INFORMATION MANAGEMENT SERVICES

1. INFORMATION MANAGEMENT SERVICES Tender Briefing Session CFO/ITS/050/01

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5. Information Management Services Background The W&RSETA’s operations are geographically dispersed with the Head Office in Centurion and ten branch offices spread countrywide. Its stakeholders are geographically spread throughout the country. In order to most effectively serve the Wholesale and Retail Industry, and to cope with the volume of requirements, the W&RSETA requires effective Information Management (IM) processes and systems. IM services and access are provided to W&RSETA personnel at its Head Office and branch offices. Stakeholders have internet access to the W&RSETA’s information via its web site and limited, controlled access to some of its systems’ functionality that is exposed to the web.

6. Information Management SystemBackground The W&RSETA’s IM services are currently provided by Deloitte Consulting on the basis of a Service Catalogue and Service Level Agreements. In general most hardware (excluding some local servers, desktops and notebooks), facilities and effort required to provide these services are provided and owned by the service provider.

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8. Information Management Services Level of TOR User Terms of Reference Functional (what) Blue Print Technical (how) As built

9. Information Management Services Scope A. Business Application Requirements • The W&RSETA Processes (Skills Development and ETQA) • Financial Processes • Procurement and Supply Chain Processes • Project Management Processes • HR Processes • BI Requirements • Systems Requirements B. Description of Services • Web Site • Call Centre Services • IT Services • IT Service Management • Application Hosting Services • Application Support Services • Implementation Services for Business Applications • IT Transition Services C. Service Delivery and Management Principles • Systems availability • Support Service Levels • Escalations

10. Information Management ServicesRequirements A more detailed description of the requirements of the W&RSETA with respect to its IT Solutions and Service Management model is presented is contained in the document labelled : “W&RSETA IM Requirements”.

11. Information Management ServicesIM RequirementFramework

12. Information Management ServicesBusiness Model The aim is not to provide a detailed strategic analysis of the organization, but to address those factors in the business model and environment that could have a bearing on the IM requirements: Decentralization • W&RSETA operates with strong central control, but the delivery requirements in the regions necessitate moving more of the business processes to the regions where the primary contact is maintained with regional stakeholders. The W&RSETA must operate in an increasingly decentralized manner without compromising central control, governance and compliance requirements. Growth • The volume of learners has increased significantly and despite a high degree of efficiency in its operations the organization is under increasing pressure to deal with the volumes. In addition, W&RSETA is under-spending in terms of the disbursement of grants. • The systems that support the business processes have to enable the organization to reach higher levels of efficiency in order to deal with increased learner volumes without necessarily having to increase staff numbers. • The growth of the organization has also resulted in an increasing requirement for systems to better support general non-core business functions (e.g. HR)

13. Information Management ServicesBusiness Model The legislative environment • SETAs operate against the backdrop of a continually changing legislative, regulatory and policy environment. This includes, but is not limited to the new NQF Bill and revised Higher Education Act, General and Further Education and Training Act and Skills Development Act. The new Skills Development Amendment Bill, for example, establishes the Quality Council for Trades and Occupations (QCTO) as a juristic person. The new Grant Levy System introduces the Pivotal Grants (Professional, Vocational, Technical and Academic Learning). The National Skills Development Strategy (NSDS) provides an overarching strategic instrument for skills development and sector skills planning, with NSDSIII, covering the period from 2011 to 2016, setting the national skills development objectives, priorities and initiatives to support and sustain the National Economic Growth and Social Development Goals (MTSF), the National Industrial Policy Framework and the Industrial Policy Action Plan 2, and the National Human Resources Development Strategy (2010 – 2030). The systems provided to the W&RSETA should therefore be flexible and able to cater for the dynamically changing environment, inter alia necessitating different processes, functionality and reporting requirement to be provided on an ongoing basis

14. Information Management Services Business Processes An assessment of the business processes within W&RSETA was done, and the systems that support the processes were identified. This was documented per department, as follows: • Delivery • HR (Human Resources) • SCM (Supply Chain Management) • Finance • PSO (Project Support Office) • Marketing and Communications • Research • QLP (Qualifications and Learning Programme) • ETQA (Education and Training Quality Assurance)

15. Information Management Services Current Systems Architecture The W&RSETA processes are currently supported by the following applications architecture: • JD Edwards Financials • A bespoke developed SETA specific application (the so called “SETA Management System” (SMS)), that has limited integration with JD Edwards. It has the following functions and attributes: • Skills module • ETQA and Learnerships module • A limited Project Module • A Supply Chain Management module • A limited HR module • The SMS system supports limited document management in the form of file attachments that are linked to a transaction. • The SMS system is a custom-developed application on a Microsoft SQL Server / .NET platform. • A Web Site, through which certain SMS functions are exposed to stakeholders • A Call Centre • A Business Intelligence (BI) tool (Pro Clarity) • A Workflow tool (Flow Centric) • VIP is used to process the payroll and leave. It has no integration other than manual file transfers (outsourced). • Shared drives on Windows File servers are used for document storage • The email system which is Microsoft Exchange based

16. Information Management ServicesCurrent Technical Architecture The architecture of the W&RSETA infrastructure is contained in the document labelled : “W&RSETA IT Infrastructure”.

17. Information Management Services Current Technical Infrastructure Regional Office Head Office Web Site Sec AD/ Antivirus/ File & Print Sec AD/ Antivirus/ File & Print MS AD/ Exchange Etc JDE SMS Redundant Diginet Lines Diginet DSL Network Internet Internet Access (Shared) Diginet Data Centre (I Net Bridge)

18. Information Management Services Sites and current number of users • The number of users is approximate, and will vary, probably upwards, from time to time. • Users from all sites will in future require access to the ERP (currently JDE), BI and other W&RSETA systems.

19. Information Management Services Current Network - WAN

20. Information Management Services Recommended IM Architecture The recommended solution for the W&RSETA’s future Information Management solution is contained in the document labelled : “W&RSETA Recommended Solution”.

21. Information Management Services Recommended Systems Architecture

22. Information Management Services Recommend Technical Architecture Regional Office Head Office Etc File & Print MS Exchange⁰ AD/ DHCP/ Antivirus/ WSUS⁰ File & Print Doc Mgmt AD/ DHCP/ Antivirus/ WSUS⁰ MS Exchange MS AD Antivirus/ WSUS SETA MIS Web Site BI ERP Redundant Diginet Lines Diginet DSL Network Internet Internet Access (Shared) Diginet ⁰ The main servers are hosted at the Data Centre. The servers at the sites (if required for purposes of availability / responsiveness) are replicated from the main servers at the Data Centre, where they are managed and all backups are made. Data Centre (hosting)

23. Information Management Services Expected Outcomes and Deliverables • The W&RSETA wishes to appoint a service provider to provide all the W&RSETA’s IM services on the basis of a Service Catalogue and Service Level Agreements. In general all hardware facilities and effort required to provide these services shall be provided and owned by the service provider. • The W&RSETA wishes to have a single point of responsibility for the delivery of the services. Any sub-contractors shall be the sole responsibility of the service provider to manage. • The required date for the inception of the full IM services is 1st April 2012. Any implementation and take-on project will have to be completed by this time. • The duration of the provision of the services is up to 31st March 2015

24. Information Management Services Quality Assurance Reviews of the Work • If an implementation and take-on project is required the W&RSETA will monitor this on a regular (weekly and monthly) basis through meetings with a steering committee and reporting from the service provider. • The ongoing monitoring of the delivery of the services will be monitored on a regular (monthly) basis through meetings with a demand side management committee and reporting from the service provider.

25. Information Management Services Pricing • The scope of work should be used when compiling the pricing for the delivery of the services • All costing must be shown inclusive of any applicable VAT. • Costing must be done inclusive of any applicable travel or disbursements of any kind and should therefore be inclusive of all foreseeable costs to achieve the objective. • Fixed fee associated with the delivery of the service shall be submitted as follows: • Escalation of the Monthly fee will be allowed once per annum on the anniversary date, based on the then current CPIX. • The number of units (e.g. ERP system or BI tool licenses) must be specified if they are limited in any way. • Any unit costs (e.g. costs for additional user licenses or additional desktop support) must be explicitly quoted.

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31. Information Management Services All bids must be submitted on the official forms (SBD) (Not to be re-typed) • This bid is subject to the General Conditions of Contract (GCC) • CRITICAL CRITERIA • Bids submitted that do not comply with the following will not be considered for further evaluation: • Prescribed format • Requested number of copies • Requested documents e.g. tax clearance certificate • Technical proposal separately submitted from the pricing and tender information Submission Requirements

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33. Information Management Services Tender Name Information Management Services Tender Reference : CFO/ITS/050/01 Document : Compliance / Administration

34. Information Management Services Tender Name Information Management Services Tender Reference : CFO/ITS/050/01 Document : Technical Proposal Technical Threshold : 80%

35. Information Management Services Tender Name Information Management Services Tender Reference : CFO/ITS/050/01 Document : Pricing Proposal

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40. Information Management Services Any clarity seeking questions must be submitted in writing, by email, to the W&RSETA. Responses to questions will be provided to all bidders All bidders will be notified of the outcome of this tender once the entire process is finalised

41. Information Management Services All queries must be in writing and directed to: tenders@wrseta.org.za Fax: 086 506 6986

42. Information Management Services THANK YOU !