Awarded

Expenses System

Descriptions

The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a Contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The System must be able to report expenditure against budgets. The System must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government’s Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB. The System must be able to provide the following functionality: - The System must be securely accessible from a range of mobile devices (e.g. laptops, mobile phones and tablets) to submit, edit and approve expenditure Claims and Supplier Invoices. - The System must provide an intuitive workflow for the online, self-service submission, approval, recording and processing of expenditure claims. - The System must provide an intuitive workflow for the online submission, approval, recording and processing of Supplier Invoices to third-party Suppliers. - The System must have the ability to create recurring transactions, using the same codes, amount and description, e.g. for monthly property rent payments. - The System must allow for the electronic capture, storage and processing of supporting documentation in relation to submitted expenditure Claims and Supplier Invoices ideally utilising Optical Character Recognition (OCR) (or equivalent) technology. - The System must be configurable to meet SPCB policies and any relevant statutory requirements and take account of the different approval structures within the SPCB processes and audit requirements. - The System must be able to hold all data in one system to enable seamless claiming, checking, approval and reporting processes and must provide reporting tools, including the ability to build custom reports. Reports must be exportable into standard formats, e.g. MS Excel. - The System must allow relevant users to view the current status and underlying detail of Claims, Supplier Invoices and other expenditure and to access information on their latest financial position. - The System must be able to hold data for carbon footprint analysis and reporting. - The System must provide a full audit of workflows. - The System must have the functionality to import bulk data (e.g. excel/csv format). - The System must have the functionality to upload and record expenditure paid elsewhere in the organisation (e.g. consolidated invoices) as individual General Ledger (GL) transactions. - The System must have the ability to integrate transactions from the SPCB’s Corporate Card supplier system. - Single Sign On (SSO) must be available allowing users to access The System when logging into the Scottish Parliament network. - The System must comply fully with the obligations on both the SPCB and the Contractor under the General Data Protection Regulation and the Data Protection Act 2018 (or equivalent) and be able to evidence compliance with this. - Bidders must provide evidence of documented procedures and policies regarding the level of accessibility of their system, in line with the Equality Act 2010. The preferred service model for The System is Software as a Service (SAAS) with the Contractor providing the software solution and associated maintenance on an ongoing basis. The Contractor will be responsible for the full implementation of The System including configuration, testing and SPCB staff training. Please see the attached draft Specification document for further information on this requirement. Please note that this document is not yet finalised and is subject to change.

Expenses System

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