| Date: | 11/09/1444 AH |
| Corresponding: | 02/04/2023 AD |
| Ref. Number: | T – IT – 003 |
| Project Name: | RFP for ERP Implementation |
| Location: | Khobar– Riyadh |
| Letter Title: | RFP of ERP for Factory Company for Manufacturing of Single-person Medical Devices |
| Reference Number: | T – IT – 003 |
| Date of Invitation: | 02-04-2023 |
| Date of Submission of Queries: | 02-04-2023 |
| Date of Submission of Offers & qualification Documents: | 13-07-2023 |
Project scope is the implementation of ERP solution as described below, following a fit to standard to ERP industry best practices approach. In addition, all GMP requirements must be considered during design/execution phases and provide validation documentation.
The System Integrator should propose project activities, timeline and
governance model to reach such objectives estimating effort and cost for
the implementation as described in paragraph “Process functional scope”.
The scoped solution:
- Financial Accounting (FI)
- Controlling (CO)
- Material Management (MM)
- Sales and Distribution (SD)
- production planning (PP)
- Quality Management (QM)
- HCM & Payroll.
| Sub | Functionality | Sub-Process |
| Financials (FI) |
General Ledger Accounting (FI-GL) Posting, Closing & Reporting. |
• General – Base line configuration, • Postings – Document Parking, Posting, Recurring Entry, Document Reversals, Mass Reversals, Accrual/Deferral Postings, Clearing, Balance Analysis, Accrual postings with reversal option, Manual accruals. • Document Splitting • Account Clearing • Closing Operations – Foreign Currency Valuation for Open Items, Foreign Currency Valuation for Balances, Profit and Loss Adjustments, Financial Statement Creation, and Carry Forward G/L Balances. |
| Accounts Payables (FI-AP) | • Master Data: Vendor Master Data • Down payments: Vendor Down Payments • Invoices and Credit Memos – Document Parking, Posting Parked Documents, Invoice Receipt, Vendor Credit Memo, Document Reversal, Recurring Entry, Vendor block, Invoice block. • Vendor Payments – Outgoing Payments, Payment methods, Payment terms • Account Clearing • Withholding TAX – country specific WHT requirements. • Sales tax (Input) – country specific Input tax requirements. | |
| Accounts Receivables (FI- AR) | • Master Data – Customer master and Credit Management data, • Customer Down payments – Customer Down Payment, Customer Document Parking, Outgoing Invoice & Credit Memos, Document Reversal. • Customer Payments – Incoming Payments, Payment methods, Payment terms. • Account Clearing • Sales tax (Output) – country specific output tax requirements. | |
| Bank Accounting (FI-BL) | • Check Management – Manage Check Lots, check printing, Check Void, Check reprint • Reconciliation – Bank Statements. • Cash Journal. | |
| Asset Management (FI-AA) | • Fixed Assets, Asset Acquisition / Retirement / Transfer, Depreciation, CWIP (AUC). • Asset Reports. | |
| Information System | • Standard out of box FICO reporting • Customized FI Tax related reporting | |
| Sub | Functionality | Sub-Process |
| Controlling (CO) |
Overhead Cost Controlling |
• Master Data – Primary Cost Elements, Secondary Cost Elements, Cost Element groups, Cost Centers, Standard Hierarchy for Cost Centers, Cost Center groups, Internal Orders with revenues, Overhead Cost Order, Statistical order. • Overhead Allocations – Transfer of Primary Costs to Cost Center/Order, Manual Cost Allocations, Cost Reposting, Assessments, and Distributions. |
| Cost Element | • Creation and maintenance of Primary and Secondary Cost Elements. | |
| Cost Center Accounting | • Cost Centre Creation, block, and deletion. • Creation and maintenance of Activity Type and groups. • Manual reposting of cost • Line-Item reposting • Reversal of Posted Line Items • Assessment and distribution of Cost. | |
| Product Costing | • Create and display of Material cost estimate • Edit and Delete Costing Run • Calculation of Work in Process • Variance Calculation and analysis • Final product Cost Display • Settlement of production Orders. | |
| Profit Center Accounting | • Creation of Profit Centre • Change, block, Delete and overview | |
| Profitability | • All standard COPA processes for actual data. | |
| Information | • Standard out of box FICO reports | |
| Sub | Functionality | Sub-Process |
| Material Management | Basic Data | • Material Masters, Vendor Master, Purchasing information records, Source List, Barcoding. |
| Purchasing | • Purchase Requisition, Requisition for Quotations, Quotations, Purchase Orders, Subcontracting Process, Contract Agreement, Schedule Agreement, Approval Strategies. | |
| External Service Management | • Procurement of Services, Service Acceptance. | |
| Inventory Management | • Goods Receipt, Goods Issue, Transfer Posting, Physical Inventory, Stock Transfer, Inventory Posting, Reservation. | |
| Material Requirement Planning (MRP) | • MRP Processing – Consumption Based Planning (Individual Material Level, Plant Level). | |
| Logistics Invoice Verification | • Invoice Creation and verification • Park Invoice • Post Invoice | |
| Sub | Functionality | Sub-Process |
| Sales & Distribution | Sales Processes | Sales Processes • Lead Management • Opportunity Management • CustomerInquiry • Customer Quotation Process • Sales Contract Management • Sales Order Management • Customer Returns • Credit Memo Requests • Debit Memo Requests • Document Flow • Approvals of sales cycle |
| Logistics Execution for Outbound Stock Movement | • Outbound Delivery Execution • Post Goods Issue • Return Delivery Execution • Post Goods Returns | |
| Credit Management | • Credit Sales • Advance Sales • Cash Sales | |
| Billing | • Customer Billing, • Credit Memo • Debit Memo | |
| Pricing | • Cost Estimate for quotations. | |
| Master Data | • Customer Master Data • Material Master Data • Price Master Data | |
| Logistics Execution | • Delivery Scheduling • Outbound Delivery Execution • Post Goods Issuance • Returns Delivery Execution • Post Goods Returns • Outbound Delivery Reversals • Post Goods Reversal • Shipment for Outbound Logistics • Shipment for Inbound Logistics • Shipment Cost Booking & Allocation • Freight Accruals to Service Vendor • Routes Handling | |
| Sub | Functionality | Sub-Process |
| Quality Management | Configuration | • Inspection Types • Inspection Plan Usage |
| Basic Data | • Material Master List • Inspection types • Sampling Procedure / Scheme • Master Inspection Characteristics • Inspection Plan • Change in Master Recipe • Catalogs | |
| QM-MM | Inspection for Good Receipts | • Inspection Lot • Result Recording • Usage Decision |
| Stock Transfer | • Inspection Lot • Result Recording • Usage Decision | |
| QM-PP | In process Inspection | • Inspection Lot • Result Recording • Usage Decision |
| Inspection from Production | • Inspection Lot • Result Recording • Usage Decision | |
| QM-SD | Inspection for Shipping | • Inspection Lot • Result Recording • Usage Decision |
| Inspection for Returns | • Inspection Lot • Result Recording • Usage Decision | |
| QM-PM | Calibration Inspection | • Inspection Lot • Result Recording • Usage Decision |
| QM | Recurring Inspection | • Inspection Lot • Result Recording • Usage Decision |
| Quality Notifications | • Code • Corrective Action • Causes • Preventive Action • Tasks • Activities | |
| Information System | Information | • Standard out of box QM reporting |
| Sub | Functionality | Sub-Process |
| Production Planning | Basic Data | • Material Masters, Bill of Materials, Work Centers, Routings. Production Versions |
| Sales &Operations Planning | • Creation of Forecast/Sales Plan and Production Plan • Transfer Plan to Demand Program • Rough Cut Planning | |
| Demand Management | • Management of Planned Independent Requirement • Demand Program of PIR’s & Incoming Sales Orders | |
| Long-Term Planning | • Simulation Planning execution for activity types and material requirement. • Requirement Evaluation | |
| Material Requirement Planning (MRP) | • Planning File Entries • MRP Processing – Interactive & Background Processing, (Individual Material Level, Plant Level) • MRP Evaluation | |
| Capacity Requirement Planning (CRP) | • Capacity Evaluation –Standard Capacities, • Capacity Utilization, • Capacity Overloads. • Interactive Capacity Planning– Capacity Dispatching and Levelling, • Order Re-scheduling, Plan Evaluation | |
| Sub | Functionality | Sub-Process |
| HCM | Employee Central (EC) | • Organizational Structure • Job Structure • Pay Structure • Structures Standard Reports • Biographical Info • Personal Info • National ID Info (Localized) • Email Info • Phone Info • Emergency Contact • Employment Information • Benefits Management • Job Information • Compensation Information • Events (Hiring, transfer…) • Events Reasons • Events Workflow Triggering • Workflows • System Notifications • Leave Requests • Mission Requests • Employee Accruals • Time sheet • mobile access through the Mobile application. |
| Payroll | • gross-to-net payroll. • legal changes and localization, including country specific reporting. • tax Calculation • advances and deductions. • retroactive calculations. • payroll simulations. • data privacy and protection. • integration with finance systems for general ledger posting, time and attendance systems, pension providers and benefits providers. • evaluation of time data for generating compensation data. |
1. Project approach and methodology
2. Proposed solution
3. Project timeline
4. Project governance and team structure
5. Deliverables and documentation management
6. Architecture and security
7. Change management approach
8. System integrator description
9. References
10. Key project team member’s CVs
The following paragraphs describe the main contents expected in the documentation to be provided by the System integrator.
Project approach and methodology
In this chapter the System integrator should describe the project approach and methodology proposed for the project execution and for the different phases and activities.
The approach should also highlight a detailed plan regarding the involvement of PREMI’s resources, with the following information:
· Profiles and roles & responsibilities for PREMI resources to be involved
· Required effort in man days and estimated elapsed for the involvement in each project phase
The System Integrator should describe the Program/Project management and overall governance approach.
The System Integrator should also describe the Change request management approach.
Proposed solution
The System Integrator should describe at high level the proposed solution, in terms of:
- · Applications modules
- · Business Processes design
- · Master Data Governance.
Project timeline
The System Integrator must propose the project timeline, clearly describing duration, activities and deliverables per each project phase, as well as PREMI resources engagement.
The System integrator will propose the earliest date it would be ready to mobilize and kick-off the project.
Project governance and team structure
The System integrator must provide a clear description of the project governance, including, but not limited to, required PREMI resources, governance meetings cadence, and team organizational structure.
Deliverable and documentation management
- The System integrator must describe deliverables and documentation expected for each project phase, including:
- · Document management and validation process
- · Document repository organization
Architecture and security
System integrator to describe in this section:
Change management approach
System integrator to describe approach, plan and execution for:
- · Training plan and train the trainer delivery
- Communication
- · Business readiness and stakeholder engagement
Validation Plan and Approach:
System integrator should comply with GxP requirements for implementation approach.
System integrator description
System integrator to provide:
- · Company overview, revenues and other key figures (number of employees, country of presence, number of office, etc.)
- · ERP practice key highlights (number of practitioners, accolades, etc.)
- · Partnerships with ERP and other software vendors that may be relevant for PREMI’s project
References
System integrator to share significant project references to qualify experience and expertise with global and complex business transformation programs in the industry and/or similar magnitude and scope of PREMI.
Key project team member’s CVs
System integrator to provide the key project team members’ CVs, describing:
- · Professional experience
- · Certifications (if applicable)
- · Role expected to be covered in the project
- Language
2- VAT registration certificate.
3- A certificate from the General Organization for Social Insurance.
4- Certificate of affiliation with the Chamber of Commerce.
5- Company Profile.
tenders-it@al-dawaa.com.sa
Please keep in mind that your inquiries and any required data will be received until,
13-07-2023. the deadline for receiving the technical and financial offer from you will be on, 13-07-2023 at 5:00 pm.
2- The technical offer in a separate, closed and sealed envelope, which includes all the certificates and documents mentioned above.
3- Delivery of offers shall be by hand delivery or any approved delivery company to the following address: (Khobar – Al-Dawaa Company for Medical Services – the company’s offices in Eastern Cement Tower).
Best of Luck
Information Technology Management