Belgium – Systems analysis and programming services – New IT System for managing EED grants based on Microsoft Dynamics and Microsoft Power Apps

Tytuł: Belgium – Systems analysis and programming services – New IT System for managing EED grants based on Microsoft Dynamics and Microsoft Power Apps Zamawiający: European Endowment for Democracy Kraj: BEL Data publikacji: 2025-12-30 Termin składania ofert: 2024-04-30 23:59 Szacunkowa wartość: 400000 EUR Opis przetargu: {'eng': ["EED wants to implement a modern new IT System for managing EED grants with the ability to support stakeholder engagement. This will provide a “single source of truth” which will allow a 360 degree view of all grantees with the ability to see at a glance the key information about a grantee, such as the project thematic and portfolio/thematic/region/country levels should be available (with statistics). A Search System would provide navigable and searchable content. Staff will need to be able find relevant content using simple techniques such as keyword searches and metadata tag clouds and full-text search. Currently valuable information and insight from projects and the wider external environment is distributed in the body of emails and Word documents that are filed away in shared drives. EED would like to be able to capture content and information from emails and other sources, to store it and tag it against a managed taxonomy, then to search and find it. Such documents include mission reports, meeting reports, annual reports, Board documents, country results papers and thematic reports. The system will empower the Senior Management Team with data insight and flexible reporting system. Currently, there are around 400 ongoing grants at one time (however, this may increase in the future). Grant applicants can be civil society activists, media organisations, democracy organisations and individuals as well as companies and unregistered groups. The entire grants approval process usually takes around 12 weeks, although it can be much shorter or longer. EED’s approval rate of grant applications is around 10%. In practice around 40% of grants are allocated to independent media e.g. non-government owned media or social media platforms. An award period can be anything from one to 24 months or more, with an average duration of one year. When reviewing a grant application, for EED it is important both that the grant sits within EED’s mandate “to foster and encourage democratisation and deep and sustainable democracy” and that what the grant applicant wants to achieve and how this fits into the political context of their country or context. EED monitors political situations, often predicting when applications will arrive with EED and the staff is aware of what is happening to key activists. Providing emergency support to grantees is an important part of what EED does and approval in these instances can be considerably faster, with EED turning around some grant applications within 24 hours, as recently following the full-scale invasion of Ukraine. The system is expected to assist the EED organisation in: • managing applicants • evaluating their projects • confirming (or rejecting) grant • monitoring the grant throughout its life and impact • adding the programme perspective. The system should be designed to speed up the flow of information, facilitate access to data and improve the organisation of submitted applications and documents, so that with a heavy workload, the system will continue to run smoothly. It must provide registers to keep electronic records of all the information necessary for each of the above-mentioned areas of activity. It must provide document templates and the possibility to group them, tag them with dictionary keywords, version them (with keeping old version in the system) and change them in the future. The system must have a workflow mechanism with graphic interface, for the construction, organisation and execution of workflow processes, together with their monitoring (e.g. how many tasks are pending for an employee, task statuses, identification of bottlenecks). It must have a calendar that allows defining many types of meetings for which an agenda is created (e.g. a list of topics, tasks, groups of requests to be discussed). The system must enable 'attaching' files to the meeting for the meeting agenda and a convenient form for entering the results of each type of meeting. It must provide user identification and a complex set of access rights in accordance with the agreed EED authentication mechanisms. It must provide for the signing of internal documents, e.g. through the confirmation of an event by an authorised user, and the signing of external documents produced in the system during workflow processes using AdobeSign. The system must be equipped with a search engine (full-text-search), which provides a search of the database, keywords, and documents attached to the system (word files, excel files, text files, and text-based PDF files) and presents structured results. It must enable gathering statistics and generating reports. It must allow authorised users to export data to CSV and XLS files. The Contractor will provide integration mechanisms with the FileMaker accounting system and the necessary licences for this. The Contractor will make available or create visual tools to graphically configure workflow processes, define forms, checklists and use modular document templates with auto-complete content depending on the process step and context of use. The Contractor will configure processes, templates, forms and checklists to provide a record of events, all of the above-mentioned areas of activity. The Contractor will acquire the competencies to be able to independently expand the existing database of processes, document templates, forms and checklists in the application. The Contractor will train designated EED staff in configuring workflow and task processes, creating checklists, forms, document templates, forms and checklists to provide a record of events, all of the above-mentioned areas of activity. The Contractor will acquire the competencies to be able to independently expand the existing database of processes, document templates, forms and checklists in the application. The Contractor will train designated EED staff in configuring workflow and task processes, creating checklists, forms, document templates and combining these components into a working process."]} Platforma: TED (Tenders Electronic Daily) - Unia Europejska