PAYROLL SERVICE

INVITATION FOR PAYROLL SERVICE

Purpose
SOS Children’s Villages Ghana invites qualified vendors to submit proposals for the
acquisition and deployment of a centralized, legally compliant, and configurable payroll
management system. The system must integrate with Microsoft Dynamics 365
Finance and Operations (D365 F&O) and support centralized payroll processing in the
organization.

Background
Payroll is currently processed in a Microsoft Suite (Excel-based system). This has
created inefficiencies, audit risks, and compliance concerns. An automated payroll
system is needed to standardize processes, enhance accuracy, improve legal
compliance, and increase data security.

Scope of Work
The vendor is expected to:
Provide a configurable off-the-shelf payroll system.
Customize the system to reflect SOS Children’s Villages Ghana’s pay structures.
statutory rules, and workflows.
Integrate with Microsoft D365 F&O.
Provide training, user manual, and lifetime support.

Basic Specs of the expected payroll system
1. Database Management System (DBMS):
A robust and secure DBMS to store employee information, salary details, and other
relevant data. Common choices include MySQL, PostgreSQL, or Microsoft SQL
Server.
2. Web Application:
A web-based application system that offers accessibility from anywhere with or without
an internet connection.
3. User Interface (UI) Design:
An intuitive and user-friendly interface for easy navigation and data input using a
responsive design system to ensure compatibility with various devices.
4. Security Measures:
Strong security measures to protect sensitive payroll data. Implement encryption for
data in transit and at rest, role-based access controls, and secure authentication
methods. (MFA)
5. Integration with Other Systems:
Ensuring the payroll system integrates seamlessly with other systems, such as
HR management software (Microsoft D 365) to maintain consistency and avoid
manual data entry.
6. Scalability:
System design should be scalable, accommodating the growth of the organization.
This includes the ability to handle an increasing number of employees, transactions,
and additional features.
7. Compliance:
Ensure that the payroll system adheres to legal and regulatory requirements related
to payroll processing, tax calculations, and reporting. Keeping the system updated to
reflect changes in tax laws and regulations.
8. Reporting and Analytics:
Features for generating payroll reports and analytics to aid in decision-making
processes and help in identifying trends and patterns.
9. Backup and Recovery:
Implement regular backup procedures to prevent data loss. Define a disaster recovery
plan to quickly restore the system in case of any unforeseen events.
10.Audit Trails:
Implement an audit trail to track changes to payroll data; essential for accountability
and compliance purposes.
11.Performance Optimization:
Optimize the performance of the payroll system to ensure timely processing which
involves database indexing, caching mechanisms, and code optimization.
12.Mobile Accessibility:
Design the system to be accessible via mobile devices to facilitate on-the-go
approvals or access to certain payroll-related information.
13.User Training and Support:
Develop user training materials and provide ongoing support to ensure that users can
effectively operate the payroll system.

Refer to the full Terms of Reference (ToR) document for detailed scope.
requirements, and timelines.

Proposal Requirements
Proposals must include:
1. Technical Proposal:
Company profile and relevant experience.
System features and implementation approach.
Work plan and timeline.
Team composition and qualifications.

2. Financial Proposal:

 Detailed cost breakdown (licenses, implementation, training, support).
 Payment terms.

3. Annexes:
 At least three client references.
CVs of key personnel.
Any certifications or partnerships.

Submission Instructions
Proposals must be submitted electronically to Ama.Attafoe@sosghana.org on or
before August 22, 2025 with the subject line “Proposal: Payroll Management
System – [Your Company Name]”
Requests for clarification may be submitted to Theophilus.Quaye@sosghana.org on
or before August 1, 2025.

Additional Notes
Proposals must remain valid for at least 90 days.
SOS Children’s Villages Ghana reserves the right to reject any or all proposals.
The ToR document is integral to this RFP and must be reviewed before
submission.