Development of a Web Based Management Information System for the Somalia Water for Agropastoral Productivity and Resilience (Biyoole) Project 45 views0 applications

Terms of Reference

For the development of a Web-Based Project Management Information System (MIS) for the Somalia Water for Agropastoral Productivity and Resilience (Biyoole) Project.

Background:

The Water for Agropastoral Productivity and Resilience Project for Somalia aims at developing the water and agricultural services among Agropastoral communities in dryland areas of Somalia through investments in multiple use water resources for human consumption, livestock, and small scale irrigation and environmental services, land area under sustainable landscape management practices, target beneficiaries reached with agricultural services, share of which female, promoting the uptake of productivity-enhancing innovations among target rural communities and strengthening the adaptive capacity of rural communities in Somalia and their resilience to the impacts of climate change

As part of strengthening the project monitoring and evaluation functions, a web-based Management Information System is to be set up. This will provide the Project Implementation Unit (PIU) staff and other stakeholders of the project the real time performance of the project in terms of achievements made in the different time periods as well as the progress towards delivering the intended results.

Objectives and Scope of Work:

The MIS will support continuous learning and adaptable knowledge management that incorporates new modern technology such as geo-tagging of site investments, collection of field data with tablets/smart phones, and application of geospatial imaging for quantifying before and after comparisons for specific indicators. By design, the MIS will ensure compliance to data protection requirements, and at minimum incorporate as part of its workflow, security measures such as encryption of personal identifiable data, and subsequent project interventions. At the core, the MIS will track progress made against project targets, budget allocation and utilization, activity schedules, and other program quality measurements and metrics as will be determined.

The MIS is expected to have offline data capturing capabilities and creation of user profiles with different functions layered to ensure that data remains secure from unauthorized access or accidental edit to data that has been entered on the system, ensuring that the data remains reliable for audits and functional for activity reporting.**

At minimum, the following functionalities will be required of the system to be developed:

· Data capturing: The system to be developed is expected to work through a mobile based technology that uses smartphone or tablet to collect data both offline and online and sync to a server for onward cleaning and analysis ready for visualization on the Power BI dashboard. Functionality should also be provided to pull back data and make edits when necessary and keep track of what has been done.

· Project management (planning, initiation, execution): This module will see the development of the Monitoring and Evaluation Framework with the interlinkages created to ensure that the project goal, objectives, outcomes, outputs and activities are properly connected, workflows, users, permissions and targets providing a holistic picture of the project. Provision will also be made within the module to ensure the uploading of project appraisals and reports as well as creation of data summary for indicators being tracked and web based querying for data retrieval.

· Activity capturing: Incorporate a module for defining and capturing activities at the household, community and group level. Provision should be made to allow for activity revision and modification as well as addition of a narrative section for the explanation or justification of activity modification. The system to be developed should be in a position to incorporate a performance-tracking module that flags activities that are non-performing through tracking and monitoring the activities set target against the planned within the specified project timeline.

· Budget tracking: The system to be developed will be expected to incorporate a module for tracking budget allocation vis a vis absorption per each intervention carried out as well as make provision for a narrative section.

· Project reporting and dashboards: The system to be developed will be expected to incorporate a report capturing module that allows PIU M&E staff to attach their narrative reports (standard reports, indicator tracking reports) with pictures, and a Power BI Dashboard platform for summary reporting as well as be able to share and publish the visualization;

· System Access Controls and User Permissions: User management, data security (encryption, role level permissions, page level permissions, data level permissions, federal and member state level permissions, read/write/delete and report level permissions); Audit trail; backups, data transfers.

· System alignment with the GDPR: The system should be well aligned with the data protection regulations for Kenya.

Note: The system will be hosted in World Vision Somalia Data Centre temporarily before it is handed over to the government.

The MIS to be developed should be flexible enough to allow scaling up to more locations if need arises as well as allow for creation of new projects and variables. In addition to the above the system needs to allow for both aggregate and member state level tracking.

Outputs and Reporting Requirements

The successful consultant will be expected to deliver the following outputs;

· A user friendly and intuitive Web Based Management Information System

· A Standard operating procedures manual documenting the development process that will guide users on navigating the system in terms of entering data, cleaning data, aggregating data as well as filtering and visualizing the same on the Power BI dashboard

· Training of both the Federal and Member State M&E and other personnel on the online system

Time frame and estimated working days

The assignment is expected to start in the month of January 2022 and be completed within 60 working days

Key competences, technical background and experience required

Applications are open to individuals or registered firm/company both international and local based, with the following skills and qualifications:

· Must have done 3 similar systems in the past 2 years including development of the same for INGOs

· Proven work experience as a data/systems analyst, use of web enabled systems and prior experience in development of a management information system using open-source platforms

· Strong experience in Software Development (ex: Web development in JS, PHP, and HTML).

· Experience with data modelling and statistical tools preferably in R and Python;

· Experience implementing the Django web framework;

· At least 7 years’ experience in M&E or M&E systems design;

· Experience in developing data visualization tools/dashboards using Power BI;

· Extensive relational databases management skills including implementation of complex queries and procedures, performance tuning and database development;

· Familiarity of mobile data collection platforms including KoBo, ONA and ODK; Ability to design and implement version I and II of KoBo toolbox, API for both internal and external data access;

· Advanced degree (Masters level) in a relevant field (computer science, data/information management, advanced statistical analysis, information technology, software engineering and Monitoring and Evaluation);

· Ability to work with multiple stakeholders including the government in development of similar systems in a participatory manner.

· Adequate technical manpower to carry out the project and complete it on time.

Evaluation Criteria

The Selection of the individual or firm will be made based on cumulative analysis (i.e., mandatory requirement and technical qualifications as follows:

1. Mandatory requirements

a) Provide a certified copy of a certificate of business registration, Certificate of incorporation, business license or similar document (for Companies/Organizations)

b) Provide a certified copy of tax registration, tax clearance certificates or similar documents (Companies/Organization)

c) Provide information on ownership structure (Name of directors of the company / Owner) (Companies/Organization)

d) Provide references from previous clients for similar works, At least three.

1. Technical Evaluation

Applicants need to clearly articulate on the following, but not limited to: –

a) A cover letter outlining the suitability of the consultant in undertaking the assignment and summarizing relevant experience in development of similar systems

b) Precise technical proposal clearly indicating an understanding of the terms of reference, proposed software development methodology and Proposed architecture and system design of the information management system

c) Clear work plan including outputs/deliverables and time frame for the system development

d) References including names and contact information from previous clients who can be contacted regarding relevant experience

e) Samples of proof of similar work undertaken – shared as attachment or URL/link

1. Financial Evaluation

a) Financial proposal (budget) in USD and which should be inclusive of all applicable taxes and project related cost clearly tabulated including maintenance and support cost after handover of the system.

b) Payment Terms

c) Credit Period

d) Any other cost related to the assignment

Application requirements

The application document should include the following;

· Company Profile-Organization Or CV for individual

· Demonstrate clear Understanding of the ToR

· Demonstrate ability to meet the functionalities sought

· Clearly articulate the proposed software development methodology

· Proposed architecture and system design of the management information system

· Samples of proof of similar work undertaken – shared as attachment or URL/link

Application Process

All interested bidders are requested to submit their Technical Proposals and Financial Proposals in Separate documents as attachments (Bidders who will combine both technical and financial proposals shall be disqualified) via [email protected] on or before 14^th December 2021.

Bids received after deadline shall not be considered.

Email title should be; – Development of a Web Based Management Information System for the Somalia Water for Agropastoral Productivity and Resilience (Biyoole) Project

Your financial proposal should have your professional fee and any other related cost well tabulated. Financial proposal should not be part of the technical proposal, it should be a separate document

Note:

*Only selected candidates will be contacted and further required to make a demo of a similar system they have developed at the World Vision Offices in Karen or virtual.