Background
About IPHCE
The International Institute for Primary Health Care – Ethiopia (IPHC-E) is an organization founded by the Ministry of Health of Ethiopia (MOH). We provide technical assistance to countries building strong Primary Health Care systems, through capacity building training, program design, and implementation. We also support the MOH through evidence-based policy recommendations, training of PHC leaders, implementation of innovation labs, and engagement on PHC related policy and strategy designs.
Objectives
The project seeks to:
- Design and implement a centralized ERP system to unify key operational functions.
- Streamline processes in Human Resources (HR), Finance, Project Management, Events, Monitoring & Evaluation (M&E), and other critical areas, reducing manual workloads.
- Enhance financial oversight, budget monitoring, and donor reporting capabilities.
- Optimize project planning, execution, tracking, and evaluation.
- Centralize document storage and promote efficient knowledge sharing.
- Deliver real-time insights to management via intuitive dashboards.
- Develop a secure, scalable, user-friendly, and maintainable system.
Scope of Work
The Vendor is responsible for the end-to-end development and implementation of the ERP system, including:
Requirements Analysis
- Define detailed functional and non-functional requirements, documented in a Software Requirements Specification (SRS).
System Design
- Create a robust system architecture, database schema, user interface (UI) mockups, and user experience (UX) designs aligned with IPHCE’s operational needs.
Development and Customization
- Build and customize the ERP system, incorporating the following modules:
Human Resources (HR) Module
- Manage employee and volunteer data, recruitment, contracts, leave, attendance, performance appraisals, payroll (interface or full system), and training records.
Finance Module
- Support general ledger, accounts payable/receivable, bank reconciliation, budgeting, financial reporting (Ethiopian laws, donor formats), expense tracking, multi-currency functionality, and fund accounting.
Project Management Module
- Enable project setup (goals, objectives, timelines), task assignments, resource allocation (linked to HR and Finance), progress monitoring, milestone tracking, risk assessment, and custom reporting.
Event and Conference Management Module
- To streamline the planning, execution, and evaluation of conferences, workshops, training, and similar events organized by IPHCE, ensuring efficient coordination, budget oversight, and participant engagement.
Monitoring and Evaluation (M&E) Module
- Define indicators, create data collection tools (optional mobile interface), aggregate and analyze data, track results frameworks and produce M&E reports linked to projects and budgets.
Dashboard Module
- Provide configurable, role-based dashboards for Management, Finance, Project Leads displaying real-time KPIs from all modules with data visualization tools.
Document Management Module
- Offer a centralized document repository with version control, categorized storage, search capabilities, and role-based access controls.
Budget Utilization Module
- Track spending against budgets (operational/project-specific), perform variance analysis, integrate with Finance and Project modules, and issue overspending alerts.
Donor and Grant Management Module
- Record donor details, grant proposals, funding schedules, reporting deadlines, and tie grants to projects and finances for transparency.
Inventory/Asset Management Module
- Track assets (e.g., equipment, supplies), manage depreciation, assign assets to staff/projects, and support periodic audits.
Procurement Module
- purchase request, supplier records, quotations, purchase orders, and goods received notes (GRN), linking to Finance and Inventory for traceability.
User Roles & Permissions Management
- Implement a flexible system for defining roles and access levels across modules, ensuring compliance with IPHCE security policies.
Advanced Reporting Module
- Allow custom report generation with export options (PDF, Excel, CSV) beyond standard templates.
Integration Capabilities
- Enable seamless integration with existing tools ( Google Workspace, SMS systems) as per the SRS.
Compliance & Security
- Incorporate encryption, access controls, audit logs, and secure storage to meet data protection standards.
System Testing
- Perform unit, integration, system, performance, and security testing, and assist IPHCE staff with User Acceptance Testing (UAT).
Data Migration
- Plan and execute the secure transfer of existing data (e.g., from spreadsheets, databases) into the ERP system.
Deployment
- Install the ERP system on the agreed platform (e.g., cloud or on-premise server in Ethiopia), per IPHCE’s hosting policy.
Training
- Produce training materials (manuals, guides, optional videos) and conduct sessions for end-users, admins, and managers in Amharic and English.
Post-Implementation Support
- Offer 12 months of support post-launch to fix bugs, resolve issues, and assist users, with options for long-term maintenance agreements.
Deliverables
The Vendor shall provide:
- Software Requirements Specification (SRS): Detailed functional/non-functional requirements, UI/UX designs, and architecture.
- 2Operational ERP System: Fully tested and deployed with all specified modules.
- Technical Documentation: System architecture, database schema, and API details (if applicable).
- Source Code: Full ownership transferred to IPHCE.
- User and Admin Guides: Comprehensive manuals in Amharic and English.
- Training Materials: Guides, presentations, and optional video tutorials.
- Data Migration Report: Summary of the migration process and results.
- Test Plans and Results: Documentation of all testing phases.
- Support Plan: Outline of 12-month post-implementation support.
- Progress Reports: Regular updates per Section 6.
Timeline
The project is projected to span 3 months from contract signing, with a detailed schedule finalized during the inception phase. Tentative phases:
- Weeks 1-2: Requirements Gathering and SRS Completion
- Weeks 3-4: System Design and Prototyping
- Weeks 5-8: Development and Integration
- Weeks 9-10: Testing and UAT
- Week 11: Data Migration and Deployment
- Week 12: Training and Go-Live
- Months 4-15: Post-Implementation Support
Reporting and Project Management
- he Vendor reports to the IPHCE Project team.
- Bi-weekly meetings will track progress.
- Monthly reports will cover activities, milestone status, challenges, and next steps.
- Major milestones require IPHCE approval.