Background & Rationale

JSI Research and Training Institute, Inc. seeks to engage a qualified System Analyst Consultant to act as the technical middle man between JSI and the ERP customization company (Vendor). The consultant will lead the entire project from a client perspective, including requirement gathering, technical oversight, testing coordination, and go‑live preparation.

The assignment focuses on ERP Next modules for:

• Procurement

• Inventory Management

• Vehicle Management

• Payment Systems

• Sub‑Grants Management

The consultant will ensure that business needs are correctly translated into functional systems, vendor deliverables are validated, and risks are escalated early.

Objectives

The consultant will:

• Provide business and system analysis services throughout the design, development, testing, and deployment phases.

• Act as JSI’s technical representative to oversee, challenge, and support Vendor.

• Ensure that requirements are complete, validated, and traceable to system functionality.

• Deliver the project with 4 months with a clear go/no go recommendation at each milestone

Scope of Work

The consultant will perform the following tasks. Each includes a key performance indicator (KPI) for accountability.

Stakeholder Engagement & Requirement Gathering

• Lead requirement gatherings with JSI business users.

• Analyze existing workflows, approval matrices, templates, and compliance rules.

• Deliverable: Signed-off Business Requirements Summary (BRS) JSI version. 

• KPI: 100% of priority requirements reviewed and validated by JSI process owners within the first 4 weeks.

Business Process Analysis

• Map current vs. to‑be processes (flowcharts).

• Identify gaps, inefficiencies, and automation opportunities.

• Support ERP system requirements definition and analysis activities across the five proposed modules to ensure alignment between operational needs and system functionality. 

• Deliverable: Process gap analysis report with improvement recommendations.

• KPI: At least 80% of identified gaps have a documented solution path agreed with the vendor by the end of Month 1.

Vendor Document Review & Validation

• Review all vendor-produced documents (BRS, FRD, technical design, test cases).

• Validate that documents reflect actual business needs, not vendor assumptions.

• Provide structured, traceable feedback (issue logs with severity levels).

• Deliverable: Document review register (status: Approved / Conditional / Rejected).

• KPI: Zero “high severity” misinterpretations reaching UAT without prior flagging.

Vendor Oversight & Coordination (The “Middle Man” Role)

• Attend all technical meetings with Vendor.

• Ensure the vendor stays within agreed scope and contract deliverables.

• Advise JSI ERP project stakeholders on key ERP development phases, expected deliverables, implementation risks, and dependency management throughout the project lifecycle. 

• Provide recommendations on ERP-related hardware, infrastructure, and software support requirements necessary for successful implementation and operational sustainability. 

• Track vendor responsiveness and delivery quality.

• Deliverable: Weekly vendor performance observation log.

• KPI: Vendor response to clarifications ≤ 2 business days (tracked)

Change Control & Impact Assessment

• Review every change request from JSI or vendor.

• Assess impact on scope, timeline, cost, and system integrity.

• Advise management on approval/rejection with written rationale.

• Deliverable: Change request evaluation report .

• KPI: All change requests assessed and documented within 3 business days of receipt.

Testing & UAT Support

• Develop UAT scenarios based on approved requirements.

• Review vendor’s test cases for completeness.

• Coordinate UAT execution by JSI business users.

• Track defects using a traceability matrix (severity: Critical / Major / Minor / Cosmetic).

• Deliverable: UAT summary report with defect tracking log and sign-off recommendation.

• KPI: 100% of Critical and Major defects resolved or deferred with formal risk acceptance before go-live.

Quality Assurance & Validation

• Validate system alignment with business processes.

• Identify risks early (weekly risk register updated).

• Provide independent readiness assessments.

• Deliverable: Bi‑weekly quality assurance checkpoint report.

• KPI: No more than 5 high‑severity issues discovered within the first week of UAT.

Deployment & Transition Support

• Support go‑live readiness assessment (phased or full).

• Support data standardization activities and validation rule reviews to improve data quality and consistency before migration and go-live. 

• Oversee post‑implementation stabilization (first 2 weeks after go‑live).

• Review vendor training materials and recommend suitable JSI training plans.

• Deliverable: Go‑live readiness checklist (signed by JSI PM and consultant).

• KPI: System stable (no critical downtime) for 5 consecutive business days post go‑live.

Integration Requirements

• Identify integration needs with existing systems.

• Support documentation of API requirements.

• Deliverable: Integration requirements specification (high‑level).

• KPI: All integration points tested and confirmed during UAT.

Reporting & Documentation (Independent Records)

Maintain independent records of:

• Issues raised and resolutions

• Vendor performance observations

• UAT results and validation outcomes

• Change requests and approvals

Reports required:

• Weekly progress report (status, schedule variance, risks, recommended remedies)

• Final Consultancy Completion Report (≤10 pages)

KPI: All reports submitted on time (weekly by Monday COB).

Key Deliverables Summary Table

• Business Requirements Summary (validated)

• Process gap analysis report

• Document review register (BRS/FRD/design)

• Change request evaluation reports (as needed)

• UAT plan & scenarios

• UAT summary + defect tracking log

• Vendor performance log (weekly)

• Go‑live readiness assessment

• Final Consultancy Completion Report

Job Requirements

RequirementEssential / DesirableAdvanced degree (IS, Business, or related)EssentialERP implementation experience (ERP Next preferred)EssentialProven experience as client‑side technical lead / middle man between business and vendorEssentialKnowledge of Systems Development Life Cycle (SDLC), ERP concepts, requirement validation, and UAT coordination. EssentialProject management certification (PMP, PRINCE2, or Agile)DesirableUnderstanding of NGO / donor compliance (grants)DesirableExperience with Procurement, Inventory, Fleet , Payment processing and Sub‑grants modulesDesirableAbility to work under pressure & meet strict 4‑month deadlineEssentialExcellent organizational, coordination, and stakeholder management skills. Essential

Time Commitment & Logistics

• Duration: 2 months dedicated time, and then based on need basis (at least 2 days per week).

• Location: JSI Country office.

• Equipment: Consultant to provide own laptop; JSI to provide access to systems and vendor documentation.

Evaluation Criteria (Weighted)

CriteriaWeightRelevant ERP oversight experience (client‑side)30%Understanding JSI’s sector & requirements20%Quality of work plan & risk approach20%References & past performance15%Cost reasonableness15%

Terms & Conditions

• JSI may terminate the contract with 7 days’ notice if deliverables are consistently late or quality is unacceptable.

• All documents produced become sole property of JSI.

• The consultant must sign a non‑disclosure agreement (NDA).

• No substitution of key personnel without prior written approval.

How To Apply

Proposal Submission Requirements (for bidders)

Interested consultants shall submit:

1. Technical proposal (max 8 pages) explaining approach to the “middle man” role.

2. Work plan (week‑by‑week for 4 months).

3. Risk register template example (showing how they track vendor risks).

4. CV with at least two references from similar ERP oversight engagements.

5. Financial proposal (daily or monthly rate, total not to exceed 4 months).

Job Requirements This role seeks a seasoned System Analyst / ERP Consultant to act as the technical liaison between JSI Research and Training Institute, Inc. and an ERP customization vendor. The candidate must possess advanced education in Information Systems or related fields, along with proven experience leading client‑side oversight of ERP implementations—preferably using ERP Next. Responsibilities include requirement gathering, business process analysis, vendor document review, change control management, UAT support, quality assurance, and deployment coordination over a four‑month project timeline. Key qualifications emphasize an advanced degree, ERP implementation expertise, strong stakeholder coordination skills, and familiarity with procurement, inventory, fleet, payment, and sub‑grant modules. Project management certification (PMP, PRINCE2, or Agile) is desirable. The consultant will work 2 days per week initially for two months, then as needed, from JSI’s country office. The role demands rigorous documentation, risk tracking, and a commitment to deliver all milestones within the stipulated four‑month period while ensuring system alignment with business processes. How to Apply Submit a technical proposal, work plan, risk register template, CV with references, and financial proposal via email to the contact address provided below.