Addis Ababa
SOS Children's Villages Ethiopia
1. Background SOS Children's Villages Ethiopia (SOS CVE) is a non-governmental, non-political, non-denominational charitable international child welfare organization. For the past more than four decades, we have been working to build families for children in need, help them shape their own future and share in the development of their communities.Everything we do is based on the best interest of the child. We help vulnerable families care for their children, and we work to prevent the breakdown of parental care. When children lose their own families parental care, we provide quality alternative care in SOS families or SOS supported kinship care. We support young people in their efforts to become independent adults and succeed in life. We partner with donors, communities, governments and other organizations to reach the children who need support, when emergencies strike, we focus on providing humanitarian assistance, care and protection for children and families in coordination with the government and other relief agencies. We continuously measure the impact of our program. We are operating in Ethiopia in six regions: Harari, Tigray, Amhara, Sidama, Somali, and Oromia, and two city administrations: Addis Ababa & Dire Dawa. Currently, we have more than 750 employees working from the different regions and cities scattered under various project locations.SOS Children’s Villages in Ethiopia (SOS CVE) has been using a manual excel based payroll management system for several years. While this system has served us well in the past, as our organization expands in size and the number of employees grows, managing payroll solely through Excel and producing related reports has become very cumbersome, time-consuming, and vulnerable to simple errors. In order to improve our payroll management processes and better serve our employees, SOS CVE would like to implement a new, web based payroll system that can be integrated with our existing Human Resource Information System and that can accurately and efficiently manage the payroll process for our organization.2. ScopeThe payroll system implementation process will include the selection, developing/customization, deployment, testing, training and support of a new web based payroll system that shall meet the following requirements:Accurately compute employee salaries, including any bonuses, back pays, deductions and other payroll related calculationsComply with all relevant tax laws and regulations of the countryComply with the internal compensation and benefits policy of SOS CVEAllow for easy input and management of employee total remuneration dataGenerate pay slips for employees and share through Microsoft Office 365 emailProvide flexible and customized reporting capabilities Provide data backup and restore capabilities in different formatsProvide different access types for different users Apply appropriate encryption technology for both data at transit and at restApply Multifactor Authentication (MFA) for user logins.The system log all administrative activities and unauthorized use. The system can run in different devices including computers, smartphones and tablets with responsive pages.Deploy and launch payroll system on Microsoft Cloud platform  Provide regular annual support service including patching and maintenance The scope of the system implementation process includesResearching and evaluating potential payroll systems that can meet SOS CVE’s requirements Selecting a system vendor that offers the best payroll system meeting our system requirements and that is within our budget and reaching a contract with the selected vendor Configuring the new system to meet our specific needs in collaboration with our teamTesting the new system to ensure it is functioning correctlyMigrating and entering our payroll data from Excel into the new payroll systemProvide payroll system operation documentation Training all relevant personnel on the use of the new system throughout our MA3.MethodologyIn order to implement the system effectively, the vendor must deploy the following methodologies Develop a detailed implementation plan that outlines all tasks, timelines, and responsibilitiesHolding regular progress meetings with our implementation team to review progresses and address any issues or risksCommunicating regularly with stakeholders to keep them informed of progress and any changes to the projectConducting thorough testing of the new system to ensure it is functioning correctlyProviding training and support to all relevant personnel during the transition period4.DeliverablesThe key deliverables from the system implementation includes:A fully functional payroll system that meets our specific needsTrained personnel who are fully capable to use and run the systemUser manuals and training materials that provide clear instructions on how to use the new systemA report on the successful implementation of the new system that details all activities undertaken during the projectContinuous regular support and maintenance after the launching