Terms of Reference (TOR)
1.0 Background Information
ICS SP has been a regional leader in child protection for over 30 years, implementing innovative, evidence-based strategies to strengthen families, promote child welfare, and influence policies. While ICS SP captures and reports on key performance indicators, the current Monitoring & Evaluation (M&E) system remains fragmented across multiple standalone databases (MS Excel, MS Dynamics, Kobo Collect), leading to inefficiencies in accessing, processing, and analyzing data.
To address these challenges, ICS SP seeks to develop a centralized, web-based Integrated Database Management System (IDMS) that will enable:
– Automated data aggregation and analysis across projects and departments.
– Seamless API integration with existing data sources (MS Dynamics, Kobo Collect, Microsoft or/and Google Forms, and others) to enable real-time data collection and reduce manual data entry.
– Real-time monitoring and visualization for data-driven decision-making through interactive dashboards that provide insights at multiple organizational levels.
– Secure, role-based access management for data protection and compliance, ensuring users have appropriate permissions based on their roles.
– A structured data hierarchy that allows for tracking and analysis from the project level to regional and organizational overviews, improving comparative performance evaluation.
– Results tracking through outcomes and indicators, directly linked to financial data, allowing ICS SP to measure program effectiveness against budgetary allocations.
ICS SP invites qualified consultants, firms, or individuals to develop this system and provide training for ICS staff to ensure effective usage and maintenance.
2.0 Objectives
– Develop and install a secure, web-based database system with an interactive dashboard aligned with ICS SP’s indicators and reporting needs.
– Integrate the new system with existing data sources (MS Dynamics, Kobo Collect, Microsoft/Google Forms, and others) via API connections to allow seamless data flow between platforms.
– Develop standard procedures and guidelines for database maintenance and security.
– Improve staff competence through comprehensive training on database use, visualization,
and reporting.
– Ensure GDPR compliance and secure user access control mechanisms to protect sensitive
data.
– Establish a multi-level data structure, ensuring that data can be filtered and analyzed from project-level granularity to regional and organization-wide perspectives.
– Implement results tracking that links performance indicators to financial records, providing deeper insights into cost-effectiveness and program impact.
3.0 Scope of Work
The consultant is expected to propose a practical and scalable approach for designing and implementing the IDMS, covering the following tasks:
3.1 Database System Development
– Conduct a detailed review of ICS SP’s current data management tools and processes.
– Propose an efficient and effective database platform that aligns with ICS SP’s needs.
– Develop a structured plan addressing:
– Database architecture, functionality, and data standards.
– Data security, access control, and user roles.
– API-based integration with third-party data collection tools (KOBO, Microsoft/Google Forms, MS Dynamics, etc.) to enable automated data transfer and reduce redundancy.
– Real-time data visualization and interactive dashboards, allowing users to filter data at project, regional, and organizational levels.
– Performance tracking linked to financial reports, ensuring budgets and expenditures align with measurable outcomes.
– Install and test the web-based database management system.
3.2 Standard Operating Procedures (SOPs) & Documentation
– Develop a Standard Operating Procedures (SOP) manual, covering:
– Data entry, cleaning, and validation protocols.
– Data aggregation across projects, countries, and regions.
– Secure data storage, backup, and disaster recovery plans.
– GDPR compliance and user access control.
– Create user-friendly documentation to support future maintenance and scaling.
3.3 Training & Capacity Building
– Conduct training sessions for ICS SP staff on:
– Data extraction, transformation, analysis, and visualization.
– Report generation and automated workflows.
– System administration and security best practices.
– Provide post-implementation technical support and troubleshooting.
4.0 Deliverables
– Fully functional, web-based Integrated Database Management System with dashboard and reporting capabilities.
– API integrations connecting the system to existing data sources (Kobo Collect, Microsoft/ Google Forms, MS Dynamics, etc.) to streamline data collection and minimize manual input errors.
– Comprehensive SOP manual and technical documentation.
– Training workshops and knowledge transfer sessions for ICS SP staff.
– Recommendations for long-term system sustainability and scalability.
– A structured multi-level workspace, enabling analysis from individual projects to nationwide and regional summaries.
– A results-tracking framework that integrates outcomes, indicators, and budgetary data to support financial and impact reporting.
5.0 Technical Evaluation Criteria
ICS SP will evaluate proposals based on:
– Understanding of the TOR and proposed approach.
– Compliance with functional and technical requirements.
– Cost-effectiveness and long-term maintenance plans.
– Flexibility to accommodate future data modifications.
– User-friendliness, data protection policies and security measures.
– Proven experience in developing similar systems with references or case studies.
6.0 Application Process
Interested consultants/firms should submit a proposal to icsro@icsafrica.org outlining:
– Proposed methodology and system architecture.
– Timeline and work plan.
– Detailed budget breakdown with maintenance cost considerations
– Portfolio of similar projects completed, including client references.
The application deadline is 28th March 2025. Only shortlisted candidates will be contacted.
Applicants must submit their proposals via email with the subject line: ‘Application for IDMS Development – [Your Organization Name]’
ICS SP absolute priority is protecting children, vulnerable communities, and our own staff. We have zero tolerance of incidents of violence, abuse and exploitation of children and other people in the communities we serve, either committed by our staff or others connected to our work. Successful applicants will be required to sign and adhere to our safeguarding, child protection and prevention of sexual exploitation and abuse (PSEA) code of conduct and policies.
More Information
- Job City Nairobi
