Terms of Reference

Terms of Reference
Project Management & Integrated Collaboration System
Terms of Reference

Introduction

Background

From the first 18 months since its Entry Into Force in April 2013, most of MCA-Indonesias
work focused on designing and preparing the 3 key projects and meeting the requirements that
are necessary and imperative to allow those projects to enter into full implementation. As
such, the business processes and supporting systems used were rudimentary not designed to
support the projects management needs.

As MCA-Indonesia gears up for full-scale implementation by 2015, it is imperative that it is

properly supported with an operational management system that will integrate and bring
coherence between the different divisions involved:, i.e. programme, projects, operations and
communications. In order to suport the business process of the Millennium Challenge
Account-Indonesia (MCA-INDONESIA), it is required to have an information system that
can bridge the day-to-day needs of MCA-INDONESIA.

As such, the objectives of this integrated system is to streamline the internal business
processes of MCA-Indonesia in order to support:
Program execution and monitoring;
Fast deployment of resources;
Cost tracking
Work Breakdown Structure
Promote collaboration between team members;
Improve workflow and notification
Increase efficiency and effectiveness of program / project productivity by utilization
the use of integrated source of information,
Improve and assure information availability and accessibility;
Ensure compliance
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Objective

In the longer-term, the system is expected to assist the MCA-Indonesia in achieving its
objective of becoming a pilot national trust find institution. The integrated system (which is
also called IMS Integrated Management System) should contribute to MCA-Indonesias
knowledge management and institutional development, by enhancing the organizations
capital: human, information, relationship, and social. The system ought to be able to capture
MCA-Indonesias experience, distilling the lessons learned and best practices which would be
an asset for the organizations future growth as well as learning resource for others.
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Scope

The Project Management and Integrated Collaboration Systems will support Project
Management to plan, create, manage, control and complete projects for MCA-Indonesia.
Community / Customer-focused projects can be set up on a time and materials or fixed-price
basis. Also the module can be used to manage costs for internal and investment projects.

MCA-Indonesia can create project contracts with one or more funding sources that will be
invoiced for project costs and fees. Funding sources can include customers, internal
organizations, and grants. A project contract can have one or more projects assigned to it.
Each project that you create can have one or more subprojects and activities that comprise the
project work structure. For flexible project planning, MCA-Indonesia can integrate to
Microsoft Project Server existing system (Microsoft, SAP and GIS). Note that Project
Structure and project contracts are already created in SAP, therefore the System will just need
to gather the information from SAP and integrate it. Contract creation is not required under
this system.

MCA-Indonesia can create and monitor project budgets for cost control. Employees and
contractors can enter project timesheets and expense reports to record project-related time and
expenses.
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MCA-Indonesia can create service industry-focused projects that consist primarily of worker
services by drawing on features such as contract management, quotations, budgeting, project
policies, project parameters, and categories.

MCA-Indonesia can assign attributes for project skills and experience to workers. MCA-
Indonesia can also search for and assign workers to a project based on worker skills and
availability, or based on the requirements for a project.

MCA-Indonesia can assign indirect costs, define the calculations for indirect cost amounts,
and allocate indirect costs to a project. Indirect costs are calculated based on worker hours that
are added to a project.

Project managers can view reports that provide project details and analyze project financials
from a variety of perspectives.

Project Management

Initiate Excute Analyze

Project Project Project

You can use Human resources to complete the following tasks:

Administer organizational structures, including formal and informal hierarchies and

position management.

Maintain comprehensive worker information from the day that they first apply for a
job to the day that they retire.

Define organizational benefit plans and options, enroll workers in benefits, assign
dependent coverage, and designate beneficiaries.

Control absenteeism by establishing, communicating, and monitoring absence policies.

This includes approval procedures and centralized or self-registration.
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Implement and track profile-based clock in and clock out registrations for workers,
enable workers to register work time for specific activities, and generate pay
information that can be exported to a payroll system.

Administer recruitment initiatives, such as web advertisements, web applications and

screening, developments, applicants and applications, and correspondence with
candidates.

MCA-Indonesia Travel and expense management to create an integrated workflow where you
can store payment method information, import credit card transactions, and track the money
that employees are spending when they incur expenses.

Enable committed cost tracking for project-related expense reports.

Enable committed cost tracking for project-related travel requisitions.

After the completion of any project, the project management module should generate adequate
asset information for continuing the asset management throughout the life of the respective
asset. MCAI-Indonesia require at least 1 st and 2nd level of asset can be tracked inside the
project management system.

MCA-Indonesia maintain Fixed assets items of value, such as Office Equipment, IT

Infrastructure (Server, Laptop etc), MCA-Indonesia can set up and enter acquisition
information for fixed asset records, and then manage fixed assets.

The Project management and Fixed assets should has the following integration points:

In the Projects form, you can specify a fixed asset for an investment project. Fixed
assets are defined in the Fixed assets module.

MCA-Indonesia can capitalize an investment project to a fixed asset through the

estimate process. Creation of project, budgets, POs and Vendor invoice is managed by
SAP, this system is only required to process the information for those component
while Project Management, document Management, Asset and HR Management must
have business processes.
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The scope of Project Management and Integrated Collaboration Systems is to develop a data
management, reporting and collaboration system that utilize existing hardware, software, and
licensed software in MCA-INDONESIA.

1. Summary of activities

The main tasks for the development and installation of the Project Management and
Integrated Collaboration Systems are as follows:
a) Developing, installing, and testing the required integrated system for MCA-
INDONESIAs.
b) Performing implementation and functional testing of software mentioned in the
scope.
c) Creating a culture of support for implementation mentioned in the scope with
support of MCA-INDONESIA management.

2. Assessment of MCA-Indonesia IT Infrastructure

Prior to installation and development of the system, it is required to perform an

assessment of the existing MCA-INDONESIA IT system structure built in Data Center
and Cloud. The output of this plan is an analysis of the existing software and hardware
installation configuration, and the impact and interaction with the installation of the
Project Management and Integrated Collaboration Systems.

3. Business Process survey and development

The Provider should produce document design business process for all activities that
affected during the implementation for this project, need to detailing methodology, tools
and aspects.
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4. Supporting Software Configuration Installation

Prior to the development of the system, the Service Provider will be required too:
a) Installing the hypervisor Hyper-v required.
b) Installing the server operating system on a virtual machine required.
c) Installing SQL Server on one of separated virtual machine.
d) Installing and configuring New system Server in two different virtual machines. In
the first virtual machine, is configured as a front-end server. While in the second
virtual machine, configured as application servers. Database that will be used by
the virtual machine is on its own as mentioned in point (c).
e) Installing and configuring Project Server to all server.
f) Installing and configuring storage for SQL Server data storage on a separate
machine.
g) Installing and configuring regular backup process to maintain the data availability.
h) Configuring output data system existing (SAP) to be integrated with the latest
interface management system (IIMS).
i) Configuring ESRI/GIS to be integrated with the latest interface management
system (IIMS).

5. Development of Project Management and Integrated Collaboration Systems

After the core supporting software is installed, the next stage is the development and
implementation of the integrated system to meet the following functions which can be
summarized in the diagram below. Each of system will be described in Functional
Requirement and Business Specification.
Document Management
Project Management
Human Resource Management
Financial/Procurement Management
Contract Management
Leave/Travel Management
Asset Management
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System Overview

The expected scope of each of these management functions is illustrated in the diagram below.

Managing multiple projects that are under the control of MCAI requires good management in
terms of oversight the use of funds and human resources. Both of these factors are the key
success for all project held by the MCAI. Currently the utilization of human resource
management has not been well controlled resulting in the allocation of work and its use will
occur overlap. These conditions must be addressed by the implementation of Enterprise
Project Management concepts for controlled between planning and actualization for human
resources. The same thing will take effect for the use of funds between planning and its
actualization. By doing actual control over the use of funds and planning also can show how
far the project has been running.

Enterprise Project Management (EPM), in broad terms, is the field of organizational

development that supports organizations in managing integrally and adapting themselves to
the changes of a transformation. Enterprise Project Management is a way of thinking,
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communicating and working, supported by an information system, that organizes enterprise's

resources in a direct relationship to the leadership's vision and the mission, strategy, goals and
objectives that move the organization forward.

In order to facilitate governance, it has become essential to be able to manage, monitor, and
assess the status of all projects (and other assets, of course) in the enterprise, through a set of
(preferably uniform) Enterprise Project Management processes, methods and application
packages. Typically, organizations that adopt an Enterprise Project Management way of
working, might set up a Project Management Office (PMO)/ Enterprise Project Management
Office (EPMO), which is said to be more successful than a traditional PMO in addressing the
priorities of the organization as its scope is enterprise-wide.

EPM Should be able the following list :

a. Project Scheduling
The project schedule is the tool that communicates what work needs to be performed,
which resources of the organization will perform the work and the timeframes in which
that work needs to be performed. The project schedule should reflect all of the work
associated with delivering the project on time. Without a full and complete schedule, the
project manager will be unable to communicate the complete effort, in terms of cost and
resources, necessary to deliver the project.

b. Project Baseline
In Project Management, Baseline refers to the accepted and approved plans & their related
documents. Project baselines are, generally, approved by project management team and
those are used to measure and control of project activities.

c. Project Resource Plan

Project Resource Management Plan helps you to identify all of the resources required to
complete your project successfully. Using this Resource Plan, you will be able to identify
the quantity of labor, equipment and materials needed to deliver your project.

d. Project Budget
If your project contains cost information for budgeting or for tracking project
performance, this information is not doing you much good unless you can view and
analyze it. Without a solid understanding of where your costs are going in a project, the
project can quickly fail and become unprofitable. This tools should have control project
budgeting and actual cost from SAP regularly.

e. Project Procurement
Procurement process for project related should be linked to SAP procurement activities
report. This will integrate all purchase related project from SAP to related project actual
cost.

f. Project Portfolio
Project Portfolio is the centralized management of processes, methods, and technologies
used by project managers and project management offices (PMOs) to analyze and
collectively manage current or proposed projects based on numerous key characteristics.

g. Human Resource Project Performance Management.

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All activities task related within project that need human effort should be include in the
project task. Every day actual activities from every single person that related within
project should be recorded and analyze in Project Dashboard. The activities is called
TimeSheet Management.

h. Project Dashboard Reporting

All kind information within project should be display on a single dashboard on burn chart
activities or S Curve chart. Every day all Project Managers and executives could see
budget vs Actual cost dashboard and others report.

Projects are collaborative efforts, which is why having a centralized place for collaboration
and document sharing is so important. In Project Insight, you can upload and share project
related files and documents in the project documents repository so the whole team is always
on the same page. Post and share communication at the task or project level, and keep all
project information in one easy to access location.

Other Functionality

In order to manage operational projects and monitoring common daily employee request, this
system should comply 2 sub system such as :

a. Leave Online is a new system web-based Leave Management System that streamlines
communication between HR and employees and facilitates simple yet efficient
management of employee leave. this system allows them to easily determine their
vacation availability (from any point-in-time) and request leave online.
b. Travel Request. All Travel Authorizations and Reimbursements (except for team
travel) must be processed through this sub system. The Travel Request System
Mileage and per diem rates and lodging maximums are embedded in the system, and
calculations are performed based on travel dates and location(s) entered.
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Functional Requirements
Document Management

Description:
The deliverables document for all project in MCAI should deploy on this document
management system that support versioning, security for files and folders, crawling
capabilites, sharing and collaboration, and other functionalities.
The Document Management should define on every project that MCAIs handle to define
collaboration between all project members.

Input Files from existing departments

Processing 1. Organization
o Manage and store files into types, formats and other categories
o Create, edit, view and store files from anywhere such as local network or
remote connection from internet.
o Search, filter and sort functions dynamically by titles, contents, types,
formats, owners, date intervals, projects and other categories.
o View files assigned from others and view files recently accessed by a
user.
2. Security
o All file activity is tracked and recorded for easy report generation.
o Secure files with permission or category/user restrictions and file level
along with Active Directory integration.
3. Sharing & Collaboration
o Store and manage any file type, with viewing capabilities for PDF, JPG,
DOC, XLS, PPT and much more.
o User can store files as private, or shared to specified users or
organization/group or open for all users.
o User can add annotations, mark-ups, and notes to files.
o User can share files with notification by mail easily from the system.
o User can get files from mail and categorized them to store in the system.
4. Workflow
o Manage version control with check-in check-out model.
o Allow access to previous version of document and restore previous one.
o Manage document workflow and business processes for multi-user
review and approval requirements.
Output Document management database and functionality

Project Management

Description:
This the key central of implementation for this project, the service provider should
implement project management tools based on requirement and business process gathering
during project activities. This tools should provide scheduling, project base line, timesheet
activities, pra project activities and post project activites.
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All reporting related with this project should have capabilities to generate dashboard and
produces data for utilitization of resources and all spending budget integrated with SAP
procurement data and cost expense that related to the project. The integration process does
not need real time process, it could be batch or schedule based.
In order to facilitate governance, it has become essential to be able to manage, monitor,
and assess the status of all projects (and other assets, of course) in the enterprise, through a
set of (preferably uniform) Enterprise Project Management processes, methods and
application packages.

Input Project Management

Processing 1. Project Management and Tasks
o Setup projects and tasks required to complete the projects. Breakdown
tasks for detail. Define timeline for each tasks.
o Search available projects based on dynamic criteria and display projects
ordered by name, group, status, time period and others.
o View and edit task list and Gantt charts.
o Insert comments and set the % complete for the tasks.
o Upload and manage files into tasks or projects.
o Export timeline to spreadsheet.
2. People and Workgroup
o Maintain people and workgroup information included clients,
consultants, vendors, suppliers, and other stakeholders.
o Assign people to the tasks and view resource allocation on work
scheduled in the projects.
3. Budget and Cost
o Setup budget and cost to the projects
o Calculate cost estimation.
o Export budget and cost to spreadsheet.
4. Reporting
o Dashboard report.
o Project progress report in regular format and against budget, schedule
and scope.
o Project history report filtered by group, status, time period and others.
o Other related reports
Output Document management database and functionality

Human Resource Management

Description:
The HR function consists of tracking existing employee data which traditionally includes
personal histories, skills, capabilities, accomplishments, salary and any other related activities.
To reduce the manual workload of these administrative activities, HR began to electronically
automate many of these processes by introducing human resource management systems.

All project activities of the project should integrated with human capital data, include personal
MCAI and 3rd parties. The service provider should also cater these additional functionalities :
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How to generate performance report activites all personal related in all projects to lookup
corelation between plan and actual data.
Employee leave request application that should integrated with this new system
technology. The Employee leave request should maintain all activities.
Travel request application should implementing during this project activities to cover all
MCAIs personel travel request in board and out board.

Input Human Resource Data

Processing 1. Recruitment
o Application gathering and reviewing, interview scheduling.
o Tracking applicant data.
2. Personnel
o Personnel Database : general, experiences, education, salary, etc.
o Facility : allowance, insurance, hospitality, maternity, training, etc.
3. Performance
o Performance indicator, etc.
o Supervisory review and appraisal, etc.
4. Attendance
o Timesheet, overtime calculation, day off, etc.
o Attendance tracking, etc.
5. Payroll
o Salary calculation, allowance, Incentive, bonus, etc.
6. Tax calculation
7. Record management
o Alert system for contract, timesheet and others.
8. Reports (individual and recapitulation)
o Personnel information and performance report.
o Attendance, timesheet, travel and leave report.
Output Human Resource management database and functionality

Financial/Procurement Management

Description:
Budget management will manage budget lifecycle with preparation and monitoring tool that
provide real time access to budget information. The budget administrator can define plans,
track the progress and status of multiple budgets simultaneously, and make adjustments to
posted budgets within budget management tool.

Input Financial/Budget Data

Processing 1. Basic administrative financial data
o Collect basic administrative financial data and support administrative
process, such as accounts payable, accounts receivable, cash flow
management, purchasing, payroll, and general ledgers.
2. Planning
o Predict future financial activities such as trends and patterns in income,
revenues, and expenses.
3. Cash flow management and tracking
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o Display cash flow status and tracking activities to monitor how funds are
spent across various units more accurate.
4. Reporting & Analysis
o The ability to generate accurate balance sheets, profit and loss
statements, budget allocations, and other important financial reports.
o Other related reports
5. Other Related process
o Project Portfolio Management
o Project Related procurement integration with SAP (batch)
o Project Costing Integration with SAP (batch)
Output Financial/Procurement management database and functionality

Resource Contract Management

Description:
Resource Contract management is the process to ensure that contract is structured properly
and reviewed appropriately, its provisions enforced and intent realized, and its weaknesses
recognized and corrected. The services provider should define resource contract management
for all personel and 3rd parties, to control expiry status and other things.

Input Contract Data

Processing 1. Dashboard
o Navigation menu from the dashboard that includes detailed activities,
status, contracts repository, documents center, the counterparty database
and reports.
o Contain alerts, activity, workflow task reminders along with upcoming
milestones and obligations.
2. Contract Repository
o The contract repository stores all of the contract records, vendors,
documents, milestones, obligations, and other information in one single
repository.
o Users are able to search, filter or access various default or custom views
to access contracts from the repository.
3. Contract Creation
o User can create many different types of contracts from standard contracts
to custom contracts.
o User set the start and end dates of the contract and take further actions.
4. Workflow
o User can setup review and approval from within the system and have
specific users review or approve the contract.
o The reviewers and approvers get a task notification from the system or by
email.
5. Reports
o Contract history reports in general and specific format based on date,
vendor, financial, SLA, lease, renewal and associate aspects.
o Contract evaluation
o Active contract in dashboard report
o Contract renewal and ending alert
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o Other related contract reports

Output Contract management database and functionality

Leave/Travel Request Management

Description:
Schedule activities based on schedule that related with project or operation should be
published for each personel.

Input Reservation Data

Processing 1. Reservation module
o User can reserve rooms, tools, vehicle, voucher and other equipment.
o User can view availability of equipment to be reserved.
o Need to manage approvals for equipment availability.
o Need to provide reservation reports.
o Manage assets to be reserved by user.
2. Leave Online
o Leave Online is a new system web-based Leave Management System
that streamlines communication between HR and employees.
o Leave Online facilitates simple yet efficient management of employee
leave.
o Allow users to easily determine their vacation availability (from any
point-in-time) and request leave online.
3. Travel Request
o All Travel Authorizations and Reimbursements (except for team travel)
must be processed through this module.
o The Travel Request Mileage and per diem rates and lodging maximums
are embedded in this module.
o Calculations are performed based on travel dates and location(s) entered.
4. Reports
o Reservation, leave and travel reports.
o Equipment related reports.
Output Reservation management database and functionality
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Asset Management

Description:
Asset management helps user to control spend, give ability to procure parts, material and
services effectively.
It should give positive impact on the performance of assets and the cost of operations and
maintenance.
Asset management manages internal requisitions and purchasing requests. It monitors
requisition status from beginning to end.
It is required that the asset management system to integrated with existing
ESRI/GIS system in MCAI Indonesia, for feeding information : asset/location,
project/work

Input Assets and Requisition Data

Processing 1. Purchase module
o User can initiate requisition note. Each requisition note should be
classified based on project, activity, financial account, and others.
o Automate requisition note for signoff requirement.
o Need to manage verification, validation and approval work flow for
requisition note by alert and email for related persons.
o Need to provide purchase reports.
2. Equipment module
o Equipment nameplate data (manufacturer, supplier, model, sizing, etc.)
o Specifications, warranty information and alert management.
o Hierarchy of equipment and part of components for better reporting and
analysis.
o Costs can be rolled up through equipment hierarchy as well as project,
activity, financial account, time, and others.
o Maintenance and cost history
Output Asset management database and functionality
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Hardware and Software Requirements

Current Hardware and Software

The existing hardware and software as follows:

1. Existing hardware as follows:
Server 4 units with specifications: 2 prosessor @ 8 cores, RAM 64 GB
60 units of laptops used by employees of the MCA-INDONESIA
Internet connection with 16 Mbps bandwidth

2. Existing Software license as follows:

109 units of account subscription to the Microsoft Office 365 Plan E3 open license
4 units Microsoft Windows Server Datacenter 2012 license with 60 units Client
Access License
2 units of ESRI GIS software License
4 units Microsoft System Center Datacenter License
1 Unit Lync Server with 100 unit Lync Client Access License
2 units SQL Server 2012 Standard core License
1 unit patch management License
1 unit network monitoring License

Of all existing hardware and software, it is built a hybrid cloud system that integrates
infrastructure in MCA-INDONESIA Data Center with Cloud Office 365. The details are as
follows:
Active Directory is installed and configured in MCA-INDONESIA Data Center and
syncronizes to Cloud Office 365. By then users only need to have single account for
all applications.
Employees email installed in Cloud Office 365 with single account as mentioned
above.
All the users laptop have been installed Microsoft Windows operating system and
Microsoft Office 365 Professional Plus, with single account as mentioned above.

Current System

The existing systems running at MCA-Indonesia as follows:

1. SAP module that has been implemented in MCA-Indonesia are Procurement and Finance,
this project should not replace the existing SAP Functionality. (See Annex 1 SAP
functionnalities)
2. GIS module has its own system and server. This module should have interconnection with
the project without replace existing GIS functionality.

Requirement of Hardware and Software

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Hardware and software to support Project Management and Collaboration Intergated Systems
will be considered next based on providers suggestion, if any.
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Other Requirements
Other requirements need to be considered as follows:

Change Management

Any change in work procedures requires a thorough process to prevent difficulties and
defensives. It is expected that changes preparation scheme to be realized in the form of
work culture to anticipate the use of invested supporting hardware and software, include
support and training.

Training

After completion of the implementation of the Service Provider shall make a

documentation that will be used as a reference for training related to the material of
Project Management and Integrated Collaboration Systems. The Documentation shall be
made and provided to MCA-Indonesia prior to the final sign-off, following Acceptance
Testing. The documentation will be used to impart training for all user-related.

Maintenance and Technical Assistance

The Service Provider shall be responsible for complete maintenance of the Project
Management and Integrated Collaboration Systems software deployed in MCA-Indonesia
for the three (3) months maintenance period after deliverable. This shall include but is not
limited to:
Bug Fixing.
Minor changes, the changes which do not require a change in design.
Technical Support.
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Deliverables
All reports must include an executive summary and must be submitted in both the English
language and Bahasa Indonesia and each version must be submitted in both hard copy (2)
and in electronic format.

Specific deliverables are:

1) A Software Design Document detailing all aspects of the software design to meet
the Functional Requirements.
2) The development of the systems as agreed in the Software Design Document.
3) System Documentation, including but not limited to:
a. Module design and module Architecture inherent in the solution.
b. Details of database including database design and objects.
c. System flow and system diagrams.
d. Application development platform.
e. Fully functional, detailed and latest version of the source code of the
solution.
f. Manuals:
i. User Manuals.
ii. Administration Manuals.
iii. Installation Manuals and Documentation.
iv. Transfer Manual, covering Database recovery, System transfer and
recovery.
4) Testing
a. Development and execution of Acceptance Testing Plan.
b. Development and execution of Load and Penetration Testing Plan.
c. Documentation and certification of successful test execution.
5) A maintenance program for identification, remediation, and update of the
Software.
6) Training and Support Materials, including CBT for users.
7) System Security Plan.
8) Quality Assurance Plan.
9) System Documentation.
10) Operational and Technical Manual for System Administrators.
11) Project Management Deliverables.
a. Final Project Work plan.
b. Detailed Resource Plan.
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Performance Period
The project is expected to take 6 (Six) months upon signature of the contract signed and
the place of activities will be in MCA-INDONESIA Office.
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Key Personnel

The Key Personnel for this project, must meet the following requirements below:

1. 1 (one) Project Manager who is Project Management certified and had the
knowledge of Project Management and have strong knowledge about busiinss
process in Project Management with a minimum experience of 5 years.

2. 1 (One) Functional expert who has Trade and Logistic or Entreprise Asset
Management certification with a minimum experience of 3 years.

3. 2 (two) Technical experts who have technical certification with master level in
Business Application software, with a minimum experience of 5 years.

4. 1 one Technical person with master level in Business Application software, with a
minimum experience of 2 years.
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ANNEX 1 SAP FUNCTIONNALITIES

Global System Requirements

#
Short Name Description
1 Ease of Use The system shall have a good human-computer interface (HCI) (e.g. be user friendly /
intuitive).
2 Navigation - System Interface & The system shall be designed so that a user can easily navigate between modules i.e. to
Application Integration view finance, procurement and project hierarchy data (Work Breakdown Structure) so
that a user need only log-in one time and utilize the minimal number of clicks to get to
required information.
3 Role Based Access The system shall have role based access controls (RBAC).
(Example: User Roles will be defined for system/application access, e.g. adding,
changing, deleting, and viewing data, reports, etc.)
4 Data Security The system shall utilize proper security measures/protocols to ensure sensitive data is
protected.
(e.g. utilize the Principle of Least privilege for access (specific role/user accounts will
only see information relative to their work); data stores will utilize encryption for taped
back-ups; accessing application instances available for access via the web will require
the use of HTTPS)
5 Classification Mechanisms The system shall allow for the addition of custom classifications (tagging, grouping) to
analyze information (financial, procurement, other). The system shall ensure custom
classifications that are added for agency reporting purposes align with the agency data
model.
6 Locked Data The system shall have a feature to "lock" certain data (lock/unlock based on defined role
based user access controls) after defined cut-off dates for report submission periods. For
example, preliminary vs. final data, pre-approved vs. agency approved data, or
corrections to historical data.
7 Auditability The system shall ensure appropriate transaction and change history logs are maintained
for auditing purposes.
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Global System Requirements

#
Short Name Description
8 Transaction Processing Audit Trail The system shall maintain an audit trail of transactions from their initial source through
all stages of system processing. The initial source may be journal entries or documents
entered online, system generated, or interfaced from other systems or modules.
9 Document Change Log The system shall generate an audit log that identifies all document additions, changes
and approvals by user.
1 Data Import The system shall allow for bulk data import (i.e. the uploading of large data sets into the
0 system). Formats should include, but not be limited to, Microsoft Excel, Word,
and Access, (.xls, .xlsx, .doc, .docx, .mdb), text file format (.txt), comma separated
values (.csv), generic database file format (.dbf), and xml and non-xml format files for
SQL server.
11 Data Export The system shall have the ability to generate output reports, query results and data using
multiple formats. Formats should include, but not be limited to, Microsoft Excel, Word
and Access, (.xls, .xlsx, .doc, .mdb) text file format (.txt), comma separated values
(.csv), HyperText Markup Language (.html) and Adobe Acrobat (.pdf) .

1 Multilingual The system shall support multiple languages and/or have language conversion capability
2 (e.g. French, Spanish, and Portuguese).
1 Customizable The system shall have the capability to be customized to meet the particular needs of the
3 aid recipient program.
(i.e. Data model and workflows of the supporting applications (Finance, Procurement,
Project Management, Reporting) can be customized and/or expanded to support the
needs of the Program.)
1 Aid Recipient Program Hierarchy The system shall establish the Program Hierarchy (Project>Activity>SubActivity>Task
4 and below), which will be replicated in each functional module (Financial, Procurement,
M&E and Project Management). The Hierarchy shall align with the
Hierarchy established in the related Federal Government Agency application.
Terms of Reference

Global System Requirements

#
Short Name Description
1 Program Hierarchy for Each Agency The system shall capture a unique Hierarchy for each Agency source of funding (i.e.
5 Funding Source 609(g), CIF, Compact).
1 Program Hierarchy Modifications The system shall allow modifications to the Program Structure but not delete an item
6 that has data associated with it.
1 Federal Agency Application Data Model The system solution shall leverage a specified Federal Agency application data model
7 (and updates) and associated data dictionary for data elements where possible (i.e. data
definitions, allowable values, data type, field length, data relationships).

Though some values for Programs may not be defined in this model, it is expected that
at a minimum, for those elements that must be reported back to Federal Agency, that the
specific application Data Model reference must be followed.
1 Support Integration with Federal Agency The system shall have the technical capability to integrate with a specified Federal
8 Application Agency application, operating as a source system of Program data for Agency required
reports.
The system shall be able push data to the Federal Agency application and/or the Federal
Agency application shall be able to pull data from the system.
The objective is to avoid duplication of efforts between the development and of this
program system and the related Federal Agency Application.

Note: The related Federal Agency application is a .NET application built on a SQL
database, which is made available in an Agency collaboration zone. The application is
accessed via a web interface. Federal Agency resources have single sign on access via
their Active Directory accounts. Aid Program resources request an external Active
Directory account and are challenged to log into the application each time the resource
accesses the system.
Terms of Reference

Global System Requirements

#
Short Name Description
1 Integration of Business Application The system shall be open and accessible and shall perform seamless data integration
9 Modules between business application modules, including applications that serve the needs of
Program Financial, Procurement, limited Project Management capability to track
payment milestones and deliverables attached to contract terms.
2 Number of Users The system shall support a range of approximately 10-120 users and shall provide access
0 to the functional modules for the specified user base.
2 System Availability The system shall be a tool that is highly available. A performance Service Level
1 Agreement (SLA) shall include terms for adequate notice for scheduled maintenance
and performance metrics for unplanned outages.
2 System Documentation The system functionality and features shall be well documented, with the appropriate
2 and most current system operational manuals and User Guides available in
hardcopy and softcopy. The system shall also provide a help menu in the application
itself that provides access to this documentation, with a search feature capable of
providing results according to specific features/functions in the solution.
2 System Support, Maintenance The vendor shall provide regular, on-site support for system updates and other required
3 maintenance. (Program regions currently include West Africa; East and South Africa;
and Europe, Asia, Pacific and Latin America.)
2 Application Server Virtualization The server(s) supporting the business application layer(s) shall be able to be virtualized
4 using VSphere5 hypervisor (VMWare).
(Virtualization of the databases supporting the business application is optional; i.e. SQL
server may be physical or virtual in the supporting hardware architecture.)
Terms of Reference

Finance & Accounting Requirements (General Ledger, Chart of Accounts & Accounts Payable)SUM
# Short Name Description Core or Custom
2 Core Accounting and Finance The system shall provide specific functional capabilities for Core: SITACorp SwIFT
5 Functionality managing a general ledger, controlling funds, making payments, solution, except that
managing receivables, reconciling cash, forecasting and budgeting, some capabilities
and reporting. implemented as part of
SITA arrangement with
MCC (e.g. MCC
reporting requirements)
2 General Ledger for Double-Entry The system shall maintain a General Ledger that supports double- Core: SITACorp SwIFT
6 Accounting entry accounting. solution
2 Program-Specific Chart of Account The system shall capture the Program-specific Chart of Core: SITACorp SwIFT
7 Accounts, including assets, liabilities, income (revenue), expenses, solution
advances and retentions.
2 Additional Ledgers for Budget, The system shall maintain additional ledgers to manage the Program Core: SITACorp SwIFT
8 Obligations and Commitments budget, obligations (signed contracts) and commitments (planned solution, except that
future use of budget funds). some capabilities
implemented as part of
SITA arrangement with
MCC (e.g. MCC
reporting requirements)
2 Maintain Historical Versions of The system shall maintain current and multiple historical versions of Implemented as part of
9 Spending Plans spending plans. SITA arrangement with
MCC (e.g. MCC
reporting requirements)
3 Program Hierarchy Structure for All The system shall include for all financial transactions the Core: SITACorp SwIFT
0 Program Budget and Cost Transactions classification codes that define the Program Hierarchy (Project > solution
Activity > Sub Activity > Task and below).
3 Record Tasking at the Lowest Level of The system shall record Program Tasks at their lowest level of detail Core: SITACorp SwIFT
1 Detail and summarize and roll them up to higher levels (i.e. Sub-Task to solution
Task, Task to Sub-Activity, Sub-Activity to Activity, etc.) in a
Terms of Reference

Procurement Requirements (Pre-Award & Contract Management)

#
Short Name Description Remarks
5 Procurement (Pre-Award) Activities The system shall track a the following procurement data until a Core: SITACorp SwIFT
5 contract is signed: solution
5 Procurement and Contract Identifiers The system shall generate Procurement Identifiers, Contract Identifiers Core: SITACorp SwIFT
6 (1 to Many relationship with Procurement ID), and related Amendment solution
Identifiers (1 to Many relationship with Contract ID) for the
management of Program Procurements and Contracts.
5 Associate Procurements to The system shall include for each procurement Core: SITACorp SwIFT
7 Established Program Hierarchy the appropriate classification codes that define the Program Hierarchy solution
(Project > Activity > Sub Activity > (i.e. Project > Activity > Sub-Activity > Task and below).
Task)
5 Planned Procurement Details The system shall capture information describing planned Core: SITACorp SwIFT
8 procurements, including the following data : solution
-Unique Procurement ID
-Procurement Status (Planned, Submitted for Approval, Approved,
Rejected)
-Procurement Description
-Funding Source (609(g), CIF, Compact)
-Requirement Type (Goods, Works, Consultant Service, Non-
consultant Service)
-Method of Procurement Planned (QCBS, CBS, SIC, ICB, NCB)
-Estimated Procurement Date
-Estimated Procurement Value (USD)
-Common Procurement Vocabulary (CPV) Code
Additionally, the system shall capture:
-The Actual Method of Procurement Used
- The number of Bids Received
Terms of Reference

Procurement Requirements (Pre-Award & Contract Management)

#
Short Name Description Remarks
5 Tracking Procurement Modifications The system shall capture the modification(s) to planned procurement Core: SITACorp SwIFT
9 details, such as changes to Method of Procurement Planned, Estimated solution
Procurement Date or Estimated Procurement Value.
6 Tracking Procurement Activities Until The system shall track procurement activities (in appropriate sequence) Core: SITACorp SwIFT
0 Contract Signed until a contract is signed. solution
6 Procurement Dates and Milestones The system shall capture the following procurement dates and Implemented as part of
2 milestones: SITA arrangement with
Expression of Interest MCC
-Date of Federal Agency Approval
-Date of Publication in UNDB DB and/or Local Newspaper
-Deadline [Date] for Receiving Responses
Pre-Qualification
-Date of Federal Agency Approval of Pre-Qualification or Shortlist
Solicitation
-Date of Federal Agency Approval
-Date of Publication in UNDB and/or Local Newspaper
-Deadline [Date] to Receive Offers
Evaluation Data
-Date of Federal Agency Approval of Technical Evaluation Report
-Date Financial Proposal Opened
-Date of Federal Agency Approval of Contract Award
-Contract Data
-Date of Notice of Contract Award
-Date of Contract Award
-Date of Eligibility Verification for Selected Firm(s)/Individual(s)
6 Integrate Procurement Data with The system shall commit funds for the planned procurement in the Core: SITACorp SwIFT
3 Financial Application financial application and check "funds availability" for procurement. solution
Terms of Reference

Procurement Requirements (Pre-Award & Contract Management)

#
Short Name Description Remarks
6 Central Location for Procurement The system shall centralize procurement data and provide role-based Core: SITACorp SwIFT
5 Data access to data shared by Procurement Agents and Programs. solution
6 Contract Management The system shall manage the following data related to the life of a Core: SITACorp SwIFT
6 contract: solution
6 Manage Life of Contract The system shall record & manage data throughout the life of a Core: SITACorp SwIFT
7 contract from the time the contract is signed to when the contract is solution
complete.
6 Contract Set-up The system shall capture the following fields for each contract: Core: SITACorp SwIFT
8 solution
-Contract Award #
-Contract Award Date
-Contract Start and End Dates
-Original Contract Amount
-Firm/Individual Name
-Firm/Individual Nationality
-Date of Last Contractor Past Performance Report (CPPR)

(The system shall handle Purchase Orders -- the term used most often
for Goods procurements -- the same as contracts -- the term used for
works and consulting services. )
6 Integrate Contract Data with The system shall commit funds for contract values and Core: SITACorp SwIFT
9 Financial Application modifications in the financial application and check "funds solution
availability."
7 Associate Contracts to Established The system shall include for each contract the Core: SITACorp SwIFT
0 Program Hierarchy (Project > appropriate classification codes that define the Compact Hierarchy (i.e. solution
Activity >SubActivity> Task) Project > Activity >SubActivity> Task and below).
Terms of Reference

Procurement Requirements (Pre-Award & Contract Management)

#
Short Name Description Remarks
7 Contract Status The system shall record the status of a contract (e.g. Active, Failed, Core: SITACorp SwIFT
1 Cancelled, Suspended (Stop Work), Early Termination) solution
7 One Purchase/Multiple Vendors The system shall be able to record and manage data relationships Core: SITACorp SwIFT
2 where one purchase (contract) may have multiple suppliers (vendors) solution
tied to the agreement. The system shall track relationship between
suppliers (i.e. main contractor, subcontractor or joint venture
associate).
7 One Purchase/Multiple Projects The system shall be able to manage one purchase (contract) with a Core: SITACorp SwIFT
3 supplier, where the goods are to be distributed to different Program solution
Projects.
7 Alert for Expiring Contracts The system shall capture contract end dates and provide Core: SITACorp SwIFT
4 alerts/notifications for number of days until a contract expires (e.g. 60 solution
days until, 45 days until contract expiration).
7 Alert for Overdue Warranties and The system shall monitor and provide alerts to appropriate parties, Core: SITACorp SwIFT
5 Guarantees including the Program CFO and Fiscal Agent, on contract warranties solution
and/or guarantees needed for renewal as specified within agreed upon
timeframes.
7 Contractor Performance The system shall capture information on contractor performance Core: SITACorp SwIFT
8 relative to the Project Plan (i.e. are they on schedule). solution
7 Alert for Overdue Deliverables The system shall provide an alert/notification when a deliverable is Core: SITACorp SwIFT
9 overdue. solution
8 Deliverables - Acceptance, Proceed to The system shall allow for Contract/Project Managers to log the Core: SITACorp SwIFT
0 Pay Invoice acceptance of contract deliverables to provide approval to finance solution
that an invoice may be paid. The system shall capture who
received, inspected and approved the deliverables and invoices.
(The system shall also allow for the alternative, where a deliverable is
not accepted and an invoice is to be rejected).
Terms of Reference

Procurement Requirements (Pre-Award & Contract Management)

#
Short Name Description Remarks
8 Invoice Processing Integrated with The system shall integrate with the Financial application to perform Core: SITACorp SwIFT
1 Financial Application processing of invoice payments. solution
8 Invoice Status Information from The system shall capture the invoice payment status from the Core: SITACorp SwIFT
2 Financial Application Financial application. solution
8 Payment Information from Financial The system shall capture payment information from the Core: SITACorp SwIFT
3 Application Financial application related to individual contracts once payments are solution
made, including actual payment dates and amounts.
8 Contract Amendments and Change The system shall document and manage contract amendments and Core: SITACorp SwIFT
4 Orders change orders (aka variation orders) that modify the original contract. solution
The contract modification data shall include but not be limited
to modification description, updated period of performance,
modification amount and updated contract value.
8 Exchange Modification Dollar The system shall exchange (supply) data to the financial application Core: SITACorp SwIFT
5 Amount with Financial Application upon modifying the dollar amount of the contract (due to solution
amendment or change order) and check the availability of funds.
8 Contract Claims The system shall document and manage contract claims. Core: SITACorp SwIFT
6 solution
8 Electronic Copies of Contract The system shall provide access to electronic copies of reference Core: SITACorp SwIFT
8 Documents documents, including contracts, amendments and invoices. solution
Terms of Reference

Reporting Requirements
# Short Name Description Remarks
12 Customized Reports The system shall support development of customized reports that Core: SITACorp SwIFT
2 integrate data from all modules (financial, procurement, and limited solution
PM).
12 Quarterly Disbursement Report The system shall be able to generate data for the compilation and Implemented as part of
3 Package (QDRP) submission of the QDRP to the Federal Agency. SITA arrangement with
MCC re: MCC reporting
requirements

12 Schedule A The system shall be able to generate the Financial, Schedule A report, in Implemented as part of
4 accordance with the Federal Agency pre-defined format. SITA arrangement with
Schedule A: This is a request to reallocate funding across Projects MCC re: MCC reporting
and/or Activities. This report includes the original Program budget, the requirements
current approved Program budget and the proposed increases or
decreases in Projects and/or Activities. This request for reallocation
must be submitted quarterly with the QDRP and can also be submitted
"out of cycle" if necessary.
12 Monthly Commitment and The system shall be able to generate the MCDR report, in accordance N/A
5 Disbursement Report (MCDR) with the Federal Agency pre-defined format.
Terms of Reference

Reporting Requirements
# Short Name Description Remarks
12 Schedule F The system shall be able to generate the Financial, Schedule F report, in Implemented as part of
6 accordance with the Federal Agency pre-defined format. SITA arrangement with
Schedule F: The Cash Reconciliation report provides a summary of the MCC re: MCC reporting
cash balance in the Program Permitted Account (local bank account). requirements
This report includes the cash balance in the Permitted Account at the
start of the period, the total amount of cash received into the account
and the total amount of disbursements paid out of the account during
the reporting period.
12 Detailed Financial Plan (DFP) - The system shall be able to generate the Financial, DFP - Commitments Implemented as part of
7 Commitments Plan/Report, in accordance with the Federal Agency pre-defined format. SITA arrangement with
Detailed Financial Plan (DFP) - Commitments: This report includes MCC re: MCC reporting
projected Commitments for future quarters (next period reported by requirements
month and future periods by quarter). The report also includes variances
for the Commitment projections provided the previous quarter and
actual commitments reported. Commitment data is structured according
to Program hierarchy (Project > Activity >SubActivity> Task, etc.)
12 Detailed Financial Plan (DFP) - The system shall be able to generate the Financial, DFP - Cash Implemented as part of
8 Cash Plan/Report, in accordance with the Federal Agency pre-defined format. SITA arrangement with
Detailed Financial Plan - Cash: This report includes actual Cash MCC re: MCC reporting
Disbursements previously reported, actual Cash Disbursements during requirements
the current reporting period and projected Cash Disbursements for
future quarters (next period reported by month and future periods by
quarter). Disbursement data is structured according to Program
hierarchy (Project > Activity >SubActivity> Task, etc.)
13 Procurement Performance Report The system shall be able to produce the mandatory Federal Implemented as part of
0 (PPR) Agency Procurement Performance Report (PPR), which is submitted to SITA arrangement with
Federal Agency with the Quarterly Disbursement Report Package. The MCC re: MCC reporting
PPR describes "Actions" against approved Procurement Items. Each requirements
Action is associated to a Procurement Item, and there may be multiple
Terms of Reference

Reporting Requirements
# Short Name Description Remarks
Actions associated to a single Item. Additionally, there may be multiple
amendments associated to each Action. In this instance, original and
amended data will be reported. The following information is reported
for each Action:
-Contract Award #
-Status (Procurement Phase, Open, Closed, Terminated or Canceled)
-Original Contract Amount
-Firm/Individual Name
-Firm/Individual Nationality
-Method of Procurement Used
-Expression of Interest: Date of Federal Agency Approval, Date of
Publication in UNDB DG and/or Local Newspaper, Deadline for
Responses
-Solicitation Data: Date of Federal Agency Approval and Date of
Publication in UNDB DG and/or Local Newspaper, Deadline to
Receive Responses
-Evaluation Data: Number of Bids Received, Date of Federal Agency
Approval of Evaluation Report, Date Financial Proposal Opened, Date
of Federal Agency Approval of Contract Award, Date of Contract
Award, Date of Notice of Award, Date of Eligibility Verification
Date of Last Contract Past Performance Report (CPPR)
Amendments will include the following information:
-Modification Description
-Modification Amount
-Completion Date of Contract
Terms of Reference

Reporting Requirements
# Short Name Description Remarks
13 Procurement Plan The system shall be able to generate the content of the Procurement Implemented as part of
2 Plan/Report, in accordance with the Federal Agency pre-defined format. SITA arrangement with
MCC re: MCC reporting
The system shall be able to produce the mandatory Federal Agency requirements
Procurement Plan, which is submitted for Federal Agency approval
every six months, at minimum. The Procurement Plan includes a list of
proposed Items for procurement valued at $25,000 or more. Items are
re-submitted for approval if there is an amendment to the original
request and the original request data is retained. Procurement Items are
associated to the Program hierarchy (Project > Activity >SubActivity>
Task, etc.) and they include the following attributes:
-Unique Item ID
-Status (Planned, Submitted for Approval, Approved, Rejected)
-Description
-Fund Type (609(g), CIF, Program)
-Requirement Type (Goods, Works, Consultant Service, Non-consultant
Service)
-Method of Procurement Planned (QCBS, CBS, SIC, ICB, NCB)
-Estimated Start Date
-Estimated Value (USD)
-Common Procurement Vocabulary (CVP) Code
13 Procurement Implementation Plan The system shall produce Work Plan data required for the Procurement Implemented as part of
3 (PIP) Implementation Plan (PIP), including timelines, required approvals and SITA arrangement with
proper sequencing of procurement activities. MCC re: MCC reporting
requirements
Terms of Reference

Reporting Requirements
# Short Name Description Remarks
13 Fund Accountability Statement The system shall generate data for the auditable Fund Accountability Implemented as part of
4 Statement (FAS) on a Cash Basis (recording income when received and SITA arrangement with
expenses when paid) by Project and Activity. MCC re: MCC reporting
requirements
13 Ad Hoc Reports The system shall have ad hoc reporting capabilities. Core: SITACorp SwIFT
5 solution - Canned reports
available through SAP

13 Export Report Data The system shall allow users to export report data to formats including Core: SITACorp SwIFT
7 but not limited to Microsoft Word, Excel, Adobe Acrobat/PDF, solution
HTML and CSV.
13 Report Filters The system shall allow the selection of report criteria and/or filters, Core: SITACorp SwIFT
8 such as reporting periods or posting dates. solution
13 Varied Levels of 'Report View' The system shall provide a public view and specific views for Program Core: SITACorp SwIFT
9 Permissions staff based on role-based access controls. solution