Electra Software Limited

Maendeleo hse, 7th Flr, Monrovia Str

P.O.Box 50148-00200
Tel: 020 247617 / 2044632
Nairobi, Kenya
(www.electra.co.ke)

PIN: P051195635B
VAT: 0167638J

The HR Advisor,
Ogilvy East Africa,
P.O.Box 30280-00100
Nairobi.

January 17, 2008

Dear Ms M. Wachira,

RE: HUMAN RESOURCE MANAGEMENT SYSTEM

Electra Software Ltd is a systems’ developing and integrating company dedicated to the
design and implementation of Desktop Applications, Web based systems and websites.
This company has known a steady growth since its inception in 2003, with several systems
supplied and installed throughout Kenya. The company structure is designed for a flexible
and personalized response to custom needs.

We hereby submit our proposal for the supply, installation, training and commissioning of
a custom Human Resource Management System.

Key Benefits of the System

• Highly Configurable and Easy To Use
• Affordable - no cost per staff added
• Tracks all the staff details
• Avoids Double entries for staff details
• Keeps track of all leave types
• Analyses staff leaves, appraisal and promotion Patterns
• Automatic updates to data
• Can be integrated with Financial and payroll systems
• Centrally Manage All Data
• Excellent reporting System
• HR Professionals no longer have to spend hours searching through paper files for
specific information.
• Information is instantly accessible and always up-to-date.
• Manager reports are available for any time in the past, present, or future
• Distribute reports electronically by printing to Adobe PDF format
• Allows you to create multiple security levels and define what areas of the system
users can access.
SYSTEM FEATURES

Security module
• User rights
• Change Password

System Settings
• Company Profile
• Company settings
• Data Maintenance & Backup
• Maintain several companies (code and name)

Staffing
• Staff setups
o Leave types
o Job groups
o Companies
o Departments
o Staff levels
o Holidays
o Training Types
o Training courses
o Disciplinary case types

• Staff Master
o Staff Bio data (Names, DOB, Date of Appointment, probation period, End
of Probation period, NHIF No., NSSF No., PIN No., National ID,
Telephone, Postal Address, Physical Address, Email, Nationality etc.)
o Next of Kin details
o Qualifications
o Employment History
o Attach employee documents
o Attach photo

• Staff Training
o Individual Staff Training

Staff details

Dates of the training

Department & Company

Cost of Training

Bond (Dates)

Awards
o Mass training

Course / Description

Facilitator

Dates

List of Employees

Venue

• Staff Leave Management

o Online application and approval for leave
o Staff details
 o Leave Number
o Leave entitlement
o Type of leave (Annual, Maternity, Paternity, Compassionate, Sick Leave
etc)
o Leave period
o Dates
o Number of days

• Staff Appraisal
o Staff details
o Appraisal Number
o KPI’s
o Measurement Criteria
o Ratings
o Objectives
o Comments

• Staff Promotions
o Promotion Number
o Staff details
o Promotion date/year
o Promotion Base
o Notes

• Disciplinary Cases
o Disciplinary ID
o Case/Reason
o Date
o Action Taken
o Officer in charge
o Details

• Recruitment
o Applications (Applicants’ details, job applied for, qualifications etc)
o Vacant positions
o Job description
o Requisition form
o Staff turnover

Reports
• Staff Master Listing
o Select fields to display e.g. staff name + salary + NSSF No., Staff Number +
Staff Name etc
o Per department / company
o Per Job group
• Leave reports
o Leave Balances
o Leave entitlements
o Days taken
o Leave monetary values
• Staff birthdays
o All
 o Per month
o Per department/company
• Staff training reports (detailed and summary)
o Staff training with bonds
• Disciplinary cases

Miscellaneous
o Sick Leave sheet
o Calendar
o Weekly planner

Notes:
o The system will be integrated with the current Payroll so that they share
common data.
o Other features necessary to Ogilvy will be added at no extra cost.
o The users will have a web-based setup for leave application and approval.

SYSTEM COSTS

Item Particulars Amount(Kshs)

1 HR System Delivery, Supply, Installation & Customization
o Security’ 5,000
o Staff master 15,000
o Staff training 10,000
o Leave management 15,000
o Appraisal management 10,000
o Promotions 10,000
o Disciplinary 10,000
o Reporting module 20,000

2 Training 10,000

3 1 year support free

Total 105,000
This Amount is exclusive of VAT.

PAYMENT METHOD
- 50% of the over all project cost, shall be paid at the commencement of the project.

- 50% will be paid on completion of the project.

We hope that our offer meets your requirements and that you will shortly be joining the
ranks of our satisfied customers.
We shall be very happy to provide any further information you may require and look
forward to hearing from you soon.

Yours faithfully,

Peter Muchemi,
Director