1. Introduction

Civil Society Budget Advocacy Group (CSBAG) is a coalition formed in 2004 to bring together Civil Society Organizations (CSOs) at national and district levels to influence Government decisions on resource mobilization and utilization for equitable, gender-responsive, and sustainable development. Since 2004, CSOs under the umbrella of CSBAG have engaged Government in influencing the budget process to ensure that both the local and national budgets address the needs and aspirations of the poor and marginalized groups of people in Uganda.

2. Background

CSBAG is managing its Human resource processes manually by filling in the paperwork and filing staff information upon entry into the organization. The tracking of staff performance and appraisal feedback is not automated which usually affects the general performance and appraisal feedback of staff. Staff biodata is physically stored which is prone to physical risks. This whole process is cumbersome and time-consuming.

CSBAG is currently managing its requisition process manually through filling in the paperwork and manual approval which contains a lot of tasks that are repeated for each requisition, contains but not limited to, internal requisition documents approval, negotiation phone calls, emails with the supplier, creating similar documents multiple times and so on

The abrupt closure of offices and many work places due to COVID-19 standard operating procedures ushered in new a new era of remote working which CSBAG was not ready for. Most of the work that require physical presence in offices stalled. This therefore called for system automatiomation of CSBAG Human Resource and Requisition processes

Automation of processes will lessen time to process payment and increase productivity, Management of data will be made easy, reliable and accurate. This will bring transparency and accountability in the organisation through tracking every review and approval of any data update and procurement process.

In line with the above, CSBAG is inviting proposals from reputable and qualified companies and individuals with a track record of success in designing and producing digital solutions or software development to; a) Develop an automated Human Resource System to ease the HR processes. B) Develop an automated requisition system to ease the requisition process.

2.1 Key parameters of systems

The HR and requisition systems should have the following;

a) Automated HR system

• Capture and store biodata of staff
• Automatically manage staff leave days
• Automatically Manage the appraisal performance of staff
• Contract Management
• Capture networking, training, and capacity building reports of staff

b) Automated Requisition system

• Overall transform CSBAG manual requisition processes to an automated system from the need/service identification up to payment for the service

3.0 The Specific Terms of Reference

The specific terms of reference for this assignment are:

• Develop and automate CSBAG Human resource Process to perform the following;
  • Capture staff biodata, academic documents, and any other related information in the database and provide user rights to access this data
  • Automatically manage staff leave to allow for review and approval process and calculate leave balance days
  • Automatically manage staff appraisal process to allow staff to fill in their appraisal, submit to supervisor and receive feedback from the supervisor and head of the organization
  • Capture networking, training, and capacity building reports for staff
  • Manage staff Contracts to capture the validity of the contract period
  • The system should provide well précised and organized reports for each category

• Develop an automated Requisition system to perform the following;
  • Stage One: Capture the initial stage of need for a service or need identification
  • Stage two: Allow for search for service providers, Analyze and evaluate the service providers quotations and issue Local Purchase Order.
  • Stage three: Allow for receiving the service or goods as proof of delivery and receive the invoice.
  • Stage four: Allow for submission of purchase requisition
  • Stage five; Allow for payment of goods or services
  • The system should provide for online requisition review and approval at all stages

• After the development of the HR and Requisition  system, the service provider shall demonstrate it to the CSBAG team to allow the provision of comments for further enrichment of the final products.
• Security: The automated systems should meet functional and technical security requirements to avoid any data loss
• Develop a user manual for the support staff and system administrators to perform the content upload, system maintenance, and administration.
• System Hand Over: The service provider/developer shall train the CSBAG how to use the systems upon approval and install it at CSBAG premises. And CSBAG shall be given full control over the system to manage its data

4.0 Support and Administration

The successful company/ individual developer shall provide Support, maintenance, and quality control for one year;

5.0 Required Skills and Experience

The developer should demonstrate and provide examples of previous experience in the performance of similar services as follows;

• Be a reputable firm with at least 5 years of prior experience in designing and developing software of such kind;
• Previous experience of working with different organizations
• The consultant and team have sufficient qualifications to perform the work

6.0 Timeline and Expected outputs

The assignment will be delivered in 30 days from the agreed-on start date but not later than 31^st February 2022

7.0 Submission of proposals for the tasks

CSBAG is inviting Proposals as specified in this Terms of Reference. Interested individual software developers/companies are requested to submit Technical and financial proposals:

1. Only financial proposals quoted in UGX are permitted
2. The technical proposal should contain:

• A proposal describing the previous work done in this area
• A portfolio of previous work of software development with similar functionalities developed previously;
• CVs of the lead developer and team expert in charge of this project to be included in the proposal
• Work plan and Time scheduling of delivering on the assignment

•  Application Process

Interested candidates should submit their application letter, updated CVs, technical and financial proposals, and references for similar work conducted previously, addressed to the Executive Director: Civil Society Budget Advocacy Group (CSBAG), email: hr@csbag.org P.O. Box 660, Ntinda Kampala, Uganda, Plot 11 Vubyabirenge Close Ntinda-stretcher road by 5:00 pm 25th January  2022.