Automated Payroll Software For NGO Client in Kigali, Rwanda submitted to Direct Client, RWANDAOctober 7, 2019
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We welcome the opportunity to build a cutting-edge online custom payroll Web application Software that will have the required functionalities provided by the Client, NGO Requirement Document.
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This document provides an overview of Rwanda’s Client, a Registered International Non-Governmental Organization (INGO) automated payroll software requirement.
Rwanda’s Client, is registered International Non-Governmental Organization (INGO), supporting governments and partners to improve access to good quality child and maternal health care. The Client, promote innovative education programs, literacy projects and early childhood care and development. They respond to emergencies by delivering life-saving humanitarian services to children and families affected by conflict and crisis. They also support governments and partners by putting measures and structures in place to prevent and respond to abuse, neglect, exploitation and violence affecting children. They also work to achieve immediate and lasting change within children's lives.
SCI uses a Financial Management System (FMS) called Agresso for recording and reporting its financial transactions and Human Resource Information System (HRIS) called Effective Staff. Currently, the monthly payroll for all national staff (150-250) is prepared using MS Excel, which is a manual system, and it has shortcomings to do with integration and scalability with our other corporate systems.
The SCI Rwanda Country office is planning to integrate and automate all its payroll processing tasks with its Financial Management System (Agresso), its HRIS (Effective Staff) and Employee Effort Reporting. Effort Reporting is a compliance mechanism, which staff base costs charged to different awards on "effort" or personnel time spent on the specific donor funded projects.
Rwanda’s Client, is expecting to develop, test and install an automated payroll system at the SCI Rwanda Country Office in Kigali, and ensure the system as a package is integrated with the existing systems and is fit for the intended purpose.
Rwanda’s Client, automated Payroll requirement is the primary focus of this document. As the enterprise payroll system for SCI Rwanda Country Office in Kigali, this system should capture and distribute a wide variety of financial and HR data and should effectively manage, analyze and report employees' pay, benefits and deductions in a complex organization while integrating with its other corporate systems particularly HRIS and Agresso. The requirement is not limited to but will ensure that it meets the below given criteria.
The automated payroll processing System will be owned and managed by the Client International with all source codes and it should suite to the organization's business model, organizational structure and cost structure.
Should be installed at the SCI Rwanda Country Office in Kigali.
Must fully interface and be capable to export/import payroll related financial and personnel data to/from the organization's Financial Management System general ledger module (Agresso) and the Human Resource Information System (Effective Staff), respectively.
All national staff’s payroll processing will be done centrally. The monthly payroll data will then be upward synchronized with master payroll data.
The system should be configured and responsive to Rwanda Revenue Authority (RRA) and Rwanda Social Security Board (RSSB) compliance.
Accommodate employee data including but not limited to Name, Gender, position, contract type, Date of birth, date of hire, education, site, RSSB Number, employment end date where applicable, etc. from our HRIS by way of importation from our HRIS (Effective staff) and allow the data to be edited to add other specific data for both active and disengaged staff.
The system should preferably be configurable and accommodate rapidly increasing permanent staff numbers and incorporate simple a module for Interns and temporary employees.
The system should have flexible configuration for specific pay structures and produce individual pay slips that are delivered automatically to all staffs' email accounts.
The system should allow Processing of Salary for one person or a group of persons any time if required.
The system should be configured to staff final payment (last salary, untaken leave, TG)
The system should be configured to total cost of employees means provide information on total expenses per staff (including Medical insurance, leave, salary, TG, communication, taxes etc.).
The system should allow for Payroll simulations, re-runs, reversal and back-pay calculations and proration calculations. The system should consider the break of contract in case it occurs.
The system should have in built formulae for calculating International / Expatriate staff tax, staff Terminal Grant/ Gratuity computations, ability to produce staff loan balances with Sacco's and banks, calculate staff pension both employer and individual contributions and have ability to compute tax payable on all benefits defined by Rwanda Revenue Authority.
The system should produce income tax returns form compliant with RRA and generate annual tax reports.
The system should automatically print Payroll register sheet to facilitate approval process, documentation and transfer to the staff bank account or pay by cash (Where Bank facilities are not available).
The system should automatically generate unlimited roll-up, drill-down and "drillaround" capabilities and on intuitive graphical interface for ad hoc inquiries, combined with flexible inquiry viewing and publishing to match user requirements e.g. payroll report both summary and with individual staff id's and codes, reports by department, location etc.
The system should allow for Add-ins to handle specific local requirements.
The system should integrate with Microsoft Office Suite Applications.
The system should have automated alerts e.g. expiring contracts,
The system should be able to produce variance reports on all aspects of the payroll
Tool to do bulk user updates
Ability to choose different year start dates for each user
Data integrity , archiving and storage
The automated payroll shall also be used to:
Produce timely, accurate paychecks.
Coordinates statewide personnel, payroll, and financial data.
Provides access to system data and functionality. Professional users who have been given the appropriate security can access the payroll system from the internet by logging into the Portal
Retains an historical record of data and is used to generate a variety of specialized user-specific and state-wide reports.
The criteria/features/requirements for development mentioned above in scope is extracted from the Requirement document provided by the Client (INGO) Team sent to Teczium Solutions Ltd and forwarded to us as a pdf document in email by Mr.Ashok kumar, who has referred our services and introduced us to M/s. Teczium Rwanda Ltd for this project.
4. Working Methodology
The following staff plan is developed to ensure that the project activities are well managed and project tasks are well coordinated and reported. According to the diagram below, the client is required to assign key staff to work in close coordination with the offshore development team.
Figure 1: Project Technical Team
In addition, the payroll, human resource and other team specialists can also be assigned by the Client point of contact to closely coordinate with the offshore development team to ensure the requirements are gathered in the best way possible and the project is implemented within the timeline.
5. Offshore Development Team
The offshore development team (inexpensivecoders, India) will work closely with Teczium Solutions Ltd, Rwanda to develop the automated payroll system for the Client INGO.
inexpensivecoders is a full-service Custom software and Application development company that provides cost cutting solutions for any business.
6. PAYROLL Development Strategies
inexpensivecoders will develop the payroll application in PHP with mysql as backend and Apache server and Linux platform for the Client and is divided into the functional components listed below. The components are tightly integrated. Data entered into any component flows throughout the system to those processes that use the data.
Organizational Management: Creates and maintains organizational structures and their units, positions, and jobs.
Personnel Administration: Creates and maintains information about employees. Also processes hires, changes, separations, and absence.
Time Management: Creates and maintains a work schedule to track employee hours (attendances and absences) used to pay employees.
Payroll Processing: Calculates earnings and payment-related items for employees. Processes benefit and financial transactions, which includes sending and receiving information to and from other softwares.
Reporting: Reports will be available, according to role, across functional areas and provide data that relates to business tasks, and can be filtered so that users can view only their own data.
Import / Export
Data Transfer: Transfer of data inside / outside the system
Application Settings: Customizing the application based on requirement needs
Security is role-based. Roles (tasks that the user performs) determine the environments, transactions, and infotypes (screens) that a user can access and/or update. Roles can be either centralized or decentralized.
7. Solution Implementation
We are estimating the following major tasks in the implementation phase:
Getting familiar with development environment
During this phase, we plan to familiarize ourselves with the development methodologies and the various calculations required for the payroll process, documents to be used, database design etc..
Coding the Payroll module
This phase consists of coding the entire payroll module using the open source technologies. We suggest using PHP, MYSQL, Apache and Linux environment.
User Acceptance Testing
The application will be available in staging environment for three working days for entire testing.
The bugs discovered during UAT will be fixed and the application will be retested again to ensure that the reported bugs are addressed.
The final product will be available for delivery.
This application can also be possibly extended in many ways based on the future requirement.
8. Client Responsibilities
the Client, NGO will provide inexpensivecoders with complete requirement details for the application. Assuming that the above is the finalized requirement and if clarification raises during development it is the responsibility of both the parties to discuss and freeze to change or modify on technology constraints.
9. Cost & Timeline
Based on the scope in this document, project costs for “Payroll application design and development for the Client, Rwanda” is as follows:
One-time development and implementation costs: INR x, xx,xxx (Indian Rupees X lakhs and X Thousand Only)
Time for completion: 3 Months from the date of award of the contract.
This cost is exclusive of statutory taxes and duties.
10. Project Deliverables
This project encompasses the following major deliverables:
Assessment and Inception Report
Development/redesign of module, Payroll module and Reporting module
Data integration and migration of and Payroll into EMIS database
Testing and Deployment
Documentation and training of the newly integrated systems
11. Timeframe for Expected Deliverables
The project is expected to be completed over a period of 3 months starting from project kick off date. The indicative timelines for these activities, in number of months, is as shown in the table below. It is very important that project is completed within the proposed time in order to meet the deadline.
Software Requirement Specs (SRS)
Iterative development of the System
Documentation and Training
Deployment and acceptance testing
System Go Live and Maintenance
12. Structure of the project team
The project requires a team of six (5) key staff persons with professional and Regional/International expertise.
Expected Time of Engagement
Bachelor in business administration, management or MIS (Masters degree preferred)
At least 7 years experience in project management and information technology.
System and Data Analyst
Master in computer science/MBA or any other relevant field
At least 8 years experience in software development, system analysis and design
Bachelor in Computer Science/IT
At least 6 years experience in developing MISs
Bachelor in Computer Science/IT
At least 5 years’ experience in software/database development and programming
Bachelor in Business administration or any other relevant field
At least 5 years experiences in payroll and financing
13. Contact person from client’s side
The client would designate one of its technical consultant for the contact. This person would be responsible to interact with the inexpensivecoders consultant for administrative and technical matters on day to day basis; comment / approve the deliverables submitted by the consultant within the stipulated time etc.
14. Incident, Change, and Release Management
A lot of pieces must fit together seamlessly within a computer system (and to other systems) to guarantee success and long-term value. This includes incident management, change management and release management.
14.1 Incident Management
During development, the team will track all incidents affecting the development. Incidents may be events that do or have the potential to interrupt or reduce service, or requests for help in processing a transaction or clarifying system functionality. Incidents may be reported to the client or other stakeholders who interact with the development team.
An electronic tracking system similar to email, slack or skype may be used to manage incidents to completion. Incidents are prioritized for resolution, and may be transitioned to Change/Release Management process if they involve a change to the automated payroll development.
14.2 Change Management
System changes can affect multiple users, disrupt services, affect stored data, or involve hardware or software. To reduce risk, all change requests (CRs) are reviewed, prioritized, and tracked to completion. All change processes and workflows will be identified and severity levels will be assigned.
14.3 Release Management
Release Management (RM) is the process of planning, creating, testing, and implementing software releases. Developed automated payroll system will be frequently updated to ensure that it meets the technical and business requirements.
15. Deployment, testing, documentation and training for the newly integrated systems
Upon successful development and integration of the required application, the contractor shall propose a deployment plan, which includes the rolling out of the new modules and data migration of the production data. It also includes black box testing by EMIS department, proper documentation (technical and functional) and training of related departments on how to use and extend the system.
16. Quality Assurance and Quality Control
In order to ensure quality of the work, the consultant will ensure to submit the following reports:
Work progress report before each payment
Final system report
17. The payment schedule
The payments to the contractor will be made into the following instalments:
Payment amount (%)
50% Development completion of Automated Payroll Module
100% Completion of Automated Payroll Module
System testing by technical team and end users, installation in staging Environment.
Submission and Acceptance of final Report on all deliverables
18. Terms & Conditions
The proposal shall remain valid for acceptance for a period of 30 days from the date of submission
inexpensivecoders shall start the project within 7 days of receiving the confirmed order
The required information for project completion on time shall be provided by Teczium/the Client
The project shall be developed and executed on an offshore model.
All costs associated with any on-site visit required during implementation like Return airfare, accommodation & food for our consultants will be on Teczium
Master Data in pre-defined and agreed format shall be made available as per requirement
Additional work required beyond the scope will be charged additionally
Service Tax and all other taxes applicable at the time of billing would be extra at actuals
Force Majeure and Time Delays: inexpensivecoders shall not be liable for any non-performance of this assignment provided such non-performance is occasioned by fire, flood, power failure / UPS breakdown, riots, lockouts, civil disobedience, act of God like floods, cyclone etc. and equipment failure/breakdown. (Unless arising out of improper / erroneous handling of equipment / software by our personnel).