Background: Fayyaa Integrated Development Organization (FIDO) is a non-profit charity organization established in 2002 by a group of dedicated volunteers in the Jimma Zone of the Oromia regional state, in response to the HIV/AIDS pandemic. Over the years, FIDO has expanded its scope to include a variety of developmental, emergency, and relief programs/projects across several regions of Ethiopia, including Oromia, Southwest, Benishangul Gumuz, Afar, and Somali, as well as the Addis Ababa City Administration
2. Objective: The objective is to develop and implement a comprehensive ERP system tailored to FIDO unique needs, ensuring that all key functions and departments are integrated into a single, user-friendly platform. The system will:
- Ensure compliance with international standards (e.g., IPSAS, donor requirements).
- Streamline Financial, HR, Procurement, Inventory, and Program management.
- Include Payroll automation, payslip generation, and statutory deduction handling.
- Support Multi-currency transactions, donor reporting, and real-time monitoring.
- Provide ongoing maintenance and capacity-building for sustainability.
3. Scope of Work: The project will be executed in phases, following a structured approach
Aligned with best practices. The scope of work for the ERP system development, implementation, and maintenance will include the following key components:
- Phase 1: Needs Assessment and System Design
Design modules for:
- Finance & Accounting (fund accounting, multi-currency, audit trails).
- HR & Payroll (staff records, attendance, automated payroll processing, payslip generation, tax/Pension deductions).
- Procurement & Inventory (purchase orders, asset tracking).
- Project Management & MEAL (indicator tracking, donor reporting).
- Ensure the design includes features for multi-currency management, fund accounting, and reporting that meets donors (UNOCHA, USAID etc.) and regulatory requirements.
- Develop and finalize a detailed system design document outlining the architecture, modules, data flow, and integration points
3.2 Phase 2: System Development
- Develop the ERP system using a modular approach, allowing for phased implementation and future scalability.
- Ensure the system supports integration with existing platforms and tools used by FIDO, particularly those related to financial management and donor reporting.
- Develop a user-friendly interface with role-based access to ensure data security and user compliance.
- Develop the ERP system based on the approved design, including the following modules:
- Finance and Accounting (June 6 to 10, 2025)
- HR & Payroll (June 11 to 15, 2025)
- Employee database (contracts, leave, attendance).
- Payroll module with:
- Automated salary calculations (basic pay, allowances).
- Statutory deductions (Pension, income tax, etc.).
- Payslip generation (customizable templates, email/SMS distribution).
- Integration with bank transfers for salary disbursements.
- Procurement & Inventory (June 16 to 19, 2025)
- Project Management and Reporting including MEAL (June 20 to 25, 2025)
- Donor Reporting (June 26 to 30, 2025)
- FIDO can propose the creation of new features or departments as needed.
- Data Migration and Integration (June 10 to 30, 2025)
- Develop a detailed data migration plan, ensuring the secure and accurate transfer of data from legacy systems.
- Data migration from existing systems and databases to the new ERP system
- Integrate the ERP system with any existing third-party applications or platforms used by FIDO, to ensure seamless data flow and compliance.
3.3 Phase 3: Testing and Quality Assurance (July 1 to 10, 2025)
- Conduct comprehensive testing of the ERP system, including unit tests, integration tests, and user acceptance testing (UAT), to ensure the system meets all functional requirements.
- Address any errors/issues identified during testing, as well as engage end-users in testing phases to validate usability & functionality, ensuring the system is aligned with their operational needs.
3.4 Phase 4 Implementation and Change Management (July 11 to 31, 2024)
- Develop an implementation plan, including a phased rollout strategy to minimize disruptions to FIDO operations, and allow for iterative improvements.
- Pilot implementation of Finance, Procurement & Inventory (July 11 to 15, 2025)
- Full system deployment across all departments and ensure full operational functionality of the ERP (July 16 to 25, 2024)
- Provide training tailored to different user groups (e.g. administrators, end-users, IT staff), on using the ERP system, emphasizing practical application and ensuring familiarity with best practices. (July 26 to 31, 2024)
3.5 Phase 5 Maintenance and Support (Aug 1, 2025, to Aug 1, 2027)
- Provide comprehensive post-implementation ongoing support, including regular system updates, bug fixes, and performance monitoring, to incorporate new features, security patches, etc.
- Offer helpdesk services to assist FIDO staff with any issues or questions to the ERP system.
- Offer continuous training and capacity-building sessions to ensure the staff remains proficient in using the ERP system and adapting to new features.
- Project Completion: Final project review, final closure, reports and documentation. transition to a long-term maintenance phase (July 31, 2025)
4. Deliverables: The Firm or Individual Consultant is expected to deliver the following:
- Needs Assessment Report and System Design Documentation: Comprehensive documentation outlining the system’s architecture, functionality, and compliance with best practices.
- Developed ERP System: A fully functional ERP system with all modules operational, ready for deployment.
- Data Migration and Integration Reports: Documentation of the data migration process and integration testing results.
- Training Materials and Sessions: Customized training materials and records of all training sessions conducted.’
- Implementation Report: A detailed report documenting the phased implementation, including lessons learned and stakeholder feedback.
- Ongoing Maintenance and Support Plan: A detailed plan outlining support services, including service level agreements (SLAs) and scheduled update
5. Timeline: The entire project is expected to be completed within a period of 2 – 3 months from the date of the contract signing. A detailed project schedule with milestones will be agreed upon at the outset.
6. Budget: The total budget for this project is to be determined based on the proposals received. Proposals should include a detailed cost breakdown for each phase of the project (Phase 1 to Phase 5)