TECHNICAL PROPOSAL

Request for Proposal No: 2023 – 108 For The

Implementation of A Payroll Platform for the Education
Development Center.
Date: Monday, March 4, 2024
BASE PROJECT SCOPE
The purpose of this project is to implement a comprehensive payroll system to streamline and enhance
payroll processes for Education Development Center. The payroll system will be designed to meet the
specific needs of the organization, ensuring accuracy, efficiency, and compliance with relevant
regulations. The implementation will include system customization, deployment, training, and
ongoing support.

 System Deployment and Customization: The system will be customized as per the content
provided and draft versions will be availed to the client before the final version of the system is
ready for use. We will then deliver a ready-to-use payroll solution tailored to the unique
requirements of Education development Center. Subsequently, the system will be customized to
seamlessly integrate with existing HR processes and align with company policies.

 Installation and Configuration: Central deployment of the payroll system will take place at
Plot 4658/A Chikwa Road, Long Acres, Lusaka. This will be followed up with a system
configuration to enable a cohesive collaboration with the organization's IT infrastructure.

 Training: We will provide comprehensive training sessions for Education Development Center
staff. The training intends to cover the system setup, administration, user credentials management,
navigation and operations.

 System Maintenance and Support: M&J Consultants will offer ongoing maintenance and
support services to address system issues, updates, and user queries. We will ensure timely
response to support requests and implement necessary software patches and updates.

 Payroll Processing Features:

 Accurate calculation of employee salaries in compliance with legal obligations and tax
regulations.
 Time attendance functionality with detailed reports and time sheets.
 Support for payroll processing in both Zambian Kwacha (ZMW) and foreign currencies.
 Precise calculation of taxes, according to the Zambia Revenue Authorities (ZRA) obligation.
 Calculation of statutory deductions such as NAPSA, NHIMA, and other relevant obligations.
 Generation and distribution of electronic pay slips with the EDC Logo.
 Integration with banking systems for efficient domiciliation and payment processing.
 Report extraction capabilities in Excel and PDF formats for various payroll-related reports.

DELIVERABLES
After the completion of the payroll system implementation, this is the information we are going to
give the Organization as part of the Deliverables.

 Fully Configured Payroll System

 Ready-to-use payroll software customized for Education Development Center.
 Training Documentation.
 Comprehensive training materials for system users, administrators, and IT support staff.
 Detailed documentation outlining the installation and configuration steps.
 Ongoing Maintenance and Support Plan
 Clear plan for providing ongoing support, including response times and issue resolution
procedures.
Modules
The Payroll System to be Implemented is called Odoo Payroll and it will come as part of an HR
Platform which will have the following modules.

 Payroll
 Attendance
 Timesheets
 Time Off
 Employees

PROPOSED METHODOLOGY
This section provides a high-level overview of the proposed payroll implementation, emphasizing its
objectives, benefits, and anticipated outcomes.

Data Gathering:
Collect employee data: Gather information about each employee, including personal details,
tax information, salary details, benefits, and any other relevant data.
Company information: Collect data related to the organization's structure, departments, cost
centers, and other relevant details.

Est Time: 1 Day

Data Cleaning and Validation:

Ensure that the collected data is accurate and up to date.
Validate data for completeness and correctness to avoid errors during the payroll process.

Est Time: 1 Day

Data Mapping:
Map the data fields from the existing systems (if any) to the corresponding fields in the new
payroll system.
Identify any discrepancies or missing data during the mapping process.

Est Time: 1 Day

Data Conversion:
Convert data into the required format for the new payroll system. This may involve transforming data
from spreadsheets, databases, or other sources into a standardized format compatible with the payroll
software.

Est Time: 1 Day

Integration with Other Systems:

Integration of the Payroll with Quickbooks Accounting through the Quickbooks Development
API.

Est Time: 5 Days

Testing
Conduct thorough testing of the data upload and configuration to identify and resolve any issues or
discrepancies. Perform test runs of payroll calculations to ensure accuracy.

Est Time: 1 Day

Parallel Run
Run the new payroll system in parallel with the existing system for a certain period to validate results
and identify any discrepancies.

Est Time: 1 hour

User Training
Train payroll administrators and other relevant staff on how to use the new system, including data
entry, reporting, and troubleshooting.

Est Time: 3 Days

Go-Live:
Once testing and validation are successful, transition to the new payroll system for live processing.
Monitor the first few payroll runs closely to address any issues that may arise.

Based on the timeline presented above, the Project Timeline is expected to be 14 Working Days from
the Initial Date of Commitment by the Client.