Oracle ERP (R12.1.3)

Terms of Reference

September 2012

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CONTENTS

CONTENTS ............................................................................................................................. 2

1 BACKGROUND ............................................................................................................... 3 1.1 Key business objectives are: ................................................................................................................... 3 1.2 Current version levels: ............................................................................................................................. 3 1.3 Current product modules installed and operating: ................................................................................... 4 1.4 Environments: .......................................................................................................................................... 4 1.5 process:.................................................................................................................................................... 4

2 PURPOSE OF THE REQUEST FOR TENDER (RFT) .............................................................. 5

3 EVALUATION CRITERIA ................................................................................................... 5 3.1 Evaluation ................................................................................................................................................ 5 3.2 Functional evaluation ............................................................................................................................... 6 3.2.1 Functionality Phase 1 (65 points) – Threshold of 80% ............................................................................ 6 3.2.2 Functionality Phase 2 (35 points) – Threshold of 80% ............................................................................ 7

4 PROJECT SCOPE OF WORK ............................................................................................ 8 4.1 PHASE 1 .................................................................................................................................................. 8 4.2 PHASE 2 – AGENCY SETUP AND INTEGRATION ............................................................................... 9 4.3 MINIMUM IMPLEMENTATION STANDARDS ...................................................................................... 10

5 GENERAL REQUIREMENTS ............................................................................................. 11 5.1 Project .................................................................................................................................................... 11

6 PRICING RESPONSE ..................................................................................................... 12

7 CONDITIONS ................................................................................................................ 13 7.1 Bid Documents Deliverables .................................................................................................................. 13 7.2 Specific Conditions ................................................................................................................................ 13 7.3 General Conditions ................................................................................................................................ 14

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1 BACKGROUND

NWPL implemented the Oracle ERP E-Business Suite (EBS) and went live on 1 April 2007, with the following main areas: Financials, Procurement and Human Resources.

The Human Resources department is reviewing the recruitment processes and systems in legislature. The process of information sharing and information flow both internally and externally between NWPL and stakeholders (internally) and services providers respectively is mostly paper-driven and not well-monitored and tracked. Opportunities exist for improving the process through further automation.

1.1 KEY BUSINESS OBJECTIVES ARE:

1. To develop an integrated ERP solution for NWPL that can improve efficiency and effectiveness also align to processes.

2. To effectively improve standard operational procedures in the recruitment process.

3. To ensure access to regularly, updated recruitment information.

4. To ensure that appropriate procurement information is available to all users at the right time.

5. To ensure access to regularly, updated procurement information.

6. To ensure that appropriate expenditure information is available to all users at the right time.

7. To ensure access to regularly, updated expenditure information.

Below is the technical background of the current ERP platform environment in NWPL.

1.2 CURRENT VERSION LEVELS:

Database Operating System (OS): Red Hat Enterprise Linux (RHEL) Server release 4.3 (-32Bit).

iAS Operating System: RHEL Server release 5.3 (32-Bit).

Database: Version 11g (32-Bit).

Internet Application Server (iAS): Version iAS 10g (10.1.2.3.0)(10.1.3.5) (32-Bit).

E-Business Suite (EBS): Version R12.1.3 (32-Bit).

Enterprise Manager (OEM): OEM 11g Release 1 (11.1).

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1.3 CURRENT PRODUCT MODULES INSTALLED AND OPERATING:

1.3.1 Operational:

Finance: General Ledger, Payables, Receivables, Cash Management, Assets, Financial Statements Generator (FSG), Cost Management, Inventory

SCM: Purchasing, I Procurement, ,

HRMS: Payroll, HR Admin, HR Self Service, Absence Management, ,

1.3.2 Current product modules installed and not utilised

BI Discoverer Plus, Diagnostics, Configuration Manager, Workflow, Approvals Management Engine (AME), Oracle Alert, Oracle Application Manager (OAM), Oracle Enterprise Manager (OEM) Grid Control. Learn ship management Employee Relations.

Inventory .

1.4 ENVIRONMENTS:

NWPL’s Oracle ERP operates on the following platforms:

1.4.1 Servers 8 x Fujitsu Siemens RX200 S3 4x RX200 S3 Servers on a Storage Area Network (SAN) environment

8GB Memory per server. 2 x Intel Xeon Dual Core 3.0GHz CPU per server.

Production (PROD) Instances (2 x Servers) Database Server and the Application (Web) Server.

Development (2 x Servers)

DEV (Development)

Training Instances (2 x TEST Servers) UAT (User Acceptance Testing / Quality Assessment) DEV (Development) Training (Accessible by all employees)

.

1.5 PROCESS:

The current as is for implementation processes will be made available to the successful bidder.

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2 PURPOSE OF THE REQUEST FOR TENDER (RFT)

North West Provincial Legislature seeks to identify and appoint a suitable Service Provider (Oracle Certified Partner) to assist in the implementation of the following Oracle iProcurement, iExpense, Oracle Learning Management..

In addition to the implementation the appointed service provider will provide support services to the following existing Oracle E-Business suite modules and Oracle database

Functional Modules

o General ledger

o Accounts Payables

o Fixed Assets (Not Fully Utilised)

o Inventory

o Cash Management

o Payroll

o HRMS

o HRMS self Service

o SCM - Purchasing

o System Administration

Oracle Database support

Oracle Application server support

Oracle health check on Application and Database

3 EVALUATION CRITERIA

3.1 EVALUATION

Evaluation Criteria 90/10

(a) The evaluation is based on the 90/10 criteria where, 10 points is for BBBEE as

required by PPPFA.

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3.2 FUNCTIONAL EVALUATION

The threshold for all functional evaluation is set at 80%. Any service provider that scores below

the threshold will not proceed further in the evaluation process.

3.2.1 Functionality Phase 1 (65 points) – Threshold of 80%

A: Company History, Experience and Background: [20 points]

- Years in operation [5 points]:

o 6 years and more (5 points),

o Up to 5 years (4 points),

o Up to 4 years (3 points),

o Up to 3 years (2 points),

o Up to 2 years (1 point),

o Up to 1 year (0 points).

- Oracle Certified Partner Type[5 points]:

o Diamond/Oracle (5 points),

o Platinum (4 points),

o Gold (2 points),

o Silver (1 point).

- Financial strength [5 points]:

o Good/Strong (5 points),

o Average (3 points),

o Weak (1 point),

o Liabilities exceed assets and/or annual net loss in the last few years (0

points).

- Oracle EBS Projects completed, specifically Oracle HRMS and iRecruitment

projects[5 points]:

o Quantity HRMS and iRecruitment implemented (5 points).

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B: Consultants Functional, Technical Experience and Background: [30 points]

- CV of both Functional and Technical Consultants to be used both in the implementation

and support service of the Oracle modules indicated

o Their CV must include qualifications, proof of certification, proficiency, and

experience in specified modules (support and implementation)

C: Quality and feedback of Reference: [15 points]

- Attach signed and certified letter (5) from previous and current clients indicating service

rendered, if implementation indicate project time, cost and support indicate which

module where supported.

NB: Any service provider that does meet the above threshold will not proceed further.

3.2.2 Functionality Phase 2 (35 points) – Threshold of 80%

a) Perform a presentation and/or demonstration on all required module and its major

functionalities and benefits this module offers.

b) Presentation on past implementations. What, When, How implemented and Where.

c) Major / Key benefits achieved for such organisation.

d) Major / Key customisation performed for such implementations.

NB: Any service provider that does not meet the above threshold will not proceed further.

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4 PROJECT SCOPE OF WORK

4.1 PHASE 1

1A:Standard implementation required.

Implementation of Oracle EBS Oracle iRecruitment,

Implementation of Oracle EBS Oracle iExpense,

Implementation of Oracle EBS Oracle Learning Management as explained and required under the Project Scope of Work.

In addition to the implementation the will require to render support services on Oracle E-Business Suite, (R12 and Oracle Database 11g Administration)

Implement latest available patches for 12.1.3.

Configuration of iProcurement using all OA Framework capabilities where necessary. (All applicable available functionalities.)

Configuration of iRecruitment using all OA Framework capabilities where necessary. (All applicable available functionalities.)

Configuration of iExpense using all OA Framework capabilities where necessary. (All applicable available functionalities.)

Configuration of Oracle Learning Management using all OA Framework capabilities where necessary. (All applicable available functionalities.)

Deliver all the standard content and functionalities of the module. (Except the listed implementation steps not required, as listed below).

All applicable standard available workflows and notifications. (using AME.B)

All applicable standard available reports. (using XML Publisher)

All applicable standards available Alerts / Lookups / Functions / Menus / Messages.

Implement, configure and setup iProcurement standard agency responsibilities, menus, functions, access and security.

Secure link from NWPL Website to iProcurement Site, so that external Employees/Candidates/Agencies can access the external iProcurement site. (NWPL E-Business Suite servers run currently on SSL Certificates.) (DMZ configuration is not required).

1B: Standard Customization IRecruitment / Personalisation required.

Personalize/Customize for local and culture requirements.

Configure of custom approval rules in the current standard workflows.

3 x new User/Extensible Lookups.

5 x new customised workflows.

8 x new customised XML reports.

4 x new customised Oracle Alerts/Notifications.

10 new letters using WEB ADI (e.g. acknowledgement, invite to interview, unsuccessful, etc.)

2 x Customised CV/Resume templates.

Concurrent program to import scanned and stored CV’s (i.e. stored in PDF format)

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1C: Training / Skills transfer required.

Full knowledge transfer to be self-operating and self-supportive.

Training approach – Train the trainer.

2 day (or more) Oracle University Certified Training for R12 HRMS iRecruitment , iProcurement, iExpense Fundamentals and Learning Management for up to 16 delegates. Class Room based training at NWPL premises training room. (Training venue accommodates up to 20 seats with own laptops on the network).

Prepare a customised End-User Training Manual for Self-Service End-User and for HR Back-office staff and a FAQ list.

All Training Materials must preferably be developed on Oracle UPK Professional (On bidders own UPK Licence).

Prepare a System Business Process Flow Chart Manual.

Training on responsibilities, menus and functions. Training target group: o 4 Mphatlalatsane support staff users. (As end-users, support and trainers). o 5 Managers (SME’s & end-users) (The respective Section & Unit Managers as

end-users and trainers). o 6 Operational HR staff (SME’s, Recruiters and administrators as end-users and

trainers). o 12 Operational Finance staff (SME’s, Procurer and administrators as end-users

and trainers). o

The HR Operational staff will roll-out the applicable iRecruitement Self Service to all Managers and staff.

The Finance Operational staff will roll-out the applicable iProcurement and iExpense Self Service to all Managers and staff

4.2 PHASE 2 – AGENCY SETUP AND INTEGRATION

2A: Standard Customization / Configure required (To commence after appointment of 3rd Party e-Recruitment Agency).

NWPL will appoint a 3rd Party e-Recruitment Portal / Agency.

Develop and implement an interface with the appointed Portal Company. (HR XML API).

Quote for one Portal interface. (Export vacancies and import candidate applications, etc.).

Skills transfer to Mphatlalatsane Functional and Technical staff.

Production interface link to 3rd Agency. (Switch on).

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4.3 MINIMUM IMPLEMENTATION STANDARDS

The following minimum implementation standards must be adhered to:

Implement on R12.1.3

One DEV/TEST/TRAINING instance will solely be made available to the implementation team.

Utilise Oracle ABF (AIM for Business Flows and/or Oracle Unified Method (OUM)) method for implementation methodology, with all required documentations for change control, etc.

Configure only. No additional application customisation, except as listed specifically above.

Utilise and implement leading best business practice.

Only experienced consultants to be utilised for the implementation. (If additional trainees/Interns are utilised then only at the cost of the service company).

Utilise Approval Management Engine (AME.B) for all workflows processes.

Utilise XML Publisher (BI Publisher) for all current standard and new customised reports.

Utilise NWPL’S Metalink (My Oracle Support) Support Identifier for any logged SR’s.

Implementation warranty of 6 months for all required setups, configurations, interfaces, customisation, etc. from date of Production implementation (Go-Live) as per this Terms of Reference (TOR) and/or sign-off Business Requirements. (MD050, etc.). - The Service provider must take corrective actions to remedy the effects of any failure (identified over a period of 6 months from date of implementation – Go Live) on the implementation configuration immediately after the failure has been determined and at no additional cost to NWPL.

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5 GENERAL REQUIREMENTS

5.1 PROJECT

5.1.1 Implementation Phases proposed:

Phase 1

Internal (HR Division) iRecruitment and Internal Self Service iRecruitment only: Administrators/Recruiters to capture internal employees and external candidates manually for the first month. (E.g. pilot to internal HR Division back-office staff only). HR Division, then to roll-out and decentralise the Self Service Functionality to the rest of NWPL internal managers, supervisors and staff.

Internal (HR Division) Learning Management and Internal Self Service Learning management only: Administrators/Recruiters to capture internal employees and external candidates manually for the first month. (E.g. pilot to internal HR Division back-office staff only). HR Division, then to roll-out and decentralise the Self Service Functionality to the rest of NWPL internal managers, supervisors and staff.

Internal (Finance Division) iProcurement, iExpense and Internal Self Service iProcurement, iExpense only: Administrators/Procurers to capture internal employees and external candidates manually for the first month. (E.g. pilot to internal Finance Division back-office staff only). Finance Division, then to roll-out and decentralise the Self Service Functionality to the rest of NWPL internal managers, supervisors and staff.

When Phase 1 is bedded down and a greater understanding of the product and how to brand this then proceed with Phase 2 roll-out.

Phase 2 is to extend this to the outside world – External Employee and Candidate access, contracting with 3rd party Agencies, Portal Interface build and test, secure access, etc.

5.1.2 Implementation Periods proposed:

Phase 1 - Implementation (scope of work) period to be planned for a maximum of around 15 weeks (90 Business days). Implementation is earmarked to commence as soon as possible after tender award.

The support will be based on a 36 months contract then will be reviewed or terminated depending on the assessment of the NWPL competency.

Phase 2 - Implementation (scope of work) period to be planned for a maximum of around 5 weeks (25 Business days).

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6 PRICING RESPONSE

RFT Response Pricing Proposal

Pricing to cater for the full scope of work specified, at a high quality implementation performance delivery.

Pricing breakdown to be as follows:

Phase 1 (Inclusive of VAT)

Phase 1A pricing for requested standard implementation required (See 1A).

Phase 1Bpricing for requested customisation required (See 1B).

Phase 1C pricing for skills transfer/training required (See 1C).

o Specify separately the Oracle University R12 HRMS iRecruitment Fundamentals

course. (Rate per day – Classroom based at NWPL).

o Specify separately the Oracle University R12 iProcurement Fundamentals course.

(Rate per day – Classroom based at NWPL).

o Specify separately the Oracle University R12 iExpense Fundamentals course. (Rate

per day – Classroom based at NWPL).

o Specify separately the Oracle University R12 Learning Management Fundamentals

course. (Rate per day – Classroom based at NWPL).

o Specify pricing separately required for training days and pricing for HRMS Back-

Office staff / Managers / Recruiters and training materials

o Specify pricing separately required for training days and pricing for All modules

specified above Back-Office staff / Managers and training materials

S&T - Flights and accommodation (S&T) for each consultant x period (If applicable).

Phase 2 (Inclusive of VAT)

Phase 2A - Pricing for requested customisation required (See 2A).

S&T - Flights and accommodation (S&T) for each consultant x period (If applicable).

Total Vat inclusive total - Please specify fixed pricing amount for Phase 1 and 2 combined. Bidders must end up with one fixed price for all work in scope. (Fixed Price not to be exceeded).

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7 CONDITIONS

7.1 BID DOCUMENTS DELIVERABLES

Compulsory Compliance Documents

(a) Valid Tax Clearance Certificate YES NO

(b) Proof of Business Registration YES NO

(c) ID copies of the Business Owners YES NO

(d) This signed RFT (All pages initialled) (supplied) YES NO

(e) SAF – Supplier Accreditation Form (supplied) YES NO

(f) Declaration of Interest (supplied) YES NO

(g) Proof of VAT registration if VAT is charged YES NO

(h) Pricing (ceiling – max – pricing) YES NO

Evaluation Documents

(a) BEE Certificate YES NO

(b) Draft Project Plan YES NO

(c) Latest Audited Financial Statements. YES NO

(d) Oracle Certified Partner Certificate. YES NO

(e) CV’s (Resumes) of Consultants to be used. YES NO

(f) Solution References YES NO

7.2 SPECIFIC CONDITIONS

a) This proposal and all supplied documents (Refer 7.1) will serve as the part of the Service

Level. Agreement (SLA).

b) Implementation warranty - The Service provider must take corrective actions to remedy the effects of any failure (identified over a period of 6 months from date of implementation – Go Live) on the implementation configuration immediately after the failure has been determined and at no additional cost to NWPL.

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7.3 GENERAL CONDITIONS

The following information applies:

a. All proposals in response to this RFT, whether successful or unsuccessful, will

become the property of NWPL.

b. Companies are prohibited from using NWPL’s Logo on their proposals.

c. Tender/Quotes should be on letterheads, indicating the VAT registration number,

and where possible include samples of previous similar work.

d. A current list of references where similar work was undertaken should be supplied

e. Copyright remains that of NWPL and all copies of material used in the project

should be returned to NWPL.

f. NWPL reserves the right not to award this contract.

g. NWPL required a project plan as part of the proposal documents.

h. Preferential Procurement Policy Framework Act (PPPFA) is applicable.

i. The Financial Management Act of NWPL is applicable

j. All submissions must be valid for a period of 90 days after the closing date.

k. The service provider may be required to make presentation, to seek clarification.

l. SLA’s will be concluded with the successful service provider.

m. The Service Provider will accept and follow direction and instructions from NWPL for

the management of services.

n. All responses must conform to instructions. Failure to provide relevant information,

signatures or any other requirements of this RFT will result in disqualification.

o. Any costs incurred by the service providers in preparing and submitting their

response to the RFT will be the sole responsibility of the service provider.