FAS RFP ibt.pdf

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Ministry of Water and Irrigation

Water Authority of Jordan

Upgrade and enhancement of the implemented ERP/Oracle Financial System (FAS) in the water sector.

June, 2010

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CONTENTS

1.1. LIST OF ACRONYMS ........................................................................................ 3 1.2. BACKGROUND : ............................................................................................. 3 1.3. MAJOR PROJECT STAKEHOLDERS : ...................................................................... 4 1.4. CURRENT BUSINESS SITUATION ......................................................................... 4 1.5. RFP PURPOSE ............................................................................................... 5 1.6. RFP SCOPE OF WORK SUMMARY ....................................................................... 5 1.7. KEY RFP DATES AND DEADLINES ...................................................................... 6

SCOPE OF WORK

2.1. TECHNICAL AND FUNCTIONAL REQUIREMENTS ...................................................... 6 2.1.1. All Geographic Locations .................................................................. 6 2.1.2. Water Authority of Jordan - Amman..................................................... 7 2.1.3. Northern Governorate Water Authority - Irbid ....................................... 9 2.1.4. Aqaba Water Company ................................................................... 12 2.1.5. Ministry of Water and Irrigation ....................................................... 14

2.2. SYSTEMS INTEGRATION ................................................................................. 16 2.3. DEPENDABILITY OF ERP SYSTEM MODULES ....................................................... 16 2.4. TERMS OF PARTICIPATION............................................................................... 17 2.5. ADMINISTRATIVE REQUIREMENTS .................................................................... 17 2.6. INFORMATION PRIVACY ................................................................................. 18 2.7. TERMS OF TECHNICAL IMPLEMENTATION ........................................................... 19 2.8. TERMS OF CONTRACT MANAGEMENT AND DELIVERY ............................................ 19

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LIST OF ACRONYMS

MWI Ministry of Water and Irrigation

ITMP-IP Information Technology Master Plan – Implementation Phase

WAJ Water Authority of Jordan

ICTU Information and Communication Technology Unit

NGWA Northern Governorate Water Authority

AWC Aqaba Water Company

BACKGROUND :

The Water Authority of Jordan (WAJ) was established in 1983 according to the

Jordanian Law No. 34. This stated that the Water Authority is to be independent both financially and administratively and is directly accountable to the Prime Minister.

The main distinctive feature of this law is that the Water Authority is the primary governmental authority responsible for the all water and wastewater bodies in the

Kingdom and according to Article 23 of the Law, it assumes responsibility for providing water and wastewater services to the public.

As well as these responsibilities, the Water Authority is responsible for the provisioning of sanitation services and related projects, water resource planning and

monitoring, construction projects, and operations and maintenance. The

responsibilities the law defines are briefly outlined as follows:

Survey the different water resources, conserve them and determine ways,

means and priorities for its implementation and use.

Development of potential water resources in the Kingdom and work to

increase capacity and improve water quality, protect them from pollution, supervise them and administer them.

Developing programs and plans necessary to meet the future needs of water resources from inside and outside the Kingdom through a means of

wastewater treatment and water desalination.

The regulation of public and private wells and to provide advice on and search for groundwater sources, conduct exploratory drilling in addition to

licensing drilling rigs and drillers.

Studying, designing, constructing, operating, maintaining, and managing water projects and public sanitation, including the collection, purification,

and the discharge of water in addition to other methods used when dealing with the water.

Establishing criteria for the preservation of water and watersheds taking into consideration protection from pollution, safety of water and sewerage

structures, distribution networks, drainage and taking the necessary measures

to ensure technical control, supervision and inspection over these.

Undertaking research in the fields of water/sewage systems and public health

in order to achieve the objectives of the Water Authority of Jordan, including:

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The preparation of approved water quality standards

The preparation of technical specifications concerning the use and quality of construction materials with a view to applying the results to projects within

the Water Authority of Jordan in coordination with other concerned

departments

Studying the results and the final standards to generalize their application by

all available means of power.

Issuing permits to engineers and licensed professionals in this field for the

completion of public works related to water and sanitation, emphasizing participation in special training courses to qualify them in order to improve

the level of their works and to reduce water losses and pollution.

Inviting all those involved in water and sanitation practices to conform with the provisions of this Law and to accordingly obtain the relevant permits.

Regulating the uses of water, preventing wastage and ensuring fair allocation and consumption.

MAJOR PROJECT STAKE HOLDERS:

The scope of the project in the Water Authority includes four institutions which are:

The Ministry of Water and Irrigation (MWI), Jordan.

Water Authority of Jordan (WAJ) /HQ– Amman.

Water Authority of Jordan (NGWA) – Irbid. (Optional)

Aqaba Water Company (AWC). (Optional)

CURRENT BUSINESS SITUATION

The implemented Oracle ERP systems in the Ministry of Water and Irrigation and

Water Authority of Jordan are divided into the following main systems:

Oracle Financials.

Oracle HRMS.

Oracle Inventory.

Oracle Procurement.

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RFP PURPOSE

WAJ is soliciting proposals from qualified and experienced ERP bidders for the

upgrade and enhancement of the implemented ERP/Oracle Financial System (FAS) in the major project stakeholders.

Project goals and objectives are:

To upgrade the existing system to support the current and future needs of the stakeholders.

Activate certain functionalities or modules in the ERP.

Improve customer services.

The winning bidder shall be responsible for successful delivery of the project within specified timeframe. Additionally, the winning bidder shall follow the

agreed tasks and achieve desired goals and requirements so the project is managed efficiently and effectively. Responses to this Request for Proposal

(RFP) must conform to the procedures, format and content requirements outlined

in this document. Deviation could be grounds for disqualification.

RFP SCOPE OF WORK SUMMARY

The following summarizes the technical points, which the implementation team will take into consideration. These points are shared among some or all the sites, in

addition to other points that are specific to certain locations and are detailed in the

report and not mentioned in the below summary.

All the bidders should consider the requirements of Aqaba Water Company (AWC)

or NGWA Irbid optional. The financial proposal for applying these requirements should be separate and clearly defined for each entity.

Oracle Financials:

Activate fixed assets ledger in WAJ/HQ Amman, NGWA Irbid and the MWI. Activate Project Management Ledger and Budgets and Encumbrance for all

locations. In addition to training the users on using different tools, in order to be able to generate financial statements and reports.

Oracle Inventory:

Remove the personalization on Inventory module and return to the standard settings, and solve the issues of fixed assets and custodies in accordance with

system requirements, in addition to activating inter-company transactions.

Oracle Purchases:

Activate all of Oracle Purchasing functionality including biddings and tenders at all locations. Entering Purchase Orders at transaction date after using Purchase Requests and not at the Vendor Invoice date. The process of

preparing a purchase order must follow a systematic approach and using

specific screens .

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HRMS:

Activate many of system functionalities and reports, and re-define user authorities in all locations. Also to implement other HRMS modules in all

entities (OLM, HRMS Self service, Time and labor).

KEY RFP DATES AND DEADLINES

No. Event Deadline

1. Publish and Issue RFP. 01/08/2010

2. Bidders Questions Submission

15/08/2010

3. WAJ Answers to Bidders‟ questions 18/08/2010

4. Proposal Submission Deadline 22/08/2010

II. Scope of Work

2.1. TECHNICAL AND FUNCTIONAL REQUIREMENTS

The bidding company must study and solve the below listed points that are broken down by Module and Geographic location

2.1.1. All Geographic Locations

General Points Applicable to All Geographical Locations

Requirements No

Upgrade the system up to the latest version (R12) 1.

Provide full documentation in accordance with AIM for Business Flow (ABF) 2.

Activate “ Time and Labor ” , “Human Resources Self Services “ and “ Oracle Learning management ” Modules under HRMS product for both MWI and WAJ.

3.

Design and implement all needed reports for concerned departments 4.

Involving the IT department in the all phases of the project to guarantee the knowledge transfer.

5.

After performing the implementations and improvements, conduct training sessions for concerned employees in accordance with their duties and tasks, training must include

all activities done on the system for each employee and how to use all pertaining

reports, On Job Training is preferable.

6.

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General Points Applicable to All Geographical Locations

Requirements No

2.1.2. Water Authority of Jordan (WAJ/HQ)

Oracle E Business Suite – Financial

Requirements No

Activate Fixed Assets Ledger. 1.

Activate Project Management Module. 2.

Study and improve work procedures of calculating and recording of amounts deducted from vendors as deposits.

3.

Study and improve the work procedures of working with Loans. 4.

Control purchasing activities according to budget items (Amount and Quantity). 5.

Activate and train employees on using ADI, DBI and FSG. 6.

Oracle E Business Suite – Inventory

Requirements No

Re-implement inventory setup, Coding (Item Structure) is not correct (NATO coding is the approved one), Re-upload the data from the legacy COBOL system to avoid the

mistake in the previous upload, and to avoid the errors due to new issues to the system.

1.

Implement all module functionalities. 2.

Activate the integration between purchasing and inventory (receive items in inventory via purchase order).

3.

Consider the sub inventories allocations. 4.

Remove the Personalization from Inventory Module, In order to solve the custodies and fix assets problems.

5.

Oracle E Business Suite – Purchases

Requirements No

Implement all module functionality, as WAJ just uses Standard Purchase Order and Cancel Purchase Order.

1.

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Requirements No

Many unfinished orders must be canceled at year end.

According to the user too many orders should be cancelled at the end of the year (because they don't finish the real purchasing process due to delay in the manual process) to re-enter them in the next new year (to make the purchasing on a real date).

2.

Oracle E Business Suite – HRMS (HR & PAY)

Requirements No

Activate Budget by Headcount (for Jobs, Grades, Positions, Organizations or all). 1.

Implement Grade Ladder and Grade Step Progression. 2.

Activating payroll calculation based on cost centers. 3.

The current Payrolls (Payroll Payroll Description) are defined with values that are not required by WAJ (Cutoff Date, Advise Pay, and Pay), this results in wrong values

of starting and ending dates that are adjusted by the users.

4.

Activate one Accrual Plan, currently there are more than one plan for Annual Vacation. 5.

Activate the Accrual Plan for Sick Leave. 6.

Activate one Absence Type, currently there are more than one Absence type of Annual Vacation.

7.

Adding Annual Increment to Basic Salary Element and not to any other elements. 8.

Activate the usage of “Salary Proposal” screen. 9.

Activate using “Position” field in “Employee Assignment Details” screen. 10.

Activate using “Assignment Pay Method” screen to allow using Prepayments process. 11.

Activate all the needed setup to allow the payroll to deal with the Mid-period changes on the payroll elements and to process the element on pro rata basis.

12.

Some salary elements like “Annual Vacation Encashment Element” that are needed to perform certain salary processes do not exist.

13.

Re-define User Authorities on the system in accordance with tasks. 14.

Activate “Quick pay” Process. 15.

Study the requirements of WAJ for Salary Elements, Element Link, Calculation Rules and Balance.

16.

Activate using “Statement of Earnings” report. 17.

Activate “Competency Type” and “Rating Scale”. 18.

Activate OLM, Time and labor, HRMS Self Service module 19.

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2.1.3. Northern Governorate Water Authority – Irbid (Optional)


Requirements No

Study and activate Encumbrance & Budgets. 1.

Implement Fixed Assets Ledger. 2.

Activate train employees on using “Financial Statements Generator” and ADI. 3.

Verify the accuracy of data appearing in “Financial Status” and “Monthly Summary Financial Status” reports.

4.

Solve a problem with “Quick Match-PO-Current” in AP Module. 5.

After implementing Encumbrance, study the process of “Standard Invoice-Projects”. 6.

Implement Project Management Module. 7.


Requirements No

Physical Inventory function should be activated in stead of the manual process, Training required for this function.

1.

Close Inventory periods after finish all transactions on this period. 2.

Activate Costing process due to the system. 3.

Solve the custodies problem. 4.

Update the category in purchase orders to fit the integration between Purchasing &

Inventory. 5.

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Requirements No

Implement all the module functionality, as NGWA use just the (Purchase Requisition), (Standard Purchase Order) and (Cancel Purchase Order).

The required functions: a. Purchase Requisition

b. Request For Quotation c. Quotations

d. Quote Analysis

e. Auto create(Create, Add to) Order or Requisition

f. Purchase Order g. Pending purchase orders changes

1.

Purchase Requisition (PR) should be entered to check the financial commitment and then to create Purchase Order (PO) depends on this PR, or to start Quotation process.

Currently they use PR to only affect the financial commitment, they don't issue PO depends on PR, and they don't use the Quotation process at all where this process is

required.

2.

The Purchasing transactions should be parallel to the real transaction with the same dates to follow the purchasing process and receiving by the system.

Currently the PO entered as the purchase invoice date, this happened after complete the whole purchasing process manually out of the system, which cause with unreal

purchase dates,

Vender should implement the best practice for this case.

3.

PO lines should be entered with depends on PR line, currently PO lines depends on purchase invoice lines.

4.

Training end users on how to update PO after approval. 5.

Oracle E business Suite - HRMS (HR & PAY)

Requirements No



Activate one Accrual Plan, currently there are more than one plan for Annual Vacation. 3.


Activate one Absence Type, currently there are more than one Absence type of Annual Vacation.

5.


Activate “Proportion” process to deal with changes in Salary elements at Payroll Mid Period.

7.

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Oracle E business Suite - HRMS (HR & PAY)

Requirements No


Study the requirements of NGWA for Salary Elements, Element Link, Calculation Rules and Balance.

9.


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2.1.4. Aqaba Water Company (Optional)


Requirements No

Study and activate Encumbrance & Budgets. 1.

Activate Journal Sequence for Journals imported from Sub Ledgers. 2.

Allow the system to add new accounts combinations in General Ledger. 3.

Activate train employees on using “Financial Statements Generator” and ADI. 4.

Study the need to implement Project Management Module. 5.

Activate Customer/Vendor Contra-Charging. 6.

Upgrade the system to R12. 7.


Requirements No

Physical Inventory and Costing functions should be activated instead of the manual process, Training required for these functions

1.

In costing process they should consider the additional cost invoices,

Currently the used process as: a. The additional cost invoices calculated before receiving the item, so

the item cost entered to the system as its include any additional costs.

b. In case the additional cost is not ready when the receiving the items, so

the item cost updated manually.

2.

The system should work in the sub inventory stations, so the receiving vouchers approved by the responsible person.

3.

Custody function required for the inventory employee 4.

Note: The process to Receive and Issue items is FIFO.

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Requirements No

Implement all the module functionality, as AWC use just the (Standard Purchase Order) where the others functions are required.

1.



purchase dates.

2.

PO lines should be entered with depends on PR line, currently PO lines depends on purchase invoice lines.

3.

Purchasing periods should be opened by purchasing department, because currently, the

financial department handles this task. 4.


Requirements No


Reclassify Jobs and Positions. 2.


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2.1.5. Ministry of Water and Irrigation

Note: The ministry uses release 11.5.10

Oracle e-business Suite – Financial

Requirements No

Activate Fixed Assets Module. 1.

Study the need to add Project. 2.

Activate and train employees to use FSG, DBI and ADI. 3.

Oracle ebusiness Suite – Inventory

Requirements No

Activate the integration between Purchasing module and Inventory

Module.

1.

Implement all the module functionality, as MWI use just the (Miscellanies receive), (Define items) and (Sub inventory transfer).

2.

Oracle e-business Suite – Purchases

Requirements No

Implement all the module functionality, as MWI use just the Standard Purchase Order. 1.



purchase dates.

2.


Requirements No

Activate using “Position” field in “Employee Assignment Details” screen 1.

Study the requirements of the Ministry of Water for Salary Elements, Element Link, Calculation Rules and Balance

2.

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Requirements No






Oracle E Business Suite - OLM

Requirements No

Proceeding with the implementation In the ministry of water & irrigation and make the integration with the other involved systems.

1.

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2.2. SYSTEMS INTEGRATION

To ensure coherence between the elements that will be fixed in the e-business Suite,

featured here are the required Oracle e-business Suite modules and their

subcomponents, which make up the scope of work for this project. The selected implementation company is asked to take into account the following

technical structure to ensure to avoid potential problems with regard to systems

integration.

Financials

HR General Ledger

Accounts

Receivable

Fixed Assets

Payroll

HRMSSupply Chain

Accounts PayabeliRecruiteInternal Requests

Inventory

Purchases

Cash Management

OLM

Oracle E

Business Suite

Form 1: Technical Structure of e-business Suite, the elements in red are off the scope (Internal Requests, iRecruite)

2.3. DEPENDABILITY OF ERP SYSTEM MODULES

The company should bear in mind that its main task in this project is to resolve any

technical issues with the system and to hold the implementer accountable in order to

ensure the requirements of the project are met as described in the conditions within this

RFP.

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2.4. TERMS OF PARTICIPATION

Whoever wants to participate in bidding for this project should meet the following

requirements:

The bidders should not be debarred in any way from participating in tenders

or contracting with public authorities in the Hashemite Kingdom of Jordan or any related public entities, and should submit written confirmation

confirming this.

The bidder must fully competent and capable of conducting this work and must have the required expertise and professional qualifications and project

references to support this. This includes the following:

Bidders must all be Certified Oracle Partners.

Bidders should provide evidences for successful similar projects implementations. Bidders should provide sufficient resources of technical and

functional consultants to handle the project in its all phases.

Curriculum Vitae‟s for all consultants must be submitted. All consultants put

forward for project implementation must be available for interview as part of

the pre-qualification process.

Paperwork regarding the registration of the bidders company must be

provided detailing its legal status and company type, along with a certified copy of the company‟s financial statement.

Bidders should be aware that the working environment of the system is HP-UX 11.11 & IBM AIX.

Bidders must quote all prices in Jordanian Dinars.

Bidders must comply with the financial terms stated in Form 3 and should

separate financial offers for AWC , NGWA.

For the authority to add items appropriate to ensure proper implementation.

2.5. ADMINISTRATIVE REQUIREMENTS

The bidder must comply with the following administrative requirements:

Produce a full project plan detailing all work to be conducted to cover the work needed to complete an Oracle ERP performance and usage upgrade

for the Water Authority.

Ensure that the details presented in the technical notes cover all the gaps

in order to upgrade performance to achieve the goal of the project.

Ensure that the project addresses all existing problems and

upgrades/changes required to achieve the project objectives, and includes user training and awareness.

The Water entities (represented by its ICT unit) retain the right to monitor the winning bidders‟ performance and execution of the project

and quality of work produced in any way it sees fit.

Comment [I1]: Where is the appendix ?

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The Water entities retain the right to appoint an audit company to verify all work being completed to ensure smooth project implementation and

ensure that maximum benefits are being derived.

The bidder shall offer pre-paid warranty after the free maintenance

period. WAJ & MWI have the right to accept or reject the offer.

The bidder shall be committed to maintain and support the system (free

warranty) for one year starting from the final acceptance date to ensure the system sustainability and availability.

Clearly clarify the scope of work in the implementation of the project and detail the system modules to be implemented. All work activities needed

to successfully complete the project objectives must be clearly identified

and documented.

Provide complete knowledge transfer and user training to the technical support staff and end users to ensure that the full knowledge transfer is

achieved and that they are fully conversant with the new system. This should be done by engaging the Water Authority‟s staff during all stages

of the project and detailing a training plan to achieve this.

Provide a clear project management methodology for the project including reporting structures, roles/responsibilities, escalation

procedures and deliverables.

Coordinate all project activities with the Water Authority‟s IT

department and provide a clear change management

methodology/procedure to deal with changes which come about as a result from the project.

The supplemental labeled „form 1‟ should be completed by all bidders in full which contains technical question regarding Oracle ERP

implementation.

2.6. INFORMATION PRIVACY

The following Information privacy conditions apply to all parties that will work on

this project with the Water Authority. All bidders and their subcontractors:

Declare not to divulge compromise or in any way tamper with records or

data stored in the databases of the relevant authorities when dealing with them in the various stages of the project.

May not transfer in any format any documentation, data, records or observations it may come across as a result of this project to any third

party without prior written consent from the Ministry of Water and

Irrigation.

Declare that they will disclose and make available all projects findings to

the Water Authority who is the final owner of all projects outputs. The winning bidder will use all findings to ensure that the final system is fully

functional.

Will comply with all regulations, working hours and work laws in force at the Water Authority during the project implementation.

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Will comply with the terms and conditions surrounding the issuance of entry permits to the work environment and will not misuse this privilege

in any form, and agree to the monitoring and documentation all entry and exit attempts to work facilities.

2.7. TERMS OF TECHNICAL IMPLEMENTATION

All bidders shall:

Provide the beneficiary (Ministry of Water & irrigation, Water Authority and all related units) with a project organization chart detailing all roles

and responsibilities and a timeline of activities and deliverables.

Submit details of the turnover rate of Oracle ERP staff the bidder‟s company has had over the past two years.

detail the nature of the contracts with each staff members to be involved in the project including their status with the company, experience and

qualifications held and tenure with the bidder.

Complete a career development form for each employee that will work on the project as per the details in form 2 provided in the Appendix.

Complete the Oracle ERP project implementations details in form 2 in the Appendix. This should cover all Oracle ERP projects completed

within the past four years.

2.8. TERMS OF CONTRACT MANAGEMENT AND DELIVERY

The party supervising the project (represented by its ICTU) has the right

to change the terms of the contract with the winning bidder should this serve the betterment of the project.

The winning bidders has no right to impede or reject changes unless it has good cause that the system will be impacted negatively if changes are

implemented.

The Water Authority may request a third party to conduct a technical audit of the bidder‟s implementation and all of its deliverables.

The Water Authority retains the right to develop an acceptance testing, delivery and handover plan which will be provided to the winning bidder

to abide by.

The winning bidder should keep updating the archive of the Procurement

Package for the beneficiary.

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Appendix:

Form (1)

Company‟s History of Implementing Oracle ERP

Client ERP Module Requested Implementation Date

Contact Person

Country Phone #

Form (2)

Professional Record of Implementation Team

1st: Professional Certifications (Oracle, Microsoft, PMP, Unix, Cisco…etc)

Employee Years of Experience in Oracle ERP

Certificate Certificate Provider

Certification Date

2nd: Training Courses

Employee

Years of Experience in Oracle ERP

Course Name

Financing Party

Organizing Party

Date

Type (Training

Course, Workshop,

Seminar)

3rd: ERP Implementation projects

Employee

Years of Experience in

Oracle ERP

Project

Name Client

Implementation

Date

Implementing

Partner

Contract Type: Permanent Contract (show

contract ending

date), Freelance

Consultant, Trainee

Form (3)

Comments Total Price (JD) Unit Price Requirement

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Documents

FAS RFP ibt.pdf