Terms of Reference For The Design of a Monitoring And Evaluation Information Management System

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1 1. BACKGROUND FANRPAN is a regional multi-stakeholder policy research and advocacy network. The network currently operates in 17 member countries 1 in Africa through an inter-sectoral platform called a Node, comprising of a diverse group of organizations, including research institutes, farmer groups, government, media, parliamentarians, private sector and other civil society organizations that have a stake in FANR policies. The Terms of Reference detail, the context and justification, purpose, objectives, scope, deliver, and timeline for the study, analysis and design of a robust Monitoring and Evaluation Information Management for FANRPAN. 2. CONTEXT AND JUSTIFICATION: The Monitoring and Evaluation Information Management (M&EIM) function within the Regional Secretariat is relatively new and project driven. Projects impact assessments, performance reviews and evaluations have not been prioritised in the past resulting in wasted opportunities for learning. However, M&EIM at FANRPAN is evolving and starting to focus on results (i.e., outputs, outcomes and impacts). This is in accordance with FANRPAN s intent to mainstream learning and accountability into all its FANR development interventions. The current system still has some gaps that need to be filled in order to make the Monitoring and Evaluation Information Management robust and complete. Critical among them is the absence of a systematic process of collecting, collating, analysis of relevant data and reporting on the progresses of projects/programs and corporate Business/Strategic plan and the extent of achievement of results. Also, the means of tracking and reporting on project/program performance and documentation of evaluation findings and results are mainly done using a manual process. M&EIM will be a system that acquires information for decision-making; and the following will form the key family of components: People (producers and users of information, as well as organizational structures) Procedures (rules/know-how/practices that facilitate information gathering, processing and dissemination) Data (meaningful items of explicit and implicit knowledge) 1 Page 1

2 Technology (hardware/software/communications/infrastructure/publication formats). As such, for this purpose, we define a Monitoring and Evaluation Information Management as a collection of people, procedures, data and technology that interact to provide timely information for authorized decision-makers. On the basis of the above, FANRPAN is requesting the services of a consultant to develop and operationalise a comprehensive web-based Monitoring and Evaluation Information Management that will support the overall M&E capacity and the effectiveness of the network in meeting its strategic goals. 3. PURPOSE: FANRPAN is interested in developing a comprehensive web-based M&EIM to improve the organizational capabilities, responsiveness and efficiency of its M&EIM functions at the Secretariat and national Node levels. The system is intended to facilitate the collection, collation and reporting of progress of implementation and achievement of results in a real time manner to support evidence based decision making and management. By integrating the organizational, functional and operational information, the system is expected to support evidence based decision making and knowledge sharing both at the Secretariat and Nodes. Focusing on the operational and organisation needs, the web-based M&EIM is intended to: Project/Operational Performance support tracking of project/program implementation and systematic collection, collation, analysis and reporting of project level performance information based on agreed indicators (these are from projects Results Management Frameworks and M&E Plans); Organizational Performance Support the corporate level data collection and reporting, including tracking and measurement of the delivery levels of the Strategic Plan. It should also facilitate the assessment and demonstration of the levels of efficiency and effectiveness of FANRPAN and its interventions; Documentation and communication of results to Partners/stakeholder- Accountability The system is intended to provide a comprehensive, consistent and verifiable way of documenting and communicating results and learning from FANRPAN s interventions in timely and accurate and manner; and Data Analysis, Modelling and Reporting the system should enable FANRPAN to carry out pre-defined and ad-hoc data analysis, modelling and reporting to respond to the varying analytical and statistical information requirements of stakeholders/ partners. 4. SCOPE OF WORK: To fulfil the above objectives, FANRPAN is seeking to engage a consultant to work with the Monitoring and Evaluation Coordinator and the Director: Finance and Administration to design Page 2

3 a robust web-based M&E IM for tracking the progress of implementation and assessment of the level of achievement of results of its capacity development interventions across Africa. The provider will do the design, development and deployment of the monitoring and evaluation software through four (4) phases: Phase 1: Develop Business Requirement Document and Preliminary Study Report to capture requirements Phase 2: Development Phase 3: Validation and training Phase 4: Deployment and technical support Table 1: Work methodology Phases Expected work effort Expected end date days Start + 1 month 2 Depending on solution Start + 3 months days Start + 4 months days Start + 10 months 4.1. Phase 1: Preliminary study As a result of this phase, the software provider will produce an analysis, documentation which guides the definition of the monitoring and evaluation software of FANRPAN. This phase includes: Reading key documentation regarding FANRPAN and preliminary reports on monitoring and evaluation to allow the software providers better understand the mission context. Mission preparation (elaborate meeting calendar, define the scope of the study, making contact with the structures involved in the mission, elaborate methodology and detailed timeline of the mission). User profiles need analysis. Proposal of security measures to implement to guarantee performance and accessibility of the system. Design of input interface mock-ups and output reports. Development of the analysis report describing activities to implement. Moreover, the report adds details and propositions about the deployment methodology of the system. Development of the final analysis report after validation by the mission steering committee Phase 2: Development Customization of the information system (database creation, development of input screens, development of reports, development of business rules including security, validations, etc.) Implementation of unit tests. Prototype deployment and functional test validation with steering committee. Improvement of the system, taking into account committee suggestions. Implementation of security measures and performance. Temporary deployment and realization of security and performance tests. Page 3

4 Preparation of the development draft report exhibiting the work, programming standards, report on prototype validation, test results on security and performance. A physical medium (CD, DVD, USB key) accompanying the report will contain the application binaries, source code (if applicable), a copy of an empty database, a copy of the database containing all the initial settings and all technical documentation. Preparing final development reports after validations of the steering committee mission Phase 3: Validation and training Development of the training plan. Production of training materials (user and administrator training manual, PowerPoint presentation, exercises, trainer evaluation forms) Deployment of a training database Administrator training User training Development of the training report (list of trained staff, dates and place, detailed content, user recommendations, filed trainers evaluation forms, suggestion about other training for less advanced users) 4.4. Phase 4: Deployment and technical support Start-up assistance for the first two weeks of the deployment (support for system administrators and training sessions for users having difficulty). Remote technical support by , phone or Skype. Improvement of the system at the request of the Steering Committee (allow 15 days per year for 3 years) Elaborate draft report of mission implementation (return on the three previous phases, report on start-up assistance, report on technical support, experienced difficulties, risk factor and recommendations) Elaborate final development report after validations of the steering committee. FANRPAN expects the Software provider to: Conduct preliminary study Customize an off the shop monitoring and evaluation software to FANRPAN s needs Perform unit tests and functional tests Produce complete technical documentation Configure initial settings Perform the system deployment on the server Provide training material Train system administrators and users on the system operations Assist FANRPAN during the beginning of the operations, this will include on-site support for at least two weeks, Last adjustments related to the system (Ex: Suggestions from users, reports, integration with other systems) and extra trainings on specific subjects. Provide technical and user support service (6 months) Page 4

5 * The M&EIM must be web-based and should ideally use open source technologies. 5. DELIVERABLES: All deliverables must be produced in electronic version and in English language. Detailed architecture of the system (diagram), Configuration, maintenance and data importation/exportation procedures, Installation documentation, Full user and training manual, Smaller version of these manuals for projects, Physical copy of the source code (CD, DVD, USB Key, etc.), Final Report. 6. PROPOSAL SUBMISSION: Interested qualified consultants are invited to submit a proposal that includes the following: An understanding of the requirements Methodology and workplan for performing the assignment Project delivery plans Team composition and task assignment Detailed reference list indicating the scope and magnitude of similar assignments Relevant services undertaken in the past three (3) years Registration and other relevant statutory documents Technical and financial proposals will need to be submitted as separate documents. Financial proposals for non-qualifying technical proposals will not be opened. 7. REQUIRED COMPETENCIES: The consultant should have demonstrated experience of consultancy engagements in the field related to this Terms of Reference. They should also be composed of a team of skilled professionals with the following minimum requirements, qualifications, and experience: The lead consultant should have at least a university degree in a related field (e.g. Information Management s, M&E and Knowledge Management); Minimum of eight (8) years working experience in development and management of information management systems; Extensive experience in setting up/customization of M&EIM s for a similar organization; Strong experience in development of web applications; Good knowledge of AGILE development methodology and best practices; Good analytical, problem solving and facilitating skills with a high sense of responsibilities and results-orientation; Excellent written and spoken English; fluency in French is desirable. Information system design/customization; Page 5

6 Proven experience in the monitoring and evaluation of complex development programs; Extensive experience in setting up/customization of M&EIM s for a similar organization; Good analytical, problem solving and facilitating skills with a high sense of responsibilities and results-orientation; Competent and dedicated staff that can be reached for feedback. 8. SUPERVISION: The consultant will report to the M & E Coordinator 9. FILL IN FOR POSTINGS Please Send Application to: Name: M & E Coordinator Address: Private Bag X2087, Country: South Africa Silverton City: Pretoria Zip/Postal Code: 0127 Phone: + 27 (0) Fax: + 27 (0) Internal URL: Disclaimer: The material arising from the contract shall be the property of FANRPAN and cannot be used without expressed written consent by FANRPAN Page 6

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