Consultancy for customizing the ERP system to improve business performance, governance compliance, and sustainability development
Scope of Work
Technical Assistance for Tan Thuan Phong Company Limited
Consultancy for customizing the ERP system to improve business performance,
governance compliance, and sustainability development.
Background
Improving Private Sector Competitiveness (IPSC) is a U.S. Agency for International Development (USAID) technical assistance project, and the Agency for Enterprise Development (AED) under the Ministry of Planning and Investment (MPI) is the project owner. The project is implemented by Deloitte Consulting LLP (“Deloitte”) and runs from 2020 to 2025.
The purpose of the USAID IPSC Activity is to remove constraints and build the competitiveness of small and growing businesses (SGBs) in Vietnam, including those led by vulnerable populations. With this activity, USAID/Vietnam is supporting Vietnam’s competitiveness: vertically at the policy, market, and firm level; and horizontally by working along the entire spectrum of enterprise growth models, from household businesses transforming into registered firms to small firms on the cusp of scaling up.
IPSC is made up of four interrelated Objectives:
Objective 1. Building business management capacity of SGBs, including those led by vulnerable populations, particularly women and ethnic minorities.
Objective 2. Improving efficiency and productivity by promoting innovation, technology adoption, and sustainable business models.
Objective 3. Enhancing business enabling environment for a broad-based inclusive economy.
Objective 4. Strengthening business-to-business (B2B) and cross-sectoral linkages.
Summary of Activities
IPSC collaborates closely with the Government of Vietnam (GVN) counterparts, including the project owner, AED, under MPI. IPSC and AED develop strategies for sector selection, geographic focus, and SGB engagement, and engage a broad range of market actors across the economy that make up the SGB ecosystem, including SGBs, cooperatives, and household businesses (HBs); business chambers, associations, and business development service providers (BDSPs); GVN Ministries and Agencies, provincial and local administrations; and private sector consultants, training institutions, and financial institutions. Using incentives and cost-sharing with SGBs, PEs, and other partners, IPSC builds greater demand and supply of business development services (BDS), while improving providers’ capacity to understand and offer services desired in the marketplace.
One of IPSC’s main objectives is supporting Pioneering Enterprises (PEs) to receive customized technical assistance under the overall support package “Vietnamese Value – Reach out to the World” to create products with added value and Vietnamese intellectual property, nurturing them to become sustainable models for other SGBs to emulate and scale up proven examples. A PE is a growing Vietnamese enterprise with Vietnamese-branded products; sufficient competitiveness; the ability to lead and expand in the industry, sector, and locality; strong management capacity; and willingness to innovate and produce products with high added value, the vision and objective to build a Vietnamese brand in international markets. Positioning the “Made by Vietnam” product brand successfully in regional and international markets is a priority for PEs.
Each support package will be customized for the individual PE, depending on their situation, needs, development capacity, commitment to participate, and willingness to co-invest. The support packages will focus on facilitating BDSPs and technical experts to deliver consulting services and specialized training to help enterprises strengthen their governance, management capability, and strategies (including strategy development, business model refinement, brand positioning, marketing, innovation, communications, and human resource development). IPSC will develop Key Performance Indicators (KPIs) for each supporting package so PEs can quantify the results achieved and evaluate the effectiveness of the results.
Established in 2001, Tan Thuan Phong Company Limited (TTP) is one of 35 IPSC pioneering enterprises and a leading waste management company in Vietnam specializing in the treatment and recycling of industrial and hazardous waste. As one of the first three companies licensed by the Ministry of Natural Resources and Environment for hazardous waste management, TTP has processed thousands of tons of industrial waste for businesses in Hai Phong and neighboring provinces. This has significantly contributed to developing support service infrastructure for manufacturing plants and environmental protection in the region.
By continuously expanding their services and investing in advanced technologies, TTP not only mitigates environmental risks but also contributes to the economic and social well-being of the country. Their efforts help reduce pollution, manage industrial by-products effectively, and support Vietnam's commitment to sustainable development.
Based on an approved MoU, IPSC are providing 2 technical assistanceactivities for TTP. The first initiative provide consultancy to develop a management and production process system in order to obtain the ISO 9001 (quality management system), ISO 14001 (Environmental management system) certifications. As a result, the newly developed processes will replace existing ones that is the foundation of TTP's current ERP system. TTP also acknowledges the necessity of adapting its existing system to meet the evolving requirements of new Quality Management System (QMS) standards.
Following the results of first technical assisstance, this SOW is to assist TTP in executing the second activity within the IPSC’s provided technical support framework – Consultancy for customizing the ERP system to improve business performance, governance compliance, and sustainability development with the aim to to customize and optimize their existing organization's software system to improve operational efficiency, ensure regulatory compliance, and elevate its overall quality management practices.
1. Scope Statement
IPSC is seeking three (03) qualified Consultants to support the IPSC project to provide technical assistance for TTP according to the tasks and deliverables below.
2. Tasks and Responsibilities/Deliverables and Implementation Plan
Consultants are expected to form a team comprising of 03 experts to submit proposals and deliver the consulting tasks closely with the TTP team, and IPSC. The number of consultant days listed for each task is an estimate designed to help the consultants formulate a price proposal for each activity called for in this document. Consultants realistically believing they can perform the tasks at the lower end, or even below the estimated days in this document, can propose fewer days as appropriate. The emphasis of the consultancy is on the outcome of the assignment, the following deliverables. All deliverables must be agreed to and approved by TTP’s representative.
Consultant 1: Team Lead
The Team Lead, in collaboration with both Consultant 2 – ERP Expert in Company Governance and Consultant 3 – ERP Expert in Production, will be responsible for all the final tasks and deliverables of this SOW, and sole responsible for the specific tasks and deliverables listed in the table below:
|
No. |
Activities |
Deliverables |
Due date |
Estimated level of efforts |
|
1 |
Workplan preparation.
|
01 detailed workplan showing milestones/ major deliverables and activities highlighting the critical path forward. The workplan shall be in Vietnamese. |
31 August 2024 |
05 consultant days |
|
2 |
Need Assessment (in collaboration with consultant2 & 3)
|
01 Fit and Gap analysis. The report & document shall be in Vietnamese and the executive summary in English. Word format following IPSC Report template. |
30 September 2024 |
15 consultant days |
|
3 |
Solution design (in collaboration with consultant 2 & 3)
|
01 Software Requirements Specification Report which indicates the database architecture, process maps, and system Blue print. The report shall be in Vietnamese with executive summary in English. Word format following IPSC’s template. |
31 October 2024 |
20 consultant days |
|
4 |
Supervise the System Customization and installation (in collaboration with consultant 2 & 3)
|
01 Project Completion Report User Acceptance Testing in both Vietnamese and English for the system, signed by TTP’s representative.
|
31 March 2025 |
40 consultant days |
Qualification of selected expert
- Vietnamese national.
- Bachelor’s degree or higher education in software engineering, ICT, or other related fields with minimum of 15 years of relevant IT consulting professional experience.
- More than 5 years of experience in the manufacturing field with a good knowledge of fundamental modules supporting the administrative, financial, operational and production activities of industrial company. Experience with the recycling industry is preferred.
- Extensive experience in software/data base development, ERP system design, plan, and integration.
- Having experience in implementing the assignment related to ISO certifications is a plus.
- Strong coaching, communication, and facility in working with teams and capacity to compose clear and readable narrative reports.
- A high level of professionality and demonstrated ability from previous assignments to ensure the timeline.
- Fluency in Vietnamese and English.
Consultant 2: ERP Expert in Company Governance
The Consultant 2 will collaborate with both Consultant 1 - Team Lead and Consultant 3 - ERP Expert in Production to carry out the SOW, with primary responsibility for specific tasks and deliverables listed in the table below:
|
No. |
Activities |
Deliverables |
Due date |
Estimated level of efforts |
|
1 |
System customization
|
01 User Acceptance Testing Minutesfor the customized modules. The minutes are in both Vietnamese and English and signed by TTP’s representative. |
30 November 2024 |
40 consultant days |
|
2 |
System intergration
|
01 System Intergration Acceptance Minutes.
The minutes for the customized modules are in both Vietnamese and English and signed by TTP’s representative. |
31 December 2024 |
20 consultant days |
|
3 |
Training and Knowledge Transfer:
|
01 training summary report with training materials, and other relevant documents. 01 Operation and User Manual for customized modules. |
28 February 2025 |
15 consultant days |
|
4 |
Post-implementation support
|
Post-implementation support completion confirmation signed by TTP. |
31 March 2025 |
20 consultant days |
Qualification of selected expert
- Vietnamese national.
- Bachelor’s degree or higher education in software engineering, ICT, or other related fields with minimum of 8years’ experience of successful system analysis and design for IT project implementation. Hold relevant quality certificates.
- Extensive experience in software/data base development, ERP system design, plan, and integration.
- Extensive experience in company governance, financial & accounting, sales & marketing human, and resource management.
- A high level of professionality and demonstrated ability from previous assignments to ensure the timeline.
- Strong coaching, communication, and facility in working with teams.
- Fluency in Vietnamese and English.
Consultant 3: ERP Expert in Production
The consultant 3 will collaborate with both Consultant 1 - Team Lead and Consultant 2 - ERP Expert in Company Governance to carry out the SOW, with primary responsibility for specific tasks and deliverables listed in the table below:
|
No. |
Activities |
Deliverables |
Due date |
Estimated level of efforts |
|
1 |
System customization
|
01 User Acceptance Testing Minutesfor the customized modules. The minutes are in both Vietnamese and English and signed by TTP’s representative. |
30 November 2024 |
20 consultant days |
|
2 |
System intergration
|
01 System Intergration Acceptance Minutes.
The minutes for the customized modules are in both Vietnamese and English and signed by TTP’s representative. |
31 December 2024 |
10 consultant days |
|
3 |
Training and Knowledge Transfer:
|
01 training summary report with training materials, and other relevant documents. 01 Operation and User Manual for customized modules. |
28 February 2025 |
10 consultant days |
|
4 |
Post-implementation support
|
Post-implementation support completion confirmation signed by TTP. |
31 March 2025 |
10 consultant days |
Qualification of selected expert
- Vietnamese national.
- Bachelor’s degree or higher education in software engineering, ICT, or other related fields with minimum of 5 years’ experience of successful system analysis and design for IT project implementation. Hold relevant quality certificates.
- Extensive experience in software/data base development, ERP system design, plan, and integration.
- Extensive experience in Production processes, quality control, ISO standard compliance.
- A high level of professionality and demonstrated ability from previous assignments to ensure the timeline.
- Strong coaching, communication, and facility in working with teams.
- Fluency in Vietnamese and English.
KEY FEATURES AND MODULES
|
1 |
Company management: Digitizing the TTP current Systems: a. TTP’s master objectives/ BSC kits management, company policy & organization chart management. b. Production KPI/OKR: Productivity data of the production department will be connected to the KPI system of the whole company. System integration and customization a. Business KPI/OKR: Sales, Marketing, b. Back Office KPI/OKR: Accounting, Board of Directors, Human Resources c. Approval i. Select a decision maker. ii. Each request has an approver. d. Project/ job assignment (task) management i. Intuitive project manager. Visualize project scope with an easy-to-read overview. ii. Manage and handle the entire job assignment process. The assignment process can be monitored, and staff can be reminded and directed right in the process of handling work through a continuous work notification system. i. Assign tasks and control the job being done by each member. Manage the coordination of members at work. Create timesheets on tasks. Create a work plan for each employee. ii. Evaluate job completion rates and evaluate staff performance by percentage. iii. Establish an e-collaboration workplace. Discuss tasks & Share documents. e. Knowledge/ Document management i. Create the TTP’s knowledge/documents system. ii. Enable business process design, documentation & workflow design. iii. Establish a documentation management system with document control and record control. iv. Enable document review and lifecycle management. |
|
2 |
Financial Management Digitizing the TTP current systems: a. Accounting i. Integrate customer information for quick retrieval and payment. ii. Automatically track and remind debt. iii. Build automatic currency conversion function, support international payments. iv. Smart Reconciliation Engine suggests automatic reconciliations and captures additional journal entries quickly. v. Set up an asset model and eliminate the need to handle depreciation entries. System integration and customization a. Billing i. Create invoices based on sales orders, delivery orders, contracts or time and materials. ii. Integrate invoices with accounting, sales, purchasing, and project management. - Sales analysis. b. Expense i. Cost of building an artificial intelligence model, automatically reading from PDF files, avoiding manual entry causing loss or errors ii. Bring information directly into chemistry and accounting. iii. Online approval iv. Separate for each department or project, easily control costs. v. Analyze costs for each employee or department. c. Document i. Build a contract management system, invoices, and company processes on the system. ii. Reduce paperwork activities from issuing work instructions, notifications, to approvals, all take place online, on the system. d. Signature i. Apply digital signatures to approve all organizational activities. ii. Decentralize according to function, ensure authority and responsibility, and ensure confidentiality. |
|
3 |
HR management Digitizing the TTP Existing current systems: a. Staff i. Build a human resources information system, centralize all information related to: Leave, allocation, timesheets, attendance, evaluation, recruitment, costs. ii. Timekeeping, time tracking and attendance. System integration and customization a. Recruitment i. Develop job descriptions ii. Online recruitment and approval process iii. Integrate documents and records on the system iv. Make decisions and announce recruitment results on the system. b. On leave i. Approve leave or register leave on the system. ii. Manage employee leave. iii. Make leave plans. c. Evaluating i. Set up periodic employee evaluations. ii. Create evaluation reports easily, with a clear and transparent schedule. iii. Automate the employee competency assessment process. |
|
4 |
Sales/ Marketing Digitizing the TTP Existing current systems: a. Contact Management
System integration and customization a. Marketing Management
b. Analytics and Reporting
c. Collaboration Tools
|
|
5 |
Production Digitizing the TTP Existing current systems: a. Production management i. Set up the bill of materials. ii. Make production plans. iii. Production orders for each stage System integration and customization a. Inventory management. i. Traceability ii. Update quantity in real time. iii. Support inventory. iv. Connect data directly to the sales, purchasing, and accounting modules. b. Purchasing i. Statistics on purchasing and import activities. ii. Integrate inventory management, invoicing, and accounting modules. c. Maintenance for fleets, equipment, and machines i. Set up a maintenance module. ii. Create an online, intuitive maintenance schedule. iii. Retrieve maintenance history. d. Quality control that compliance with ISO 9001 and ISO 14001 standards. i. Plan quality control plans and integrate them into the system. ii. Activate quality alerts, when workers detect a problem, the notification will reach the manager in an instant. iii. Issues & Risks management modules iv. Enable statistics & non-conforing product control v. Enable internal audit functions, customer complain management module. vi. Enable corrective and preventive action procedures. vii. Monitor each process to be able to generate reports according to ISO 9001 and ISO 14001 standards. e. Periodical report for state management agency’s monitoring system (monitoring the hazardous waste treatment process) i. Define report templates according to requirement by the State management agency. ii. Generate draft reports from production management modules with pre-defined templates. |
3. Tentative period of performance, Mode,location and estimated level of Effort
Tentative period of performance: 01 August 2024 to 30 April 2025
Mode: Online/ On-site/ Hybrid based on the determination from IPSC
Location: Hai Phong, Vietnam
Estimated level of Effort:
- Consultant 1- Team lead : 80 consultant days
- Consultant 2: ERP Expert in Company Governance :95 consultant days
- Consultant 3- ERP Expert in Production 50 consultant days
- The Offeror must submit both technical and financial proposals. Financial proposal must be submitted USD with PIT inclusive in a separate email to technical proposal and no PRICE information mentioned in technical proposal.
Proposals are requested to submitted to email: [email protected] before deadline July 18, 2024 with specific title:
Name of applicant - Application to TA support package to TAN THUAN PHONG - Position
USAID Improving Private Sector Competitiveness Key Concepts and Definitions
- Small and Growing Business (SGB): An organization/economic unit of Vietnam, including enterprises, under the provisions of the Law on Enterprises, cooperatives operating under the provisions of the Law on Cooperatives, and business households registered in accordance with Vietnamese law, which employs no more than 500 full-time employees, has growth potential but lacks the resources of knowledge, finance, human resources, and technology to realize its goals and growth potential.
- Pioneering SGBs or Pioneering Enterprises (PEs): A growing Vietnamese enterprise with Vietnamese-branded products, good competitiveness, the ability to lead and expand in the industry, sector, and locality, good management capacity and willingness to innovate and produce products with high added value, with the vision/objective to build a Vietnamese brand in the international market.
- Business Development Service Provider (BDSP): Agencies, organizations, and enterprises in both the public and private sectors with functions, duties/business lines providing non-financial services to support enterprises to improve operational efficiency and business development.
- Business Support Organization (BSO): An organization with the function and mission to connect and support business development, often including business associations/clubs, industries, etc.
- Department of Planning and Investment (DPI): A specialized agency of the Provincial People’s Committee, which functions as a consultancy and assists the Provincial People’s Committee in managing planning and investment, including the management of domestic and foreign investment in the province; management of official development assistance (ODA) sources, concessional loans from donors, foreign non-governmental aids; Business registration within the province; providing public services within the scope of state management of the Department in accordance with the law.