hrms proposal - ogilvy

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The HR Advisor, Ogilvy East Africa, P.O.Box 30280-00100 Nairobi. January 17, 2008 Dear Ms M. Wachira, RE: HUMAN RESOURCE MANAGEMENT SYSTEM Electra Software Ltd is a systems’ developing and integrating company dedicated to the design and implementation of Desktop Applications, Web based systems and websites. This company has known a steady growth since its inception in 2003, with several systems supplied and installed throughout Kenya. The company structure is designed for a flexible and personalized response to custom needs. We hereby submit our proposal for the supply, installation, training and commissioning of a custom Human Resource Management System. Key Benefits of the System Highly Configurable and Easy To Use Affordable - no cost per staff added Tracks all the staff details Avoids Double entries for staff details Keeps track of all leave types Analyses staff leaves, appraisal and promotion Patterns Automatic updates to data Can be integrated with Financial and payroll systems Centrally Manage All Data Excellent reporting System HR Professionals no longer have to spend hours searching through paper files for specific information. Information is instantly accessible and always up-to-date. Manager reports are available for any time in the past, present, or future Distribute reports electronically by printing to Adobe PDF format Allows you to create multiple security levels and define what areas of the system users can access. Electra Software Limited Maendeleo hse, 7 th Flr, Monrovia Str P.O.Box 50148-00200 Tel: 020 247617 / 2044632 Nairobi, Kenya (www.electra.co.ke ) PIN: P051195635B VAT: 0167638J

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The HR Advisor, Ogilvy East Africa, P.O.Box 30280-00100 Nairobi.

January 17, 2008 Dear Ms M. Wachira, RE: HUMAN RESOURCE MANAGEMENT SYSTEM Electra Software Ltd is a systems’ developing and integrating company dedicated to the design and implementation of Desktop Applications, Web based systems and websites. This company has known a steady growth since its inception in 2003, with several systems supplied and installed throughout Kenya. The company structure is designed for a flexible and personalized response to custom needs. We hereby submit our proposal for the supply, installation, training and commissioning of a custom Human Resource Management System. Key Benefits of the System

• Highly Configurable and Easy To Use

• Affordable - no cost per staff added

• Tracks all the staff details

• Avoids Double entries for staff details • Keeps track of all leave types

• Analyses staff leaves, appraisal and promotion Patterns

• Automatic updates to data

• Can be integrated with Financial and payroll systems

• Centrally Manage All Data

• Excellent reporting System • HR Professionals no longer have to spend hours searching through paper files for

specific information. • Information is instantly accessible and always up-to-date. • Manager reports are available for any time in the past, present, or future

• Distribute reports electronically by printing to Adobe PDF format

• Allows you to create multiple security levels and define what areas of the system

users can access.

Electra Software Limited

Maendeleo hse, 7th Flr, Monrovia Str

P.O.Box 50148-00200

Tel: 020 247617 / 2044632

Nairobi, Kenya

(www.electra.co.ke)

PIN: P051195635B

VAT: 0167638J

SYSTEM FEATURES

Security module

• User rights

• Change Password

System Settings

• Company Profile

• Company settings

• Data Maintenance & Backup

• Maintain several companies (code and name)

Staffing

• Staff setups o Leave types o Job groups o Companies o Departments o Staff levels o Holidays o Training Types o Training courses o Disciplinary case types

• Staff Master o Staff Bio data (Names, DOB, Date of Appointment, probation period, End

of Probation period, NHIF No., NSSF No., PIN No., National ID, Telephone, Postal Address, Physical Address, Email, Nationality etc.)

o Next of Kin details o Qualifications o Employment History o Attach employee documents o Attach photo

• Staff Training o Individual Staff Training

� Staff details � Dates of the training � Department & Company � Cost of Training � Bond (Dates) � Awards

o Mass training � Course / Description � Facilitator � Dates � List of Employees � Venue

• Staff Leave Management o Online application and approval for leave o Staff details

o Leave Number o Leave entitlement o Type of leave (Annual, Maternity, Paternity, Compassionate, Sick Leave

etc) o Leave period o Dates o Number of days

• Staff Appraisal o Staff details o Appraisal Number o KPI’s o Measurement Criteria o Ratings o Objectives o Comments

• Staff Promotions o Promotion Number o Staff details o Promotion date/year o Promotion Base o Notes

• Disciplinary Cases o Disciplinary ID o Case/Reason o Date o Action Taken o Officer in charge o Details

• Recruitment o Applications (Applicants’ details, job applied for, qualifications etc) o Vacant positions o Job description o Requisition form o Staff turnover

Reports

• Staff Master Listing o Select fields to display e.g. staff name + salary + NSSF No., Staff Number +

Staff Name etc o Per department / company o Per Job group

• Leave reports o Leave Balances o Leave entitlements o Days taken o Leave monetary values

• Staff birthdays o All

o Per month o Per department/company

• Staff training reports (detailed and summary) o Staff training with bonds

• Disciplinary cases Miscellaneous

o Sick Leave sheet o Calendar o Weekly planner

Notes:

o The system will be integrated with the current Payroll so that they share common data.

o Other features necessary to Ogilvy will be added at no extra cost. o The users will have a web-based setup for leave application and approval.

SYSTEM COSTS

Item Particulars Amount(Kshs)

1 HR System Delivery, Supply, Installation & Customization

o Security’

o Staff master

o Staff training

o Leave management

o Appraisal management

o Promotions

o Disciplinary

o Reporting module

5,000

15,000

10,000

15,000

10,000

10,000

10,000

20,000

2 Training 10,000

3 1 year support

free

Total 105,000

This Amount is exclusive of VAT. PAYMENT METHOD

- 50% of the over all project cost, shall be paid at the commencement of the project.

- 50% will be paid on completion of the project.

We hope that our offer meets your requirements and that you will shortly be joining the ranks of our satisfied customers.

We shall be very happy to provide any further information you may require and look forward to hearing from you soon. Yours faithfully, Peter Muchemi, Director