Scoping Exercise for Alternative Accounting Software Solutions

Description

Summary of the work Conduct a scoping exercise for alternative accounting software solutions for NILGOSC, to include procurement and contract management functionality. The supplier will be required to produce a written report for presentation to NILGOSC detailing the findings of this scoping exercise, the report must include advantages and disadvantages of each solution recommended. Expected Contract Length 10-15 days over a 3-4 week period Latest start date Monday 30 March 2020 Budget Range Maximum budget is £10,000 Why the Work is Being Done NILGOSC has had its current accounting software (TAS Books) in place since April 2000 and the software has many constraints. Its current procurement processes are entirely manual. As a result of an audit recommendation in 2019 NILGOSC has committed to scope alternative accounting and procurement solutions. Problem to Be Solved NILGOSC is seeking a supplier to identify a number of accounting software packages from a range of software providers that will meet NILGOSC’s requirements for the processing of financial transactions. The software must be compliant with Making Tax Digital for VAT and should permit for integration of a suitable procurement and contract management module with the aim of making processes more efficient, in a cost effective and proportionate way. Additional areas for consideration as part of the identification of suitable packages should include: - Storing invoices electronically - Creation and approval of purchase orders electronically - Recording purchase orders against contracts to allow monitoring of spend by contract - Matching invoices to purchase orders - Integration with NILGOSC’s current pension software (Oracle database) - Integration with NILGOSC’s current payroll software (Sage payroll) - Integration with Microsoft 365 The supplier will also be required to review and recommend the technical specification prepared by NILGOSC. Who Are the Users The users of the current system are the finance team only but it is anticipated this may change going forward with the increased functionality of the integrated solution identified. Work Already Done NILGOSC has prepared a technical specification setting out high level requirements for an integrated finance and procurement package. Existing Team The supplier will work mainly with the Finance Manager, The Investment Accountant and Procurement Manager and the Accountant. Consultation with other members of the finance team may be required. Current Phase Discovery Skills & Experience • Demonstrate successful delivery of similar exercises - provide details of 2 projects where you successfully identified a range of suitable finance and procurement packages in line with the client’s requirements • Demonstrate knowledge of a range of finance and procurement packages available on the market • Proven expertise in finance and procurement processes within public sector organisations • Experience communicating effectively to engage with various stakeholders and users of a system in order to obtain the information necessary for a scoping exercise • Must be able to complete the work by 17 April 2020 Nice to Haves Previous experience working with Local Government Pension Schemes within the last 5 years Work Location The finance team is located at Templeton House, 411 Holywood Road, Belfast, BT4 2LP. Working Arrangments A mixture of on-site and off-site working as required. On-site working will be at 411 Holywood Road. No. of Suppliers to Evaluate 3 Proposal Criteria • The proposed approach and methodology for undertaking the scoping exercise • Skills and experience including knowledge of finance and procurement packages • Proposed deliverables and timeline for the scoping exercise • Outline how value for money will be achieved Cultural Fit Criteria • Work effectively with the NILGOSC finance team • Ability to share knowledge and experience with the team • Can work with clients with low technical expertise Payment Approach Fixed price Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Is there a current incumbent in play? No, there is no current incumbent. 2. Is any evidence expected in the last essential question - "Must be able to complete the work by 17 April 2020". How will this be evaluated? No specific evidence is required. Suppliers must confirm their capability to complete the work by 17 April 2020. 3. You mention about integrating into Contract management and Procurement modules. Does that mean you have those modules in mind or would you need us to specify them for you? NILGOSC do not have any contract management or procurement modules in mind, the supplier will be expected to specify these as part of the overall solution. The supplier is expected to either identify accounting software solutions with the contract management and procurement modules built into the software or identify accounting software solutions which have the ability to integrate with separate contract management and procurement software. This element of the solution is essential as NILGOSC believes that this will create the most efficiencies.