Objectives

The primary objective of this tender is to appoint a qualified service provider to implement and support a payroll solution for Sasria SOC Limited. The solution should enhance payroll processing efficiency, accuracy, compliance with legislation, and integration with existing systems, supporting Sasria’s cloud-first strategy and operational needs over a period of 5 years.

Scope

The scope of work includes:

• Proposal, design, and implementation of a payroll system compatible with Microsoft Dynamics 365 (D365) and other internal systems.
• Integration with Microsoft D365 HR and Finance modules, Outlook, and chat agents like WhatsApp.
• Provision of training, documentation, and knowledge transfer to Sasria staff.
• Hosting the solution on a South African cloud infrastructure with security and compliance measures.
• System analysis, configuration, testing, and support post-implementation.
• Data migration, system upgrades, and ongoing maintenance for 5 years.
• Support for payroll functionalities including deductions, earnings, tax management, payslips, leave management, employee payments, workflows, and reporting.

Technical Requirements

The technical specifications include:

• Implementation of a cloud-based payroll system aligned with Sasria’s cloud strategy (D365 compatibility).
• Functional features such as deduction management, earnings calculation, payment frequency management, tax compliance, payslip generation, leave management, employee salary processing, workflow automation, payroll reconciliation, and reporting.
• Security features including role-based access control, user authentication linked to Active Directory, data encryption (in transit and at rest), and database security.
• Compliance with POPIA and ISO 27001 standards, with audit trail capabilities for all user actions.
• Accessibility via desktop and mobile devices, with system response times not exceeding 15 seconds.
• Integration with Microsoft D365 ERP (HR and Finance), Outlook, and WhatsApp chat agents.
• Support for system upgrades, data migration, and third-party involvement where applicable.

Skills Requirements

The successful bidder must demonstrate:

• Experience in implementing and supporting payroll solutions, with at least four client references from similar projects within the last 5 years.
• Proven capability in cloud-based system deployment, configuration, and integration with Microsoft Dynamics 365.
• Strong project management skills, including adherence to Prince2 methodology, with a detailed project plan outlining phases, milestones, and resources.
• Technical expertise in system analysis, configuration, testing (including user acceptance testing), and support services.
• Capability to provide comprehensive training and documentation tailored to different user roles.
• Knowledge of South African legislative requirements related to payroll, tax, and data protection laws (POPIA).
• Ability to ensure system security, confidentiality, data integrity, and compliance with ISO 27001 standards.
• Capacity to deliver ongoing support, maintenance, and system upgrades over the 5-year contract period.