Individual Consultant – Undertake Preliminary work of the Acquisition and Implementation of Barcoding Asset Management System for COMESA Secretariat

BACKGROUND 

  1. The Expression of Interest is called to identify a suitable Consultant to undertake preliminary work of the acquisition and implementation of Barcoding Asset Management System for COMESA Secretariat
  1. COMESA’s fixed assets are categorized into the following classes: land and buildings; Plant and machinery; computers; motor vehicles; and fixtures and fittings. These assets are acquired through purchase, donation and construction and require to be fully accounted for.
  1. The Financial Rules and regulations require that a fixed asset register be maintained and updated upon issue, replacement or disposal of assets. Once a year, a Board of Survey (BOS) is appointed to conduct a Physical Inventory of all fixed assets. The physical inventory report provides, among others, information on each property of the organization such as: description of the assets in each office; asset number (if any); quantity; state in which the assets are – i.e. good or bad; summary of all assets of the organisation; and reconciliation of the physical inventory report with the assets register.
  1. For stock items, a stock take report is also prepared and provides the following information: stock items; description of each item; quantity and value; bin Card number; list of unserviceable/obsolete items; shortage and losses; and conditions of each stock item. The BOS report makes recommendation to write off shortage/losses and disposal of unserviceable and obsolete items.
  1. The Secretariat intends to improve the turnaround and accuracy of its board of survey report through introduction of bar coding of its assets and stocks as well as optimization of fixed assets management software that is currently in the organization. The bar codes will have the following information per asset/stock item:- name, ID code, location and owner as required by the financial rules and regulations.
  1. During annual inventory counts, bar coded assets and stocks will be scanned, and their details availed in real time for analysis, reporting and reconciliation with the fixed asset register and stocked items. Upon approval of the reconciled report, it shall be uploaded in the fixed asset and stores modules of sun system.

OBJECTIVES

There have been efforts to streamline management and control of fixed assets in the past leading to acquisition of fixed assets software that was optimized. The Secretariat intends to improve the turnaround and accuracy of its board of survey report through introduction of bar coding of its assets and stocks as well as optimization of fixed assets management software that is currently in the organization. The bar codes will have the following information per asset/stock item:- name, ID code, location and owner as required by the financial rules and regulations.

During annual inventory counts, bar coded assets and stocks will be scanned, and their details availed in real time for analysis, reporting and reconciliation with the fixed asset register and stocked items. Upon approval of the reconciled report, it shall be uploaded in the fixed asset and stores modules of sun system.

Introduction of bar coding and optimization of fixed asset management software aims to meet the following objectives:

  1. Standardize coding of assets and stocks for traceability and consistency
  2. Reduce by 50% the time taken during manual physical count of assets and stocks using stock sheets while eliminating human errors due to wrong coding of assets and stocks
  3. Reduce by 80% the time taken during manual assets and stocks analysis, reconciliation, and reporting.
  4. Support design and implementation of various fixed assets management reports
  5. Integrate fixed assets and stocks reports with the fixed asset register for identification of discrepancy between the annual inventory count and General ledger records.

SCOPE OF WORK AND METHODOLOGY

The Secretariat seeks the services of a consultant to undertake the following preliminary work:

  1. Engage the Divisions of IT and Networking as well as Administration to take stock of efforts and initiatives that have been put in place to enhance management of and control of assets with the objective of identifying investments that have been made in this regard.
  2. Determine the extent to which the organization can leverage on the efforts identified in (1) above in its effort to enhance fixed assets controls
  3. Review the fixed asset register IT specifications and configurations for synchronization with IT specifications of the barcoding mobile application that the Secretariat intends to procure
  4. Review the 2021 Board of survey report to obtain an appreciation of the types and number of assets in the organization
  5. Prepare specifications of barcoding mobile application and advise on additional IT equipment and resources that will be required for seamless integration of its outputs with the accounting system. Specifications and additional IT resources should be costed.

Download “RREOI – CONSULTANCY SERVICES TO UNDERTAKE PRELIMINARY WORK OF THE ACQUISITION AND IMPLEMENTATION OF BARCODING ASSET MANAGEMENT SYSTEM” REOI-CONSULTANCY-SERVICES-TO-UNDERTAKE-PRELIMINARY-WORK-OF-THE-ACQUISITION-AND-IMPLEMENTATION-OF-BARCODING-ASSET-MANAGEMENT-SYSTEM.docx – Downloaded 0 times – 65 KB

Download “TORs – Fixed Assets Bar Coding” TORs-Fixed-Assets-Bar-Coding-1.docx – Downloaded 0 times – 36 KB

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