Objectives

The primary objective of this tender is to supply, install, commission, and maintain a comprehensive Human Resources and Payroll System, including Time and Attendance Control System and Employee Self-Service Solution, for uMshwathi Municipality over a period of 36 months. The system aims to modernize HR and payroll management, ensure compliance with MSCOA and municipal regulations, reduce costs, eliminate wastage, and enhance productivity through ICT innovations.

Scope

The scope encompasses:

• Provision of a centralized HR and Payroll System supporting all municipal employees (permanent, temporary, contract, elected officials).
• Modules including Human Resource Management, Payroll Management, Employee Self-Service, Payroll Sub Ledger, Personnel and Job Profile Management, Equity and Skills Management.
• Support for employee lifecycle events: hiring, promotions, transfers, leave, termination, retirement, and document management.
• Payroll processing with support for multiple pay frequencies, statutory and voluntary deductions, allowances, bonuses, arrears, and retroactive adjustments.
• Benefits and pension management, bank payment processing, reporting, auditing, and integration with other municipal systems.
• Time and Attendance & Leave Management, including clock-in/out, leave applications, approvals, accruals, and overtime tracking.
• Employee Self-Service functionalities: submitting leave applications, updating personal info, viewing payslips, IRP5s, and generating reports.
• Support for compliance with relevant laws, regulations, and collective agreements, including POPIA and Labour Laws.
• Deployment options (on-premises or cloud), ongoing support, maintenance, and training.

Technical Requirements

The technical specifications include:

• Modules supporting employee management, payroll processing, leave and attendance, benefits, disciplinary records, health & safety, organizational structure, and compliance reporting.
• Automation of payroll calculations, statutory and voluntary deductions, and bank payments.
• Robust security features: role-based access, encryption, audit logs, and data protection mechanisms.
• High performance capable of processing payroll for all employees within acceptable timeframes, supporting concurrent users.
• System reliability with high availability, automated backups, and disaster recovery.
• Scalability to accommodate workforce growth and future regulatory changes.
• Integration capabilities with financial systems, time and attendance systems, banking, and other municipal systems.
• Compliance with relevant legislation including MSCOA, MSR, POPIA, Labour Laws, and collective agreements.
• Deployment flexibility (on-premises or cloud) with regular updates and technical support.

Skills Requirements

The tenderer must demonstrate:

• Proven experience in implementing HR and Payroll systems in municipal or similar public sector environments, with references for at least 5 projects undertaken in the last 10 years.
• Qualified personnel including team members with:
• At least 8 personnel with HR Management qualifications.
• At least 8 personnel with Level 6 IT qualifications.
• Personnel with accounting or financial management qualifications.
• Capability to provide ongoing support, system upgrades, and user training.
• Ability to develop and generate compliance reports such as EE, WSP/ATR, and audit trails.
• Expertise in data security, system integration, and compliance with POPIA and other relevant legislation.
• Capacity to deliver phased implementation over 36 months, with detailed project management and support plans.