Implementation of

Endowment
Management
System 2.0

Pre-RFP Vendor
Workshop
27th March 2025
 Welcome &
Introductions

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 Agenda for today

1 Project Overview 2 Scope of Work & Timelines 3 Bid Submission Checklist 4 Next Steps and Q&A

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1 Project Overview

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 “​​Vision - Leading the growth of a sustainable and global endowment
environment”
“Mission - Enabling the endowment sector to achieve solidarity among
community members , perpetuate benefits and develop minors’
assets”
AWQAF Dubai has established its 5 strategic pillars & core values to guide its overall impact on the society

Strategic Pillars
Values and Key Functions
of AWQAF Dubai

1 2 3 4 5 Integrity & transparency: Excellence & Innovation:

Demonstrate a high degree of Spreading the spirit of progress
ethical values and behaviors, and leadership in the Foundation’s
disclose important information in staff , operations and adopting
an objective manner and be effective governance procedures to
completely clear in the decision- achieve institutional excellence
making process

Values
Digital Institutional Sustainable growth Stakeholders Changing Commitment & Sustainability​​: Agility & change: Accelerating the
Transformation to Excellence by in terms of happiness by Community Optimal utilization of the digital transformation of the
facilitate service implementing good organizational exceptional Culture & enhancing resources available to the Foundation , harnessing
foundation in order to achieve
excellence to governance sustainability and services to the organization’s institutional sustainability technology and artificial
stakeholders in operations self-sufficiency improve society reputations efficiently and effectively intelligence to solve challenges
and improve the level of customer
service.​

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AWQAF Dubai has been a pioneer in establishing a community dedicated to making meaningful
contributions in service of humanity
To achieve leadership and sustainability in managing, investing in, and developing endowment and minors’ assets

Services

▪ Endowment Services
The Al-Birr Wat- The Islamic Affairs The Social The Health The Education
• Issues Ish'had certificates
Taqwa Fund Fund Affairs Fund Fund Fund
• Donation Collections
• Endowment Revenue Collection
▪ Inheritance Services
• Adult Share Distribution
• Revenue Collection
▪ Asset Management Services 23+ 12+ 23+ 16+ 8+
• Tenants Payment Collection
Initiatives & Initiatives & Initiatives & Initiatives & Initiatives &
Projects Projects Projects Projects Projects

Dubai Endowment Sign

Facilitates Recognition to Endowment

entities by providing Dubai Endowment Sign
by Mohammed Bin Rashid International
Centre for Awqaf and Endowments
(MBRGCEC ) Fund Distribution Based on AWQAF Dubai Endowment & Initiatives

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*Funds in AED disbursed over the last 5 Years
…and hence has been proactive in undertaking several key digital initiatives to enhance efficiency
and scalability for the growing portfolio size

Property Investment Management System Business Continuity

(PIMS) • Cyber Security Strategy
• PIMS is the existing system of AWQAF • Information Security Requirement
Dubai for one stop interaction of all
conventional endowment requests • Business Continuity Management
• Internal operations management
Smart Channels Enhancements and Redesign Resilient Infrastructure
• UI / UX Redesign & Alignment • Migration to Dubai Pulse including
• Endowment Smart Services exchange server

• Website & Mobile Application Services • Leveraging Smart Dubai solutions for
integration by migrating all infrastructure
• Smart Integration with Dubai Now
3rd Party System Integration
API integration for digital transformation and paperless initiative
• ICA Integration (EID services)
• Roads & Transport Authority Integration (RTA)
• Dubai Land Department Integration (DLD)
• Dubai Financial Market Integration (DFM)
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However, the growing endowment portfolio size, has led to several challenges making key digital
interventions essential to modernize the existing endowment management system
Challenges Interventions
• Improved customer experience and quality of service • Integrated, seamless and proactive customer experience
across all user journeys and delivery channels at service delivery touchpoints across value chain

• Streamline data consolidation across multiple systems to • Leverage data management platform and its key
generate better insights and improved decision making capabilities across the entire data lifecycle

• Enable integration of GRP with government financial • Consider and leverage ongoing Digital Dubai’s initiatives
systems to mitigate unidirectional flow of data such as Dubai Digital Cloud, GRP 2.0, DCAI etc. for
integrations with government systems
• Need for a operating model, governance, processes, Modernized
technology enabled service delivery for AWQAF Dubai to • An integrated target operating model that is fit for Endowment
effectively deliver its services purpose and allows AWQAF Dubai to achieve its strategic
objectives
Management System
• Prioritization of Digital initiatives portfolio to realize the (EMS 2.0)
intended benefits of technology • Refreshed Digital Technology roadmap with clear focus
on governance and quality throughout the execution
• Requirement to build upon the investments till date on IT
Infra, tools and technologies • Benchmarking against leading practices to identity gaps
and build an all-encompassing Enterprise Architecture

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Hence, AWQAF Dubai has embarked on a journey to fully revamp the existing Endowment
Management System…
AWQAF Dubai intends to have Endowment Management System (EMS 2.0) that is innovative and achieves highest levels of customer satisfaction

AWQAF Dubai’s EMS 2.0 AWQAF Dubai has adopted an enterprise architecture led EMS 2.0 Outcomes
commitment towards customers approach covering business, application, technology and data

Consistent Outcomes
System developed with enterprise architecture
framework unifying business, applications,
integrations, data and technology infrastructure
Privacy and
Transparency Confidentiality Provide a unique experience to its users through
best-in-class UI/UX

Architecture vision Leveraged latest

covering Business technology stack and Completely integrated with core services, processes
emerging technologies
application, data and and adds value to customers
technology to design the
Customer domains digital platform
Satisfaction Intuitive access to endowers, donors and
beneficiaries on information related to portfolios,
endowments through various digital channels

AI and Analytics driven system that significantly

Re-engineered Business Adopted global best improves internal operations with improved decision
services and processes practices identified
making and empowers users
aligned with AWQAF during the
Dubai’s vision benchmarking
exercise Secure system by design that protects sensitive
Fairness customer information and builds trust
Quality Service
and Integrity 9
…with a clear intent to drive productization and monetization, unlocking new growth
opportunities and enhancing market competitiveness
EMS 2.0 shall be a used light-weight software product to provide a one stop solution to manage endowments, donations, and various types of assets and
would be able to seamlessly integrate with other peripheral systems. The intellectual property ownership of the systems shall be remain with AWQAF Dubai

EMS 2.0 shall be a Minimum Viable The peripheral systems can be

Product (MVP) to provide core taken as standard off-the-shelf
endowment management related
processes
01 02 products which can be integrated
with EMS 2.0 to provide a wide
range of services.
Main body text here
goes here goes here
goes here goes here
goes here goes here
goes here goes here
goes here

EMS 2.0 shall be offered as

05 03 Pre - Built Connectors would be
built which can consume APIs or
Software as a Service to other
other protocols hosted by third-
Endowment agencies
Multi-Tenancy party COTS/Custom applications

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EMS 2.0 shall support 10
multi-tenancy
The building blocks of this system have been clearly defined by leveraging a well-structured
framework
Illustrative

Users

Delivery Channels
API based Microservices
IT Governance and Operation Management

Services

Reporting, BI & Analytics

Core Business Modules

Integrated IT Monitoring
End to End Security

IT Integration Layer
User /Organization Endowment Custodian Investment RF / Cash Donations Intermediary
Management Management Management Management Management Management Management
Beneficiary Project Distribution Finance & Procurement & Value Added
Management ePayment
Management Management Accounting Tendering Services

Support Services
Enterprise Portal & Identity & Access Document
BPM & Rule Engine Digital Signatures Triggers & Alerts Encryption Solution
CMS Management Management

Infrastructure Enterprise
Risk Engine API Gateway Translation Engine DevSecOps Tools SIEM/NOC/SOC
Services Monitoring System

Data Management

Network Connectivity

Undelying ICT Infrastructure

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2 Scope of Work & Timelines

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The overall roadmap for the implementation of Endowment Management System 2.0 has
been strategically divided into three broad tracks, each designed to focus on…

Duration of the Engagement will be 3 Years

*Track 1 – Migration of As Is Applications

Migration of "As Is" applications refers to the process of moving
existing software applications of AWQAF Dubai from existing
environment to new environment using Lift and Shift approach *Track 1
Migration of As Is Track 2
Applications Build and Development of
EMS 2.0 & Integration with
Migrated As Is applications
Track 2 – Build and Development of EMS 2.0
Projected program delivery activities and timeline for all
prioritized projects that fall under the formal roadmap

Track 3
Track 3 – Operations & Maintenance Operations and
Operate and maintain the EMS 2.0 application and its stack. Maintenance of EMS 2.0
Develop new functionalities – regulatory, business etc. and
support future integrations
Platform post go live

*Track 1 – Migration of As Is Applications (Optional Scope of Work) 13

…specific areas ensuring a structured and comprehensive approach to implementation

The following are the high-level scope areas for the Endowment Management System 2.0
Migration of "As Is" applications of AWQAF Dubai from the
a. Cloud Infrastructure existing environment to the new environment using the Lift
and Shift approach.
Identify cloud services and map them as per the *Track 1 – Migration of As Is Applications
requirements for Track 1 and Track 2. Design and setup the
Cloud Infrastructure to meet the EMS 2.0 requirements b. Migration of As-Is Applications
• Data to reside within UAE only
• Public Cloud

Design and implement a comprehensive data management and

c. Application Design & Development analytics platform based on a cutting-edge Data Lakehouse
solution.
Design and implement an integrated Modernized Digital Track 2 – Build and Development of EMS 2.0
Platform at AWQAF Dubai to deliver endowment related
services to all stakeholders d. Data Management & Analytics

Change management involves planning, implementing, and

e. Technical Support & Maintenance managing changes to systems or processes, ensuring minimal
disruption and smooth transitions.
Technical support and maintenance of EMS 2.0 involving Track 3 – Operations & Maintenance
troubleshooting, system updates, repairs, and ongoing
assistance to ensure optimal performance and reliability. f. Change Management

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*Track 1 – Migration of As Is Applications shall be (Optional), however Cloud Infrastructure shall be required for Track 2 & 3
*Track 1 - Overview | Migration of As-Is Application Landscape

Core Business Applications Supporting Applications

5. Correspondence
1. Property & Investment Management System (PIMS) 3. AWQAF Dubai Website 4. MBRGCEC Website 6. IBM FileNet
Management System

2. Minor and Endowment management system (MEMS) 9. Active Directory Domain

7. Microsoft Power BI 8. Manage Engine 10. SharePoint
Services

11. AWQAF Dubai Apps

AWQAF Dubai applications hosted on Dubai Pulse to

be migrated to the selected Cloud along with their 15
corresponding data and integrations
*Track 1 - Key Activities | Migration of As-Is Application Landscape

Phase 1: Pre-Migration Phase 2: Migration Phase 3: Post-Migration

2 Months 3 Months 4 Months

1. Assessment 2. Infrastructure 3. Application & 4. Integration 5. Validation 6. Migration 7. Post

& Planning (Environment) Data Migration Migration & Testing & Monitoring Migration
Setup Support Optimization

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Track 2 - Overview | Build and Development of EMS 2.0

Requirements
Project Initiation Design Develop Testing Go-Live
Study

Prepare the project Develop and finalize Design the solution as Identify, design and Provide the test Data Migration
charter which will the Business per the solution develop strategy including the Readiness
cover a detailed Requirements architecture and components/function traceability matrix and
project plan, high Document (BRD) and technical alities that are test cases. Conduct Go-live of the
level communication System Requirement specifications. Create required to address the testing of various application as per the
plan, project risk, Specifications (SRS) the System the EMS 2.0 components of finalized and agreed
approach etc. Architecture requirements developed/customize upon plan.
Document (SAD) up d software
until module design Supply the application
level, High level and licenses of related
design of the whole software products and
system, Low level installing these to
design for the whole meet the EMS 2.0
system/module requirements
design level

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Track 2 - Key Activities | Build and Development of EMS 2.0
Track 2 consists of design, build, and implementation of various projects under different initiatives in each phase

1 2 3
Phase I Phase II Phase III

9 Months 6 Months 6 Months

9 Digital Experience 9 Digital Experience 9 Digital Experience

9.1 Website Revamp (CMS) and Develop Mobile App (External Users) 9.1 Customer Relationship Management 9.1 Mobile App (Internal and External Users)
9.2 Service Manager 9.2 Unified Communication Tool
9.3 Inquiry Services 9.3 Develop Mobile App (External Users)
9.4 Grievance Module

10 Modernized Digital Platform 10 Modernized Digital Platform 10 Modernized Digital Platform

10.1 Business process management tool 10.1 Endowment Digital Platform for traditional & Innovative Endowment 10.1 Endowment Digital Platform 2.0 (External)
10.2 Endowment Digital Platform for traditional & Innovative Endowment (External & Internal) 10.2 Risk Management
(External) 10.2 Revamped GRP Integration
10.3 E-Payment Gateway 10.3 Financial & Accounting System
10.4 Simplified existing API Integration
10.5 Implement DevOps & CI/CD Pipeline
11 Application of Emerging Technologies
10.6 Implement API Management Tool
10.7 Implement Message Queue 13 Analytics & Data Driven Decision Making
11.1 Implement Chatbot
11.2 Implement RPA & AI/ML Use Cases
12 ICT Governance 13.1 360 Degree Dashboard (External)

12.1 IT Policies & Processes 12 ICT Governance

12.1 Upskilling & Training Program

13 Analytics & Data Driven Decision Making

13.1 360 Degree Dashboard (Release 1) 13 Analytics & Data Driven Decision Making

13.1 Data Analytics Platform

14 Cloud Infrastructure & Security Services 13.2 Data Visualization
13.3 Reports (Internal and External)
14.1 Cloud Environment Setup 13.4 360 Degree Dashboard (Internal and External) 18
Track 3 - Overview | Operations & Maintenance
Track 3 shall start post Go-live of Phase I the application. Processes as per ITSM standards for O&M are to be followed for EMS 2.0

Training & Capacity Service Level Incident Transition/ Exit Change

Building Management Management Management Management

• Knowledge Base • SLA Monitoring & • Technical Support • Handover • Change

Development Management • Proactive Issue Documentation Management
• User Training and • Availability & Detection • Training and
Framework
Feedback Uptime Monitoring Knowledge Transfer • System
• Incident Reporting
• User Manuals and • Compliance & and Logging • Business Continuity
Modifications and
Training Reports Planning Enhancements
Documentation • Change
Implementation and
Testing

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The project is planned to be delivered over a period of 36 months across all the three tracks

Timeline (Months)
Milestones
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

*Track 1 - Migration of As-Is Applications

1.1 Pre-Migration 2 Months

1.2 Migration 3 Months

1.3 Post-Migration 4 Months

Track 2 - Build and Development of

EMS 2.0

2.1
Phase 1 9 Months

2.2
Phase 2 6 Months

Phase 3 6 Months
2.3

Track 3 – Operations and Maintenance

3.1
Phase 1 O&M 27 Months
3.2
Phase 2 O&M 21 Months
3.3 Phase 3 O&M 15 Months

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Phase Go-Live
A comprehensive set of deliverables are expected to be submitted across the 3 tracks
throughout the 36 months timeframe
*Track 1 Track 2 Track 3
# Deliverables Phase I Phase II Phase III Phase I Phase II
D1 Detailed Project plan including the resource deployment plan Y
D2 Deployment of key personnel Y
D3 Migration Testing & Validation Report Y
D4 Submission of project charter Y
D5 BRD and SRS for services to be developed in each phase Y Y Y
D6 System Architecture Document Y
D7 System high-level design and low-level design document Y
D8 Deployment Architecture Document Y
D9 Integration Architecture Document Y
D10 Development and testing of services in each phase Y Y Y
D11 UAT completion report of developed services Y Y Y
D12 Migration of existing PMIS data* Y
D13 Procurement and deployment of production licenses Y
D14 Benchmarking report, Load Testing and security tests reports Y Y Y
D15 Go-Live and Signoff for each phase Y Y Y
D16 User Manual & Training Documentation Y Y
D17 User Feedback Report Y Y
D18 SLA Management Reports Y Y 21
The overall system will be designed and developed with a focus on integrating key design
principles thoroughly aligned with…
Goals & Objectives
& Vision
Strategy

Stakeholders’
Digital Transformation Endowment Excellence Sustainable Growth
Happiness

1 2 3 4 5

- -

Business Process & Services Data Domain Application Domain Integration Domain Infrastructure
1. Digital Experience First 1. Data Accessibility 1. Interoperability 1. Availability & Reliability
2. Proactive Services 2. Data Asset & Classification 1. Unbundled Services 2. Integration Security 2. Management & Standards
3. Integrated Data & Services 3. Data Governance 2. Infrastructure Agnostic 3. Ease of Maintenance 3. Scalability & Capacity
4. Omnichannel 4. Data Definition 3. Interoperability 4. Compliance to Govt Standards 4. Contracts & Support
5. Efficient Services 5. Data Management 4. Lights Out Operations 5. Availability of Services 5. Design & Security
6. Customer Centricity 6. Data Quality 5. Application Security 6. APIs Reusability 6. Interoperability
7. Service Advisories 7. Data Reporting 7. Monitoring of Integrations
8. Partnership with Private Sector 8. Data Analytics 8. Governance
9. Data Security
10. Data Interoperability

Initiatives Implementation Roadmap

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…Dubai Government’s key strategies, frameworks and guidelines

1 5
Strategic Objectives/Goals and Initiatives Data

▪ Total 12 strategic objectives/goals ▪ Total 10 data principles were identified

mapped against 4 strategic pillars to assess the data domain
AWQAF Dubai Strategy
Data Framework
– 2020 to 2022 ▪ Total 155 initiatives undertaken by ▪ Identification for gaps based on the
AWQAF Dubai across the objectives and data assessment framework
goals
2 6 Cybersecurity
Strategic Themes and Initiatives
▪ Consolidated IT Infrastructure Cyber
▪ Consolidated view of the strategic Security Controls from cyber attacks
AWQAF DUBAI pillars, objectives, initiatives and and vulnerability perspective
Strategy – 2023 to endowment causes DDA DESC Framework
2025 ▪ Mapped the Cyber Security Strategy
▪ Mapped key initiatives against the 5 requirement inline with the guiding
strategic themes of Awqaf Strategy principles to achieve the cyber security.

3 7
Services Excellence Parameters Digital Maturity Rating

▪ Define goals and Objectives for the ▪ Digital Maturity assessment and rating of
Business domain based on the Services Digital Maturity AWQAF Dubai across the four domains
Dubai Services 360 360 framework Assessment
Framework ▪ Identification of gaps based on the
▪ Alignment of initiatives with the Services maturity assessment and initiatives for
360 framework gaps fulfillment

4 Services Excellence Parameters 8

Government Excellence Program
▪ Define goals and Objectives for the
Business domain based on the Smart Standards to be followed –
Smart Services Services Delivery Excellence Model Dubai Government ▪ Integrated Government Services
Delivery Excellence Excellence Program
▪ Alignment of initiatives with the Smart ▪ Digital Enablement
Model (DGEP)
Services Delivery Excellence Model
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3 Bid Submission Guidelines

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Proposal submission checklist
# Items
RFP – Implementation of
1 Bidder Credentials Endowment Management System
2 Project Citations (EMS 2.0)

3 Proposed Solution – Functional & Technical

4 Approach and Methodology
5 Team Constitution and Deployment
6 Project Plan
7 Software quality management approach and plan
8 Compliance with Requirements
9 Change Management Plan
10 Exit Management plan
11 Project Risk Management plan
12 Detailed Bill of Quantity of Software and tools proposed
13 Commercial Proposal The proposals shall be submitted on:
14 Training and capacity building approach and plan “esupply.dubai.gov.ae”
15 Other Relevant Information

Note – The detailed proposal structure requirements shall be part of the RFP package
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4 Next Steps and Q&A

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Key Dates and Next Steps
# Activity Indicative Dates
1 RFP Release 2nd Week of April
2 Pre-Bid Clarifications & Queries Submission 3rd Week of April
3 Responses to Pre-Bid Queries 3rd Week of April
4 Final Bid Submission 1st Week of May
5 Technical Presentations 2nd Week of May
6 Bid Evaluation and Results 4th Week of May
7 Award of Contract 1st Week of June

7. Award of Contract

6. Bid Evaluation and Results

5. Technical Presentation

4. Final Bid Submission

3. Responses to Pre-Bid Queries

2. Pre-Bid Clarification & Queries Submission

1. RFP Release

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Bidder Format for providing suggestions…

Expectation from the participants

• Feedback should be sent only in the format in excel sheet (please do not share pdf or word file) to the email
ID [email protected] by 4th April 2025
• AWQAF Dubai shall evaluate the suggestions provided

AWQAF Dubai – Industry Consultation for Application Provider for EMS 2.0

Name of Organization Area of work of Organization

Name Mobile Number

Designation Email ID

S.No. Area of Suggestion Suggestion References (if any)

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Q&A

Questions ??

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Thank you