Objectives

The primary objectives of this tender are to:

• Implement an integrated, modern HRIS solution combining core Human Resources Management, Payroll Processing, and Employee/Manager Self-Service functionalities on a single platform.
• Enhance operational efficiency by automating manual HR and payroll processes, reducing administrative workload, eliminating duplication, and minimizing human error.
• Ensure full statutory and legislative compliance with South African labour laws, SARS requirements, and relevant acts, with automatic updates for legislative changes.
• Improve data accuracy, integrity, and security via a centralized employee database, real-time synchronization, audit trails, and compliance with POPIA.
• Provide user-friendly self-service capabilities for employees and managers to perform routine HR and payroll tasks online, increasing satisfaction.
• Enable strategic decision-making through real-time dashboards, analytics, and comprehensive reporting on workforce metrics.
• Achieve cost savings by reducing reliance on manual, paper-based systems, third-party services, and overtime.
• Facilitate seamless integration with existing financial, biometric, attendance systems, and third-party applications via APIs.
• Build internal capacity through training and knowledge transfer for long-term system ownership.
• Deliver a scalable, future-proof solution accommodating organizational growth and evolving needs with high system availability.

Scope

The scope of work includes:

• Provision of an integrated HR and Payroll system that complies with the Municipal Systems Act, Municipal Finance Management Act, and Staff Regulations.
• Implementation of functionalities such as budgeting for full organizational structure, vacancy management, project cost allocation, and scenario analysis.
• Support for payroll calculations including deductions, bonuses, net pay, and statutory compliance, with reconciliation and integration with current ERP (Phoenix ERP).
• Automation of leave, bonus provisions, and long-service allocations based on historical trends.
• Management of employee records, leave, training, travel claims, benefits, deductions, and ad hoc payments.
• Support for multiple payroll types, salary slips (hardcopy and electronic), and bank payment integration.
• Provision for third-party deductions, variance reporting, back pay calculations, and dummy validation runs.
• Accommodation of vacancies, organizational changes, and legislative updates within the system.
• Integration with financial systems, biometric/time attendance, disciplinary modules, and reporting tools.
• Implementation of a secure Employee Self-Service portal for leave applications, personal info updates, payslip viewing, and document uploads.
• Delivery of project timelines, training, and capacity building to ensure sustainability.

Technical Requirements

• Comprehensive HR and Payroll modules supporting budgeting, vacancy management, scenario analysis, and legislative compliance.
• Support for multiple payroll types, automated tax updates, and flexible legislative change adaptation.
• Automated reconciliation, bank payment support, and third-party deduction management.
• Real-time data synchronization, audit trails, and security features to protect personal data.
• Web and mobile accessible self-service portal with customizable permissions and privacy controls.
• Ability to generate reports on attendance, clocking, absences, late arrivals, and management metrics.
• API support for integration with existing financial, biometric, and other third-party systems.
• Support for cloud hosting, data backup, and disaster recovery.
• User management, role-based access, and audit logging capabilities.

Skills Requirements

• Proven experience in implementing integrated HR and Payroll systems, with at least 2-4 similar projects completed successfully.
• Minimum of 5 years’ experience in HRIS and payroll system deployment, with MSCOA compliance.
• Qualified project management team with minimum 5 years’ experience, including certified project managers.
• Technical team with expertise in system integration, API development, cloud hosting, and data security.
• Capability to provide comprehensive training, user support, and knowledge transfer to municipal staff.
• Demonstrated ability to deliver scalable, future-proof solutions aligned with organizational growth.
• Provision of relevant certifications, appointment letters, CVs, and proof of experience for key personnel.