Terms of Reference (ToR) DEVELOPMENT OF LSF COMPUTER-BASED ONLINE SYSTEM A WEB-ENABLED MONITORING AND RESULT SYSTEM

Transcription

1 Terms f Reference (TR) DEVELOPMENT OF LSF COMPUTER-BASED ONLINE SYSTEM A WEB-ENABLED MONITORING AND RESULT SYSTEM 1. Intrductin The LSF has been peratinal since September 2011 and was registered as a nn-prfit cmpany limited by guarantee in Octber 2013, and its first phase f implementatin ended in It is a basket fund created t channel funding n equal pprtunity basis t rganizatins which are prviding legal aid and paralegal services in Tanzania mainland and Zanzibar. These services assist individuals t claim their rights, redress grievances and prtect their fundamental human rights. The LSF aims t prmte and prtect human rights fr all, particularly fr pr wmen, children, men and the vulnerable, including peple living with HIV/AIDS. It wrks clsely with the gvernment at all levels, develpment partners, rganizatins invlved in the prvisin f legal aid, including paralegal services, and ther stakehlders. The LSF wrks tward achieving enhanced legal aid and paralegal services bth in quantity and quality, and is presently funding basic legal aid in all districts f the cuntry. It strives twards the Gvernment assuming its respnsibility fr regulating legal aid prvisin, including paralegals which will be frmalized thrugh legislatin and institutinalized. In rder t cpe with many challenges in the prvisin f legal aid, the LSF prmtes and supprts prmising innvative appraches t legal aid. Capacity develpment f legal aid prviders and imprvement f e.g. advcacy and legal skills is anther cntributin the fund makes. Lastly, the LSF cntributes t enhancing awareness abut the rle and imprtance f legal aid and paralegal services amngst public and private legal sectr stakehlders. In 2016, LSF launched it is new strategic plan with aim f increasing access t justice fr all, in particular fr wmen in Tanzania. T realise this verall gal f the rganizatin, LSF requires gd system in place f data management and reprting t imprve the result-based management fr fur key result areas articulated in the thery f change and result framewrk f LSF. 2. Backgrund In 2015, LSF cntracted a cnsultant t supprt rganizatin n develpment f rganizatinal result framewrk fr new strategic plan. One f the rles was t lk nt existing cmputer-based reprting system and advise the best way t imprve it. The recmmendatin fueled the re-thinking f imprving the nline reprting system with assciate mnitring and result framewrks and tls. Tw attempts were made which included revamping the existing web based system t accmmdate the recmmendatins, 1

2 firstly, pilting a new system besides ld system and secndly, pilting mbile data system. The later was an attempt t innvative apprach in legal aid sectr thrugh applying mbile phnes fr data cllectin and reprting. Therefre, data entries are currently dne using three systems, which is technically cmplex in nature and nt user-friendly apprach fr real time data analysis and reprting. These cmplicatins have impelled t design and create a new web-based system with capacity f nt nly manage large cntent f data frm arund the cuntry, but t als in terms f accmmdating integratin f reprting ptins and prvisin f additinal functins and tls that will make it mre user-friendly system, relevant and able t prvide access t infrmatin mre easily and in real-time t paralegals, grantees, LSF, dnrs, gvernment and public at large. The sizeable legal aid prgramme supprted by LSF in Tanzania creates mre demand fr large amunt f data t be tracked, captured and analyzed fr ensuring learning and infrmed decisin making n access t justice fr all in Tanzania. In respnd t such demand the LSF secretariat requires t have a new web-based system that can accmmdate the needs f the prgramme. LSF is lking fr a cmpetent and prfessinal firm t develp a functinal cmpute-based reprting system fr data management and easy tracking f prgramme perfrmance. The system and database need t be structured intelligently and apprpriately t ensure ease f entry, quality management, access cntrl, prcessing, visualizatin, and reprting. 3. Objective (s) The verall bjective f this prject is t develp a cmputer-based infrmatin data management system t imprve the existing mnitring and results system f Legal aid prgramme in Tanzania, thrugh designing and develping f an integrated nline Mnitring and Result Infrmatin System. An integrated system because the design / develpment shall take int accunt t capacity f integrating data flwing frm varius inputs, namely: (i) nrmal web-enabled system and (i) mbile phne data system (bth USSD and andrid systems) r any ther devices as needed nt ne system. Specific bjectives: i. T develp an nline system accessible t different users with varying levels f access and requirements (f paralegals (implementers), RMO (and LSF), t enhance the ability f LSF t mnitr results cntinuusly; ii. iii. T design and develp a web-based system as a cmmn tl fr reprting and assessing perfrmance (f LSF s thery f change frm Impact, Outcme, t Output indicatrs) and results f legal aid prgramme in Tanzania with autmated GIS M&E system; T build the capacity f the relevant staff t manage the system n a sustainable basis thrugh specific training, develping f guiding dcuments and vide tutrials. 4. Scpe f wrk This assignment is expected t cmplete and be functinal within 90 wrking days after signing f the cntract. The Supplier will have t review all the existing reprting systems and prcedures that have been develped t better define the idea behind, and requirements f, fr the new system. The Supplier will 2

3 need t meet with LSF team in particular clsely wrking with Mnitring and result unit t fully understand the requirements f the Online Reprting system, and translate that int the technical language. The Supplier will wrk under the verall supervisin f LSF s Senir data analyst fficer and Mnitring and Result manager. The terms utlined in this TR are bit generalized descriptin. The LSF has prepared sme pre-defined detailed requirements t be fllw but this des nt limit the rle f the Supplier t prpse the specific and cmprehensive lw-level technical requirements fr each f the cmpnents f the assignment as needed r required Specific Tasks: i. Review the backgrund materials abut the purpse and intended functinality f the system available at LSF. ii. Discuss with LSF team as needed t get additinal infrmatin abut the system requirements. iii. Develp the required system as agreed with specificatins prvided by LSF. iv. All steps t be dne in clse cllabratin and supervisin f Mnitring and Result unit Required Deliverables: At the end f this prject; the supplier is expected t hand ver the functinal nline system, hwever, in the prcess the supplier is required t deliver the fllwing: i. Prttype mdel and reprt the supplier shuld present a reprt determining the requirements t the system and a prttype mdel. The supplier will be respnsible fr defining the requirements f the desired system in cnsultatin with all key stakehlders fr mre feedback and cmments frm the ther parties. ii. iii. Phased Deplyment: The system will be pilted in limited regins and paralegal units upn shwing desired success it will be then scaled-up and deplyed t all reginal mentrs rganizatins (RMOs) in the cuntry fr the full functinality envisaged. Cmpletin Reprt upn cmpletin f the assignment, the supplier shall submit a cmpletin reprt. The reprt shuld utline all wrk undertaken, including characteristics f the system develped. Any fllw-ups and/r recmmendatins shuld als be included in the reprt Special features f the system t be develped: The nline System t be develped is expected t include nt limited t the fllwing features: System shuld prvide dashbards tl t shwcase the trends f indicatrs with graph, charts, etc, fr quick and effective verviews and feedback leading t greater accuntability. Separate Dashbards wuld need t be develped fr specific users r type f infrmatin. The Dashbard shall allw fr sme real-time manipulatin f data by time and/r selectin/de-selectin f variables. The system shuld be able t integrate and synchrnise bth web based data reprting tl with mbile data cllectin tl (USSD and andrid) nt ne system Allw fr the easy generatin f standardized infrmatin as input fr key reprting 3

4 requirements t LSF Semi-annual and annual reprts. On reprting the system shuld generate ntificatin s fr appraching & past deadlines f peridic quarterly reprts, with autmatic escalatins in case f default. Allw fr the generatin f specific predesigned reprts in PDF frmat, infrmatin in Excel and wrd frmats based n parameters defined by the user. Prvide relevant imprt / exprt capabilities t pre-designed templates r databases; It shuld allw fr uplading dcuments assciated with specific data r infrmatin. Simplify the input f data by the users, (i.e. paralegals and grantees) thrugh a mre userfriendly interface. Allws fr grantees and paralegals t input data as per the reprting template with a cmbinatin drp dwn menus (add, update, edit, search, delete, save, print, etc) and clickable lists in a clear and simple frmat that is easy t use. Prvide an nline database fr Case Studies, success stries and Gd Practices as advised by LSF and ability t attachment f dcuments. An apprpriate links t simple GIS/mapping systems t prvide an additinal spatial perspective t the prject status data. Shw the user where they are in the flw f the reprting prcess; save as they prgress; skip pages and cme back t them later and; prvide a final verview f what has been cmpleted and reminders t what has yet t be cmpleted. Prvide partners prfiles including paralegal units The system shuld allw t wrk ffline and nline The system shuld allw cnnectin f all legal aid clinics in the cuntry, with same r different platfrm The system shuld accmmdate financial transactin i.e. ttal amunt granted per rganisatin, ttal budget in a year r quarter, ttal amunt spent and variances. T integrate the system with knwledge management platfrm, which will serve as a place where M&E fcal pints acrss partners can share and manage files, calendars, media etc. Mre specifically, the Knwledge Management System shuld include (i). Capacity t create grups, prtals etc; (ii). Hsting f varius shared areas where users can uplad, edit and share files; (iii). System administratrs with the capacity t manage grups, areas etc; and (iv). Flexible architecture which allws fr the adding/remving f pages, sectins etc. Ideally, LSF wants t be a learning rganisatin thrugh facilitating a better cmmunicatin acrss partners. 6. Timeframe and lcatin It is estimated that the supplier will require 90 wrking days fr the assignment. A wrk plan n hw the 90 days will be utilized will be develped by the supplier. This prject is expected t cmmence n September 2017 and the final reprt shuld be presented nt later than Nvember Management and Arrangement The supplier will reprt t the Mnitring and result Manager and the different technical levels frm the LSF team will prvide further guidance n the assignment when needed. The selectin f the best prpsal 4

5 will be based n, amng ther factrs, the quality f the technical prpsal, the qualificatins f the persnnel (including CVs f all key persnnel in the submissin), and the cst-effectiveness f the prpsed budget fr the exercise as prvided in the tender dcumentatin. 8. Terms f Payment The terms f payment will be 30% f the ttal agreed csts n signing f the cntract, 20% upn acceptance f the final inceptin reprt, 20% upn delivery f the first versin f M&E system with draft reprt, and 30% upn delivery and acceptance f the Final versin f functining M&E system and all required dcuments as prvided in this TR and r cntract. 9. Maximum available budget An verall fee fr carrying ut this assignment culd be negtiated further with the successful bidder. 10. Prfile f the Candidate / firm Interested firm supplier shuld hld: At least 5 years experience in develping IT slutins and prviding IT supprt and maintenance services with emphasis n technical dcumentatin. University degree r higher in Technical Cmmunicatins, Infrmatin Technlgy r related field. Prven prfessinal experience in web technlgies, including their develpment and deplyment, and develpment f web-based infrmatin systems i.e. Online reprting systems and technical writing Gd understanding f develpment results and Results Based Management Cncepts Analytical capability t evaluate infrmatin and data. Prven prfessinal experience in develping and managing databases within the nn-prfit sectr and in legal aid will be an added advantage The M&E system that will be designed shuld run n Windws 7/windws 8 and windws 10 r higher versin wrkstatins, whereas the server versin must reside n Windws OS server, 2008R2, 2012R2 r higher versin, latest versin f UnixWare r SCO Open server platfrms Prvide a high security and cst effective nline prtal. The supplier will prvide prper dcumentatin fr all the mdules installed. Outstanding verbal, written cmmunicatin and rganizatinal skills. Prvide a gd example f M&E web-based system develped frm reputable rganisatin 5