Background

The Zimbabwe Capacity Development Plan 2015-2017 (phase 3) supports the development of strong functional capacities within the MoHCC, National Aids Council (NAC), Medicines Control Authority of Zimbabwe (MCAZ) and NatPharm. UNDP and Global Fund are co-funding the Capacity Development (CD) Project. The purpose of the plan is to ensure that the national entities have the systems, procedures and technical expertise in place to successfully implement efficient and effective programmes. Increased focus has been placed on those functions that still require support from UNDP, in particular for PFMS, a System Applications Product (SAP), to ensure that these roles transition to national partners in the future. UNDP wishes to engage a SAP management consultant to work closely with the MOHCC Program Coordination Unit (PCU), Local Partner, MOHCC Finance Department, Ministry of Finance and Economic Development (MOFED) PFMS (SAP) technical Team, Internal Audit, MOHCC Accountants and IT support at Provincial level and UNDP Programme Management Unit (PMU) and Country Office to further configure the PFMS-Grants Management Module so that it meets Global Fund requirements and country needs.

A.Project Description 

The PFMS project covers a broad list of areas of which Information Systems (IS) is one among others. The component of the required consultancy, as elaborated in these Terms of Reference, is focused on the SAP-based system which has since been developed by a third party. User Acceptance Tests carried out so far have revealed some shortcomings for which the engaged third party needs assistance.

One of the main investments of the Phase 3 Capacity Development Plan funded by the Global Fund and UNDP has been in the PFMS and the main achievements are as follows;

  • Connectivity at district level through the installation and commissioning of fiber-optic cables to provide broadband for PFMS. This has been done in conjunction with the Electronic Patient Management System (ePMS) to share and reduce the cost and enable an efficient installation.
  • To compliment the connectivity hardware in the form of computers and printers have been delivered and installed in the provinces and districts.
  • A Grant Management Module has been developed under PFMS to enable the tracking of donor funds and it has been configured for MOHCC.
  • Initial training for PFMS Grant Management Module has been done at all levels of health care, as well as the Materials Management Module (MMM) for procurement.

Duties and Responsibilities

A.Methodology/ Scope of Work

The scope of the consultancy is to take care of all identified gaps; 

  • System is not producing GF reports special indicators such cost category, budget by beneficiary,
  •  system is not capturing VAT,
  • System is not capturing commodities procured under GF,
  • System is not capturing information on Assets management and
  • The system cannot upload supporting documents.

Debrief Meetings:

The consultant will have a debrief meeting with the MOHCC, Ministry of ICT, Ministry of Finance and UNDP to discuss and understand the scope of work in detail.

Assessment: carry out comprehensive testing and assessment of the existing system through user simulation with the aim of identifying gaps vis-à-vis user requirements with MOFED.

Action plan: drafts and gets approval for an action plan to address the identified gaps within the consultancy period. The consultant in developing the action plan will work in close cooperation with designated focal points from Twenty-Third Century, MOHCC, MOFED and UNDP.

Implementation: lead the implementation process of all the changes both in terms of team leadership and hands-on tasks. The implementation is envisaged to be achievable through programming, system configuration, testing, and documentation, among other actions as may be agreed with all relevant parties;

Training: drafts and gets approval of a training plan for both users and first-level support staff. Conduct training at Training of Trainers (TOT) level within the consultancy period. 

B.Deliverables

Deliverables/ Outputs                                                                                                                   Estimated Duration (Days)

  1. Configure the (SAP) system to produce reports according to GF and MOHCC chart of accounts requirements - 5 Days                                                                                                              
  2. Configure the (SAP) system to track and report Value Added Tax (VAT) - 5 days
  3. Configure the (SAP) system to capture procurements made on behalf of the MOHCC by GF(direct procurements by PPM) - 5 Days          
  4. Activate asset management module in SAP (PFMS)  - 10 Days
  5. Configure and roll out HIV Grant - 5 Days
  6. Activate workflow management module (to be able to upload and attach supporting documents to transactions) - 10 Days
  7. Training of Trainers - 5 Days
  8. Report writing of the process - 5 Days

      Total Number of days                                                                                                                                       50

 

Note: Deliverables listed above are not necessarily achieved in sequential order but spread over the consultancy period

Institutional Arrangement

  • On a day to day basis, the consultant will be working with and directly reporting to the MOHCC-PCU Department-Finance Manager;
  • The MOHCC has the overall responsibility of the project, where she will certify every consultancy deliverable and completion of work for payment purpose
  • UNDP is the contracting party. In this regard, UNDP is the sole source of instructions for the intended engagement.  UNDP- Capacity Development Programme Unit shall be the focal point.
  • Progress reporting will be done at the end of each milestone or on an ad-hoc basis as the situation may require.

 

Table 1.1 Time Frames - Summary of approximate time frames/ Scope of Price Proposal and Schedule of Payments

Payment will be made in three (3) tranches. Divided as follows;

  1. Completion of the first set of three (3) milestones
  2. Completion of the second set of three (3) milestones
  3. Completion of the third and final set of two (2) milestones.

MOHCC working hours are from 8am to 5pm from Monday to Friday except weekends and official holidays

Schedule 1.1.

Activity /Deliverable and Schedule of Payments                                                                                               

  1. Configure the (SAP) system to produce reports per GF and MOHCC chart of accounts requirements.  Deliverable (Report) Proposed Amount USD……………………….                                                                        
  2. Configure the (SAP) system to track and report Value Added Tax (VAT). Deliverable (Report) Proposed Amount USD.........….                       
  3. Configure the (SAP) system to capture procurements made on behalf of the MOHCC by GF (direct procurements by PPM) Deliverable (Report) Proposed Amount USD……………………….                                                                                        
  4. Activate asset management module in SAP (PFMS). Deliverable (Report) Proposed Amount USD……………………….                                                       
  5. Configure and roll out HIV Grant. Deliverable (Report)    Proposed Amount USD……………………….                                                                                 
  6. Activate workflow management module (to be able to upload and attach supporting documents to transactions). Deliverable (Report) Proposed Amount USD……………………….                                                                                                                                            
  7. Training of Trainers. Deliverable (Training Register plus Report)  Proposed Amount USD……………………….                                                                                                                 
  8. Final Combined Report. Deliverable (Report)       Proposed Amount USD……………………….                                                                 

      Total Amount USD ……………………………….                                                                                                                                            

Note: The Payments schedule should be presented in a table Format stating Activity number, Deliverable and Proposed Amount per Activity.

 

Competencies

  • Excellent, IT, organisational and administrative skills
  • Excellent analytical and strong communication skills both written and spoken 
  • Ability to work in a complex environment
  • Sound knowledge of SAP Financial Modules
  • Appreciation of GFATM or HIV procedures etc.
  • Ability to work in a team environment

Required Skills and Experience

Education

  • First Degree in ICT/Accounting/Business Studies or related field
  • Master’s Degree in Business related field, is an added advantage
  • Must be SAP Certified in Financial Accounting (FI)

Experience

  • At least five years’ experience in deploying SAP solutions in government departments, mining, manufacturing, pension funds, and specific expertise in tax and revenue agencies.
  • Proven experience in Materials Management (MM), Controlling (CO), Sales and distribution, and has done similar work in any government and or local authority organizations.
  • At least two years of proven experience in configuring SAP Business Suite
  • A minimum of 5 years of SAP experience configuring Asset management, Grants Management Module (GMM
  • Proven experience of handling at least three similar projects with contactable references, a brief project profile of one of similar tasks should be submitted along with the application.

Language

  • Fluency in both oral and written English

J.    TIMELINE, REPORTING & QUALITY CONTROL FOR THE ASSIGNMENT

The scope of the consultant is to take care of all identified gaps in user requirements and is expected to cover the following, at the minimum:

Debrief Meetings: The consultant will have a debrief meeting at inception with the MOHCC, Ministry of ICT and Ministry of Finance to discuss and understand the scope of work in detail. Furthermore, the consultant will meet with Local Partner to discuss on working modalities.

Before the consultant arrives in country teleconferences will be held to refine the scope of work and deliverables. A road map will be developed within the first week shared and approved.

Review and familiarize with the existing system: The consultant will review and test the existing system with the aim of identifying gaps vis-à-vis user requirements, with the Ministry of Finance. A brief description of requirements is provided in this document but more elaborate information will be made available to the selected consultant through meetings with relevant parties on the ground; an assessment report will be availed in the second week

Action plan: Third week consultant to draft and get approval for an action plan to address the identified gaps within the consultancy period. This will be done in consultation with key stakeholder’s focal points, i.e. Ministry of Health and Child Care (MOHCC) and Global Fund (GF);

Implementation: Implementation will take 50 working days, spread over a period of 3 months and a progress report provided for the 6 main activities monthly. The consultant will lead the implementation process of all the changes both in terms of team leadership and hands-on tasks. The implementation is envisaged to be achievable through programming, system configuration, testing, and documentation, among other actions as may be agreed with all relevant parties;

Training: draft and get approval of a training plan for both users and first-level support staff. Conduct training at Training of Trainers (TOT) level within the consultancy period.