Microsoft Dynamics 365 ERP System for icddr,b” Acquisition and On Premises Implementation

Item Description:

The International Centre for Diarrheal Disease Research, Bangladesh (icddr,b) is a non- profit health research institution located in Dhaka, Bangladesh.

Dedicated to saving lives through research and treatment, icddr,b addresses some of the most critical health concerns facing the world today, ranging from improving neonatal survival to HIV/AIDS. In collaboration with academic and research institutions throughout the world, icddr,b conducts research, training and extension activities, as well as program-based activities, to develop and share knowledge for global lifesaving solutions. The annual budget of the organization in the most current fiscal year is around US$70M.

With the current ERP (Microsoft Dynamics) system becoming obsolete very soon, it is imperative to replace this system, and it has become essential that all of our business processes and information systems be integrated into a single technology platform using a common database and common development environment.

icddr,b invites all eligible entities which fulfil the mandatory eligibility criteria to compete in the bidding process.

Statement of purpose

The first step in this progression is to establish a common set of processes throughout our organization. This strategy is particularly focused on implementing a wide Enterprise Resource Planning package or ERP software system, which will form (define) the core technology, database, and development environment to be utilized by the organization.

The purpose of this document is to solicit proposals for supplying an ERP software solution to icddr,b. This solution is intended to form the basis for all future systems and programs within icddr,b for the next 10 years. Most of the existing systems within icddr,b will be replaced by the selected ERP system except for those which can be interfaced.

PROJECT SCOPE

The following high-level business processes (but not limited to) will be under the scope of ERP implementation project:

• Finance
  • Accounts (including Project-based accounting)
  • Budget, Planning and Forecasting
  • Budget and Costing
  • Project/Grant Management and Compliance
  • Fixed Assets
  • Inventory management
  • Invoice and Financial Report
  • Payroll
  • Treasury
  • Financial Analysis & strategy development
  • Provident Fund Management System
• Human Resources
  • HR Planning
  • Recruitment and Staffing (Internal and External)
  • Training & Development
  • Performance Management
  • Staff Administration
  • Compensation & Classification
• Research Management
  • Donor Management
  • Grant Management
  • Subcontracts Management
  • Research/Protocol & Activity Workflow
  • Funding Opportunities
• Supply Chain Management
  • Advance planning and sourcing
  • Planning to Contract Management
  • Procure to Pay process
  • Vendor Management
  • Warehouse and transportation
  • Fixed Assets Management
  • Stock and non-stock Item Management
  • Inventory Analysis
  • Asset Management / Inventory Management
  • Self-Service Procurement in ERP
• Facilities management
  • Lease Administration
  • Bio-Medical engineering services management
  • Civil Engineering services management
  • Cafeteria Management
  • Guest House management
  • Electrical Engineering services management
  • General Services management
  • Travel Services Management
  • Transport and Fleet Management
  • Conference room booking
  • Mail and Laundry Management
  • Utility bills management
• Legal and contracting
  • Grant Monitoring Process
  • Sub Grant Monitoring & Assessment Process
  • Tracking of Contract Approval Form
• IT
  • User & Role Management
  • Workflow Management
  • Integration/interfacing management
  • Audit and log management
  • Administration through Interface
  • Data Warehouse management
  • Business Intelligence
  • Backup & Recovery Management
  • Job and scheduling management
  • System change request management
• Audit
  • Audit management
• Laboratory Services
  • Biorepository management including auto-collection of charges
  • Media requisitioning and auto-collection of charges
  • Bio-repository system for archiving specimens
  • Notification for periodical report submission for different Projects to the Donors /Stakeholders
  • Auto alerting for financial reporting (sending the invoice to Donors) and Technical Report Submission to Donors/Other Stakeholders from Finance/P.I.
• Digital Signature Solution
• Development and Communications
  • Audio-visual, creative work, translation/editing, visiting card
  • Communications work (audio-visual requisition)
  • Donor management and reporting
  • Auto internal memo
  • Contact Management
  • Hospital Appeal
  • Fundraising activities
• Interfaces will be required with the following systems but not limited to:
  • Hospital Management System (Dhaka & Matlab)
  • Laboratory Information Management System
  • Document Management System
  • Employee Time Attendance Management System
  • Different Web-Based Applications (icddr,b intranet, Web portal)

The ERP Scope of Work and ERP module details are spelt out in Appendix – B; however, during the discovery, icddr,b may make its modifications if necessary.

CURRENT COMPUTING ENVIRONMENT IN ICDDR,B

icddr,b uses Microsoft Outlook 2019 in its organization-wide e-mail application. Microsoft Office suite is the corporate standard desktop application. The majority of laptop/desktops are running different versions of the Windows operating system (Windows 7/8/10).

Current icddr,b locations and employee numbers

icddr,b facilities are located as follows:

• Head Office: Mohakhali, Dhaka 1212, Bangladesh
• Matlab Health Research Centre: Chandpur, Bangladesh
• (Matlab Hospital, Surveillance system, Research support platforms).
• Satellite Offices: Mirpur, Chakaria, Teknaf and field offices in various locations throughout Bangladesh.

icddr,b employee numbers:

• Around 5,000 full-time employees for all locations.

Limitations of current ERP:

• icddr,b’s current ERP system unable to meet the latest business processes and needs of the organization in the following areas:
• The systems consist of a series of non-interconnected applications in which the same information is often keyed-in manually into multiple systems.
• The information generated by the system for the same items is available from different parts of the system and, sometimes varies with that generated from some other portion of the system.
• Several modules are not integrated, and reporting is made difficult.
• icddr,b current system has been identified by donor reviews with several deficiencies in meeting management and donor requirements

EXPECTATIONS FROM NEW / PROPOSED ERP

1. Define a single enterprise-level (dynamic application like complete setup/configure by UI based) technology platform, including infrastructure as well as application and database, which will define the basis for supporting the business processes and objectives of the organization
2. To ensure interfaces are provided with current systems as identified.
3. An efficient and faster system which meets all business requirements through end-to-end automation and accessible from anywhere.
4. Improve our ability to meet our donors and stakeholders and thereby achieve a competitive advantage
5. Improve operational efficiencies and reduce operational costs .
6. To increase efficiency and effectiveness by eliminating manual and duplicate work.
7. To take decision using artificial Intelligence enabled Business Intelligence tools for all modules (i.e. Finance/ HR/ Supply chain/ Inventory Analytics etc.) with predictive analysis.
8. Ensure compliance with the standards and applicable policy in financial reporting and disclosures
9. Putting controls in place for ensuring compliance with organizational policies and procedures, and mitigating risk of occurring fraud and error.
10. Paperless business processes with digital signature

The desired corporate-wide business system will be targeted for the following infrastructure and platform environment:

• Converged infrastructure (VMware vSphere 6.5, Hyper-V)
• Network equipment Cisco ( Firewall, Router, Switch)
• Antivirus and IPS (Trend Micro Security)
• Spam and web firewall (Barracuda)
• Email (Microsoft Exchange 2010)
• Domain and SSO (Microsoft Active Directory)
• Backup and recovery (EMC networker and Data domain)

We are looking for an ERP software system that uses a web interface and mobile application.

PRODUCT REQUIREMENT

Microsoft Dynamics 365 for icddr,b ERP Solution.

Download RFP Document