TERMS OF REFERENCE FOR ASSESSMENT OF OFFICE DYNAMICS ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM

INTRODUCTION

The Refugee Consortium of Kenya (RCK) is a Non-Governmental Organization whose mission is to protect and promote the well-being, voice and dignity of the displaced and host populations. We achieve this through our strategic programmatic pillars of Legal Aid and Governance; Peace and Social Justice; Women and Girls’ Empowerment; and Mental Health and Psychosocial Support. Our delivery pathways include strategic approaches of advocacy and thought leadership; innovation and learning; capacity building and support; partnerships and localization; and strategic communication to attain our overall organizational goal.

RCK was established in 1998 and has since grown to have offices in Nairobi, Kakuma, Dadaab, Garissa, Mwingi and Mombasa. It also has presence in refugee entry and transit routes through a strategic network of community protection monitors and pro-bono lawyers. RCK’s staffing is integrated expertise that consists mainly of lawyers and experts in the field of forced migration, humanitarian development and peaceful nexus. The organisation is also a member of various local, regional and global networks that place it at a strategic position to advocate for forcibly displaced, stateless and host populations. Being in a local context, the organization gives us leverage in appreciating the national concerns of hosting refugees. For more details, please visit our website www.rckkenya.org

Therefore, RCK seeks the services of an experienced credible firm for conducting a comprehensive assessment of the RCK ERP system. The purpose of this assessment is to evaluate the effectiveness, efficiency and compliance of the ERP system to ensure it meets organizational needs and strategic objectives.

2. OBJECTIVES

The primary objectives of the ERP system assessment are:

· To evaluate the system’s performance and reliability.

· To assess data integrity and accuracy.

· To review security measures and compliance with relevant regulations.

· To evaluate user satisfaction and system functionality.

· To identify process efficiencies and workflow effectiveness.

· To analyse system configuration and customization.

· To determine the financial and operational impact of the ERP system.

3. SCOPE OF WORK

The assessment will cover the following areas:

3.1 System Performance and Reliability

· Evaluation of response times and system speed.

· Analysis of system downtime and availability.

· Assessment of scalability to handle increased loads.

3.2 Data Integrity and Accuracy

· Review of data quality, including consistency, completeness, and accuracy.

· Verification of data migration processes and accuracy.

3.3 Security and Compliance

· Review of access controls and user permissions.

· Assessment of data security measures.

· Evaluation of compliance with regulations and industry standards.

3.4 Functionality and User Satisfaction

· Evaluation of ERP features and their utilization.

· Assessment of user training and support adequacy.

· Collection and analysis of user feedback.

3.5 Process Efficiency and Workflow

· Review of business process alignment with the ERP system.

· Identification of workflow bottlenecks and inefficiencies.

3.6 System Configuration and Customization

· Assessment of system configuration against business requirements.

· Evaluation of customizations and integrations with other systems.

3.7 Financial and Operational Impact

· Analysis of ERP system costs, including licensing, maintenance, and operational expenses.

· Evaluation of the return on investment (ROI) of the ERP system.

4. DELIVERABLES

The key deliverables of the ERP system assessment include:

· Assessment Report: A comprehensive report detailing findings, analysis, and recommendations for improvement.

· Executive Summary: A high-level summary of the assessment findings and key recommendations.

· Presentation: A presentation of the assessment findings and recommendations to the senior management team.

5. TIMELINE

The assignment is to take working 5 days.

6. REQUIREMENTS AND QUALIFICATION

Verifiable and proven experience in carrying out similar assignments with reputable organisations in the I/NGO sector including identifying, designing, reviewing and implementing ERP solutions;Availability of technical staff(s) in each and every module of ERP. Each module or speciality of the system must have 2 or more dedicated technical staff.Demonstrate capacity and experience in training staff on ERP and developing ERP Manual Module;Able to work in a fast-paced environment with minimum supervision, meet short and tight deadlines, plan and implement effectively, and be a team leader;Excellent communication and presentation skills as well as ability to work with teams;Name and contact of LNGO/ INGO that you have supported in BC 22 or BC 24

7. SUBMISSION OF THE PROPOSAL

Submissions of the interested consultancy firms who meet the required profile are invited to present an expression of interest by submitting both technical and financial proposals Separately on or before 15th June, 2024 COB.

All proposals to be submitted to tenders@rckkenya.org

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