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 aims to replace manual payroll processes with an automated, efficient, and integrated system that ensures compliance with relevant legislation, enhances reporting capabilities, and aligns with Sasria’s cloud-first strategy. The service provider will also be responsible for providing ongoing support and training 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 (Financial and Operations).
• Integration of the payroll system with existing systems such as Microsoft D365 HR and Finance, Outlook, and WhatsApp chat agents.
• Provision of training and training materials for users and technical staff.
• Hosting the solution on a South African cloud infrastructure compliant with data regulations.
• Support and maintenance of the payroll system for 5 years, including monthly payroll runs, leave management, and reporting.
• Data migration, system analysis, testing, and documentation.
• Adherence to Sasria’s cloud strategy and security standards, including POPIA compliance.

Technical Requirements

The technical solution must:

• Manage deductions, earnings, tax calculations, compliance, payslip generation, employee back pay, leave calculation, salary payments, workflows, and payroll reconciliation.
• Support employee master data management, leave management, and reporting functionalities.
• Be accessible via desktop and mobile devices with role-based access control and single sign-on integration with Active Directory.
• Ensure data security through encryption, access controls, and audit trails.
• Be compatible with Sasria’s cloud-first approach, hosted on a secure cloud environment within South Africa.
• Integrate seamlessly with Microsoft D365 ERP and Outlook, and support chat interfaces like WhatsApp.
• Support system upgrades, data migration, and third-party integrations as specified.
• Include comprehensive testing (integration, stress, user acceptance) before go-live.

Skills Requirements

The successful bidder must demonstrate:

• Experience in implementing and supporting payroll solutions, with at least four reference letters from relevant clients within the last 5 years.
• Proven capability to deliver end-to-end payroll system implementation, including configuration, integration, testing, and support.
• Expertise in cloud-based solutions, especially Microsoft Dynamics 365 and related Microsoft technologies.
• Strong project management skills, with a project lead experienced in payroll system deployment.
• Knowledge of South African legislation related to payroll, tax, and data protection (POPIA).
• Ability to provide comprehensive training and documentation tailored to both technical and end-user staff.
• Capability to ensure system security, data integrity, and compliance with industry standards such as ISO 27001 and OWASP guidelines.
• Experience in data migration, system testing, and post-implementation support.