EU Program for the Reform of Public Administration and Finances in Ukraine

EU-World Bank Partnership Program for Europe and Central Asia Programmatic Single-Donor Trust Fund EU program for the Reform of Public Administration and Finances in Ukraine (EURoPAF, EU ref. 385-741) Terms of Reference (NACS-IC-2) Individual Consultant (system analyst – Payroll Module) for the Development of Bidding Document for Supply and Installation of Information System for HRMIS/Payroll, based on the Bank’s Standard Procurement Document

1. Background

The Government of Ukraine approved a Public Administration Strategy in 2016, which envisages the implementation of a Human Resource Management Information System and Payroll (HRMIS/Payroll) and their phased roll out until 2020 (Priority 6, Action 18). To support this objective, the European Union allocated resources to finance a Hybrid Trust Fund with the World Bank within the "EU program for the Reform of Public Administration and Finances in Ukraine" (EURoPAF, EU ref. 385-741). Component one of the Trust Fund is devoted to the implementation of HRMIS/Payroll.

The PAR Strategy envisages that the HRMIS/Payroll system will have modules related to personal records of civil servants, payroll calculation, and financial analytics. The HRMIS shall cover all state administration entities that employ civil servants. The estimated number of civil servants (and public employees) in some 1000 state entities at the central, oblast and local level is 207,000 (according to MOF estimation). The HRMIS system is also expected to cover some 22,000 of administrative personnel of the court system at central, oblast and rayon level. Presently, there is no single centralized database of government employees, which make overall management of the government workforce difficult. The absence of the centralized remuneration data poses challenges to efficient personnel expenditure planning and oversight, and policy planning in the remuneration area.

The Concept of HRMIS was approved by the Cabinet of Ministers of Ukraine (http://zakon2.rada.gov.ua/laws/show/844-2017-%D1%80). Initial technical requirements for the new HRMIS/Payroll have been already prepared with the World Bank team’s support, as well as a detailed analysis of the implementation options has been done. With all the mentioned inputs, NACS requires to define a specific implementation option and continue with the preparation, planning, execution and other phases of the project cycle.

This TOR defines the advisory services of the individual technical consultant (further - Consultant) for the for the Development of Technical Specifications on the Payroll Module related to a Bidding Document (Technical Specifications (further – TS) for Supply and Installation of Information System for HRMIS/Payroll, based on the Bank’s Standard Procurement Document.

1 2. Objective The objective of this consultancy is to assist the National Civil Service Agency during the development phase of a Technical Specification of Human Resource Management Information System (Technical Specification of Payroll Module of HRMIS/Payroll system) for the creation of technical requirements for the HRMIS.

3. Scope of Servicesof Consultant This section describes in detail the responsibilities of the Consultant at the stage of elaboration of theTechnical Specification ofHRMIS/Payroll.

 Develop procurement documents for HRMIS and Payroll using the Standard Procurement Document Request for Bids for Information Systems: Design, Supply and Installation (One- Envelope Bidding Process, Sections III and VII) (further – Request for Bids, RFB). Please see link: http://pubdocs.worldbank.org/en/644731488554787216/SPD-Request-for-Bids-INFORMATIONSYSTEMS- January2017.docx).  The Consultant should focus on developing Section II of Part VII of the RFB. Requirements for the information system, namely: technical requirements, implementation schedule, inventory table of the system, reference and information materials for the system of HRMIS, which include: • Functional, architectural and operational requirements for human resources management (Articles 126-136 of the Request, or RFB); • Specification of the service (acquisition and installation of the HRMIS); • Testing and requirements for the quality assurance of the HRMIS; • Service specifications (accompaniment of the HRMIS).  Develop Section III of the Procurement Document titled Evaluation and Qualification Criteria (without prequalification), detailing the following features (tentatively defined and subject to finalization during the consultancy):  Productivity, capacity or functionality that exceeds the levels defined as compulsory for technical requirements;  Functional features such as ease of use, ease of administration or scaling that affect the cost and effectiveness of the work;  The quality of the preliminary draft of the bidding document, taking into account all requirements of the RFB;  Any other requirements for the RFB.

4. Requirements for qualification

The Consultant shall meet the following core qualifications:

 Higher education in the field of social sciences / information technologies and private or public administration;  Experience at least in three large IT projects for the implementation of HRMIS in the private and/or public sector;  Familiarity with the legal framework regulating civil service employment in Ukraine, including the law on civil service and implementing regulations;

 Good communication and analytical skills, ability to work in teams;  Experience in drafting standard bidding documents for supply and installation of information system (experience of working for World Bank projects is desirable).  Knowledge of Ukrainian and English at the work level is compulsory When submitting a resume and cover letter, the Consultant must provide information that confirms his experience in the specified areas, and attach reference letter from former clients.

2 5. Deliverables and reporting

 Plan of intermediate results of the consultancy with the timeline that is to be agreed with the NACS.  Technical requirements for the management of the Payroll module for the HRMIS/Payroll based on the template of RFB.

 Develop criteria for technical assessment of Payroll management, detailing technical specifications.

During the development phase of the specification forHRMIS, the Consultant prepares monthly reports on the work done, documents the progress of his work and submits agreed outputs, as well as highlights issues and risks and recommendations for their solution. The Consultant will submit Reports and outputs, reviewed and commented by the Project manager, to the NACS Coordinator

6. Terms and conditions

The consultant will report directly to the NACS Project Coordinator and will work under the coordination of Project Manager. He will work closely with the NACS project team, including the consultants developing HR/Payroll requirements, Procurement Consultant, and relevant NACS IT specialists.

The Contract will be signed for 3 months, with the start date in December 2017 and end date in March 2018, unless otherwise agreedthrough the amendment of the contract.

The work of the Consultant will be paid monthly, subject to the delivery of the agreed results (outputs) of work. If the project is extended, NACS may negotiate contract extension, subject to satisfactory performance of the consultant. Failure to deliver outputs in a timely manner will lead to performance assessment and necessary remedial actions by NACS management.