Tobacco Industry and Marketing Board (TIMB)
Terms of Reference - Consultancy for ERP Project Management Oversight
1. Background
The Tobacco Industry and Marketing Board (TIMB) is undertaking the implementation of an Enterprise Resource Planning (ERP) system to modernize its operations, improve efficiency, enhance regulatory oversight, and align ICT systems with its strategic objectives.
To ensure successful delivery, TIMB seeks to engage a consultant to provide oversight, , and expert guidance throughout the ERP project lifecycle—from project kickoff to go-live and post-implementation support.
2. Objective of the Assignment
The primary objective of this consultancy assignment is to provide oversight and advisory services to ensure that the ERP implementation:
- Meets TIMB’s strategic and operational requirements
- Is delivered on time, within scope and budget
- Follows recognised project management methodology and best practices in ERP implementation and governance
- Minimizes risks and ensures a smooth transition to operations
3. Scope of Work
The Consultant shall support TIMB in achieving successful delivery of the ERP project by strengthening project governance, monitoring performance, identifying risks, and recommending timely corrective actions. The role includes but is not limited to:
3.1 Project Governance and Oversight
- Provide independent oversight of the ERP implementation project
- Review and advise on project governance structures
- Participate in key project meetings (e.g., steering committee, project reviews)
- Provide objective reporting on project health and performance
3.2 Requirements Assurance
- Review and validate business and system requirements documentation
- Ensure requirements are:
- Complete, accurate, and consistent
- Aligned to TIMB’s strategic objectives
- Clearly traceable to system design and implementation
- Identify gaps, ambiguities, or scope creep early
3.4 Technical Guidance
- Provide expert advice on ERP architecture, integration, and data management
- Review system design, configurations, and customizations
- Ensure scalability, security, and performance considerations are addressed
- Advise on data migration strategy and tools
3.5 Project Management Oversight
- Monitor effectiveness of project management across:
- Scope
- Schedule
- Cost
- Quality
- Risk
- Resources
- Stakeholders
- Assess project plans and progress against milestones
- Recommend corrective actions where deviations occur
3.6 Risk Management
- Identify emerging risks and issues proactively
- Evaluate risk mitigation strategies
- Maintain an independent risk register
- Highlight critical risks to TIMB management in a timely manner
3.7 Change Management Oversight
- Review and guide the change management strategy
- Ensure stakeholder engagement and communication plans are effective
- Monitor user readiness and adoption initiatives
- Ensure adequate training programs are implemented
3.8 Data Migration and System Changeover
- Review and validate data migration strategy and execution
- Ensure data integrity, completeness, and accuracy
- Oversee changeover planning and execution
- Ensure a clean and controlled transition to the new system
3.9 Go-Live and Hypercare Support
- Provide assurance on go-live readiness
- Support go/no-go decision-making
- Oversee hypercare support arrangements
- Ensure timely resolution of post-go-live issues
3.10 Post-Implementation Support Framework
- Review and advise on support and maintenance model
- Ensure clear service levels (SLAs) and support processes
- Validate knowledge transfer from vendors to TIMB
- Recommend continuous improvement mechanisms
4. Deliverables
The consultant will be expected to produce the following deliverables:
- Inception Report (project understanding and approach)
- Requirements Review and Validation Reports
- Periodic Project Health Reports (monthly or agreed frequency)
- Risk and Issue Assessment Reports
- Technical Review Reports (architecture, integration, data migration)
- Go-Live Readiness Assessment Report
- Post-Implementation Review Report
- Final Assignment Report with recommendations
5. Duration of the Assignment
The assignment will span the full ERP project lifecycle, from project kickoff to post-go-live stabilization (hypercare). The expected duration is 1 year subject to project timelines.
6. Reporting and Governance
- The consultant will report to the Project Steering Committee or a designated TIMB authority.
- The Consultant shall participate in structured governance forums including project progress meetings, whose frequencies are to be agreed in the contract.
- Regular updates will be provided to project leadership.
- The consultant will maintain independence from the ERP vendor while working collaboratively with stakeholders.
7. Required Qualifications and Experience
