Building Institutions And Systems to Harness And Realize Agenda 2063 Project ( - Тендер #58225305)

NOTICE AT-A-GLANCE

• Project ID

P180117

• Project Title

Building Institutions And Systems to Harness And Realize Agenda 2063 Project

• Country

Eastern and Southern Africa

• Notice No

OP00316354

• Notice Type

Request for Expression of Interest

• Notice Status

Published

• Borrower Bid Reference

ET-AUC-454671-CS-INDV

• Procurement Method

Individual Consultant Selection

• Language of Notice

English

• Submission Deadline Date/Time

Oct 31, 2024 17:00

• Published Date

Oct 17, 2024

• CONTACT INFORMATION
• Organization/Department

Africa Union Commission

• Name

Fungisayi Patricia Mwanyisa

• Address

Africa Union HeadquartersP.O.BOX 3243Tel: 251-11-5-517700webmaster: webmaster@africa-union.orgAddis

• City

• Province/State

Eastern and Southern Africa

• Postal Code

• Country

Eastern and Southern Africa

• Phone

+251 90 308 6604

• Email

MwanyisaP@africa-union.org

• Website

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – INDIVIDUAL CONSULTANT)

Country: Ethiopia

Name of Project: The Building Institutions and Systems to Harness and Realize Agenda (BIASHARA) 2063 Project

Grant No: P180117

Assignment Title: Individual ABAP Consultant for Automation of Fixed Asset Management Process

Reference No. ET-AUC-454671-CS-INDV

The African Union Commission has received financing from the World Bank toward the cost of The Building Institutions and Systems to Harness and Realize Agenda (BIASHARA) 2063 Project and intends to apply part of the proceeds for consulting services.

The consulting services (“the Services”) include Automation of Fixed Asset Management Process. Specific tasks include:

• Automate core fixed asset issue management processes to reduce manual effort and improve processing time via implementation of the workflow.
• Streamline and automate workflows for asset requests, issuance, returns, transfers, and inventories
• Improve reporting capabilities by generating comprehensive asset reports and forms.

The detailed Terms of Reference (TOR) for the assignment are attached to this Request for Expression of Interest.

The African Union Commission now invites eligible individuals (“Consultants”) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The shortlisting criteria are:

Education

Bachelor’s degree in information technology, Information Systems, Computer Science /Engineering or related discipline

Experience

An ABAP / Web Dynpro Consultant with at least 5 (Five) years’ experience in ABAP and Workflow development work in Finance, Supply Chain Management (SCM) and Travel modules would be ideal for this Task.

The Technical Resource required should have the specific experience and competences mentioned below

• SAP ABAP Certified Consultant with at least 5 years’ experience. Must have been involved Developments / enhancements in at least three SAP projects.
• At least 5 years’ Experience in the SAP ABAP Development
• Hands on development experience in FICO, SCM and Travel Modules.
• He/She must also be good in development of customized RICEFW (Reports, Interface, Conversion, Enhancements, Forms, and Workflows) and must have amble experience in web services and APIs integrations for SAP. In addition, candidates will APIs experience in integration of Barcodes with into SAP Assets Module will have an added advantage.
• Detailed CV outlining all key activities done and experience related to SAP ABAP programming, ABAP programming, Web Dynpro, Web services / APIs, Workflow configuration and programming, screen programming and SMARTFORMS development among others.

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016, revised November 2020 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

A Consultant will be selected in accordance with the Individual Consultant selection method set out in the Procurement Regulations.

Further information can be obtained at the address below during office hours i.e. 0900 to 1700 hours.

Expressions of interest must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by 31 October 2024

African Union Commission,

Attn: Head of Supply Chain Management Division

Building C, 3rd Floor,

P.O Box 3243, Roosevelt Street

Addis Ababa, Ethiopia

Tel: +251 (0) 11 551 7700 – Ext 4305

Fax: +251 (0) 11 551 0442; +251 11-551-0430

E-mails: tender@africa-union.org

TERMS OF REFERENCE

INDIVIDUAL ABAP CONSULTANT FOR AUTOMATION OF FIXED ASSET MANAGEMENT PROCESS

REF: ET-AUC-454671-CS-INDV

• Introduction

The African Union (AU) was established as a unique Pan African continental body, charged with spearheading Africa’s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a New Partnership worldwide. Its Headquarters is located in Addis Ababa, capital city of Ethiopia.

The African Union Commission (AUC) is the secretariat of the AU, which is the key organ playing a central role in the day-to-day management of the AU. Amongst other mandates, the AUC represents the Union and defends its interests; elaborates draft common positions of the Union; prepares strategic plans and studies for the consideration of the Executive Council; elaborates, promotes, coordinates and harmonizes the programmes and policies of the Union with those of the Regional Economic Commissions (RECs) and ensures the mainstreaming of gender in all programmes and activities of the Union.

• Project Background

In 2008, AUC embarked on automation project and selected the SAP software to bring efficiency, transparency and accountability in business processes and information management. The project went live at the AUC in 2009, and with addition of several modules over the years, the system has since been rolled out to over 45 ROs/LOs and 8 Organs.

Currently, AUC runs SAP ERP ECC 6, Enhancement Package Level 7 (EHP7) system having implemented the following key modules.

• Financial and Controlling (FI/CO) including Fund Management, Treasury Management, Bank Communication Management.
• Human Resource (Payroll, Time Management, Personnel Administration, Organization Management, & Personnel Development)
• Material Management (Purchasing and Inventory Management)
• Travel Management
• Employee and Manager Self Service
• Electronic Document Workflow (SAP Document Access solution)
• Integration with OpenText 10 for Document Archival
• Integration to SAP SuccessFactors Recruiting system
• Integration with SAP Governance, Risk & Compliance system (GRC) for user management
• Interface with other in-house applications e.g. Medical System, AMERT,

The diagram below depicts the current SAP landscape alongside AUC’s vision by 2026/2027.

Despite the numerous strides made with the implementation of the modules above, the current system has some gaps and challenges in terms of system utility, process integration, data issues, reporting and inflexibility to some needs of the organization. In cognizance of these gaps and in seeking to fully leverage the use of SAP within the Commission, there is therefore need to enhance/upgrade the ERP to a more robust system that will better meet the current and future needs.

To date, the approach to automation at the AUC has focused on the implementation of point solutions that do not adequately address the present needs of AU Business Units, ROs and Policy Organs as a whole. The solutions provided have essentially automated the existing manual processes rather than follow best practices. Lack of funds to adopt new SAP technologies has led to heavy customization of processes such as travel, financial management and reporting thus restricting the value that SAP can provide. Further, inadequate capacity building has rendered the ERP unit as a fire-fighter on day-to-day business support rather than the unit focusing on innovation to provide new solutions. There is great potential to maximize utility of SAP through varied and targeted training of both business users and the ERP team members.

To overcome the current business challenges outlined above, AU plans to upgrade the current legacy system to the next generation business suite that is envisaged to have built-in intelligent technologies, Innovation, enhanced system security, Lean & Efficient processes and advanced analytics that meets AU Business requirements.

As part of the preparatory activities for this upgrade, there is need for streamlining some key processes, workflows and redefinition of obsolete configurations that will improve on the data quality in readiness for migration to the upgraded solution.

• AU CURRENT PAINS AND GAPS

• The African Union Commission Currently utilizes an ERP Software called SAP to manage the functions of Fixed Asset Management from Acquisition up to Receipt of them in the warehouse.
• There is no full automation of Fixed Asset Management Process. Part of the processes are done manually.

• MERITS OF IMPLEMENTING REQUIRED FUNCTIONALITY

• The automation aims to improve efficiency, accuracy, and transparency in managing fixed assets issuance process including Asset Request, Asset Issue, Asset Return, Asset Transfer, and Asset Display functions.

• OBJECTIVE OF THE SERVICE

The objective of the assignment is to implement the scope of services and tasks as mentioned below.

• Automate core fixed asset issue management processes to reduce manual effort and improve processing time via implementation of the workflow.
• Streamline and automate workflows for asset requests, issuance, returns, transfers, and inventories
• Improve reporting capabilities by generating comprehensive asset reports and forms.

• SCOPE OF SERVICES AND TASKS

The project scope encompasses the review and enhancement of the following fixed asset issuance management functions:

• Requirement Gathering: Engage with key stakeholders to come up with firm requirements
• Asset Request: Review and enhance the programs for the process of submitting and approving asset requests, including defining approval workflows.
• Asset Issue: Review and enhance the programs / workflow for the process of issuing assets to users, tracking user assignments, and generating issue receipts.
• Asset Return: Review and enhance programs / workflow for the return process of assets, capturing return details, and updating asset status.
• Asset Transfer: Review and enhance the programs / Workflow for the transfer of assets between users, departments, or locations, with proper documentation and record updates.
• Asset Inventory: Develop a system for conducting physical inventories and reconciling inventory data with system records.
• Asset Tagging: Implement a system for generating and assigning unique asset tags for ease of identification and tracking.
• Asset Display: Provide a user-friendly interface to display comprehensive asset information, including location, status, and usage details.
• Development of other urgent RICEFW (Reports, Interface, Conversion, Enhancements, Forms, and Workflow) as per business requirements.
• Preparation of Test scripts for Unit and Integration Testing.
• Lead Business users in Unit and Integration Testing.
• Provide User Guides and Test Scripts (Unit/Integration) for the RICEFWs developed.
• Provide Configuration and Technical documentation for the RICEFWs developed.
• Conduct and coordinate Super Users and business users training.
• Conduct Training / Knowledge transfer / Hand Over to the in-house SAP Technical Team.

• DELIVERABLES FOR THE ASSIGNMENT

The deliverables for this engagement will include:

• QUALIFICATIONS AND SKILLS

8.1 Education

Bachelor’s degree in information technology, Information Systems, Computer Science /Engineering or related discipline

8.2 Experience

An ABAP / Web Dynpro Consultant with at least 5 (Five) years’ experience in ABAP and Workflow development work in Finance, Supply Chain Management (SCM) and Travel modules would be ideal for this Task.

The Technical Resource required should have the specific experience and competences mentioned below

• SAP ABAP Certified Consultant with at least 5 years’ experience. Must have been involved Developments / enhancements in at least three SAP projects.
• At least 5 years’ Experience in the SAP ABAP Development
• Hands on development experience in FICO, SCM and Travel Modules.
• He/She must also be good in development of customized RICEFW (Reports, Interface, Conversion, Enhancements, Forms, and Workflows) and must have amble experience in web services and APIs integrations for SAP. In addition, candidates will APIs experience in integration of Barcodes with into SAP Assets Module will have an added advantage.
• Detailed CV outlining all key activities done and experience related to SAP ABAP programming, ABAP programming, Web Dynpro, Web services / APIs, Workflow configuration and programming, screen programming and SMARTFORMS development among others.

• DURATION

The duration of the assignment will be for 6 Months.

• PAYMENT

The consultant shall be paid at a negotiated rate based on the deliverables

• REPORTING

The individual Consultant should report to the Head, Enterprise Resource Planning (ERP) Unit and should closely collaborate with the designated responsible staff.

• CLIENT INPUT

The African Union will be responsible and make an endeavour to support the project by participating to fulfil the following:

• Involvement in all aspects of the services.
• Providing accurate and complete information, as needed.
• Making timely and effective completion of the responsibilities, as identified below.
• Provisioning the required prerequisite resources on time.
• Facilitate logistical issues to import and stage equipment.
• Providing timely decisions and approvals
• Completion of site readiness activities and facility setup
• All documents/objectives are accepted at time of delivery within a reasonable time frame.
• Provide personnel who are knowledgeable about the current African Union’s systems.
• Provide business user representatives as required by the project plan
• Provide access to all necessary African Union work sites, systems logon and passwords
• Provide access to other materials and resources as needed
• Provide suitable workspaces with desks, chairs, telephones, etc.
• Provide LAN connections giving the onsite team access to the Internet and e-mail.

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