Information Management System Consultancy (IT) At CARE

Term of Reference

Organisation/Agency

CARE International/Somali NGO Consortium

Consultancy Assignment

Information Management System Consultancy (IT)

Assignment Location

Hargeisa, Somaliland

Reporting To:

Somali NGO Consortium

Duration

40 Days

Possible start date

September, 2022

1. Background

Somali NGO Consortium (SNC) is a voluntary coordination mechanism of NGOs working in Somalia and Somaliland. It provides a coordination platform and a common voice for the hundreds of International and National non-governmental organizations (NGOs) working in a highly insecure and complex operating environment. Effective coordination has significantly facilitated the successful delivery of humanitarian and development aid in Somalia and Somaliland. Established in 1999, SNC has since grown to become a platform for networking and coordination of NGOs to improve international aid coordination and raise the NGOs’ presence and profile within the aid coordination structures for Somalia and Somaliland. It has been supporting NGOs through its core activities in coordination, representation, information sharing and advocacy.

A core objective of the Somali NGO Consortium is the proactive sharing of information to facilitate an informed NGO community to be able to implement the best possible work in Somalia/Somaliland. The SNC provides a communication mechanism for NGOs working in Somalia/Somaliland, as well as for various external stakeholders including donors, UN agencies and governments. It strives to ensure members are equipped with adequate and relevant information on the political, humanitarian, security and development issues collated from different forums. The Consortium’s linkages with key stakeholders enables regular and appropriate dissemination of information to member agencies and others. Papers, positions and all updates pertaining to NGO activities and concerns are shared widely with NGOs and with other actors where appropriate. Members are also provided with a space in which they can share information on their products reflecting on their experience and thereby creating awareness on lessons learnt and best practices. However, the SNC has been experiencing challenges in information management that necessitated the need to develop an online Information Management Systems (IMS).

1. Objectives of the assignment

It is in this context that the SNC is desirous of developing an integrated online information management system that will help capture, store, display, update, retrieve and share with partners and other key stakeholders. The system will also help SNC to monitor the progress easily and for analysis, and make an informed decision. The IMS will also quickly provide analyzed information/data in different forms such as graphs, charts, ranges, trends, etc.

1. 1. Specific objectives

The SNC is thus seeking to engage a Management Information Systems Consultant with a clear skillset to develop an effective system that can be utilized to manage and provide an avenue for sharing/using data. The assignment will also include training SNC staff on how to feed information to the systems and various analyses, and interpretations of the data. The consultant will report to the SNC’s Communications Officer and where he or she will have a second reporting line to the Advocacy and Communication Specialist. The consultant will specifically undertake the following tasks.

• Develop easy to use Inform Management System (IMS) where information can be stored, saved, displayed, easily retrieved and readily accessible to aid and support informed decision-making.
• A system that can be accessed online via both phones and computers. The system should be able to keep all information from the partners and stakeholders.
• It should also be able to analyze the information in different forms such as graphs, charts, etc.
• Integrate the IMS to the SNC website/server with an access control option.
• Train staff on how to input data, and carry out analysis and interpretation.
• Prepare a manual on how to navigate the systems and carry out the analysis.

1. Key deliverables

The expected deliverables from the consultant include but are not limited to.

• A report based on the findings of the assessment of SNC information framework and flows for information management to identify existing gaps and options for implementation.
• Fully functional SNC database/Information Management System (IMS), in line with the option selected by the SNC, populated with existing SNC information and data.
• A users’ friendly manual for use, editing, and maintenance of the IMS.
• Delivery of a training workshop for SNC staff and partners.
• All submitted reports will be reviewed by the SNC Communications team before stages are accepted as completed.

The consultant shall consider the following indicative stages and outputs:

No.

Output

Tasks/ Key deliverables

Timeline

Stage 1

Assessment and gap analysis.

Assess SNC frameworks and flows for information management to identify existing and options for implementation.

1. Consult with SNC and members on information storage systems. Scope information management arrangements to assess how SNC and partners produce data and information, how is it stored, identify who is responsible for it, and arrangements, procedures, and coordination for maintenance, use and data sharing.
2. Based on this assessment, identify gaps and weaknesses in information management that need to be addressed.
3. Identify feasible options for information management systems and procedures including advantages/disadvantages of each option, full costs to run the system, keeping in mind internet charges, hardware and software purchases and any other associated expenses.
4. Deliver a report on the assessment and gap analysis with IMS options.

10 days

Stage 2

Database development and complete

consultations with SNC and partners.

Develop a database/management system that provides effective and efficient data management. Complete the relevant consultation and collect information with SNC partners

1. Work with Communications Officer and web developers to select appropriate IMS option/s for implementation.
2. Collect information on SNC activities and other related materials from SNC Communications Officer and partners e.g., data, copies of reports, photos, videos, and other information.
3. Develop a database/ information management system for SNC data, media, and other resources.
   1. Work closely with SNC Communications Officer and partners on developing standardized information fields for the database/ information systems
   2. For data storage, incorporate a search tool, including new data entry, descriptions of information, storage of various data formats, downloading/ copying data capabilities, links to o the related resource bases.

Provide a progress report on the completion of the database.

20 days

Stage 3

Training on efficient and effective use of the information and database system.

Complete an IMS user manual and a training workshop for SNC staff and on how to use the system.

1. Produce a user manual/ guide for the efficient and effective use and maintenance of the IMS as well as how to edit the IMS to include new data.
2. Conduct a training workshop to train SNC staff on the use and maintenance of the IMS as well as best practices for information management.

Provide a project completion report.

10 days

1. Methodology

An outline of the proposed methodology should be included in the proposal by the supplier in response to this Terms of Reference. The consultant will prepare an inception report prior to the commencement of the development the IMS. The inception report will present the proposed methodology, a matrix and instruments that will be used for the purpose of having strategies, and conducting interviews with the SNC staff and partners. S/he will work closely with the Communications Officer in setting up meetings, exchanging information and providing documentation. The IMS work will be concluded with a feedback session where initial findings are presented to the supervisory team and to the Director for their final comments.

Submission of Expression of Interest

Interested candidates or organizations are requested to submit the following information as part of their application.

• Technical proposal detailing their proposed approach to accomplish the required deliverables.
• Details of individual/firm’s prior experience in web-based applications development with at least three references from the organizations received similar services.
• The development language(s) or technologies to be used should be clearly explained.
• A Financial Proposal highlighting the estimated costs to be charged for the services. Quotations should be inclusive of taxes.
• Timelines demonstrating how long the consultant / firm is expected to deliver the services.
• Sample (preferably links) for previous similar works done for other organizations.

1. Qualifications

• MA degree in information technology, computer science or any relevant program.
• At least 10 years’ proven experience in database/information management system development either with government or NGO.
• Demonstrated ability to provide input to business processes re-engineering, elaboration and implementation of new systems.
• Comprehensive understanding of the database systems associated equipment.
• Experience in running successful training workshops and working in close partnership with all stakeholders involved.
• Ability to develop IMS user-friendly and maintenance manual.
• Excellent communication and fluency in English (oral and written).
• Approach the work with energy and positivity and demonstrate an openness to change and manage complexities.
• Ability to manage time effectively in dynamic and fast-paced working tasks.
• Focuses on impact and results and responds positively to feedback.

1. Other requirements

Under the agreements, consultants are NOT paid for weekends or public holidays.

• Consultants are not entitled to payment of overtime. All remuneration must be within the contract agreement.
• No contract may commence unless the contract is signed by both SNC and the consultant.
• No consultant may travel without a signed contract and authorization prior to the

commencement of the journey to the duty station.

• Consultants will not have supervisory responsibilities or authority.
• All materials and other intellectual property produced while working under contract including, but not limited to, documents, presentations, white papers, photographs, and other media, will remain the property of SNC and these materials MUST be submitted to the supervisor on a regular basis.
• The successful applicant will be required to abide by the organization’s Code of Conduct to carry out their duties in a professional, transparent, participatory and culturally appropriate way.
• In the case of unsatisfactory quality of work, payments will be withheld until quality is assured.

7.0. Budget and Planning

The consultancy is expected to submit remuneration based on the submission of deliverables, provided that the report meets the specified requirements as stated in the Term of Reference.

The application should include a proposed budget and timeline. The proposed budget should also include all evaluation expenses and applicable taxes. The contractor will have to make provisions for covering all costs associated with the assignment. The consultancy will take an estimated maximum of 40 working days spread over the months of August and September. This service is expected to commence in August 2022.

8.0. Budget

This procured procedure is organized to contract a consultant consultancy to develop an integrated online information management system through a consultancy agency or an individual lead consultant.