SPECIFIC PROCUREMENT NOTICE IT CONSULTING SERVICES

Transcription

1 SPECIFIC PROCUREMENT NOTICE IT CONSULTING SERVICES Procurement type: IT Application Services Title: Invitation for Expression of Interest of ERP Financial Accounting Phase II Project No. AIIB CP Deadline: July 12, 2018 Date: June 27, 2018 The Asian Infrastructure Investment Bank (AIIB) now invites Expression of Interest (EOI) from qualified IT consulting firms, to provide ERP Financial Accounting Services (Phase II). A shortlist will be prepared following the pre-defined selection criteria for participating in the selection process. The selection will follow AIIB s draft Corporate Procurement Policy, relevant rules and procedures. The letter of expression of interest (EOI) should provide information of the company s technical qualifications and experience in undertaking data management related service for international institutions in the past 3 years. The information should include: (i) name of the Project, (ii) name of the Client, (iii) duration of the similar cases, and (iv) a brief description of the similar cases. Firms should submit all related documents as required under Annex A and B to the following address in PDF format, before 24:00 PM, July 12, 2018 (Beijing time). Contact information: Corporate Procurement Division Address: it.procurement@aiib.org Facilities and Administration Services Department Asian Infrastructure Investment Bank B-9 Financial Street, Xicheng District BEIJING, CHINA Annex A Simplified Terms of Reference Annex B - Summary of Consultant Information 1 / 7

2 Annex A: Simplified Terms of Reference Terms of Reference ERP Financial Accounting Phase II 1. Background With the increasing volume of daily operation, AIIB started building its core financial accounting system using SAP Business ByDesign (ByD) in The project has gone live on Feb 5 th, Due to the increase number of business requirements and the Bank s IT system landscape, the current ByD system need to be further enhanced to support the daily financial accounting operation. Business department and IT Division has identified the need to further refine this SAP Application, while continue to run and maintain the systems for Business as Usual (BaU) activities. The main functions to be implemented in ERP Financial Accounting (FA) Phase II Project include the following (but not limited to): 1. On-site support service to provide daily operation support, including resolving daily tickets and incidents and providing support during period closing activities. 2. Advising on develop the segregation of duty (SOD) guideline. 3. Review and adjust the current user authorization based on the SOD guideline if necessary. 4. Provide support during IT audit. 5. E-banking Interface - BOC/ICBC via SWIFT 6. Build relevant automatic interface between ByD and other systems in terms of master data and transactional data. a. Integration between ByD and SuccessFactor (SF) b. Integration between ByD to eprocurement system c. Integration between ByD to Travel and Expense Management system (TEM) (ex. Concur if chosen) d. Integration between ByD to short term consultant management system (ex. Fieldglass if chosen) e. Integration between ByD and SAC for budget management system In addition to provide daily operation support, this project need to be closely integrated with the other projects running in parallel, such as eprocurement Phase II, TEM and etc, the project/system deliverable timeline maybe different between each other due to the dependency. 2. Objective The ERP FA Phase II project is aiming to: 2 / 7

3 2.1 Provide the daily support to the current up-and-running system. 2.2 Adjust the system authorization to ensure user access compliance. 2.3 Automate some existing functions and interfaces to increase the system capability of data governance. With the e-banking solution, the objective is to reduce the amount of manual effort and thus reduce the possibility of making manual mistakes with payment process. To improve the user experience with the IT systems To standardize the daily operation; thus to enforce and improve data governance with relevant IT systems 3. Scope of work The overall scope of this project can cover (but not limited to): Provide daily on-site support to the current up-and-running ByD system Support period-end closing activities Work with SAP back-end support for system upgrade Ensure AIIB customized and developed functions running stably Supply, installation, configuration, and maintenance of a solutions that meets AIIB s functional and technical requirements with the target system architecture design Provide system interface to integrate with other external systems Propose a fit for purpose solutions to support the requirements of AIIB Delivery approach and roll out plan to successfully implement the proposed solutions Provide necessary system report or log to support audit evidence collection Advising building up the segregation of duty guideline Conduct user authorization review based on the segregation of duty requirements Solution architecture and detailed design of the solutions Implementation services to support configuration, code development, and version/release management Provide support the solutions E2E testing process Data migration to newly implemented solutions Develop and support the training of AIIB s staff on the use of the new solutions Produce and deliver documentation for the development and transfer of critical / technical knowledge to AIIB 4. Timeline This project need to be closely integrated with the other projects running in parallel, such as eprocurement Phase II, TEM system and etc, the project/system deliverable timeline maybe different between each other due to the dependency. Below is the roughly estimated overall project timeline. Below are the estimated delivery timeline for the listed enhancements: Enhancements Timeline Daily On-Site System Support Providing Support During IT Audit; Support developing SOD guideline; Review and adjust user access if necessary 3 / 7

4 E-banking Interface - BOC/ICBC Build relevant automatic interface between ByD and other systems in terms of master data and transactional data. a. Integration between ByD and SF b. Integration between ByD to eprocurement system c. Integration between ByD to Travel and Expense Management system (TEM) (ex. Concur if chosen) d. Integration between ByD to short term consultant management system (ex. Fieldglass if chosen) e. Integration between ByD and SAC for budget management system 5. Deliverables With the above requirements on the main functions, we need the IT solution meeting our requirements as well as the implementation service to conduct the below activities and complete the relevant deliverables. For each go-live of the enhancement, the implementation team need to conduct the following activity and provide the following deliverables Requirements Understanding and System BluePrint Understand the as-is and design to-be business process Complete system design blueprint document/change document and obtain sign-off 5.2. System Development and Testing Complete system customizing and development Complete unit and integration testing Conduct structured-walkthrough with key users to ensure system design functionality meets business requirements 5.3. UAT and Training Prepare necessary UAT testing data in testing environment. Identify UAT test resources Prepare UAT Test script for various business scenarios and per department Support UAT testing Execute Fine-Tuning activities in UAT Complete Training to key users and support training for end-users 5.4. Deployment and Go-live Finalize the complete and detail Cutover Schedule Prepare go-live for production system Support to Migrate and Synchronize Transaction Data in Production System if necessary. Check and review updated master data, Fine tuning tasks in productive system based on Deployment document Go-Live: Release enhanced function to productive system to end users 5.5. Post go-live support Implementation team need to provide post go-live hypercare support for 6-8 weeks to ensure the function is working properly. After the hypercare period, the implementation need to complete official training to the support team. 4 / 7

5 To provide support for daily operations, we require the following service level agreement to be supported. A. On-site single point of contact for end user support of SAP ByD: Provide 5*8 onsite support person to solve the service request: Respond to VIP users requests with highest priority Respond to end users requests Respond to procurement and controller office department s requests B. Support service request from Procurement and CTL or other business department (On-site): Provide end-to-end data management service for ByD: o Responsible for account management in the ByD system; o Develop the segregation of duty guideline and adjust user access if necessary; o Responsible for the data record/permission change management in the ByD system; o Responsible for providing required data to dedicated positions/departments. Provide business process update / change management service for ByD: o Responsible for business requirement collection and understanding, record and report to AIIB Project manager; o Provide necessary system report or log to support audit evidence collection o Advising building up the segregation of duty guideline o Conduct user authorization review based on the segregation of duty requirements o Assist to design and implement basic business change into the system under the guideline of AIIB change and compliance management; o UAT and record changes before migrating to production environment, responsible for related document preparation. C. Support incident and problem management for ByD system (On-site): Provide end-to-end incident management service for ByD: o Responsible for incident analysis and reporting to AIIB Project Manager; o Assist for the incident resolving and coordination; o Help to provide the incident report with root-cause analysis. Provide problem management service for ByD: o Provide problem analysis report for high volume tickets/ significant system failure; o Assist to prepare the problem resolving plan and help to implement; o Help to provide the problem report with root-cause analysis, recommended solutions, final results. D. Expert service for ByD system (On-demand): Responsible for 2nd line support of service request, incident and problem for ByD; Responsible for business change understanding, design and implementation; Responsible for UAT support, test result signoff and migration; Responsible for system integration related test, improvement plan and implementation; Responsible for preparing training and other documents for business change, provide training in English to different type of users (including system Admin) when required. 5 / 7

6 E. Support IT and financial audit request by providing necessary system downloads, data and reports. 6. Qualification and Experience Required for Potential Vendors or Experts The firm undertaking the assignment should have a minimum of 5 years of direct experience in the related solutions implementation. Experience with implementing the related solutions with leading standards or frameworks. Experience with the system architecture and connectivity/integration of the related solutions. Experience with system integration between other IT systems to SAP ByD. 7. Documents Required in Your Response Please respond to each topic in the list below. Please provide you responses in an Excel format. Supplementary documentations can be provided in Excel, Word or PowerPoint formats. 7.1 Solution Proposal 7.2 Reference Cases 7.3 Project Team & Schedule 7.4 Proposed Deliverables 7.5 Resource Plan 7.6 Cost Estimation 7.7 Others, if any 6 / 7

7 Annex B: Summary of Consultant Information Note: Firm s Name: The information shall include but not limited to the following: Firm s basic information (base location, years of the experience, etc.) Firm s experience in the similar projects (name of the projects, main SOW, size, reference client names, etc.) Basic information Base Location Years of the Experience Names of three cases 1 Brief of information (Time, size, deliverable, etc.) Reference Client Names Contact person: / 7