elapses before return.
Reports
Report of files past due date.
Report of files issued and not received.
Report of staff and files in their custody.
Monthly report of files issued grouped by file type, staff issued etc.
Closing of files
The system should allow Registry department to query the member number and
verify if the account has nil balances, risk payments have been made and member
marked as withdrawn or deceased.
The system should allow a file to be marked as closed and include a description
field.
The system should allow for maker-checker in closure of files.
Each file that is closed should be flagged for archiving within a specified period of
time.
Cash
Operations
• The system should be able to capture the following from a members deposit slip:
Name of Member / Member number;
Beneficiary account (Land(location), agribusiness, residential etc);
Deposit Narration; and
Amount deposited.
The system should enable the user to create customizable user fields that will
capture additional information not specified above.
The system should be able to attach scanned documents received (if any) and assign
it to the record created in the system.
The system should allow the user (cashier) to deposit funds to any of the desired
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LEVEL DESCRIPTION STATUS
member accounts e.g. Land(location), agribusiness, residential etc
Produce member statements showing all transactions per member since inception.
All data that has ever been collected about the customer should always be available
independent of module or organizational belonging (role based access rights will
apply).
The system should enable statements to be sent via email at the click of a button
The system should allow the cashier to print a receipt containing the following
details and send an sms to the member when a deposit has successfully posted in the
system:
shares amount received;
deposit amount received;
Property number;
balance remaining;
Dividends/inte
rest payouts
Share and deposit management including dividend processing, interest calculation
and reconciliation must be a key feature of the system.
The system should be able to capture the rate of dividends agreed by the Society.
It should be able to compute monthly dividend due on shares as at end of each
month (prorate) and end of year cumulative.
The system should deposit the amount calculated on the member’s bank account
through EFT for pay out once the process has been finalized.
The system should be able to generate and print automated share certificates for
shareholders.
Customer Care The system should have a customer care module whereby customers enquiries are
logged and distributed for resolution or action
Members
Portal
Members should be able to access their accounts online through an internet
connection.
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LEVEL DESCRIPTION STATUS
Mobile
Banking
The system should integrate with the Society’s M-pesa paybill so as to enable
members contribute to shares and make deposits towards properties.
Human
Resource and
Payroll
Module
HR and Payroll system with ability to capture details of staff, well integrated with
other modules, automated generation of PAYE,NSSF,NHIF reports, Ability to send
payslips via email ,Integration with biometric time monitoring systems
The system should be able to capture the following details in the registration
process:
Full Names; National ID Number, Gender; Employee passport photos; Age/Date of birth;
Date of employment; Phone Number; Physical Address; Job title and grade; Nature of
employment(Contract/permanent); Department; Branch Name; Academic/Professional
Qualifications; NHIF details; NSSF details; Employee PIN Number; Bank details; Next
of kin details(Names, ID Numbers/Birth certificate);
The system should be able to issue a staff number automatically after all the member
details have been captured and verified in the system.
The system should be able to match the employees’ age and match it with the
retirement age of 60 years to ensure that all employees retire at the required time.
The system should provide a report of all the newly employed staff as at a particular
date or period specified.
The system should be able to provide ex staff reports.
A report on any other changes effected in the payroll
The system should be able to capture the following details for use within the payroll:
Full names;
Staff numbers;
Job titles;
Job groups;
Staff remuneration details;
Loans and their repayment details;
Details of advances;
Bank Account changes;
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LEVEL DESCRIPTION STATUS
Details of basic salaries;
Details of Allowances; and
Details of deductions
The system should be able to capture the adjustments in staff remunerations and
benefits as indicated in the collective bargaining agreement and to accommodate
legal changes:
Changes to the basic salary;
Changes to allowances; and
Taxation changes.
NB: Please attach a completed copy of this technical and functional response in your document submission.