1. Introduction
Tanzania Health Promotion Support (THPS) is an indigenous NGO established under non-governmental organization act No 24 of 2002 in 2011. THPS works in partnership with the Ministry of Health (MoH), The Ministry of Home Affairs and Ministry of Health (MOH) in Zanzibar with a goal of ensuring accessible high-quality health care services to Tanzanians; through strengthening of health and community systems for comprehensive quality health services including HIV/AIDS; Tuberculosis: prevention of GOV; reproductive, maternal, neonatal, child, and adolescent health (RMNHCAH) services; laboratory and health management information systems (HIMS).
THPS is looking for a comprehensive and customizable Human Resources and Payroll Management system that will cater for the management of 400 employees as per requirements given below.
2. Critical Features
2.1 Recruitment Process (shortlisting, selection & Feedback)
Job application link & refined tools for selection and shortlisting
Should have a workflow from the reviewer (HR) • Hiring Manager (Reject or Accept) (Technical Person/Supervisor of the position) EHR (if accepted for interview) if rejected send the regret letter
- Template for inviting candidates for interviews (by HR)
- Sending regret letter for interviewed but not selected
- Send regret letter for all applicants after the position is filled and closed.
It should be customizable to add/remove mandatory fields to match with THPS audience.
2.2 Performance Management
- Should allow to set objectives and their key results at the beginning of a year and review semi-annually.
- Should be able to notify a user on the objectives and key results status.
- Should be able to set performance improvement plans for non-performing employees.
- The Performance management flow:
I) Route 1
Staff -••• Supervisor -* Staff (confirmation) Next level
supervisor-. ED –HR Route 2
Staff -• Supervisor/ ED -• HR -• Staff as a notification of approval—Archiving the form
- Time sheet Approval Workflow Route Staff —Supervisor —HR—Staff as a notification of approval
- Both HR and staff should be able to track approval workflow
2.5 Payroll Management
- Able to backup previous month’s payroll, and retrieve data whenever needed.
- Ability to send pays slips to staffs
- Able to segregate staffs payroll costs per project and regions and their level of efforts indicated in percentages
- Integration with other earnings apart from Basic Salary for example: Overtime hours, leave days, 13th pay and arrears.
- Ability to have deduction inputs for any special contribution and report for the same (Deductions reports)
- Factor input for payroll partial payments
- Ability to modify employees contract details every year as salary changes
- Multicurrency functionality (TZS and USD)
- To differentiate payroll for THPS Staff, Subs, interns and Facility staffs
- Generate payment order forms and in proper excel formats for NSSF. WCF, PAYE, HESLB, NHIF submissions, Bank order form for Net Salaries for easier and quick payments.
- There should be mandatory fields for employee particulars such as:
NSSF – Membership No. WCF- Membership No. PAYE – TIN Number
HESLB – Form four index no. NHIF – Membership No.
BANK – Bank Account Number, Bank Code and bank name
- It should be able to track changes i.e. produce reconciliation report between the current and previous payroll
- It should allow file import & export for uploading/updating major changes at once.
- Should have workflow functionality that involves: Prepare -> Reviewer -> Approver group (two in parallel level)
ii) Route 2
Staff f—Supervisor-•Staff f (confirmation)-. ED—HR
- Should be able to send alert to supervisor on probation review and other reviews (annual and semi-annual).
- Should be able to generate reports of those who have completed the Performance reviews and those who haven’t.
- Should be able to convert evaluation into a printable POF form
2.3 Staff Information Management/ Employees Blodata
- Should be able to capture personal details such as Legal Names and Preferred Names, Gender, DOB, marital status, physical address, email (personal and official), phone numbers, education records and details of the emergence contact.
- Should be able to capture employment details such as start date, NSSF, national 10, bank account, TIN, position, reporting line, office location and employee type (Full time, Contractor, Intern, etc.).
- Should be able to store employee’s information including documents and easily access them by searching.
- Should keep history of changes made on staff profile e.g. positions
- Should have self-service to allow staff to upload their information and this should be approved by HR before being saved into the system.
- Should keep track of contracts and send notification when they are due to expire.
- Should be able to calculate retirement date and send alerts
- It should be able to upload/download various forms e.g. confidentiality agreement, Conflict of Interest.
- Availability of exit survey form filled by leavers and submitted to HR.
- Should be able to generate reports such as headcount, staff listing, staff listing by position, age, sex, location, department, project, salary and joining date.
- Should generate a report of new joiners showing employee names, phone number, title, reporting line and office location for easy sharing with other departments.
2.4 Time Management (Lease & Attendance) * Timesheet
- Timesheet submission monthly and billed per project in % charge codes
- Should provide automatic calculation of level of effort and distribution per individual
- Self service functions such as making leave requests and timesheet through the system
- It should be able to generate different kinds of reports e.g. Timesheet submission status, leave report,
- Supervisor should have access to see leave balance of their staff while approving
- Leave approval workflow
Route 1
Staff-, Supervisor— HR— ED—Staff as a notification of approval-. Archiving the form
3. Other features
- Integrated with door access devices – Bio Star for managing time & attendance
- User-friendly and easy to troubleshoot internally
4. Non-functional requirements
- The system should be available at all times to THPS; the system up-time will be 99.995%
- The system will be web-based and accessible through any standard compliant browser
- They system will be scalable and able to add/remove features such as selection criteria in recruitment and a new project
- They system will have automatic backup feature, hence the daily backups of the system will be performed
- The right tools should be accessible across multiple devices. It should be highly responsive and compatible with different operating systems.
- The system will have user security and role-based permissions. Roles available are: –
- User
- Approver (supervisors)
- HR
- Payroll administrators (divided per category e.g. for main staff, facility staff, subs)
- System administrator
5. Submission Instructions
- Bidding will be conducted through THPS Procurement policies and procedures.
- Interested eligible Bidders should send their proposals explaining how they are going to provide the Human resources management system and payroll management. No need of obtaining tender documents from us.
- Only shortlisted bidders will be notified. If you do not hear from us, please count that you are not shortlisted.
4. During Submission you will be required to indicate your details in our Register: Name of the Company, Telephone number, Physical address and email address.
All bids should be enclosed in plain wax or Sticker sealed envelope and Marked TENDER NO. THPS/03 MARCH/2022 – PROVISION OF HUMAN RESOURCES AND PAYROLL MANAGEMENT SYSTEM• and must be delivered and put in our tender box located at the Front desk of THPS Office 3rd floor, Coco Plaza building NBC Wing in Masaki area not later than Thursday of IT” March 2022 at 04: OOPm
Should be addressed to:
CHIEF OPERATIONS OFFICER,
TANZANIA HEALTH PROMOTION SUPPORT,
P.O.BOX 32605,
DAR ES SALAAM
Late Bids and Electronic bids will not be accepted regardless of the circumstances.
