Process of an erp system

HRIS and Change Management
Executive Summary
Like any Small Family Business or startup suffers from the absence of leadership skills, strategic
plan, specialization and key of management skills that need to build a company structure and
considers the potential advantage that must be used to build a strong organizational structure which
helps the Business to gain the desire growth and profitability through more efficient and productive
ways without wasting time or effort. Even with exist of a strategic plan for any company, the absence
of the system is capable of failing it, no matter how sophisticated.
HRIS is considered as one of the optimal solutions to underpin the direction of any organization as
an applied business discipline with people and organization specialism, and describe how great HR
professionals work for HR’s purpose – sustainable organization performance – to be made real by
using insights to create HRIS strategy and deliver solutions that stick, taking employees with them
and staying agile and innovative.
In this case we are trying to align with its cost leadership strategy by explaining and showing the
impact of ERP System and how we select the system and the vendor which is considered one of
the company's partner of success for its business.
Introduction
HRIS has become a basic instrument in enhancing organizational performance and effectiveness, and
its purpose has become more holistic and complicated with the recent developments in information and
technology.
That Concept includes all employees from the top management to the lowest level employees, as well
as involving the potential labor available in the external environment of the organization.
We have taken as a team a Startup Company for Construction Services which have a lot of
problems to deal with according to the absence of systematic processes and reliance on
pen and paper to document day-to-day work.
As HR Consultants we have been chosen (The Recruiting process) as a function from HRM
to explain and define HIRS Implementation Process and the procedures of applying an
ERP System for HR Department by following 10 steps for Automation:
What to
study
RFI RFP Proposal Site
Visits
and
Demo
Evaluation Selection Contract
Signature
Business
Requirement
Document
(BRD)
Implementation GO-LIVE

Objectives of HRIS:
The basic objective of HRIS is to help and support the human resource management department
to function as an efficient and responsible area for managing the human resource of the
organization providing perfect, timely, accurate and dependable information for decision making,
policy framing and analysis.
The other secondary, though principal objectives of HRIS can be summarized as under:
• Identification of HR information need for every functional area of the organization.
• Creation of a comprehensive data base to fulfill these needs.
• To make the desired information available in the right form to the right person and at the right
time.
• To develop complete functional specification for the HRIS.
• Designing necessary transaction processing and updated information.
• To use the most efficient method of processing data.
• To identify retrieved and reporting needs of information.
• Developing pertinent supporting documentation.
• To provide necessary security and secrecy for important and confidential information.
• To keep the information up-to-date.
What to
study RFI RFP
Submission of
Vendor’s
Proposal
Site Visits
and Demo Evaluation Selection
Contract
Signature BRD Implementation
GO-LIVE
1) What to Study
AS we have mentioned above that we will take the Recruitment process as an example to show
the impact of HRIS and how can make the Recruiting process much easier for many organizations
by handling the details that we might otherwise have to maintain on our own.
Recruitment is a costly and time consuming function, necessary for company growth and success.
By making recruitment features a priority during the HRIS selection process, we may dramatically
improve our system’s ROI and recruitment processes in one step.
Using HRIS, companies are able to easily accept online applications and resumes and filter those
applications to the relevant areas and managers.
Objectives of HRIS for Recruitment:
1) Ease Remote Recruiting.
2) Improve Collaborative Hiring.
3) Increase retention rates, productivity and overall efficiency.
4) Optimize Employee Satisfaction.
5) Simplify Internal Promotion.
6) Saving Time and Money.

The table below is showing all the Company problems that is facing in Recruitment process and
focusing on the necessary requirements in the ERP System by identifying the type of information,
reports, integration with other internal departments and the preferred automation methodology that
would be best introduced. Addition to our expectation from this system.
Current Future
IT Tools
-Microsoft Office (Word,
Excel, PowerPoint, and
Outlook)
Word-of-Mouth for Hiring
*An intelligent ERP System includes:
- Store job descriptions.
- Allow managers to make requests for new hires.
- Manage internal job boards.
- End-To-End Recruitment.
- Applicant tracking system.
- Schedule and track interviewing.
- Negotiate the Contract, and tie in with third party
Vendors that do things like background checks, skill
testing, and Personality Assessments, application
programming interface API.
-May also includes information like which employees
are out of the office, and who's having a birthday
today.
Managing
Data
*Pen and Paper, via E-mail, or
Phone Calls.
ERP System which is able to led all the
transformation process of automating Data to output
Knowledge that should be able to use by HR
Recruiter.
For Ex; Managing the skill inventory at employees
on each Employee Profile that can be analyzed and
generate reports automatically used in Internal
Recruiting.
Make and Take
Decision
Short-Term Techniques We think this process going to be easier with some
of interaction to improve TPS output knowledge that
can be
used by Middle Managers to Make a decision. For
Ex; the needs for each Department for hiring.
Flat Organization NO-Structure In our case, the company’s transformation structure
from Hierarchy that doesn’t based on years of
experience, or key skills that should be exist to
build infrastructure for
the company is a brilliant idea that will make a big
change.

With the lack of management skills, poor
performance, the conflict that happens because
the employees don’t know which role they are
playing or the limited of the required
responsibilities for each position. So, the ERP
system is the solution.
Flow of
Information
Via Phone or WhatsApp!!!!
Or Documented.
-ERP System which is able to Streamline,
workflow driven. Manage vacancies and create
workflow driven requests sourced from position,
job description and competency framework.
-Ensure to attract the best candidate aligned to
company's values, culture and brand with
absolute role clarity.
-Embed questionnaires and gather feedback on
prescreen, interviews, reference, assessments
and qualifications.
Training,
training, and
training.
N/A The employees should be aware of changes that
will happen whether the changes in the
company’s structure, or culture, and it must
happen from the time of making this decision to
apply ERP system, It’s quite important before
training employees in how they apply that system
to clarify that there is no system can replace
human, as it is an auxiliary element for achieving
efficiency when performing job tasks. The most
important feature of the ERP system that be
approached, that to be easy to use so training will
be a smooth process for employees.
Training employees how to conduct data to the
ERP System to build a knowledge bank to
provide the efficiency and flexibility.
*Changes may not be easily-accepted,
especially when it is something as influential as
ERP. Prepare the company for the ERP
implementation is the core of all of the steps and
plays a vital role in the process.
 Identify data types and volumes.
 emphasize these benefits to employees.
 Train them to take advantage of these
analytical and learning capabilities.
 Educate the employees that his/her
application of knowledge is much more
important to the business than his/her
processing of t should offer continuous
learning programs across
 Emerging technology disciplines to ensure
that employees are kept appraised of new
capabilities and use cases for ERP
transactions.
Empower Only The Board of Director in
another words The Owners Have
the Empowerment. (The Authority
of Chain of Command)
Empowerment through an ERP System lead
into results such as Effectiveness, Efficiency,
and
Satisfaction of Employees by providing
Commitment, Job structure, Transfer of Power
or Authority, Communication Power, Sharing
Resources, Information, and Knowledge,
Intrinsic Motivation and Perception can be seen
Objectives Short-Term Goals for a technique
can't consider as a Strategy.
It is essential to identify the problem or the exact
necessity motivating the ERP System.

 Implement the cost leadership strategies.
 Provide the Efficiency and Productivity.
 Talented Requisition.
 Discipline to perform job tasks.
 Bringing in the transparency of operation.
 Setting standards of KPI’s.
 Enhancing competitiveness through
developing and increasing HR
operations productivity.
 Reduce costs.
 Understand, evaluate, and measure
workforce contribution
 Long-Term Goals.
 Provide the Value of Human Resources.
 Time management.
 Increase the company's competitive
advantages.
Results 1. Identification of best practices of recruiting.
2. Job Posting.
a) Spotlight Required positions.
2. Streamline application and screening process
for all
position types.
a) Automatable Applicant Matching for external
and
internal candidates.
b) Automatable Applicant screenings.
c) Automatable required background and e-verify
checks.
d) Availability of multiple types of applications for
different types of positions (ex. Faculty may
use one
type of application; Staff positions may use a
different
type of application).
e) Automatable/track competency testing.
4. Reporting Analytics.
a) Baseline/historical reports.
Employee Recruitment/on boarding/Performance
Management Software Solution.
5. Manager dashboard.
a) Provide managers with current applicant and
recruitment information.
b) Provide interview tools and workflows.
6. Provide targeted auto recruiting with previous
applicants and employees.
7. Provide automated notification for Onboarding
staff.
8. Position Description functionality that:
a) Provides Standard Job Design.

Evaluation No method Using a rating system to evaluate daily processes.

HR automation is the process of enhancing the efficiency of the HR department by freeing
employees from tedious manual tasks, and allowing them to focus on complex tasks like
decision making and strategizing. By automating standard and repetitive HR activities,
organizations can reduce the cost and time they spend on manual HR planning and
processing.
Technical Features
It is essential to consider the existing technical know-how and infrastructure of your
business when evaluating this category of features.
 Integrate with other systems.
 Mobile Applications
 Culture diversity.
 Security control by limiting access by each User-Id.
 User Support.
 Maintenance.
What to
study RFI RFP
Submission of Vendor’s
Proposal
Site Visits and
Demo Evaluation Selection
Contract
GO-
LIVE
2. Request for Information (RFI)
RFI is a form for planning purposes only. Response to this RFI is NOT mandatory to be considered for
any future solicitation for any ERP software or services. RFIs are typically used to gather information
to help decide whether to pursue further steps with a vendor. They are usually followed by either an
RFP.
Title Explain Needs
Onboarding and
Recruitment
Maintain new employee’s
resume, job description, job
posting, Online analysis and
workforce information to
support business strategically.
•Strategic Management Support.
•Custom reports, letters and labels.
•Self-service.
•Job Requisitions
•Job Descriptions
•Job Board Posting
•Social Recruiting
•Applicant Evaluation
•Applicant Tracking System (ATS)
•Candidate Pre-Screening.
•Auto-Response
•Job Offer Extension
•Background Check.
•Onboarding

It is neither a solicitation notice nor a Request for Proposal. Starting with communicate the most
reputable IT suppliers and Request the following information from each supplier:
• Years of experience.
• Organization chart.
• Firm’s legal structure.
• Technical staff qualifications and years of experience.
• Number of customers to date.
• Firm’s capital.
• Balance Sheet of the past 3 years.
• Number of staff on board.
• Portfolio of application software packages.
• Local or international certifications.
• Business segments served.
• Local presence in terms of support and maintenance.
• Etc…
Responses to the RFI are not offers and cannot be accepted by the company to form a
binding contract. The RFI shall not limit any rights of the company, and it reserves all its
rights including but not limited to its right to elect not to procure the project which is the subject
of this RFI and its right to procure them from a vendor that has not responded to this RFI.
The company is embarking on a mission to implement an ERP System that will support
improved the all departmental processes.
Vendors are invited to provide complete ERP solutions that encompass all the functional areas listed
below, or they may partner with other providers to ensure a complete solution of integrated “best of
breed” products.
We will focus on Recruitment by following functional areas:
- Employee profile.
- job and position record management.
- Skills Inventory.
- Organizational hierarchy.
- Linked with all Department.
What to
study RFI RFP
Submission of
Vendor’s
Proposal
Site Visits
and Demo Evaluation Selection Contract Signature BRD Implementation
GO-
LIVE
3. Develop a Request for Proposal (RFP) and our First Signature
An RFP, or request for proposal, is a more structured format of gathering information from vendors.
RFPs often occur using a bidding process between vendors to win business from a company.
The company specifies its issues and invites vendors to suggest solutions based on their offerings. An
RFP usually follows an RFI since it is more specific and tailored to the individual customer.
When submitting an RFP, you should have clear needs and be willing to share internal information with
the vendor. it is good practice when submitting an RFP to do the following:

- Ask for pricing terms upfront to avoid shock later on.
- Ask the vendor for examples of their past work to get a gauge of their services.
- Be specific about requirements and expectations since this stage requires a commitment to a
vendor.
Additionally, asking the vendor specific questions to learn more about their offerings and method is
essential to understanding if they are a good fit for a company’s needs. Some basic RFP questions to
ask vendors are:
1. What steps will we take to control costs during this process?
2. What risks can we foresee in this project?
3. What will we approach to implementation be?
An RFP requires high amounts of specification in what a company wishes to purchase from a vendor.
The more specific a vendor is able to be, the more accurate a proposal will turn out. Submitting an RFP
requires more time and resources for both the company and the vendor, and is therefore considered
more serious than submitting an RFI.
Objective
- Define the key elements of RFP.
- Be able to develop a detailed professional RFP.
- Define HIRS Implementation Process.
The following is an example of RFP for Recruitment ERP Software.
REQUEST FOR PROPOSAL (RFP)
Date January 1, 2010
Company Name and Address
Bridge Egypt Construction Service
6th of October, Giza
Phone number Phone: +2 1097797334
Fax: + 2382-41-931
Email address hr@bridgeegypt.com
Website http://www.bridgeegypt.com
Authorized representative
name
Lamees, H. El-Ghazoly
Authorized representative Ahmed El.Khateb.

Dear Sir / Madam:
We kindly request you to submit your proposal for the ERP System via Authorized representative's
e-mail as we mentioned above.
Proposals may be submitted on or before 10 June, 2020 at 15:00 (Local Time Seychelles) by
courier mail or via e-mail to the address below:
Bridge Egypt Construction Services Company.
No. 50 Touristic Area Behind Gohayna Square,
6th
of October City – Giza.
signature
Business contact person Please direct all questions to Group 4.
Technical contact person Eng. Taha Mostafa

Objective
- Define the key elements of RFP.
- Be able to develop a detailed professional RFP.
- Define HIRS Implementation Process.
The following is an example of RFP for Recruitment ERP Software.
Attention: The Head of Human Resources.
E-mail address dedicated for this purpose: hr@bridgeegypt.com
Proposals submitted by email must be limited to a maximum of 9 MB, virus-free and no more than 1
email transmissions. They must be free from any form of virus or corrupted contents, or the quotations
shall be rejected.
It shall remain your responsibility to ensure that your proposal will reach the address above on or
before the deadline. Proposals that are received by our company after the deadline indicated above,
for whatever reason, shall not be considered for evaluation. If you are submitting your proposal by
email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted
files.
GENERAL INFORMATION
1- Company Background:
Bridge Egypt is a construction Service Company specializes in Building Accessories and Fixing Gun
Systems. We have started our business since 2019. Through this year we have been provided a good
reputation by being a supplier for major companies. Our 20% of market share makes us in need to buy
an ERP System as one of the steps of the strategic plan that was approved by the m the Board of
Directors.
We are Startup General Partnership Business. Includes 14 employees’. The company specializes in
Building Accessories and Fixing Gun Systems. The head office is located in 6 October city and our
warehouse is located in Qaly'ob. As you can get further information through access into our Website
www.bridgeegyp.com .
As a startup company which tries to build A structure that reinforces its first year strategy. Our
challenge is to align our cost leadership strategy, into departmental functions by ensuring the
efficiency and productivity through all the processes. Applying an ERP System into HR Recruit
Department. Considering objectives to increase the company's market share by 40%, thus increase
sales revenue by 25 million by 2021.

Current situation:
As per any startup company that’s facing due to its Family-Owned Enterprises culture a lot of lacks of
structural and standardly automated documentation, workflow and reporting mechanize that ensures
that each employee is clear on his/her responsibilities, tasks, procedures and outcome.
HRIS has become a basic instrument in enhancing organizational performance and effectiveness, and
its purpose has become more holistic and complicated with the recent developments in information
and technology. Thus Searching for practical solutions to everyday business problems an ERP system
will the best solution to overcome any lack of communication, conflict, and interpretation of company
workflows and decision making issues.
Current Situation
IT Tools: Excel Spreadsheets and a useless e-mail.
Managing Data by Pen and Paper or via WhatsApp!!
Conflict of Making and Taking decision
Flow of Information Via Phone or WhatsApp!!!!
Lacks of structural and standardly automated documentation
Lack of workflow and reporting mechanize
We are accepting proposals in order to find the most qualified partner to provide a custom and customizable
ERP System that should meet our needs which are:
 To boost the efficiency and cuts on cost especially on working hours needed to perform a task.
 To increase organization effectiveness.
 To improve communication.
 Better relationship with suppliers.
 Better relationship with customers.
 Improved cash flow.
 Automation of tasks.
 Timely information for better decision making.
 To save money, according to our cost leadership business strategic plan.
 To provide the company with a single source of truth to work from. Thus, reduces any errors
brought on by working with the incorrect data, further reducing costs.
 To help in maintaining compliance at every stage. addition to built-in auditing tools to assist with
documenting things
 To improve Production Planning and Resource Management.

 To Improve Productivity through generating reports, monitoring inventory levels, timesheet
tracking and processing orders have historically taken employees hours to accomplish.
 To help keep the company tracks of all the moving parts of distribution.
 To manage the staff, customers and inventory.
Vendor Submission Requirements
The company as a startup tries to build a structure to reinforce its first year strategy. So far the
company doesn't have any experience in the ERP System. Our challenge is to implement one of our
new strategic objectives and applying an ERP System into HR Department, supply chain, and financial
Department. to meet our growth needs. It will include:
• TPS; Transaction Processing System. With high volume transaction level data,
simple models, and summary reports which are used by Operational managers.
• DSS; Decision Support System. With Transaction level data, Interactive processing
which helps Middle Managers in Decision making & analysis.
• ESS; Executive Support System, Aggregate data, Interactive Processes, and Projections outputs
which support senior managers in Taking Decisions.
The ERP must include a range of functionalities such as CRM, Product lifecycle management, project
management among other. Addition to cut down on time spent switching from one application to
another to update data.
The following is a list of deliverables we expect are needed to complete the ERP System. We expect
that you will also provide additional suggestions beyond or in lieu of these listed.
Software Selection Requirements - Functionality Response by Vendor
Technical Features
End User Training Services.
Technical Training Services.
Infrastructure Design Services.
Barcode and Data Collection Integration Services.
Open Environment (LAN, WAN, VPN).
Open Database (Oracle, SQL Server, DB2, Informix).
Open Operating System (Windows, UNIX, Linux, OS/400).
Source Code Provided with Sale.
Business Intranet Functionality Available.

Supports Document or Image Attachments to Individual Records.
Allows Import and Storage of External Files - jpeg, gif, tiff, Word, Excel, PDF, Cad, etc.
Complete Integration with other systems (Microsoft Excel, Word, Outlook, and Power Point, VOIP,
Data Collection & RF Devices).
Allows Multi-Level Password Security
Menu Structure Tailored to Individual User, Group, or Department
Command Level Security Tailored to Individual User, Group, or Department
Field Level Security Tailored to Individual User, Group, or Department.
Provides Transaction Audit Trails.
Allows Secure Remote Access/ Security control by limiting access by each User-Id.
Supports Screen Layout Changes by User.
User Defined Screen Linkage Available.
Supports User Defined Decimal Place Allowance for Quantity, Costing, Pricing, and Accounting
Fields (Provide Maximum Allowed for Each).
Allows for Zooming by Field Level to View Data Source Tables During Record Entry or Query.
Allows Query Option within Zoom Feature.
Allows Drill Down on Select Fields and Documents.
Provides Browse Option to View Key Data of Multiple Records at One Give Time.
User Defined Fields Available.
User Defined Function Keys Available.
Reporting center.
Cloud-based solution.
Communication center.
Ease of use by employee
Culture diversity.
User Support.
Maintenance.
Testing/quality assurance.
Integrated Decision Support System.
Integrated Dashboards.
Integrated Workbench.

Standard Reports Available for Major Functions.
Allows Fax as Print Option for Report Generation.
Allows E-Mail as Print Option for Report Generation.
Allows Screen View as Print Option for Report Generation.
Allows Default Printer by Group or User.
Application Module Review:
Integrated General Ledger.
Integrated Accounts Payable.
Integrated Accounts Receivable.
Integrated Budgets.
Integrated Fixed Assets.
Integrated Forecast Management.
Integrated Purchasing.
Integrated Order Management.
Integrated Telemarketing.
Integrated Customer Relationship Management (CRM).
Integrated Help Desk.
Integrated Field Service.
Integrated Product Data Management (PDM).
Fully Integrated Warehouse Management System (WMS).
Integrated Barcode and Data Collection.
Integrated Manufacturing Executive System (MES).
Integrated MRP or MRP II System.
Integrated Maintenance Management.
Integrated Human Resources and Payroll.
Integrated EDI Mapping.
Integrated Mobile Sales Force Automation (External or Remote System Access).
Integrated Report Writer with Default Reports Already Created.
Human Resources and Payroll:

Supports Entry of a Department Code for Each Employee.
Supports profiling for Each Employee.
Supports the Tracking Skills Sets by Individual Employee.
Supports Tracking of Individual Employee Training Course Completion.
Supports Tracking of Employee Job Performance or Company Provided Appraisals.
Supports the Tracking of Individual Employee Date of Hire and Anniversary Dates.
Support onboarding program.
All Data, instructions and operating manuals, shall be in this language:
# English
After-sales services required:
 Warranty for minimum period of 18 months
 Technical Support
Latest Expected Delivery Date and Time (if delivery time exceeds this, proposal may be rejected by
Bridge Egypt):
10 JUN, 2020.
Expected duration of work:
3 months for installation and implementation. Moreover, initial support contract of 1-year duration,
renewable up to 3 years depending on performance and evaluation for ERP functionalities.
GO-LIVE date 10 Dec,2020.
Project Budget:
A project budget that has been approved and approved by Board members is 30.000 Egyptian
Pound includes (14%) taxes.
Payment Terms:
Starting Cost 40% out of the price
Installation Cost 25% after 3 weeks from installation and implementation.
Last installment of
contract
35% After GO-LIVE
Special conditions of Contract:

The service provider shall on a yearly basis revised its cost when its reference market prices for same
service changes. The company shall reserve the rights to accept or reject any revised cost.
Standardized services offered shall be reviewed based on completeness and compliance of the
proposal with the minimum specifications described above and any other annexes providing details of
the company's requirements.
The proposal that complies with all of the specifications, requirements and offers the lowest price, as
well as all other evaluation criteria indicated, shall be selected. Any offer that does not meet the
requirements shall be rejected.
At any time during the validity of the proposal, no price variation due to escalation, inflation, fluctuation
in exchange rates, or any other market factors shall be accepted by the company after it has received
the proposal. At the time of award of Contract or Project Purchase (ERP), Bridge Egypt reserves the
right to vary (increase or decrease) the quality of services, by up to a maximum twenty-five per cent
(25%) of the total offer, without any change in the unit price or other terms and conditions.
Any Project Purchase (ERP) that will be issued as a result of this RFP shall be subject to the General
Terms and Conditions attached hereto. The mere act of submission of a proposal implies that the
vendor accepts without question the General Terms and Conditions of Bridge Egypt herein mentioned.
Bridge Egypt is not bound to accept any proposal, nor award a contract/Project Purchase (ERP), nor be
responsible for any costs associated with a Supplier’s preparation and submission of a proposal,
regardless of the outcome or the manner of conducting the selection process.
Bridge Egypt encourages every prospective Vendor to avoid and prevent conflicts of interest, by
disclosing to Bridge Egypt if you, or any of your affiliates or personnel, were involved in the preparation
of the requirements, design, specifications, cost estimates, and other information used in this RFP.
Period of Validity of Proposal starting the Submission Date:
60 days
The company may request the Vendor to extend the validity of the proposal beyond what has been
initially indicated in this RFP. The Proposal shall then confirm the extension in writing, without any
modification whatsoever on the Quotation.
REFERENCES:
Kindly, provide a minimum of three customer references projects which are reflecting the
challenges and expectations of our project by mentioned the flowing:
- The name of the business.
- The primary contact.
- The line of business.
- The date and time period work was done.
- The reason of including that reference. You will contact these references, of course.

We expected to receive information about the cost for licensing, customization, support, maintenance
as well as the payment terms.
Moreover, we need to be aware about the financial results, client acquisition rates and
product investment levels for the past few years. As well as the project variables.
PROFESSIONAL SERVICES
Provided a commitment to The RFP level of ongoing support and professional services. Every project’s
required support levels will be different. You might want your hand held throughout implementation, or
you might want emergency support only. Look for an RFP response that understands your support
requirements and meets or exceeds them.
FINANCIAL STABILITY
Financial
Evaluation Criteria:
 Evaluation of ERP System will be quantitative rather than qualitative.
 Defining the evaluation criteria, specially the relative weight to be given to various
 Technical responsiveness/Full compliance to requirements and lowest price with 75%
 passing marks for technical specifications.
 Full acceptance of the Contract/Contract General Terms and Conditions.
Thanks,
Group 4
What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Demonstrations Evaluation Selection
Contract
GO-
LIVE
4- Submission of Vendor’s Proposal and Second Signature
The 3 vendors will submit their proposals on the date set in the (RFP). Proposals
should include the following minimum information:
 Vendor’s company profile.
 Detailed recommended solution.
 Proposed application software modules.
 Technical features of each proposed module.
 Proposed system software.
 Technical specifications of the proposed system software.
 Proposed Database.

 Technical specifications of the proposed Database.
 Recommended integration methodology (internally and externally).
 Hardware configuration.
 Detailed description of the Server configuration and hardware peripherals.
 Network infrastructure and its design.
 Response to the compliant matrix.
 System scalability / upgradability in terms of sizing and capacity.
 Recommended analytical tools, if required.
 Integration methodology with any legacy system.
 Customization plan, if any.
 Agreement on the acceptance criteria set in the (RFP).
 Detailed Implementation plan.
 System diagram including all related peripherals and network links
 Itemized prices (hardware, application software, system software, network components,
implementation cost, training, annual maintenance fees, man / day cost for development,
network installation charges, cost of on-site support…etc.).
 Warranty period.
 Training.
 Terms of payment.
 Proposal validity.
 References.
 Certification documents.
 Maintenance and support methodology.
 Scalability policy of application software modules.
 Upgradeability policy of hardware components.
What to
study RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
5- Demonstrations
 Site visits to existing users.
As previously requested to obtain a list of the existing users of the system, three users were
selected for each vendor.
We asked the vendor to visit some of their customers to be ensure that ERP Systems are working
perfectly as we required.
We have visited 3 sites for vendor A, B, and C:
X company, XY company, and XYZ company.
We were looking for a realistic information about the system, Design, the form of reports,
Departmental Transaction, External Reports, level of support, and technical capabilities for the
employees of the vendor.

 In-site demonstrations (ready-made application)
We requested the three vendors to apply a (ready-made application) for one week and employees from
the vendor to train our employees to use the application, and how to enter data and get reports.
To ensure the correctness of the proposal and the required features.
What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
6- Evaluation
By listing the acceptance criteria stated in the (RFP), and assigning the rating score to each
criteria stated in the (RFP).
1 is very poor; 3 is moderate and 5 is excellent.
Fix the criteria for the 3 vendors, and Rate each item proposed and adds up the weighted
score per vendor.
Apply this formula on the 3 vendors to Compare between the weighted score of the 3
vendors.
Thus, the highest weighted score will be the appropriate vendor.
Vendor A
Features Weight Rate
(1 - 5)
Weighted score
Ease of Use 0.05 4 4
Modular 0.03 5 3
Culture diversity 0.04 4 3.2
Customization 0.1 5 10
Security 0.04 4 3.2
Time Clock Interfaces 0.03 3 1.8
Integration with other systems 0.2 4 16

Strategic Management Support 0.06 3 3.6
Self-service 0.07 5 7
Ability to import/export data 0.2 5 20
Built-in E-Mailing 0.08 4 6.4
Custom reports, letters and labels 0.05 4 4
82.2%
Benefit Cost Analysis:
Financial Technical 100
35.000/82.2 *100 = 42.6
Vendor B
(1 - 5)
Weighted score
Modular 0.03 4 2.4
Security 0.04 4 3.2
Self-service 0.07 . 7

49.4%
Vendor C
(1 – 5)
Weighted score
Modular 0.03 4 2.4
Security 0.04 2 1.6
Self-service 0.07 4 5.6
45.48%

What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
7- Selection
Evaluation should be based on the following formula:
80% of the features and functions meet you’re the needs and requirements stated in the RFP.
 20% will be customized to meet the overall needs and requirements.
What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
8- Contract Signature and Third Signature.
Draft a legal contract. Ensure that Signature has been signed by the following stake holders:
 Top Management
 Legal Department
 Project Leader
 IT Head
 Financial Controller
What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
9- Business Requirement Document (BRD) and Fourth Signature.
BRD is considering more important than the contract itself. It includes some steps:
 Vendor will meet with each head of department to gather further technical information.
These meetings should be attended by the IT Head due to its technical complexity.
 Vendor will document all the outcome of the meetings in the (BRD), including the design
of the reports and the work flow of the entire system.
 Vendor, IT Head and the project business leader will sign on every page of the document.
Two originals shall be produced.
The first original BRD will be at the custody of project business leader; and the second with
the vendor. This document is considered as a technical agreement between the vendor and

all the stake holders of the project. In addition, it will be used as an acceptance benchmark of
the system.
What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
10- Implementation
Implementation should include the following elements:
o Task
o Time Frame
o Responsibility
o KPIs.
Now ERP System is ready to Testing, and the employees can get their training
and pilot run.
What
to
study
RFI RFP
Submission of
Vendor’s
Proposal
Contract
GO-
LIVE
11- GO-LIVE Certificate and our Last Signature.
ERP's Go-Live is one of the last events to be scheduled in an ERP implementation
plan. It is also the most hectic and intense period in the entire ERP project so it
deserves some particular attention.
This is the moment when the company throw the switch and the business begins
running (much better) on the company's new ERP. To make that moment magic, it will
begin earlier with some check off details. company will also extend the moment to
include some days or maybe weeks immediately following the actual go-live.
We have to ensure the following:
1- Complete testing.
2- Review employees' training program.
3- Reports & support.
We should know the time needed for data conversion and the time for installation of
the ERP system. Decide on cutoff times and dates for transactions. Throw the switch
and get ready for pats on the back when it is all wildly successful.
The ERP features must be evaluated in accordance with the barometer of
synchronization within the needs of company. Depending upon the budget and core

necessity, the ERP demand list should be generated which achieves a smooth and
hurdle less ERP implementation.
Thanks,
Group 4.

Process of an erp system

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