1.       Objectives

The consultant shall work closely with the Corporate Services Directorate to conduct a thorough IT gap analysis. Based on this analysis, the consultant will help define and develop the detailed, specific requirements for the ICT framework, ensuring alignment with the Secretariat's strategic objectives and operational needs.  The system should meet the Secretariat’s needs for efficiency, compliance, and functionality across all specified areas.

2.       Scope of Work

1.       Analysis and Needs Assessment

·       Conduct a detailed analysis of current IT system as well as getting to know and analyse its performance linked with existing manuals, workflows, and regulatory requirements;

·  Engage with stakeholders to identify specific organisational needs and establish requirements for an integrated IT solution tailored to IORA’s operational context.

2.       Accounting System/software

·       Propose a robust accounting system/software solution that:

·       Automates daily transactions, generates reports in required formats, and ensures accurate, real-time financial data.

·   Ensure compliance with applicable tax laws, International Financial Reporting Standards, and Public Sector Accounting Standards of Mauritius;

·  Include essential features such as error-trapping protocols, standardized documentation, and tools to facilitate financial audits.

3.       Procurement module (within accounting system/software)

·       Propose a procurement management module that :

·       Streamlines purchase requests, approvals, vendor management, and procurement documentation.

·       Ensure the system/software allows for tracking the entire procurement lifecycle and is adaptable to IORA’s procurement policies and regulations.

·       Integrate automated workflows for efficiency and compliance with procurement standards.

4.       Fixed Asset Register module (within accounting system/software)

·       Propose a fixed asset management module that:

·       Records and tracks the Secretariat’s physical assets throughout their lifecycle.

·       Enables asset classification, depreciation calculation, maintenance scheduling, and disposals, ensuring compliance with asset management regulations.

5.       Human Resources (HR) System/software

·       Propose an HR solution covering all essential HR functions, that includes:

·       Organizational Structure and Employee Data Management

·       Attendance, Leave Management, and Payroll Processing

·       Travel Authorization and Claims, Leave Encashment/

·       Employee Training, Transfers, Promotions, Separations, Contract Management, and Performance Management

·       Disciplinary Records and Compliance with labour laws and IORA HR standards.

·     Ensure that the HR module is compliant with relevant legislation and organizational standards similar to IORA and integrates seamlessly with other system/software/software components.

6.       Administrative System/software

• Propose an administrative module to centralize and manage key administrative functions, providing a comprehensive dashboard for seamless coordination and operational efficiency.
• Core features of the administrative module should include:
  • Document Management: Facilitate electronic filing, document tracking, and version control to streamline administrative workflows.
  • Meeting and Event Management: Provide tools for scheduling, tracking attendance, distributing meeting agendas, and recording minutes.
  • Communication and Collaboration Tools: Incorporate secure internal messaging, announcements, and shared calendars to enhance coordination among departments.
  • Policy and Procedure Repository: Create a centralized location for all organizational policies, procedures, and standard operating manuals, with version history and update alerts.
  • Visitor and Access Management: Include capabilities for tracking visitor logs, generating visitor badges, and monitoring access to secure areas.
  • Task and Workflow Automation: Allow for task assignments, deadline tracking, and progress reporting across departments to improve accountability.
  • Helpdesk and Support Management: Integrate a ticketing system/software/software to address IT and administrative support requests effectively.

Design Overview

·       The IT solution should feature a modular, user-friendly design that enables scalability, data security, and regulatory compliance across all modules.

·       Enable interoperability among each system/software to allow for efficient data flow and consolidated reporting.

·    Prioritise ease of use, adaptability to evolving needs, and integration with external reporting or compliance bodies as necessary.

3.       Deliverables

• A comprehensive needs assessment report covering IT requirements, including technical, financial, and human resources aspects.
• A detailed IT architecture proposal that provides options for system/software configuration, assessing each option’s quality, effectiveness, and efficiency.