INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION For NGOs CO-ORDINATION BOARD, KENYA

The Non-Governmental Organizations Co-ordination Board (NGOs Coordination Board) herein also referred to as NGOCB is a State Corporation (regulator) in the republic of Kenya under the Ministry of Interior & Coordination of National Government, and was established by the Non-Governmental Organizations Co-ordination Act No. 19 of 1990. It is currently headquartered at the Cooperative Bank House, Nairobi on 14th & 15th floors in addition to regional presence in Mombasa, Kisumu, Garissa and Eldoret. NGOCB has the responsibility of registering, regulating and enabling the NGO sector in Kenya. To date, it has registered approximately 11,000 entities with an average increment of 500 entities per annum.
The Board is anticipated to transition to the Public Benefits Organization Authority-PBOA as and when the PBOs Act, 2013 is implemented. This therefore means demand on the Board’s services as a regulator are expected to increase due to the expanded mandate & increased number of organizations (up to 100,000) falling under its regulatory oversight.

The main objectives of engaging a consultant (the word consultant is herein implying a consulting firm) for this assignment are as follows:
a. Development of web enabled integrated Enterprise Resource Planning (ERP) solution for supporting NGOCB operations
b. Establish and maintain a robust Online, Real-time, Web Based, Database Monitoring System (ORDBMS) that enables to get real time data and statistics for timely decision, policy making, monitoring and project implementation for the NGOCB related activities and service delivery.
c. The ERP solution should integrate all independent software modules that are supporting operations of NGOCB and also interface with other external portals for information sharing e.g. e-citizen, KRA, Immigration etc.
d. The ERP solution should manage major business processes that include Budgeting, Expenditure, Donor support /Financing, Project monitoring /evaluation, Fund Management etc.
e. Strengthen the monitoring capacity of the company based on different projects for proper decision making support to top managers.
f. Modernize and strengthen the e-Governance system by implementing online web based NGOCB ERP at central level for NGOCB and department/divisions under the NGOCB.
g. Build a sound networking system, data collection mechanism, work flow system, monitoring and reporting mechanism between Central NGOCB office and regional units.
h. The HR management system should support operation on Personnel Management (Personal Data, Leave Management, Travel Management, Salary Management, Performance Evaluation),Time Management, Personal Development (Trainings, Performance Evaluation), Document Registration, Document Management System (Store and Search Document, access control ), Payroll and Tax calculation
i. Build a system that exploits and utilizes Artificial Intelligence (AI) tools.
j. The ERP solution should strictly adhere to the ICT Authority standards architecture & any other established laws, regulations & framework for acceptable ICT governance & security standards.
k. Knowledge management for the employees involved in the information management system.