TERMS OF REFERENCE
FOR RECRUITING A CONSULTANT / CONSULTANCY FIRM TO DEVELOP A WEB-BASED MANAGEMENT INFORMATION SYSTEM (MIS)
Never Again Rwanda (NAR) is a peace-building and social justice organization that arose in response to the 1994 genocide perpetrated against Tutsis. Guided by a vision of a nation where citizens are agents of positive change and work together towards sustainable peace and development, NAR aims to empower Rwandans with opportunities to become active citizens through Peacebuilding and development. NAR has five core programs: Peacebuilding, Governance & Human Rights, Research, Youth engagement, and Strategic partnerships.
NAR is implementing its five years Strategic Plan (2021-2025), through which several programs and projects are being implemented and other programs are expected throughout the period of strategic Plan. To implement the strategy, NAR has widened its team with many offices operational in different districts. Equally, NAR is working with several community-based organizations, wide range of beneficiaries, and stakeholders with different needs and priorities.
With this, NAR expects a large-scale data from different programs, sources, and levels that needs strong and robust Web-based Management Information System for Monitoring, Evaluation, Leaning, and Accountability (MEAL). The system should be user-friendly for timely and quality data storage, management, and reporting. It is with the above context, that NAR is hiring an experienced Individual consultant/ or a consultancy firm to develop and test the Web-based Management Information System (MIS).
2. Purpose and objective of the consultancy
As an evidence-based organization, NAR wants to strength its Management Information System (MIS), align it to the strategic plan, needs, and expectations from the organization and stakeholders. The needed MIS should be a comprehensive and robust Web-based Management Information System for large-scale data management, timely and accurate data capture, storage, analysis, programs performance management, reporting, information archiving, and learning.
The objective of the consultancy is to support NAR to review and improve the current Management Information System by developing, testing, and roll-out of an integrated web-based Management Information System (MIS). More specifically, the objectives of this consultancy are:
- Review existing Management Information System for MEAL and propose the needed improvement
- Define requirements for an integrated web-based Management Information System accessible to different stakeholders and with varying levels of access, to enhance the ability of proper large scale data management, storage, analysis, and reporting
- Develop, test, and roll out the Web-based Management Information System
- Clearly define roles and responsibilities for the system users;
- Propose the security procedures and hosting services for the MIS
- To build the capacity of the relevant staff and partners to manage the system on a sustainable basis through specific training, help documents, and tutorials.
- Provide free technical accompaniment, support, and maintenance to NAR at least during 12 months after the MIS rollout.
3. Description of needed Management Information System (MIS)
- The desired system is expected to be functionally robust i.e., able to store large scale quantitative and qualitative data and adaptable to structural updates/changes as NAR’s programming evolve
- It must be user friendly, interactive, and web based; accessible by staff and partners (and in some cases, donors) from remote locations.
- The system is intended to store a large variety of quantitative and qualitative data (indicators, events reports, quarterly and annual reports, attendance lists, research reports, research data, videos, pictures, etc.) for proper monitoring and archiving
- The system will be the main source of quantitative and qualitative data reporting at organizational level and program/project level
- The system should have a single dashboard that cumulate /aggregate data for the organization and for each program/project, for easy-to-use data visualization, and highlighting projects and tasks that require attentions (indicators lagging behind, delayed reports, aged data, etc.)
- The system must track project /program activities and results against targets for improved project planning, better management oversight, accurate donor reporting, and timely program decision-making.
- It must have a back-end facility to set up partners, consortium members, programs, projects, sectors, indicators, targets vs actuals, communities, groups, institutions, and beneficiaries for routine data uploads.
- It must have a user interface for manual data entry but must also be compatible with electronic data collection platforms allowing data to be electronically collected, using smartphones/mobile app, tablets, sent electronically, and automatically synchronized into the system.
- The system should allow simultaneous data entry from multiple users and locations
- The system will mostly capture monitoring data but must be easily adaptable to upload and archive survey data.
- The system must be able to process data and disaggregate information for all strategic pillars, projects, indicators, groups, institutions, beneficiaries, age and sex categories, and location.
- The reports generated from the system would include tables, Indicator Tracking tables, graphs and GIS maps/models, dashboards etc. This provides management insights and analytics
- The system must include and define user access-right levels to guide institutional data security and data governance; it must also incorporate data backup and security against attacks.
- The system must track user history (i.e. all edits and modifications) and store these in the system.
- It must have import/export functionality to allow data and information to be imported/exported to and from other formats e.g. Word, Excel, pdf, SPSS,
- The system is required to have an action tracker with necessary notifications, both on email and users’ home dashboards (approval, and rejection of the entered data/reports)
- The administration of the MIS should allow advanced user management, with a staggered set of privileges for different users as well as user authorization, tracking/authorizing changes to results hierarchy, database download, online backup, and other necessary features;
- The Consultant must propose a security standard for the system. This may include hosting services, login ID, password, security administration, and security access and security certificates (This is a must to ensure secure connections to the system).
- The system should work both offline and online.
- The recommended database development will be based on Open-Source Database such as MySQL, PostgreSQL, etc. However, in case the consultant chooses to propose any third-party tool(s) for the solution for tuning performance, adding security features, or rapid application development, or any specific add-in software package required for analysis and processing data, full justifications and cost must be provided in the proposal.
4. Services and deliverables
The consultant/consultancy firm will provide the following services:
- Development of an integrated and robust Web-based MIS for the organization: The consultant will hold different consultation meetings with NAR management and program team to understand their expectations and needs to inform the design of the MIS. The consultant/ consultancy firm will review existing MIS, MEAL templates and tools, data collection, analysis, and reporting framework as well as information follow among different staff and stakeholders. Based on the documentation, the consultant will propose and agree with NAR management the cost-effective and quality MIS that is needed for effective organizational performance management and accountability.
- Testing and adjustments and re-adjustments of MIS: The consultant/Consultancy firm in collaboration with NAR team will perform system testing at different levels, identify technical issues, bottlenecks and users’ complaints, and additional needs. The developers will then adjust and re-adjust the features till the system is fully operational and user-friendly to respond to organizational expectations and needs
- Develop user-guide and tools: The consultant will develop a user guide detailing all steps and processes involved for effective user of the system. The guide should be detailed enough with relevant system features (pictures, extracts, navigation buttons, etc.) to allow user to easily navigate in the system.
- Capacity development for NAR team: The consultant will prepare and deliver a capacity-building session for NAR team on the use and functionalities for the MIS. NAR team will be educated on the whole process of MIS including data entry, uploading documents/reports, analysis, data visualization, creation of new field in the system, etc.
- Pilot and roll out the MIS: The consultant will lead the MIS piloting phase and roll out for use by programs team and district officers. The consultant with NAR MEAL team will oversee the use of the database, provide technical advice to the users, help to troubleshoot technical issues, and direct staff on the proper use of the system for multiple purposes. The consultant will upgrade the system based on users’ inputs and comments to have a working system that can respond to users’ expectations
- Technical accompaniment: During the pilot and rollout phase of the MIS, the consultant will continue to provide technical accompaniment to NAR to ensure the system is full operationalized. The consultant will help to troubleshoot any technical issue that can emerge during the rollout, help to ensure the ownership of the system among the staff, and direct NAR IT person on how to handle technical problems.
The following deliverables are expected from the successful consultant:
- An inception Report: An inception report detailing the consultant understanding of the terms of reference and the proposed methodology to handle the assignment, technical expertise, and experience in handling similar assignment as well as the tentative work plan should be submitted to NAR within 5 days after the contract signature
- Web-Based MIS structure: 15 Days after the signature of the contract, the consultant will provide the MIS structure that shows a working prototype of the system. The consultant will demonstrate the relational logic and follow chart of the MIS, relationships between data, queries, data flow, the hardware specifications (hosting), and software to be used for the system
- A well developed and functional Web-based MIS: With 30 days of the contract, the consultant will finalize the computerized MIS. The consultant will present and hand over to NAR a well-designed, user-friendly, and operational web-based MIS that was fully tested and validated. The system should be accompanied by developed User guider that are user-friendly (30 Days for development and 15 Days for MIS pilot) .
- Capacity building report: The consultant will train NAR team including MEAL team, programs team leaders, District officers, program associates, Data entry staff, etc. on the use of MIS and produce the training report (3 days for the training)
- MIS rollout: The consultant will lead the MIS rollout and provide technical accompaniment to NAR during the rollout period for technical support (30 days for technical accompaniment during the rollout period). The consultant will produce and submit the rollout and technical accompaniment report. Any support required due to technical issues /design issues in the system will be resolved by the consultant at no costto NAR.
- All database scripts: The consultant will submit the coding book and all database scripts used to design the MS
- Support and Maintenance services: After System stabilization and User Acceptance Test sign-off, the consultant shall provide free Support and Maintenance support for a period of the remaining 1 year after the system is officially launched. The Consultant shall perform all maintenance activities including trouble shooting at both Applications level and User level. The consultant will assist the NAR IT focal person in the operation of the Systems. The consultant will provide help in up-gradation such as installation of patches, fixing bugs, minor changes, higher versions of the applications, etc.
The Consultant is required to maintain the system until it is stable and all defined functions have been implemented (12 Months after the rollout of the system)
5. Timeline for the consultancy services
The consultancy services will be provided in 83 Days starting from contract signature (with 12 months for free support and Maintenance services after the rollout of the MIS). The development of the MIS will be in October, the training and MIS testing/pilot will be in November 2021, the MIS roll out and technical accompaniment will be in December 2021. However, NAR and consultant may agree on time re-allocation for specific tasks depending on the evolution of the assignment.
6. Supervision and Working relationships
The consultant/consultancy company will report directly to the Director of Programs and will work closely with NAR IT Specialist, management, and technical team.
The desired skills and experience of the consultant/consultancy firm include the following:
- A minimum of five (5) years of work experience in developing mostly organizational MIS systems for government, private and non-governmental organizations
- Strong experience in using Open-Source Database such as MySQL, PostgreSQL, etc.
- Strong experience in database engineering, development, testing, maintenance, and support
- Previous working experience with recognized technical expertise in designing, developing, and administering relational database technologies.
- Demonstrated experience in developing IT solution for Monitoring, evaluation, and learning systems in large scale organizations
- Knowledge and experience in web-server and system administration, authentication and encryption, logging and reporting, and security configuration
- Demonstrated experience in providing capacity building and technical accompaniment on MIS
- Previous background in developing an integrated web-based MIS inclusive of GIS configuration
- Strong understanding of data collection, data management, and analysis
- Capacities to propose updated data collection instruments to fit in MIS and respond to client’s needs
8. Evaluation criteria: The proposal will be evaluated on 60% for technical proposal and 40% for financial proposal
9. Contract and payments
Never Again Rwanda will sign a consultancy contract with the consultant. The payment of consultancy fees will be agreed upon between NAR and the successful consultant. The payment will be based on the quality and timely delivery of work and submitted and approved deliverables.
10. Application Procedures
The interested individual consultant/consultancy firms are required to submit the following:
- Technical proposal (maximum 5 pages) that demonstrates consultant capacities, understanding of Terms of Reference, design, and methodology, and work plan to deliver expected outputs
- Financial proposal showing the cost breakdown including the MIS hosting fees (in Rwandan Francs)
- 3 references who can testify consultant’s capacities and quality of work done during previous similar assignments. The link for a selected sample of MIS developed (preferred).
- Valid Tax Clearance Certificate provided by RRA and RDB Registration certificate (for consultancy company)
- Updated CV of the lead consultant and other key technical experts to be involved
- Letter of expression of Interest
*Women consultant or consultancy led by women are strongly encouraged to apply
* Only shortlisted consultants/ consultancy companies will be contacted
The documents must be sent electronically via email to:firstname.lastname@example.org by October, 17th 2021