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Tenders are invited for Customization and Implementation of Microsoft Dynamics 365 Business Central. Closing Date: 9 Oct 2026 Type: Consultancy 1.Background GROOTS Kenya is a national movement of grassroots, women-led, community-based organizations and self-help groups in Kenya. We were founded in 1995, after the fourth UN Conference on Women in Beijing, China. We aim to address the lack of visibility of grassroots women in development processes and decision-making forums that affect them and their communities. GROOTS Kenya currently uses Microsoft Dynamics NAV 2017 as its finance management system. The organization intends to migrate to Microsoft Dynamics 365 Business Central to strengthen financial management, reporting, system integration, automation, data accessibility, internal controls and operational efficiency. GROOTS Kenya seeks to engage a qualified and experienced consultant toundertake the assessment, design, configuration, data migration, integration, testing, training, implementation, go-live and post-go-live support. 2. PURPOSE OF THE ASSIGNMENT The purpose of this assignment is to engage a qualified and experienced consultant to support the organization in planning and implementing and the successfully migration from Microsoft Dynamics NAV 2017 to Microsoft Dynamics 365 Business Central including assessment, solution design, configuration, data migration, testing and go-live 3. SCOPE OF WORK 3.1 Inception, Current-State Assessment and Requirements The consultant shall undertake a comprehensive review of the Organizations existing systems, processes, data and internal controls, covering finance and accounting, Microsoft Dynamics NAV and Grant Management Information system, budgeting and forecasting, procurement processes, accounts payable and receivable, bank and M-Pesa/mobile money processes, staff and partner advances, fixed assets and inventory, payroll management, tax and statutory reporting, donor and management reporting, financial close processes, approval workflows, user access and segregation of duties, existing system integrations, data structures, reporting requirements and document management. The consultant shall identify inefficiencies, manual processes, duplication, control weaknesses and opportunities for automation. Deliverable: Inception Report, Current-State Assessment and Business Requirements Specification. 3.2 Fit-Gap Analysis and Future-State Design The consultant shall conduct a fit-gap assessment comparing the Organizations, financial and operational requirements against standard Business Central functionality. Each requirement shall be classified as standard functionality, configuration, extension/add-on, customization, integration, manual workaround or not recommended, with consideration of cost, controls, efficiency, scalability, security, data integrity and sustainability. The consultant shall also assess the future role of existing systems and recommend whether each system or function should be retained, integrated, replaced, reconfigured or discontinued. Any proposed customization, extension, third-party solution or integration shall clearly outline the solution, costs, risks, dependencies, maintenance requirements and long-term implications. Deliverable: Business Central Solution and Fit-Gap Assessment Report 4. FUNCTIONAL REQUIREMENTS The Business Central solution shall support, as applicable: 4.1 Financial Management The Business Central solution shall provide comprehensive financial management functionality, including management of the chart of accounts, accruals, prepayments general journals adjustments, multi-currency transactions, bank and cash management, bank reconciliations, accounts payable and receivable, VAT and withholding tax, financial period and year-end controls, audit trails and financial reporting. The solution shall support accurate, timely and auditable financial information and facilitate effective financial controls and reporting. 4.2 Grant Management The solution shall support the Organizations non-profit and donor-funded operations by enabling financial transactions and reporting to be tracked by key dimensions, including donor, programme, project, activity, department, location, partner/CBO, budget category and restricted/unrestricted funding. The system shall support grant budget and expenditure tracking, burn-rate analysis, sub-grant and partner expenditure monitoring, and reporting by activity and location. The consultant shall design and implement a practical and efficient financial dimensions and coding framework that meets the Organizations reporting requirements without unnecessary complexity or duplication. 4.3 Budget Management The Business Central solution shall support annual, programme, project and grant budgeting, including budget preparation, revisions and adjustments, budget version control, budget-versus-actual reporting, variance analysis, commitment monitoring, forecasting and budget availability controls, where appropriate. The system shall provide management with timely information to monitor budget utilization, identify variances and support informed financial decision-making. 4.4 Procurement The solution shall support an integrated procure-to-pay process covering purchase requisitions, approvals, purchase orders/LPOs, receipt of goods and services, invoice processing, payment, accounting and reconciliation. The system shall incorporate appropriate procurement and financial controls, including delegated authority, approval workflows, budget availability checks, supplier controls, invoice validation, three-way matching where applicable, segregation of duties and audit trails. 4.5 Sub-Grant and Partner Management The solution shall support the financial management and monitoring of sub-grants and partner funding, including partner disbursements, partner advances, partner financial reports, liquidations and outstanding partner balances. The system should provide appropriate visibility of partner funding and expenditure and facilitate reconciliation and reporting on partner financial obligations. 4.6 Fixed Assets and Inventory Management The solution shall support the complete fixed asset lifecycle, including asset acquisition, registration, classification, capitalization, depreciation, transfers, disposals, impairment, revaluation where applicable, physical verification and asset reporting. The consultant shall also assess and recommend the appropriate treatment and migration approach for fixed assets, inventory and other non-capital items to ensure that the new system accurately reflects the Organizations asset management requirements. 4.7 Payroll Management The solution shall support payroll management, including payroll preparation, calculation of statutory deductions and employee benefits, processing of employee changes and generation of employee Payslips. The consultant shall assess the Organizations existing payroll processes and determine the appropriate Business Central functionality, configuration or integration required to support payroll requirements and statutory compliance. 5. REPORTING The solution shall provide integrated and reliable financial, grant, management and compliance reporting to support operational management, donor accountability and decision-making. At a minimum, the system shall support key financial reports, including trial balances, statement of comprehensive income, Statement of financial position, statement of Cashflows and Statement of changes in net assets, budget-versus-actual, variance analysis, ageing reports, bank reconciliations, and imprest report. The consultant shall assess existing reporting requirements and configure or develop appropriate reports and dashboards within Business Central or approved reporting tools. Reports shall enable analysis by key dimensions, including donor, programme, project, activity, department, location and partner. 6. SYSTEM INTEGRATIONS The consultant shall assess existing and required integrations between Business Central and relevant systems, including the internal management information system and Microsoft 365/SharePoint. The consultant shall map data flows, identify integration requirements, eliminate duplicate data entry and recommend appropriate integration methods and controls. The consultant shall configure and test approved integrations, resolve identified issues and provide integration documentation and knowledge transfer. The final integration scope, including data exchanged, frequency, ownership, costs, dependencies and maintenance requirements, shall be agreed during the requirements and solution design phases. 7. DATA MIGRATION The consultant shall develop and implement a structured data migration strategy covering agreed master data, opening balances, outstanding transactions, fixed assets, grants, projects and historical data from the Organizations existing systems to Business Central. The consultant shall assess data quality, cleanse and map data, conduct test migrations, and validate and reconcile migrated data against approved source records. Any discrepancies shall be resolved before final migration. The scope and period of historical data to be migrated shall be agreed during the requirements and solution design phase. Final migration shall be subject to successful validation and reconciliation, with the consultant providing a Migration Completion and Reconciliation Report. 8. INTERNAL CONTROLS, SECURITY AND WORKFLOW The Business Central solution shall incorporate appropriate internal controls, including segregation of duties, role-based access, delegated approvals, automated workflows, user access management, audit trails and controls over sensitive master data. The consultant shall assess and configure the Organizations approved control requirements within Business Central and ensure Tender Link : https://reliefweb.int/job/4231085/terms-reference-customization-and-implementation-microsoft-dynamics-365-business-central
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