**Request for Proposal (RFP)**
New Enterprise Resource Planning (ERP) System for the Raoul Wallenberg Institute of Human Rights and Humanitarian Law (RWI)
About RWI
The Raoul Wallenberg Institute of Human Rights and Humanitarian Law (RWI) is an independent academic institution that combines interdisciplinary research with education, support, and outreach activities to contribute to increased understanding of and respect for human rights and international humanitarian law.
We operate in over 40 countries worldwide, and have offices in Lund (head office), Bangkok, Harare, Jakarta, Kyiv, Nairobi, Phnom Penh, and Yerevan.
Background
RWI currently utilises Maconomy as its ERP system and intends to procure a modern cloud-based ERP platform capable of supporting complex project accounting, international operations, multiple currencies, multiple legal entities, and advanced donor and project management requirements.
Purpose of the Procurement
The objective of this procurement is to acquire an ERP solution that:
- Supports project, programme, and grant management
- Ensures donor-compliant financial reporting
- Handles multicurrency and multi-entity operations
- Integrates finance, time reporting, expense management, budgeting, and forecasting
- Enables project managers and project owners to generate reports independently
- Reduces manual administration and spreadsheet dependency
- Utilizes modern AI capabilities for automation and analysis
- Strengthens internal control, compliance, and audit readiness
- Prevents overcharging of project hours and costs
- Integrates with Swedish banking and payroll systems
Scope of Requirements
– Finance and Accounting
The system shall support:
- General Ledger with at least 4 direct dimensions
- Accounts Payable
- Accounts Receivable
- Fixed Asset Management
- Bank Integration
- Group Consolidation
- Multiple Legal Entities
- Local Accounting in Multiple Countries
- Automated Currency Management
- Budgeting and Forecasting
- Swedish Annual Reporting according to K3 and/or IFRS
Estimated Volumes
Sweden
- 150-200 general ledger transactions per month
- Approximately 50 domestic supplier invoices per month
- Approximately 100-150 international supplier invoices per month
- Approximately 5 customer invoices per month
- 10-15 fixed assets
Country Offices
- Approximately 100 general ledger transactions per month and office
- 20-30 fixed assets per office
- Approximately five local offices globally
– Grant Management and Project Control
The system shall support:
- Project budgeting
- Activity-based budgeting
- Donor-based budgeting
- Indirect dimensions with connection to the direct dimensions from GL
- Forecasting
- Multiple donors per project
- Donor-specific budget structures
- Reporting requirements for Sida, the European Union, and the United Nations
- Full cost traceability
- Audit trail functionality
- Real-time project monitoring
- Automated reporting templates
- Self-service reporting capabilities for project owners
Time Reporting, Expenses and Travel Claims
The system shall include:
- Time reporting with digital approval workflows
- Support for multiple concurrent projects
- Multiple billing-rate structures
- Automatic controls against overcharging
- Integration with the finance module
- Travel expense management
- Employee expense claims
- Per diem management
- Mobile access and approval
Estimated Volumes
- Approximately 70 employees globally
- Approximately 40-50 expense claims and travel reports per month in Sweden
Procurement and Contract Management
The system shall support:
- Purchase Orders
- Accounts Payable Management
- Contract Management
- Electronic Approval Workflows
- Approval Routing Based on Authorization Levels
- Project Allocation
- Cost Centre Allocation
- Purchase Requisition Processes
- Global Supplier Management
Reporting and Analytics
The system shall provide:
- Real-time dashboards
- Profit and Loss Statements
- Balance Sheets
- Account Analysis
- Consolidated Financial Reporting
- Board Reporting
- Donor Reporting
- Power BI Integration
- Excel Export
- Flexible and configurable report templates
- Business Intelligence functionality
Technical Requirements
The following requirements are mandatory:
- Cloud-based SaaS solution
- API-based integrations
- Role-based access control
- Multi-currency support
- Multi-entity support
- Document management capabilities
- Full audit trail
- GDPR compliance
- Single Sign-On (SSO)
- Automatic currency rate updates
- Support for local accounting requirements in multiple countries
Integrations
The supplier shall describe support for:
- Swedish bank integration
- Swedish payment file formats
- Kontek Payroll (if not module in the system)
- Flex HRM (if not module in the system)
- Microsoft Power BI
- Microsoft 365
- Microsoft Excel
- Local banking integrations where applicable
Implementation
The supplier shall describe:
- Project governance structure
- Implementation methodology
- Resource requirements from RWI
- Detailed project timeline
- Testing approach
- Migration strategy
- Risk management methodology
- Go-live approach and support
Migration from Maconomy
The migration approach shall include:
- Data assessment
- Data cleansing
- Data mapping
- Test migration
- Final migration
- Balance validation
- Verification of project data
- Hypercare support period
The supplier shall provide:
- Project Manager
- Migration Specialists
- ERP Consultants
- Functional Consultants with NGO-sector experience
- Integration Specialists
Support and Service Level Agreement (SLA)
Support shall be available through:
- Telephone
- Ticket Management Portal
- Remote Support
- On-site Support
The supplier shall provide response and resolution times for:
Priority – Example
P1 Critical – System unavailable
P2 High – Critical finance or reporting issue
P3 Normal – User support requests
P4 Low – Enhancement requests
The supplier shall specify financial remedies applicable in the event of SLA breaches.
Training
Training shall be provided for:
- Finance Team
- System Administrators
- Project managers
- All staff in time reporting
Training formats shall include:
- Instructor-led training
- Online training
- E-learning
- Sandbox/Test Environment Training
- Go-live support
- Hypercare support
Commercial Terms
All prices shall be stated inclusive of VAT.
The proposal shall include pricing for:
- Licenses
- Implementation
- Migration
- Integrations
- Training
- Support
- Future Development
- Travel and Accommodation
- Data Export
- Any additional Costs
The supplier shall also specify:
- VAT amount
- Total cost including VAT
- Price adjustment model
- Annual indexation and escalation terms
Contractual and Exit Terms
The supplier shall specify:
- Contract duration
- Notice periods
- Exit strategy
- Data export procedures
- GDPR-compliant data deletion
- Data extraction costs
- User reduction flexibility
- Module termination conditions
Evaluation Criteria
Criterion – Weight
Functionality – 35%
Total Cost of Ownership – 25%
NGO / Development Sector Experience – 15%
Implementation Capability – 10%
Support and SLA – 10%
References – 5%
Proposal Submission
Deadline for submission is 30 September 2026.
Aplly here: https://rwi.careers.haileyhr.app/
For any questions about the proposal, please contact Head of Finance Olof Sjögren at olof.sjogren@rwi.lu.se