This page needs JavaScript activated to work.

Consultancy Services to Develop an Electronic Case Management System for Rwanda OVC Programs

Average: 3.2 (38 votes)


Consultancy services to develop an electronic Case Management System for Rwanda OVC programs

 Pact Overview

A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. In line with our global mission, Pact in Rwanda builds systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant. Over the past decade, Pact has implemented successful development projects which have improved the livelihoods and health of communities across the country.

Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.


ACHIEVE is a five-year, USAID-funded global cooperative agreement with the dual objectives of attaining and sustaining HIV epidemic control among at-risk and hard to reach pregnant and breastfeeding (PBF) women, infants, children, and youth, as well as to mitigate the impact of HIV/AIDS and prevent HIV transmission among these populations; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners.

The aim of ACHIEVE Rwanda is to prevent new HIV infections and reduce vulnerability among orphans and vulnerable children (OVC), and adolescent girls and young women (AGYW) in selected high burden districts in Rwanda. The strategic objectives support the Government of Rwanda strategies and priorities for HIV mitigation and prevention, with an emphasis on minimizing negative impacts of HIV on OVC and AGYW; addressing social, behavioral, and structural drivers of HIV, and improving access to comprehensive SRH and violence response services to prevent new infections.  The project supports OVC services in Huye and Kayonza districts and DREAMS activities in Nyarugenge and Kicukiro districts.  The project also provides capacity development to two local implementing partners to coordinate and support OVC and DREAMS service delivery,  

About the electronic case management system

An electronic case management system (eCMS) is intended to support end-users including volunteers, field officers, and project management staff to care for vulnerable children and their families by facilitating the case management volunteers’ primary goal of assessing beneficiary needs and working with the beneficiary family to establish specific objectives, goals, and benchmarks. The system will also support end-users by facilitating case plan implementation through capturing and tracking the completion of services and progress toward objectives/goals achievement (e.g., child protection and well-being, including HIV prevention, treatment, and adherence). In addition, the system will automatically track the beneficiary information over time, allow for case workers to create customized plans for beneficiaries, and allow supervisors to have oversight on the case management volunteers’ performance and progress of the beneficiaries.

Purpose of the consultancy

Pact through the USAID/ACHIEVE project intends to hire consultancy services from a competent local individual or firm (referred here after as the consultant) who will closely work with the project’s Monitoring, Evaluation and Learning (MEL) Director and Database Administrator to develop a case management system (eCMS) for electronically managing and tracking services provided to the individual beneficiaries and households supported by different USAID/PEPFAR funded OVC programs in Rwanda. The eCMS will be a centralized and integrated web-based information management system that will be used by all USAID/PEPFAR OVC stakeholders to collect, store, analyze, and report on different program interventions. The eCMS will be accessible using both web browsers and an android app mainly to collect/update data on beneficiaries supported. The consultant will also configure standard reports and visualizations to facilitate reporting on individual cases and households, downloadable aggregated reports, visualizations, and dashboards on key PEPFAR and other project key performance indicators.

Key Tasks for the consultant

  1. Participate in a kickoff workshop with stakeholders to discuss about the expectations of the consultancy, understand the system functionalities and end users’ requirements, workflows, and data to be collected, anticipated rollout and application of the system, and the nature of the reports that will be generated from the system.
  2. Engage with the different USAID/PEPFAR funded OVC implementing partners to conduct a feasibility/gap analysis study and produce a report that will contain system, user, and storage requirements, interoperability with existing systems and possibility for integration with government of Rwanda social and health systems, recommend a feasible open source technology (DHIS2 preferred) for implementing the eCMS, proposed eCMS design, simulations of the user interface, development, testing, deployment, and pilot plan.
  3. Develop, test, and pilot both desktop and mobile versions of the electronic case management system to be used by field staff and case managers who directly engage/interact with the beneficiaries. The system will also have a scalable and customizable administrative panel/interface which will be used by different types of users – mainly administrators. This eCMS will extensively capture and implement the following features:

a. A system-wide unique identifier mechanism/pattern at both individual and household levels which will be consistently used to map and link individuals and households to their care plans, services received, and be used in de-duplicating individual records. 

b.Predictive analytics and intelligent search algorithms to enable stakeholders easily track if beneficiaries are active and receiving the required services based on the identified needs/care plans, predicting whether beneficiaries are on track to graduation (based on the graduation benchmarks), or moving backwards, or potentially dropped out of the program. The system will periodically generate/fire triggers that assign flags and/or produce notifications of such events through internal system notifications, SMS, or email. 
c.Geographic Information System (GIS) capabilities to enable users to collect location data such as GPS coordinates as may be required and/or aligning with the existing GIS data such as shape files to generate digital analytical maps.
d.Interactive, dynamic, and downloadable dashboards and standard reports for key performance indicators that will seamlessly provide stakeholders with consistent, accurate and reliable data required for monitoring, decision making, and reporting. 
e. Robust modules to enforce data quality, data privacy, confidentiality, and data security algorithms. The eCMS will implement a dynamic user access control algorithm to define different user roles in the system. The system will also integrate provisions for managing a family tree in which a case manager will be able to manage household data assigned to his/her user account profile.  
f. Provision for information exchange across implementing partners and external stakeholders especially government while not violating or compromising data protection standards and data sharing agreements. 
g. Support for multiple languages/translation - English/Kinyarwanda for the start. 
h. Support for slow internet connectivity to use the system. The eCMS will also provide support for offline data access/entry capabilities.  
i. Simple and user-friendly interface which will be easily applied by users with low literacy levels and minimal training. 

Integrate interactive user guides such as product tours and tooltips and provide a comprehensive user training manual with complete visual aids which the users will comfortably and independently use to teach themselves how to navigate and apply the system.

4. Integrate interactive user guides such as product tours and tooltips and provide a comprehensive user training manual with complete visual aids which the users will comfortably and independently use to teach themselves how to navigate and apply the system.
5. Organize and conduct training for the different categories of users of the system who will include system administrators, system support users, data clerks, and data collectors. 
6. Install and configure the system to run on ACHIEVE ubuntu servers after the final protype has been approved to be used for production purposes. 
7. Provide at least one-year ongoing maintenance support on the application of the system by addressing the identified bugs in the system and conducting performance improvements on the deployed features at no additional cost except for additional features that may be required.  

Key consultancy deliverables

  1. Approved feasibility study report which will serve as an inception report.
  2. Systems design specifications document.
  3. Monthly progress reports.
  4. Approved working prototype installed on ACHIEVE production servers.
  5. Approved user and training manual. PowerPoint slides for training users shall also be provided.
  6. Approved consultancy final report.
  7. Bug free reusable and scalable source code for the software saved on an external hard drive.

 Desired profile of the consultant

  1. Bachelor’s degree in information systems, computer science, information systems, software engineering or related fields for the proposed key technical team of experts.
  2. At least five (5) years of experience in developing IT applications and database systems.
  3. At least three (3) years of experience in Android and USSD application program development and system integration.
  4. Proven experience in implementing DHIS2 systems and using the DHIS2 API.
  5. Experience in UI & UX design for web and mobile, code reviews and automation.
  6. Familiarity with web security protocols.
  7. Excellent communication skills, oral, written and presentation.
  8. Experience with longitudinal data analysis will be an added advantage.
  9. Experienced in working with international non-government organizations will be an added advantage.

Technical proposal

Qualified and interested consultants (individual or firm) are invited to submit technical proposals which should at the minimum include the following key information:

  1. Detailed methodology and technical implementation approach. This will also include a simulated concept design of the system.
  2. Qualifications, experience, biographies (no more than 4 pages), and responsibilities for the proposed key administrative and technical team of experts who will serve on this consultancy.
  3. At least three letters of reference and certificates of completion of similar or related projects performed in the past three years. These should include contacts for the organizations for which the services were rendered for reference by the evaluation committee.
  4. Detailed work plan with estimated timelines for each deliverable that will guide execution of the consultancy within the designated timeframe.
  5. Extended support/maintenance services at the end of the consultancy
  6. Valid company registration and tax clearance certificates provided by the Rwanda Development Board and Rwanda Revenue Authority

Financial Proposal

The consultant will provide a separate financial proposal detailing the proposed budget for the consultancy.  All logistical costs, including transportation, required software licenses, training, and printing costs will be covered by the consultant and should be detailed and reasonably priced as part of the financial proposal. Bids shall be provided in Rwandan francs including applicable taxes and shall be valid for at least 90 days after the date of submission.


The consultancy is expected to be implemented within a timeframe of twelve (12) weeks, starting from the date the contract is signed.

Selection Criteria

Applicants must be registered in Rwanda to be eligible for selection. Applications will be evaluated based on the firm’s technical proposal, team of experts’ technical capacity, experience, and cost reasonableness. Pact also has the right to reject some or all the proposals without providing any justification, without any financial or legal consequences.


Evaluation Criteria

Maximum Score


Technical proposal  



Applicants relevant capacity and past performance in developing similar applications



Qualifications and experience of the proposed development team



Financial proposal - cost reasonableness based on the current market value



Total Score


Pact will evaluate all proposals received based on the above evaluation criteria. Pact will enter negotiations with the potential candidate that scores the highest number of points using the criteria above.

Proposal submission

Complete proposals shall be sent through the following email address: not later than 7 May 2021 (2:00 pm Rwanda time) mentioning “Proposal for Rwanda eCMS “as the subject of the email.