Terms of Reference: Yarmouk Water Company – Business Process Assessment

Terms of Reference

for the YWC – Business Process Assessment

Under Jordan Water Governance Activity

Reports to:	Deputy Chief of Party – Technical
Prime Project Name:	Jordan Water Governance Activity
Prime Project Number:	72027821C00006
Location:	The primary duty post is in Amman, Jordan while conducting on-site visits to the targeted locations in the northern governorates of Jordan.
Anticipated Period of Performance:	15 Aug 2023 – 14 Oct 2023
LOE:	Up to 25 working days

1. BACKGROUND
   1. Water Governance Activity (WGA)

The USAID Water Governance Activity (WGA) program is a multi-year project funded by USAID, which aims to support the Government of Jordan (GoJ) to achieve measurable improvements and greater sustainability of the water sector by providing technical assistance to strengthen the GoJ’s reform, policy development and implementation, and capacity-building efforts. WGA will support the following objectives: support the GoJ to define and resolve water sector strategy and policy issues; improve water entities’ performance by reducing network losses, increasing conveyance efficiencies, and improving utility cost recovery; and specific, cross-cutting objectives related to support to gender, youth, persons with disabilities (PWD), and private sector engagement.

1. YWC ERP Current Assessment

The USAID WGA is supporting YWC to improve the utilization of the ERP system by assessing the current situation and then developing an improvement plan jointly with the YWC team. The primary purpose of the ERP assessment is to provide YWC and WGA with the strengths and shortcomings of using the deployed Oracle ERP EBS R12, and areas that would be subject to improvement. While the assessment itself is certainly quantitative and data-driven, its most important aspect is the qualitative perspective to provide for the assessed activities, functions, source of data, control measures, up-to-date transactional posting, reporting, periodic closing, and matters of discussion related to specific issues.

The assessment report will focus on system utilization for the existing modules, an evaluation of the current module processes within the ERP system, a description of the current system utilization status, an assessment of system strengths and weaknesses, and recommendations for improving system performance. The assessment will cover more specifically the following:

• Processes utilized.
• Modules Reporting
• Level of integration with other modules and systems.
• Gaps and challenges
• System Performance
• Utilization Metrics, which will provide detailed metrics on how the ERP modules are being used in the organization, including the number of transactions processed, the number of users accessing the system, and the frequency of usage.
• Current Functional Support
• Needed training
• Existing resources working and managing the financial modules.

The above tasks are being carried out by two functional consultants; one covers the financial and HRMS modules and another one covers the Supply-Chain Management and Inventory modules.

1. Business Process Assessment

In addition to and in parallel with the above, YWC needs a more in-depth assessment for the current and employed business processes, their cycles, and SOPs to ensure proper design for effective control, adequacy, and maturity. This will also cover the extent of automation and associated planned objectives and outcomes of automation including potential optimizations and productivities. For automated processes, the scope will cover the assessment of proper configuration by closely working with the consultant undertaking the above tasks.

1. POSITION RESPONSIBILITIES

The “Business Processes Assessment” consultant will work closely with Yarmouk Water Company (YWC) officials under the Deputy General Manager for Financial and Administrative Affairs and pertinent Water Governance Activity (WGA) team to prepare a report assessing the current business processes and their cycles as well as those being deployed by the Oracle ERP System at YWC for all running modules related to Financial, HRMS, and Supply-Chain Management, and across all of its service areas of the Northern Governorates (Irbid, Al-Mafraq, Ajloun, and Jerash).

Specifically, the consultant will work closely with the WGA team to:

• Review and detail existing business processes and their cycles that are currently being followed by YWC (both automated and not)
• Review and detail existing business processes and their cycles that were used to deploy the Oracle ERP, their relevancy, adequacy, and maturity.
• Analysis of the business processes and their cycles with the aim of identifying potential risks, redundancies, inefficiencies, and bottlenecks with special attention to uncompleted cycles, lack or weak control of the business cycle, and process integration.
• Compare the deployed business processes with the best practices on one hand, and the ones being followed on the other hand.
• Identify opportunities for improvement and optimization of the processes, and provide recommendations based on best practices that are relevant to and context-specific to Jordan’s water sector. Recommendations shall include for example suggestions for an authorization matrix through eliminating all potential risks while ensuring smooth and time-saving processes in place.
• Propose the required amendments to the current controls’ reports, reconciliations, consolidations, and authority levels.
• Identify tasks/processes that fall outside the control of YWC such as decisions that force the utility to perform a task in a particular way.

1. DELIVERABLES

Deliverables under this work scope will include:

Deliverable title	Description	Due date*
Business process assessment report draft	A comprehensive report mapping the potential risks, redundancies, inefficiencies, and bottlenecks including weak controls of the business cycle, process integration, and uncompleted cycles, and describing the opportunities for improving and optimizing the business processes. The report should include also the required amendments to the current controls’ reports, reconciliations, consolidations, and authority levels.	Sep 15, 2023
Business process assessment report final	A revised version of the report based on the feedback received from the YWC and WGA team	October 1, 2023

* This is a tentative suggested date only; it is a floating one based on the date of receiving the notes and feedback from YWC officials and the WGA team and the workload needed to complete the report / deliverable in addition to the fact of coinciding with holidays.

Domain and type of work might include translation (English to Arabic or Arabic to English).

1. QUALIFICATIONS

• At least a bachelor’s degree in any of the following studies: business management, public administration, accounting, information technology management, supply chain management, or any related study.
• At least 7 years of experience in the field of business process re-engineering and/or ERP systems implementation in the domains of financial, HRMS, and supply chain management.
• Demonstrated strong analytical, problem-solving, and business analysis skills.
• Exceptional collaboration, organizational, interpersonal, and communication skills.
• Excellent technical writing skills in English
• Preference will be given to previous similar experience within the water sector in Jordan.

Chemonics is committed to the goal of equal employment opportunity. Chemonics recruits, hires, trains, and promotes people in all job titles without regard to race, color, religion, age, national origin, disability, sex, sexual orientation, gender or gender identity, or any other category specified by labor laws. All employment decisions will be consistent with the principle of equal employment opportunity. All personnel actions such as compensation, benefits, transfers, layoffs, return from layoff, company sponsored training, education, tuition assistance, social and recreational programs will be administered without regard to race, color, religion, age, national origin, disability, sex, sexual orientation, gender or gender identity, or any other category specified by local labor laws.

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