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Tender Details
- Country: Turkey
- Summary: Vehicles Rent
- TRT Ref No: 58869375
- Deadline: 31 Oct 2021
- Competition: ICB
- Financier: Other Funding Agencies
- Purchaser Ownership: -
- Tender Value: Refer Document
- Notice Type: Tender
- Document Ref. No.: TUR1009-TND-002-GZT
- Purchaser's Detail :
- Description :
- Tenders are invited for Framework Agreement with one supplier For Vehicles Rent for One Year HR Software System for WHH Turkey/Syria and Lebanon General Requirements: 1. System settings works according to country/region like workdays, time zone, national holidays, social security exist or not, currency, exchange rate, etc. 2. Registration of new employee and related information. 3. Payroll calculation, including all details. 4. Monthly submission of payroll sheets. 5. Send payslips to all employees on monthly basis. 6. Archiving employee files as soft copy. 7. Integration of time attendance *puantaj* with pay slips. 8. Preparation of legal reports for official authorities. 9. Social security calculation and submission with possibility to choose different regions where SGK is not applied. 10. The user profile interface should be available in English/Turkish/ Arabic interfaces. 11. Leaves management. 12. Exemption from income tax. 13. The system should allow to upload, edit, change different type of contracts. Employee Master Data (Only HR can edit these information) • Recording of essential information of employees incl. The following characteristics are relevant incl. other information required by HR: -First, middle name, and last name - Salary - Address - Start and end date of employment relationship - FundsPro Personal number - Personnel number (ID) - Nationality - Department / Project - Function / Position / Responsibilities / Roles - Supervisor / Manager (May be derived from department) - Employee Type (National, National Consultant, Expat, etc…) • For departments, the following characteristics are important: - Department name - Project number, project start/end date and project changes information. - Country/Office Location - Line Manager/ supervisor • Allocation/assigning of staff to a specific project, assigned location, or the flexibility to assign one to more than one project using a percentage system. (Even if an employee is assigned to more than one project, the employee will be assigned to one major project on payroll and the documentation will be prepared accordingly.) • Unique identify number: (could be received this number from the Sap integration for full time staff, and provide another unique number for daily worker ex. DW01) • The system should have to ability to generate a unique sequential Identification numbering per staff for tracking and auditing. • The possibility to upload employment folder Non-Functional Requirements • Users/groups should be given different rights. • It must be traceable which user has changed what information or data (log system) • Authorization-relevant and function-determining characteristics of a person must be made available to the IAM in a standardized form from the “single point of truth”. • Employee master data should be entered in a separate system (currently HCMI of FundsPro which it is used by WHH now) and will be picked up from SAP. From here 4 attributes (first name, surname, date of birth, employee ID) will be made available at an interface and should be picked up by the new payroll solution, there would be 2 requirements of the new solution would need to fulfill in that regard: o Being able to process the interface o Possibility to disable the option to enter/overwrite the four attributes manually. • The system must provide options for include social security or not according to the staff country for ex. For Syria and Lebanon social security are not included. • For non-full-time staff, the system must accept entering their data directly on the system without the need to receive any data from HCMI. Reporting • Staff employment overview: • The system should offer many options to filter and to get the result according to the selection like: ID, name, office location, country, gender, period of time, etc. A filter by name or ID number of staff providing an overview of all or selected employment history or information. Notification • contracts expire/renew (3 months in advance) Usability • Secure Cloud based system where all documents are stored online and accessible remotely. Data Protection • Ability to find, extract, correct and delete individual employee-s records (with option to notify HR team after 5 years of ending the employment contact to delete his/her records). • Ability for the employee to access to her/his personal data and employment folder stored on the system with read only access. • Ability to define fields and documents per country or project to ensure that only the necessary data are collected. • Data-s must be stored according to the data protection regulations GDPR /Turkey data protection law • Data's must be stored in Servers within Turkey. • Reporting with pseudonymized (hiding) some data. • Ability to demonstrate that state of the art technologies and measures are used to protect the data. A security certification such as ISO27001 is plus. IT Security • How the system prevents the disclosure of information. • Data should be automatically encrypted by the system (in transit and at rest) to render it unusable in the event of data breach hack or device theft. • How the system protects data from unauthorized modifications of information. • Integrity of data ensured during migration from and to other systems. • Of the system to authorized users. • Existence and effectiveness of back-up and recovery procedures (demonstrated and contractually ensured) • Guaranteed response times for each support channel (SLA) • Compatibility with Mobile Device Management solution such as in Tune. • Process of determining the identity of a user. • User account with alphanumeric password. Option to have Multi factor authentication abilities of the system. • Process of applying access control rules to a user to access an object. • Clearly defined segregation of duties amongst users of the system with varying levels of access controls. • Segregated access to data, for example, by country, by project. • Ability to see users and remotely control security e.g., switch off accounts in real time. • Work with Microsoft Single Sign On (SSO) • Records historical events on a system. • Detailed (audit) trail tables for access, modification, erasure, and approvals. Leave & Time Sheet Management Leave management: • The system should provide an overview of the total number of leave days a staff member is entitled to base on information entered in the master data. • The automatic subtraction of used leave days and or addition of days earned should be possible. • Preparing online leave request and approval and the possibility to record working hours and calculate & record total number of days worked and extra hours accumulated. • HR have the possibility to see the prepared request leave or time sheet. • Approval of leave by line manager/supervisor according to county specific structure. • Project based leave balance calculation and then reporting for each project basis as well as indicating the total amount of leave balance. Timesheet management: • Nice to have this function in the system. • Preparing online time sheet for selected staff depending on donor/financial requirements. • The system time sheet must be compliant with the standard time sheet template of WHH. • The staff will prepare his/her time sheet, then checked by expert finance of the project, then approved by the line manager. Payroll Management • A system adaptable for the entry of staff salary structure according to WHH standard Example: A salary grade structure with the flexibility to assign staff to different grades. • The possibility for conversion of salary/figures into different currencies and exchange rates based on country specific requirements. (Example: changing of exchange rate monthly) • The possibility to automatically calculate incentive by percentages incl. social security, taxes, allowance, overtime calculation, and other necessary calculation based on country specific requirement. • The possibility to print salary slips monthly • Salary changes according to salary scale/promotion in automatic basis. Other Requirements • A preselected or pre-inserted text into a system that includes employment terms and conditions, Code of Conduct, but has the flexibility for editing and adding information. • The application consists of the following sections: o Section for creation and establishing new forms. Like leave request to be provided by HR. o Section for reports and data analysis (diagram, Pi-Charts, tables) per projects/position/region/department as a kind of report templates to be provided by HR o Section for compliance. Review or approval mechanism for timesheets, leave requests, over time etc. o Control panel and user management (Adding users, access authorization, notifications tool, categories, and sub-categories)
- Documents :
Purchaser : WELT HUNGER HILFE (WHH)
Binevler Mh. 23. Sk. No.8, Sahinbey / Gaziantep, Turkey
Tel. +90 (342) 336 02 09
URL :www.welthungerhilfe.de
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