DEVELOP AN ELECTRONIC LOGISTICS MANAGEMENT INFRASTRUCTURE SYSTEM TO SUPPORT OPERATIONS

Introduction:
In today’s globally competitive world, government institutions are under severe pressure to sustain operations while undertaking measures to control Costs, and the RBC is not exceptional to the reality. Thus, automating employee transport system allows RBC to manage costs and optimize employee workhours. It is no longer a luxury, but a critical requirement.

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Rationale and expected benefits.
In line with increased automation and digitization of systems and business processes the RBC is cognizant that there are several areas that are still either ignored, left behind or have no feasible solution. At least, not yet.
Mostly we are still following old methods using phone and paper notes. This creates several problems, including managing scale, multiple locations and varied work timings (shifts). Consequently, Management becomes confronted with unrealistic costs, lack of data & accountability. This, in turn, adds cost and reduces efficiency. It is a vicious downward spiral.
RBC, therefore, seeks to implement and transport management system to ensure that employee rostering, routing, and scheduling, vehicle allocation, pick/drop management, and billings are all fully automated and completed fast with the employee transport management tracker. Cost-effectiveness, employee comfort and safety, on-time travels, timely pick-up and drop-off, instant billing and payments, performance audit, and statutory compliance of transportation operations are all priorities for the best employee transport management software.

Expected benefits.
Increased Employee Efficiency:
Resource efficiency is probably the leading benefit of automation. Not only does it achieve optimal Cost & Scheduling efficiencies, but also enables Management to maintain control over an area that is operationally intensive, challenging and often results in bottlenecks. Importantly, it frees up employee workhours for other, often more important, tasks.

Optimal Cost Management:
Manual transportation systems that used pen and paper can lead to increased cost at several levels of its operation. Traditional vehicle-services currently employed at RBC generally charged a flat fee (often very high sums) per employee trip. Costs can be smoothened to avoid complex billing calculations.
However, this often resulted in RBC paying a much higher fee if re-calculated at ‘cost-per-mile’ e.g., if employees lived close to the workplace.

Cloud-hosted, Web-Application:
Modern GPS tracking systems are hosted on a “cloud” and can be accessed from anywhere. The Transport Manager manages all aspects since he has full control of the operations through the cloud-interface.
An operations dashboard provides a quick view of all trips and issues that need to be addressed. The Management dashboard provides a strategic view of operations.

Enhanced Safety of Employees:
Safety and security of employees is paramount for transport systems. Modern workplaces utilize multiple work shifts, 24/7-time cycles and increasingly hire women for myriad roles. Therefore, it becomes essential for companies to provide safe transit to employees.

Increased Employee Productivity:
In addition to being cost-effective, an improved Employee Productivity rate is another benefit of a tracking automated transport system.

Envisaged Requirements for the system.
RBC needs a firm that will design an Employee Transport Automation system using a GPS tracking system that will solve these very issues.
1. A closed-loop system that enables end-2-end solutions for employee transportation
2. It addresses transport issues including the demand-supply gap, safety issues, lack of technology and sets up a customized environment for all stakeholders (Managers, Employees, Drivers, Management) to connect seamlessly, and creates a controlled environment.
3. Ability to identify the user-employee requesting for transport facilitation, their location and destination.
4. With ability to identify whether, the trip was approved by the immediate supervisor of the employee, the purpose of the trip and the level of urgency.
5. To identify the driver and if they possess a valid driving license for safety purposes of the passengers and other road users.
6. To able to make dashboard report with visual analytics in dhis2 or any other technological platform with is interoperable with dhis2.

Expected Deliverables.
Therefore, key features in the RBC transport tracking system must include:
1. Fully Automated transport management system.
2. Customizable & Flexible
3. Master Interface for monitoring and routing.
4. Integration with Existing Systems (e.g. HRMS)
5. E-trip request Sheet.
6. Instant documentation of all the pick-ups and drop offs.
7. Instant Billing & Documentation
8. MIS Reports with live analytics.

How to apply:
The Application (CV, Company proposal and profiles) in PDF file with reference of past works in similar area should be addressed to the WHO Representative Country Office/Rwanda, Kacyiru, Ebenezer House, KACYIRU Boulevard de l’Umuganda through the following e-mail address: afwcorw@who.int not later than 24 June 2022 at 05:00PM.


Addenda:
• Please, indicate the following title for your file and for the subject of your e-mail:
APPLICATION FOR DEVELOP AN ELECTRONIC LOGISTICS MANAGEMENT INFRASTRUCTURE SYSTEM TO SUPPORT OPERATIONS
• Only proposals sent through the mentioned e-mail address shall be considered.
• Kindly note that only short-listed candidates will be contacted
• The deadline for application is 24 June 2022 at 05:00PM