Objectives

The primary objective of this tender is to appoint a qualified service provider to implement a Project and Portfolio Management Information System (PPMIS) for SARS's Enterprise Programme Management Office (EPMO). The new system aims to enhance SARS's ability to manage multiple projects and programmes efficiently, ensuring integration, scalability, configurability, and support for end-to-end project lifecycle management, demand management, risk assessment, scenario planning, resource allocation, and reporting.

Scope

The scope encompasses the provision, configuration, customization, integration, data migration, training, support, and maintenance of a comprehensive PPMIS. The solution can be off-the-shelf, customized, or SaaS-based, provided it meets SARS's technical and functional requirements. It includes:

• Demand management, business case capturing, prioritization, and lifecycle tracking
• Inter-project dependencies, master records, hierarchies, and scenario planning
• Resource capacity, capability, and timesheet management
• Stakeholder management and audit trail
• Integration with Microsoft Project, SARS document repositories, BI tools, and other enterprise systems
• Real-time and offline data access, mobile support, and cloud/on-premise deployment with South African data residency
• Security, user management, role-based permissions, single sign-on, and data protection
• Training, change management, transition, and ongoing support
• Licensing, pricing, and cost management over a four-year contract period

Technical Requirements

The solution must demonstrate the following:

• Architecture: scalable, available, high-performance, web and mobile interfaces, supporting evolving UI requirements, with configurability and minimal custom code.
• Integration: support for APIs, bidirectional schedule import/export, integration with MS Project, Remedy, SharePoint, Documentum, SAP HR, Active Directory, Power BI, and other enterprise systems.
• Data Management: real-time or near real-time data updates, central data repository, offline access, and controlled data ingestion.
• Security & User Management: role-based permissions, field-level access, single sign-on, audit trails, digital rights management, and compliance with SARS security policies.
• Configuration & Customization: support for templates, workflows, notifications, attribute management, hierarchies, health dashboards, baseline and schedule management, document management, and change request workflows.
• Performance & Scalability: support for future growth, transaction volume, user base, and evolving requirements.
• Training & Support: comprehensive, role-based training in multiple formats, ongoing support, and knowledge transfer.
• Deployment: cloud-based with South African data residency or on-premise, with detailed hosting and support arrangements.

Skills Requirements

The bidder must demonstrate:

• Technical Expertise: proven experience with enterprise project and portfolio management systems, system integration, data migration, security, and cloud/on-premise deployment.
• Implementation Skills: ability to configure, customize, and integrate complex systems aligned with SARS processes and requirements.
• Support & Maintenance: capacity to provide ongoing technical support, system updates, and user training.
• Project Management: structured methodology (agile, hybrid, or predictive), clear team composition, detailed project schedule, risk management, and change control.
• Knowledge Transfer: comprehensive training programs, documentation, and knowledge transfer plans to enable SARS to operate and maintain the system independently.
• Security & Compliance: expertise in implementing role-based access, data protection, and compliance with SARS security policies and legislation.