Terms of Reference (TOR) For

Developing Hashoo Foundation ERP System

 Background:

Hashoo Foundation is a non-profit that serves the underprivileged through humanitarian and capacity-building approaches across Pakistan, aligned with the SDGs, Hashoo Foundation maintains a thematic focus to facilitate national priorities with greater social impact in the following areas such as Climate Change/Environment, Entrepreneurship/Employment and Economic Growth and Social Sector Development. As an apex entity, HF focuses on action research and policy advocacy, linking local learning with international research and wider development, engaging with the public sector, academia, national/global networks, and private sector entities

Objective:

HF is seeking proposals from qualified IT Firms to assess ERP System (further Software/Database Applications) needs and provide recommendations for suitable software. Interested applicants should provide an estimate of all costs associated with the service. HF will evaluate the proposals to determine which Applicant’s solution meets the organization's requirements.

Scope of Work in ERP System

 HF Program/Project Management

• Operations Management System
• HR Management System
• Financial Management System
• User Management System Accounting
• Sharing Point System

 Human Resource Management System

 Recruitment Process Management

 Personnel Requisition

• Requisition Approval from CA
• Job Postings
• Shortlisting
• Interview Scheduling & Scoring
• Candidate selection
• Offer letter
• Reference Check
• Contract Management

Employee Profiles

 Employee Profile with all details

• Location placement i-e core office, regional office, HF, HHA & HT

Performance Management

• Employee KPIs
• Employee Appraisals
• Performance Tracking
• Employee Allowances & Deductions
• Payroll Management
• Experience Certificates
• Warning Letters
• Appreciation Letters
• Welcome Note/Card
• Birthday Card
• Employee Allowances & Deductions
• Salary Slip
• Final Settlements/Exit Interviews/Clearnce Approvals &Tracking
• Integrated with Financial Management System

Attendance and Leave Management

 Employee Attendance (manual & bio-matric machine integration)

• Employee Leaves Management (requisition to approval)

Repository Management

• Digital databank/repository of employee documents

Dashboard & Reports

• Customized Reports with analytics capabilities
• Dashboard with HR metrics

Grievances Management & tracking

 Disciplinary Actions/Harassment actions management & tracking     

 Learning & development Management

 Training Callender management & tracking

• Certificates Generation/modifications

Operations Management System

Procurement Module

  Purchase Requisition

• From different departments/regional offices/business units
• Predefine templates to be used

  Budget Management

 Budget Allocation & budget constraints

Approval Workflow

• Proper authorization at each stage of the procurement process.

Supplier/Vendor Management

 Supplier/Vendor profiles

• RFQ management
• Quotation management

Comparative Statement

• Evaluation and comparison of supplier quotations based on predefined criteria

Purchase Order

• Auto generated and auto sending of POs via email

Goods Received

Invoice Management

Payment Approval

Dashboard & Reports

• Customized Reports with analytics capabilities
• Dashboard with procurement metrics

 Module

 Inventory Issuance

• Inventory issuance to different users/departments/regional offices/business units

Inventory Movement

• Inventory movement between different departments/regional offices/business units

Location Tracking

Inventory Condition Evaluation

• Identification of active/usable/damaged/obsolete inventory items

Inventory Repository

• Record keeping of all inventory items

Approval Workflow

• Approval cycle of inventory requisition to issuance

Repair Request

Inventory Tagging

• Special barcodes/QR-Codes for inventory items

Dashboard & Reports

• Customized Reports with analytics capabilities
• Dashboard with inventory metrics

 Admin Module

 Fleet Management Module

• Fleet Profiles
• Fleet Movement
• Fleet Tracking
• Fleet Fuel Management
• Fleet Repair & Maintenance
• Fleet Allotment Management
• Fleet Requisition
• Fleet Allocation

 Asset Management Module

• AJC, Generators and other electronic/electrical equipment Profiles
• AJC, Generators and other electronic/electrical equipment Tracking
• AJC, Generators and other electronic/electrical equipment Repair & Maintenance

Petty Cash Management Module

• Petty Cash Allotment
• Expenses Tracking
• Evaluation & Replenishment of Funds

Consumable Inventory Management Module

• Inventory management of Milk, Sugar & other kitchen / Washroom (detergent,

tissues etc.) supplies

Travel Management Module

• Travel Requisitions
• Ticket & Accommodation Booking
• Fleet Arrangements

Dashboard & Reports

• Customized Reports with analytics capabilities
• Dashboard with inventory metrics

 Program Management System

 Project Management Module

• Proposal management
• Agreement management
• Project planning & implementation plans
• Project activities, milestones & objectives
• Project indicators & tracking
• Geographical locations
• Project beneficiary management

Activity Monitoring

• Tracking and monitoring project activities, milestones, and

Progress

Monitoring & Evaluation

• Tracking of project indicators, performance metrics, MOVs and evaluation

results.

 Project Repository

• Storage & management of project-related materials, such as forms, banners,

brochures, and other resources.

• Centralizes the storage and management of project-related documents, including

technical proposals, financial proposals/budgets, DIPs, contracts, TORs, and reports.

Dashboard & Financial Reports

•  Customized Reports with analytics capabilities
•  Dashboard with program metrics

 Financial Management System

 General Ledger Module

• Chart of Account
• Journal Entries
• General Ledger

Budgeting and Forecasting Module

• Allocation, tracking, management and forecasting of budgets for different

projects/departments/business units

Accounts Payable Module

• Account Payable & payment processes
• Vendor management
• Invoice tracking

Accounts Receivable Module

• Account Receivable processes

Expense Management Module

• Expenses claims/requests
• Tracking and management of expense reimbursements
• Approval workflow

Cash Flow Management Module

• Management and monitoring of cashflows
• Cash forecasting & projections
• Liquidity analysis

Bank Reconciliation Module

• Bank management
• Bank statement reconciliation

Integration and Automation Module

• Integrated with all other modules i-e Payroll, Procurement, Inventory etc.

Dashboard & Financial Reports

• Customized Financial Reports with analytics capabilities
• Dashboard with financial metrics

 User Management System

 User Logins

• Roles Management
• Document Flows
• Document Actions

 Sharing point application

 A SharePoint application is a customizable, standalone web application (or if possible, integrated with ERP) that extends the functionality of a SharePoint site, allowing users to perform specific tasks or access resources directly within the SharePoint environment. These apps can be pre-built and purchased from the SharePoint Store, or they can be developed by organizations or third-party developers to meet specific needs. 

Here's a more detailed explanation:

Standalone Functionality:

SharePoint apps operate independently within the SharePoint environment, offering specific features or functionalities without disrupting the core SharePoint experience. 

Customization:

Many SharePoint apps are customizable, allowing users to tailor the app's appearance and behaviour to fit their specific requirements. 

Enhanced User Experience:

By providing specialized tools and features within SharePoint, these apps can streamline workflows, improve productivity, and enhance the overall user experience. 

Examples of App Use Cases:

SharePoint apps can be used for various purposes, including time and expense tracking, customer contact management, data connection and reporting, and more. 

Access and Permissions:

Only users with appropriate permission levels can add and utilize apps within a SharePoint site, ensuring data security and proper access control

 Last date for the submission of quotation is April 30, 2025