Objectives

The primary objective of this tender is to obtain business support services for the maintenance of the Human Resources SAP Payroll and Information System over a period of thirty-six (36) months. The organization seeks to enhance system functionality, ensure legislative compliance, support statutory reporting, and facilitate smooth system operations through qualified service providers.

Scope

The scope of work includes:

• Provision of resources and payroll system management.
• Management and support of the Spinifex structure and management reporting tools integrated with SAP HR/Payroll.
• Licensing of Spinifex and OrgPublisher organizational structure tools.
• System configuration to support business processes and reporting requirements.
• System upgrades, patches, and testing to ensure current functionality and future compatibility.
• Support and knowledge transfer services, including a helpdesk and on-site support.
• Input backup services for payroll processing.
• Development of new reports and system reconfiguration to meet changing statutory and organizational requirements.
• Cooperation with Johannesburg Water’s IT department for system integration, upgrades, and maintenance.
• Provision of a dedicated SAP HR support team, including an account manager and occasional junior support.
• Printing services for payslips and tax certificates via subcontracted printers.

Technical Requirements

The technical requirements encompass:

• Implementation and support of SAP HR modules for approximately 3,200 employees, excluding vendor and third-party payments.
• Configuration of the system to align with business policies, processes, and reporting needs.
• Provision of a communication link between the service provider’s operational center and Johannesburg Water’s headquarters, maintained at the provider’s expense.
• Regular application of system upgrades and patches, with thorough testing in development, QA, and production environments.
• Support for the organizational management and reporting tools, including future upgrades.
• Support for statutory reporting to SETA and adaptability to future reporting requirements.
• Provision of a helpdesk with defined support hours, prioritization procedures, and escalation processes.
• Close cooperation with JW’s IT department for system upgrades, interface maintenance, and troubleshooting.
• Implementation of a performance and compliance monitoring system via a User Committee.

Skills Requirements

The tenderer must demonstrate:

• Extensive experience in providing SAP HR/PY system support and maintenance, with a proven track record.
• Competency in configuring and supporting SAP HR modules for large employee datasets.
• Ability to develop and reconfigure reports to meet statutory and organizational needs, including future statutory changes.
• Expertise in system upgrades, patches, and testing procedures to ensure system integrity and functionality.
• Capability to provide support and knowledge transfer services, including a helpdesk staffed by qualified HR and SAP consultants.
• Experience in managing system interfaces, printing services, and backup support services.
• Ability to work collaboratively with Johannesburg Water’s IT department and adhere to contractual and legal requirements.
• Strong project management skills to ensure seamless transition, system upgrades, and ongoing support.