D. TERMS OF REFERENCE
18. ANNEXURE B: MINIMUM FUNCTIONAL REQUIREMENTS
Please indicate with an ‘x’ if you Fully Comply, Do Not Fully Comply. Please provide reasons if you mark anything else besides Fully Comply. Do not complete the comments section if you state Fully Comply, as this will be marked as a do not comply.
A. HUMAN RESOURCE MANAGEMENT FULLY
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COMMENTS 1. PERSONNEL MANAGEMENT
1.1. The personnel management component of the application must be the centralised
location for all employee data.
2. LEAVE MANAGEMENT
2.1. The software must have the capability to monitor and track leave taken by employees.
2.2. The system must be able to perform the following functions:
2.2.1. Online leave application and
administration (browser enabled).
2.2.2. Leave application restriction as
per policy provisions.
2.2.3. Approval of leave at various
levels.
2.2.4. Checking of leave balances.
2.2.5. Automatic update of remaining
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COMMENTS leave days once leave request is
approved.
2.2.6. Online real-time leave transaction
updates.
2.2.7. Flag negative leave balances.
2.2.8. Allow for leave retro.
2.2.9. Allow for leave cancellation or
adjustments.
2.2.10. Allow for online notification of
leave requests and approvals.
2.2.11. Cater for leave commutation and
calculations thereof.
2.2.12. Allow for reminder notification
and escalations.
2.2.13. Allow for re-routing capabilities
for approvals.
2.2.14. Inform employees of mandatory leave and the date by which this must be taken before it expires.
2.2.15. Cater for unpaid leave – calculate the value of unauthorized days absent and deduct from monthly salary (link to payroll facility).
2.2.16. Support reporting on employee attendance as per use of employee access cards.
2.2.17. All leave types should be created
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COMMENTS and calculated for each
employee.
2.2.18. Statistical and graphical
view/presentation of leave.
2.2.19. Maintain leave records.
2.2.20. Flag and implement leave
forfeiture in terms of leave policy.
2.2.21. Assess leave entitlement and implement additional leave days as per leave policy.
2.2.22. To attach supporting documents for all leave types (except annual leave).
2.3. The system should generate the following leave administration reports:
2.3.1. Trend analysis per employee.
2.3.2. Trend analysis per leave type.
2.3.3. Leave balances per employee (in
the form of days and costing).
2.4. The system should have the ability to build
custom reports and other ad hoc reports.
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COMMENTS 3. EMPLOYMENT DETAILS
3.1. The system must have the capability to display all employment information (e.g.
employment contract).
3.2. The system should have the ability to:
3.2.1. Create new employees record on the system on appointment of each new employee.
3.2.2. Salary information must be made available as per reporting channel.
3.3. The system must have the capability to automatically update the employment status (i.e. probation status update, confirmation of permanent employment, termination and retirements, etc.) of an employee on certain events.
3.4. The system must cater for full audit trail functionality on all personnel data movement including dates (e.g. ability to update the types of movement).
3.5. The system must have the ability to draw various reports using the data captured as
part of the Personnel Management Module.
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COMMENTS 3.6. The system must be able to provide at a
minimum basic data validation on entries, for example ID numbers.
4. PAYROLL MANAGEMENT
4.1. The system should have the capability to perform the following functions:
4.1.1. Salary and salary increment processing.
4.1.2. View payslip and history.
4.1.3. Perform specific payroll calculations.
4.1.4. Define user deductions and earning codes.
4.1.5. Add once-off monthly earnings or deductions.
4.1.6. Update detail of each garnishee on ERP payslip.
4.1.7. Administer loans/debt.
4.1.8. Present leave balance on payslips.
4.1.9. Amend bank details via employee self-service portal.
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COMMENTS 4.1.10. Create an annual package
structure for new employees joining the organisation.
4.1.11. Automate payslips.
4.1.12. To use excel sheets to update any salary changes.
4.1.13. Import reports
4.1.14. Email notification letters with new salaries changes.
5. ORGANIZATIONAL DEVELOPMENT
5.1. The system must be able to perform the following functions:
5.1.1. Organisational Structure
5.1.1.1. Create and maintain the organisational structure.
5.1.1.2. Creation of future and planned positions.
5.1.2. Job Evaluation
5.1.2.1. Allow departments to submit job profiles for job evaluation
5.1.2.2. Linkage of job evaluation results to payroll system such that the salary grade is incorporated
automatically from the
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COMMENTS activation date.
5.1.2.3. Annual prompting of periodic reviews and benchmarking of the salary grades.
5.1.2.4. Provide for job grading results e.g. number of jobs re-graded in a year 5.1.3. Job Profiling
5.1.3.1. Set-up and define competencies and competency groups.
5.1.3.2. Manage and measure actual skills compared to target skills.
5.1.3.3. Skill-gap analysis and feedback report based on job profiles, skills and performance assessment.
5.1.3.4. Feedback analysis via online
questionnaire/surveys
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5.1.3.5. Cater for skills database
functionality.
5.1.3.6. Full management of development related workforce
competencies.
5.1.3.7. Creation of structured development plans to
help monitor performance, develop
careers paths and ensure compliance.
5.1.3.8. The creation of development plans based on performance appraisal results.
5.1.3.9. Define
enrolment/participation prerequisites for certain development
interventions.
5.1.3.10. Provide link to training activities/interventions as an output of an employee development plan.
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COMMENTS 5.1.3.11. Assess, track and
monitor employee development.
5.2. The system must provide the capability to
generate customised HR reports.
6. EMPLOYMENT EQUITY
6.1. The system must provide functionality to draw employment equity statistics and also generate statutory reports as required by the Department of Labour.
6.2. Flag the periodic need for review of employment equity plan and reports.
6.3. Provide gap analysis for the current employment equity status versus future employment equity targets.
6.4. Review the organogram based on the current employee and employment equity status.
7. PERFORMANCE MANAGEMENT
7.1. The system must have the capability to manage employee’s job profiles, set, activate and manage performance management standards, dates and templates for balance score card. The system should further cater for:
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COMMENTS 7.1.1. Setting up, maintaining and
measuring of performance targets.
7.1.2. Send reminders/notifications on due dates for performance appraisals.
7.1.3. Conduct on-line assessments on
both intranet and internet.
7.1.4. Continuous assessment
management and administration.
7.1.5. Record and escalate where there are disagreements with respect to performance.
7.1.6. Link the employee development facility where interventions can be planned based on performance review results.
7.1.7. Flag incapacity, which is based
on consistent low performance.
7.1.8. Approval of performance
rewards.
7.1.9. Embed formulas utilised to calculate increases and performance bonus.
7.1.10. Recording of remedial
performance management action plan including recommendations.
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COMMENTS 7.2. The system should be able to draw the following reports:
7.2.1. Performance review per employee including dates and results.
7.2.2. Poor-performance report.
7.2.3. Statistical and/or graphical overview of performance per employee, band and cost centre level.
7.2.4. Performance bonuses summary
report.
7.3. The system should have the ability to build
other ad hoc reports as required.
8. RECRUITMENT
8.1. The system should have the capability to
manage e- recruitment workflow.
8.2. The system should cater for the following:
8.2.1. Recruitment and selection
process.
8.2.2. Match applicant to job profile
requirements.
8.2.3. Job application portal that
enables:
8.2.3.1. On-line job application as per specified CV format.
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COMMENTS 8.2.3.2. On-line CV registration
as per specified CV format.
8.2.3.3. Ability to conduct a search on registered CVs.
8.2.3.4. Ability of potential job candidates to search on the FSB internet job site.
8.2.3.5. Allow online tracking of job application process and automated correspondence.
8.2.3.6. Online advertising of vacancies, review of registered CVs by HR.
8.2.3.7. Administration of job
applications by HR.
8.2.4. View new, existing vacancies, filled and outsourced positions on the organogram.
8.2.5. Generation of job adverts for
vacant posts once approved.
8.2.6. Selection of all possible panel
members.
8.2.7. Selection of all possible service
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COMMENTS providers against budget.
8.2.8. Conduct HR demand analysis
and forecast.
8.2.9. Capture of vetting/screening
results.
8.2.10. Calculation of recruitment
milestones.
8.2.11. Ability to capture interview
scoring sheet.
8.3. The system should generate the following reports:
8.3.1. Report detailing funded, unfunded, vacant, filled or outsourced positions.
8.3.2. List of advertised positions.
8.3.3. Statistical information on
applications.
8.3.4. Number of registered applicants
on portal.
8.3.5. Interview checklist.
8.3.6. Induction checklist.
8.3.7. Flag employees who have not attended induction
8.3.8. Average days taken to complete
recruitment process.
8.4. The system should have the ability to build
any other ad hoc reports as required.
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COMMENTS 9. EMPLOYEE RELATIONS
9.1. The system must have the capability to manage and track all employee relations matters.
9.2. The systems must perform the following functions:
9.2.1. Track status/progress of each process that falls under employee relations.
9.2.2. Flag to the HR department when certain actions/matters are due to be actioned per case.
9.2.3. Standardise
forms/templates/letters.
9.2.4. Cater for disciplinary case management including hearing and sanctions, track warnings and validity of warnings, cost per case management, case administration and processing, grievance case management, automatic case escalation as per policy provision, hearings and sanction support.
9.3. The system must generate the following reports:
9.3.1. Status report per employee
relations case.
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COMMENTS 9.3.2. Review of case history per
employee.
9.3.3. Type of misconducts.
9.3.4. Number of grievances including
details.
9.3.5. Logged/solved/outstanding cases
reports.
10. TERMINATION MANAGEMENT
10.1. Terminations management and
administration including terminations support, calculation of employees liabilities and benefits, perform financial reconciliation, arrange pensions, monitor exit administration, conduct exit interview, close personnel file, make final settlement.
10.2. The system must generate the following
reports:
10.2.1. Termination type report (include resignation/death/retirement/dism issal etc.).
10.2.2. Termination statistics per year.
11. TRAINING MANAGEMENT
11.1. The training management component of the system must be a centralised location of all employee data. The system must have the following functionality:
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COMMENTS 11.1.1. Ability to load all training
interventions details including registration of course details, costs, instructor, participants and location.
11.1.2. Outline of proposed training interventions with training objectives and outcomes.
11.1.3. The systems should be able to differentiate between central and
cost centre trainings interventions.
11.1.4. Ability to link training to the employee personal development plans (PDP).
11.1.5. Conduct training needs analysis and determine skills set.
11.1.6. Management and administration
of training schedules.
11.1.7. Application for training online.
11.1.8. Capability for training application
approval process.
11.1.9. Cater for employees to capture
training assessments on-line.
11.1.10. Cater for the recognition of prior
learning.
11.1.11. Feedback on training
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11.1.12. Manage study bursaries as follows:
a. Loading qualification
catalogue.
b. On-line application.
c. Approval process.
d. Work back agreement
process.
e. Uploading of results.
11.2. The system must produce the following reports:
11.2.1. Skill development act report in terms of Financial and Accounting Services Sector Education and Training Authority (FASSET) requirements.
11.2.2. Training Impact Assessment
report.
11.2.3. Training intervention reports per employee, race, gender and occupational category including results.
11.2.4. Training expenditure reports.
11.2.5. Assessment reports pre and post
evaluation.
11.3. The system should have the ability to build
any other ad hoc reports as required.
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COMMENTS 12. E-LEARNING AND E-LEARNING CONTENT AUTHORING
12.1. An E-learning platform should be able to provide the following:
12.1.1. A platform that will enable employees to learn and conduct assessment on-line.
12.1.2. A platform that will enable an authoring tool (PDF, audio, video, animation, etc.).
12.1.3. The system should have the ability to build any other ad hoc e learning reports as required.
13. ON-BOARDING AND RESIGNATION PROCESSES 13.1. The system must have the ability to enable
employees to be activated and deactivated from the system.
13.2. Send hyperlink documents to be completed by prospective employees.
13.3. Send automated welcome email message to prospective employees.
14. SELF-SERVICE PORTAL
14.1. The self-service portal should be able to provide the following:
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COMMENTS 14.1.1. To view and update employee
personal details, leave, employee claims, management reports, study loans, employee qualifications, payroll related information, employee asset information etc.
14.1.2. A workflow for employees to view telephone usage, validate telephone calls and related costs for approval.
14.1.3. Manager to have access to review, consolidate, analyse and validate information inputs by employees.
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COMMENTS 1. The financial management system should be able to provide the following:
1.1. The financial management system should accommodate the requirements specified in the Public Finance Management Act (PFMA).
1.2. Set up of accounting periods to cater for reliable monthly, quarterly and year end procedures.
1.3. The system must be able to record, account and report on multiple entities.
1.4. Cater for multiple journals and approvals.
1.5. Ability to:
1.5.1. Validate transactions prior to
posting.
1.5.2. Setup flexible accounting periods and financial year end
1.5.3. Cater for journal approval procedures
1.5.4. Cater for recurring journals
1.5.5. Generate posting error reports across all accounting modules 1.5.6. Allow for full segregations of
duties between originating entries and posting them as well as just viewing the transactions.
1.5.7. Allocate based on percentage for
accounts.
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COMMENTS 1.5.8. Perform auto re-allocations
according to percentages.
1.5.9. Provide flexible chart of accounts with separate numbers for different cost centres and expense codes.
1.5.10. Provide alphanumerical fields for chart of accounts numbering 1.5.11. Perform separate reports for
each cost centre.
1.5.12. Perform interest calculation on outstanding debtors.
2. GENERAL LEDGER
2.1. The system should allow for enquiry at the general ledger account level.
2.2. The system should be able to generate the following summarized and detailed reports:
2.2.1. Trial balance (consolidated and
per cost centre).
2.2.2. Income statement/Statement of
Financial Performance
2.2.3. Balance sheet./Statement of
Financial Position
2.2.4. General ledger print outs (full and
sub ledgers).
2.2.5. Cash flow statement.
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COMMENTS 2.3. The system should generate and cater for
customized reports using standard menus and the report writer should allow reporting directly from the database with graphical options.
3. BUDGETING AND FORECASTING
3.1. The budgeting and forecasting module should be able to provide the following:
3.1.1. Full budget functionality (capital budget, operational budget, and forecasting for all budgets).
3.1.2. A zero based budgeting
capability.
3.1.3. Import and export of previous actual figures into formats required by other financial modules.
3.1.4. Differentiation between cost
centre and central budget.
3.1.5. Budget/overhead reallocations.
3.2. Access to budgets and forecast for cost
centre managers.
3.3. Review and change forecast as per the
delegations.
3.4. The system should allow the grouping of the budget according to different categories (central and departmental expenses split
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COMMENTS into general and staff expenses, Capex and
income).
3.5. The system should provide ability to add capture and reallocate central expenses.
3.6. The system should make provision for the different methods of re-allocation of central expenses.
3.7. The system should be able to allocate cost for the support departments to line of business departments.
3.8. The system should have the following capabilities relating to the staff expense:
3.8.1. Adding new position during the budget process
3.8.2. Maintaining positions within a cost centre
3.8.3. Facility to integrate Cost To Employer (CTE) from payroll system
3.8.4. Ability to automatically apply salary increases
3.8.5. Ability to integrate with the accounting system in order to update the general ledger accounts.
3.8.6. Ability to update employee status on the budget module
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COMMENTS 3.8.7. Ability to calculate leave accrual
3.8.8. Ability to automatically calculate any formula driven staff related cost.
3.9. The system should have the following capabilities relating to the capital expense:
3.9.1. Adding new assets
3.9.2. Maintaining existing assets details
3.9.3. Splitting assets per category and asset type
3.9.4. Deactivating asset items not in use
3.9.5. Assets grouping per category and type for the purpose of the
depreciation calculation.
(depreciation groups)
3.9.6. Calculate depreciation for old and new assets
3.9.7. Capture currency for assets
3.9.8. The system should have the ability to integrate with the accounting system to update general ledger accounts.
3.9.9. The system should provide means of assigning roles and permissions.
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COMMENTS 3.9.10. The system should provide ability
to group departmental expenses.
This should be easily
configurable.
3.10. The budget module should have the capability to produce the following reports per cost centre, group and FSB consolidated:
3.10.1. Basic general ledger trial balance showing the actual, budget and forecasted balances (for the month, year to date and full year periods).
3.10.2. Consolidated budget report per month.
3.10.3. Expenditure report by cost centres, with comments (budget, actuals, forecast, prior budget).
3.10.4. Departmental analysis report per group types.
3.10.5. Departmental income statement report.
3.10.6. Financial analysis report.
3.10.7. Salary hay points report.
3.10.7. Salary hay points report.