TENDER NO: ETDPSETA/MISAUDIT&SCOPING/ TERMS OF REFERENCE FOR SETA INTERGRATED INFORMATION SYSTEM AUDIT AND SCOPING

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1 TENDER NO: ETDPSETA/MISAUDIT&SCOPING/ TERMS OF REFERENCE FOR SETA INTERGRATED INFORMATION SYSTEM AUDIT AND SCOPING 1. BACKGROUND ETDP SETA s vision is to promote and facilitate the development and improvement of the skills profile of the sector s workforce in order to benefit employers, workers and employees in the ETD sector. The sector is made up of the following major constituencies: - Departments of Basic Education and Higher Education and Training; - Early Childhood Development; - Further Education and Training Institutions as employers; - Independent schools; - Public school governing bodies as employers; - Private education and training institutions; - Public higher education institutions; - Research organisations; - Non-Governmental Organisations; - Trade unions as employers; - Political parties as employers; - Libraries and archives; and - Adult basic education and training centres 2. INTRODUCTION: The ETDP SETA is looking for an Information System Consultant who will perform the MIS audit and scoping exercise for the acquisition of an integrated and web based Management Information System (MIS) that is able to manage the administrative activities of the organisation. The system should comprehensively cover all the operational requirements that pertain to the fulfilment of the ETDP SETA skills development mandate. The contracted service provider should further provide: - Detailed audit and analysis of the ETDP SETA s current MIS - Detailed analysis of the ETDP SETA system requirements linked to business processes. - Determine the level of proposed MIS integration with existing systems. - Development of Terms of Reference (TORs) for the newly proposed MIS. 1

2 3. OBJECTIVE AND PURPOSE OF PROJECT: The ETDP SETA intends to contract the services of Information Systems (IS) development consultant from a reputable IS service provider to conduct a detailed audit, analaysis and scoping exercise to determine the Management Information Systems (MIS) requirements at a business process level. The scoping exercise will extend into looking at all other systems that will support business processes of the organisation. The specific objective of this assignment is to ensure that a system audit is carried out for all the ETDP SETA system requirements that support business processing in order to enable the organisation to fulfill its mandate. Such a system will be effectively used by all ETDP SETA offices (including provincial offices). 4. SCOPE OF WORK The experts will be required to: - Perform an audit and analysis of the organisation s current MIS to determine the gaps in the systems implementation plan linked to business processes. - Evaluate the current ETDP SETA business processes with regard to their effectiveness and efficiency and provide recommendations for improvement, specifically with regard to the potential of the integrated MIS System - This exercise will look at those aspects of the MIS business processes which will require additional functionality from the system point of view - Analyse the current MIS (Datanet application) and come up with recommendation for an improved MIS. Organising workshop with the users of the application to determine the requirements for system enhancements and changes - Look into the level of MIS integration with other existing systems and provide the recommendation for the integration level - Provide a recommendation of the technology platform development for the MIS - Provide the hardware recommendation for the proposed information systems that will support business processes - Analyse and improve on the current ToR for the MIS for acquisition of the new Integrated MIS system 2

3 Areas of focus for this audit and scoping exercise will include: - Business Process Analyses - Overall ETDP SETA system audit - Monitoring and Evaluation - Integration with and reporting to major stakeholders - Usage demographics (who does what, where, etc) - Reporting content and cycles with reference to specific audiences 5. DURATION OF THE ASSIGNMENT It is expected that the IS consultant will complete this assignment within the period of three weeks. 6. PROJECT OUTPUTS/DELIVERABLES The following outputs/deliverables will be expected for the duration of the project contract period: - Inception report detailing the programme of work to be implemented against these ToRs. - The project charter with a detailed project plan developed in MS Project indicating all the timeframes for deliverables. - Each of the major business processes will be identified and described. The way that the systems will support the processes will also be specified. Cognisance will also be taken of the geographic dispersal of function and reporting and the potential system implementation options to support these. - The points of integration with external systems will be identified. - Terms of Reference for the acquisition of the Integrated MIS. 7. PERFORMANCE MEASURES The Service provider will be measured against the following: - The timing and quality of the inception report and project charter - Their ability to meet deadlines timeously - Accuracy and integrity of the report 3

4 - Ability to engage appropriately with relevant ETDP SETA business unit s heads and staff members - Acceptable quality of completed reports and ToR 8. DESCRIPTION OF EXPERTISE REQUIRED The following expertise is required to carry out the assignment: - Extensive consulting experience in the business analysis, business process mapping and systems analysis and design - Ability to conduct workshops for systems requirement gathering sessions - Proven ability in the development of MIS ToR - An ability to collate data and produce reports - An ability to work speedily and accurately with attention to detail In order to fulfil the above, the required expertise of an expert has been composed as follows: Information System Consultant : A Consultant should be holding a three or four years degree in Information Systems/ Computer Science with at least five to eight years consulting experience in the business analysis, systems analysis and design. 9. EVALUATION CRITERIA THE ETDP SETA APPLIES THE PROVISIONS OF THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, NO 5 OF 2000 and Preferential Procurement Regulations, The value of this bid is expected not to exceed R (all applicable taxes included), therefore the 80/20 preference point system shall be applicable Preference points for this bid shall be awarded for: Price 80 B-BBEE status level of contributor 20 In order to facilitate a transparent selection process that allows equal opportunity to all services providers, the ETDP SETA will adhere to its policy on the appointment of services providers. 4

5 10. SUBMISSION OF TENDER The completed submissions of 4 hard copies must be posted or hand delivered to: The ETDP SETA Head Office Riverwoods Office Park 24 Johnson Road Bedfordview Johannesburg Submission can be hand delivered between 08h00 and 16h30 Monday to Friday prior the closing date 08 March Submission should be in a sealed envelope marked: The ETDP SETA MIS Project Tender Number: ETDPSETA/MISAUDIT&SCOPING/ QUALIFYING CRITERIA Covering letter Covering letter/ Invitation to Bid SBD 1 Original valid Tax Clearance Certificate B-BBEE Status Level of Contribution Proof of SITA preferred supplier registration CIPRO Registration documentation Budget / Pricing schedule A description / Profile of the organization Preference Certificate as part of the Preferential Procurement Regulations, 2011 SBD 6.1 Bidders past history SBD 8 Declaration of Interest SBD 4 Certificate of Independent Bid Determination SBD 9 Profile of key IS Consultant and CV s to be attached. Proven ability in the development of MIS ToR Ability to conduct workshops for systems audit and requirement gathering sessions Ability to engage appropriately with relevant ETDP SETA business unit s Extensive consulting experience in the business analysis, business process mapping and systems analysis and design An ability to collate data and produce reports 5

6 12. CLOSING DATE AND TIME 08 March 2013 at 11h00 No late submission will be accepted! 13. ENQUIRIES AND CONTACT PERSON All Bids/Tenders (completed in (x4) Hard Copy 1x Original and 3x copies) should reach the ETDP SETA Offices; Riverwoods Office Park; 24 Johnson Road; Bedfordview; Johannesburg on or before 11h00am on Friday the 08 March 2013 NO telephonic or any other form of communication relating to this bid will be permitted with any other ETDPSETA member of staff either by Bidders (as collective bidding team or individual team(s) of the bidding team),representative of Bidders,associates of Bidders, shareholders of Bidders, other than with the named individual stated below. ANY MEANS OF ATTEMPTING TO INFLUENCE ADJUDICATION PROCESS OR OUTCOMES OF ADJUDICATION PROCESS WILL RESULT IN IMMEDIATE DISQUALIFICATION OF THE ENTIRE BIDDING TEAM. All enquiries regarding this bid must be in writing only and be directed to : Veli Msane,Supply Chain Manager: NB: The ETDP SETA applies the provisions of the Preferential Procurement Policy Framework Act, No.5 of 2000 and the Public Finance Management Act, 1999, Framework for Supply Chain Management 6