Service Provider to Conducting After Action Review At Assistance Coordination Unit

(Tender with sealed envelope)

Tender No. TRAFNS23

Advertisement date: 05 July 2024

Project Name: Strengthening the Health Information System in Northwest Syria through the Implementation of DHIS-2 at Health Facilities in the Region.

Assistance Coordination Unit invites suppliers/companies with experience in working with humanitarian organizations to submit quotes in sealed envelopes for the service (Conducting After Action Review according to the Terms of Reference (ToR)).

Terms of Reference (ToR).
Workplace: Gaziantep/Türkiye- Northwest of Syria/Syria
Duration of work: 6 weeks maximum during Aug and Sep 2024.
Consultancy Service Proposal: After Action Review (AAR) for the project titled: “Strengthening the Health Information System in Northwest Syria through the Implementation”
Background: DHIS2 is a free, open-source system platform for collecting, analysing, visualizing, and Sharing data. DHIS2 is the world’s leading Health Management Information System (HMIS), and it has also been deployed in numerous LMICs. DHIS2 is a tool for collection, validation, analysis, and presentation of aggregate and patient-based statistical data, tailored (but not limited) to integrated health information management activities.
ACU supports the HIS unit, an independent, subnational entity to implement the DHIS2 system at health facilities in NW Syria in collaboration with health cluster and NGOs. This unified platform collects relevant health data and issues regular and ad hoc reports to multiple users and decision-makers.
Overall objective: The primary objective of the AAR is to review the processes, use of the system in addition outputs, and outcomes of the project considering its framework, scope, and workflow.
1.Scope of Work:
1.1AAR Objectives:
A. What was supposed to happen? (Plan)
➢Clarifying the initial objectives and expected outcomes of the system’s implementation with regard to the project design.
➢Was the system expected to integrate with existing data management processes at health facilities? How was it expected to do so?
➢What training and support mechanisms were planned to ensure smooth adoption by all users?
B. What actually happened? (Actual)
➢How frequently has the system been used by each health facility?
➢What are the actual reported benefits and challenges experienced by users at the ground level?
➢How have stakeholders, including health facility staff and management, perceived the system’s impact on their daily operations?
C. Why was there a difference? (Improvements and Challenges)
➢Were there any unforeseen technical or operational challenges that hindered the system’s performance?
➢How did the support and training provided align with the actual needs of the system’s users?
➢Did external factors (e.g., connectivity issues, hardware limitations) affect system performance?
D. What do we learn from this? (Learning)
➢What best practices have emerged from the system’s implementation that have been applied/ can be applied to future projects?
➢What specific changes are needed to improve data integration and reduce the workload associated with data entry and operations?
➢How can the system be better tailored to meet the needs of diverse user groups, including those with limited technical skills?
1.2 Key assessment categories:
➢Overall effectiveness and results of the project.
➢The alignment of the project with the intervention logic; and additional aspects that could be considered in future projects.
➢Data flow, data management processes, and data quality assurance.
➢DHIS2 Technology: appropriateness, usability, and adaptation.
➢Integration of the system with relevant workflows of health facilities, health cluster, and partners.
➢Alignment of the system’s functionality with the overall data management and reporting requirements.
➢The capacity that has been built and what other areas need to be capacitated.
➢Stakeholders’ management in terms of satisfaction, engagement, and effective participation.
➢Challenges faced by partners for the adaptation of the system.

2- Methodology:
2.1 Data Collection:
➢Meetings: with the HIS unit and ACU teams to understand the workflow, mechanisms, challenges, and strengths.
➢Desk review: Check reports, tools, system documentation, etc.
➢Interviews: Engage with relevant key informants (KIs) to understand perceptions and experiences.
➢Focus groups: to be held with technical experts and users from the WHO, health cluster, and NGOs.
➢Surveys: Distribute structured questionnaires to a wider audience to identify the effectiveness of the system.
2.2 Analysis:
➢Quantitative Analysis: Use statistical tools to interpret survey data.
➢Qualitative Analysis: Analyze interview transcripts, observation notes, and open-ended questions’ responses.

3 – Deliverables:
➢Preliminary Report: A brief summary of initial findings and insights.
➢Comprehensive Assessment Report: Detailed findings, insights, and recommendations, including but not limited to:
a. Identified areas of successes and failures.
b. Improvement actions for the priority issues and agree on the framework of the roadmap.
c. Actionable recommendations for capacity-building and training.

4- Timeline:
The action plan should be tailored within six weeks to be completed.

5 – Expected Outcomes:
Upon completion of this AAR, ACU and the donor will have a clear insight into the effectiveness and efficiency of the project and what is required to be improved and developed. This will enable informed decision-making for the application of DHIS2 system in the future.

6 – Qualifications:
6-1- Educational Background of staff:
➢Essential: A master’s degree (or higher) in business administration, digital health, or a related field.
➢Desirable: Certifications in project evaluation, capacity building, and development.
➢Additional qualifications in areas like health systems and research.
6-2- Professional Experience:
6-2-1- Essential:
➢Minimum of 3 years of experience in conducting project evaluation, preferably within health or IT sectors.
➢Proven track record in providing capacity-building solutions.
➢Experience in working with health information systems or related health technology solutions
6-2-2- Desirable:
➢Previous experience with government health departments or international health agencies.
➢Experience in both central and field-level health system operations.
6-3- Skills and Competencies:
➢Analytical Skills: Ability to analyze both qualitative and quantitative data to extract insights and actionable recommendations.
➢Communication Skills: Effective verbal and written communication skills, including the ability to present findings and recommendations for various levels.
➢Stakeholder Engagement: Experience in engaging with a diverse range of stakeholders, facilitating discussions, and ensuring all voices are heard.
➢Technical Proficiency: Familiarity with health information systems, , and relevant IT tools.
6-4- Languages:
Proficiency in the official language(s), basically Arabic and English, of the region where the HIS unit operates.
6-5- Recommendations/References:
At least two professional references from previous clients who can vouch for the consultant’s expertise and deliverables’ quality.
6-6- Access:
The interested companies/suppliers should have a team in Türkiye and Syria to conduct interviews, coordination and field visits to Health facilities using DHIS-2 system.