Consulting Opportunities in Jordan Sustaining and Extending Technical Vocational Education and Training Project (No. 774C)

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1 Consulting Opportunities in Jordan Sustaining and Extending Technical Vocational Education and The Association of Canadian Community Colleges (ACCC) is currently implementing a CIDA funded project in Jordan. The Goal of the project is to assist in the development of its human resources to globally competitive levels in order to foster economic development and support the prosperity of the society through increased employment and reduced poverty. The purpose is to support the formulation of national policy directions which focus on a realignment of Jordan's Technical Vocational Education and Training (TVET) systems with the demands of a modern economy, and to strengthen the capacity of the respective TVET providers to conform to this realignment at the systematic, institutional, management instructional and program levels. ACCC is searching for the following individual consultants who are interested in the assignment: VTC MIS Specialist See attached Terms of Reference. Interested parties, please forward your latest Curriculum Vitae (CV), preferably by E- mail or fax to: Ms. Isabelle Newman Business Development and Technical Co-operation Fax: (613) Deadline of submission: September 3rd, 2002 Only successful candidates will be contacted for revising the CV into the required CIDA format. Please indicate the title of the position you are applying for in your submission. Association of Canadian Community Colleges (ACCC) Page 1 of/de 8

2 1.0 Introduction: Terms of Reference for the Provision of Specialist Services to the Sustaining and Extending Technical Vocational Education and Training Project in Jordan VTC MIS Scoping Study The Government of Jordan has historically placed education at the forefront of its social and economic development initiatives. As a result of globalization, the Jordanian economy is rapidly moving from a resource-based economy, to a manufacturing and knowledge based economy. This places increased pressure on the need to adapt its education and training system to one that is more responsive to market driven human capital requirements. Canada and Jordan have developed a close collaboration in the human resource development sector through the implementation of a number of complementary projects. The current requirement for specialist services arises from the CIDA funded "Sustaining and Extending Technical Vocational Education and Training Project", designed to support reform and further development of the TVET system in Jordan. 2.0 Background and Rationale: Economic Priorities The Hashemite Kingdom of Jordan, located on approximately 90,000 sq. km. of land bordered by Syria, Iraq, Saudi Arabia, Palestine National Authority and Israel, supports a population of approximately 5.4 million people. Jordan has limited resources, rainfall and arable land and, in consequence, has traditionally been a net exporter of human resources. Expatriate Jordanians make a significant contribution to the national economy through remittances returned to the country. In 1989 an economic reform programme was initiated, addressing legislative change, macroeconomic restructuring, and fiscal and monetary reform. This reform process received a significant new impetus following the accession to the throne of His Majesty King Abdullah in February In November 1999 an Economic Consultative Council was created, comprising senior representatives from the public and private sectors. A new agenda has been established which focuses on increasing foreign direct investment through privatisation and major investment projects; debt reduction; integration with the global marketplace through ratification of an EU partnership agreement and entry into the WTO; and further reform of the entire education system. TVET Priorities and Directions Three main providers deliver technical and vocational education in Jordan. The Ministry of Education (MOE), who offer a vocational education stream at the secondary level; the Vocational Training Corporation (VTC), who offer applied vocational training adopting an apprenticeship model; and Al Balqa' Applied University (BAU), who administer the national Community College system and offer Associate degrees in various technical and commercial disciplines. Association of Canadian Community Colleges (ACCC) Page 2 of/de 8

3 These three providers have traditionally been supply driven, with a low level of inter-institutional coordination and weak linkages to the labour market. While several initiatives undertaken during the past decade have addressed specific components of the TVET system, it has been recognized more recently that comprehensive systemic reform and coordination is required. This has resulted in the promulgation of a law establishing a National TVET Council with equal representation from the public and private sectors. The TVET Council is mandated to guide the further development of the TVET system and to implement the recommendations of an earlier Task Force established by the Economic Consultative Council. The SETVET Project The CIDA funded SETVET project has been designed specifically to support the national TVET reform agenda. The project is being implemented under Jordanian management with the assistance of a core team of Canadian advisors, adopting a systemic approach at the policy, management, programme, institutional, and industrial sector council levels. The project value is Can$ 4.7 million over a four-year period. Specialist services are required at various stages of the project to assist with the design or implementation of specific elements. The Assignment The SETVET project is currently seeking the services of an MIS Specialist to assist the Vocational Training Corporation to review its current information management practices (both paper and electronic) and to assist in projecting requirements for the introduction of an electronic management information system including a financial system database, a student records database, a human resources database as well as recommendations regarding the technology infrastructure required as well as the human resources infrastructure required to implement and support an effective computer-based MIS. 3.0 The Technical Assistance: Context and The Development Issue: The Vocational Training Corporation is a semiautonomous organization under the supervision of a tripartite Board of Directors representing the government, employers and labour unions. The Minister of Labour chairs the Board. The VTC s primary mandate is to prepare school leavers for employment, through three-year apprenticeship programmes which combine institutional and employer based training. VTC also offers short-term training and skill upgrading programmes. In addition to its training activities, VTC is responsible for administration of the Organisation of Labour Law and the delivery of services to small and medium enterprises. The VTC is comprised of over 40 training centers with approximately 1000 staff (academic/technical and administrative) and over 13,000 students. The annual budget of the VTC is JD 21 million or C$45 million. The headquarters of the VTC houses the administrative functions for the Corporation. While some of the statistics related to VTC students (registration) are computerized, the statistics are received in paper format from each Center and entered into the VTC system. The VTC would like to explore a complete management information system that would allow it to computerize student records from all centers into the VTC headquarters reporting system. As well, budgets and expenditures from all Centers are fed into the VTC s budget system manually. Computerizing many of these functions would provide for more accurate and timely planning and reporting. Although perhaps not feasible financially at this time, VTC would eventually like to computerize all functions and link all technical training centers electronically to the headquarters. At this time, it may be possible to provide the Association of Canadian Community Colleges (ACCC) Page 3 of/de 8

4 software to each Center, have them enter the data and then send it by CD or by diskette to the headquarters. A variety of databases have been developed at VTC for various functions but none are connected to each other. VTC Management requires information about the various functions of the Corporation in a timely manner and in a format that is effective. The Information Section of the VTC is tasked with providing information to the VTC Management and the public about VTC s operations. At this time, it is felt that the Information Section requires a more explicit job description to provide the Corporation with the necessary facts and figures required for efficient operations. This activity represents the first of three activities under this work package namely WBS 5410 MIS Scoping Study, followed by WBS 5420, a MIS study tour in Canada for VTC MIS staff and then a further Technical Assistance mission (WBS 5430) to develop an MIS implementation plan. Objective The objective of the Technical Assistance is to assist the staff of the VTC to determine specific management information system needs and to develop a sound baseline of information about technical and human resource requirements for an effective MIS system to be developed and implemented at the VTC. Scope of Work The selected Specialist will be provided with a telephone briefing in Canada to develop increased understanding of the task and the beneficiary organization, the VTC. This briefing will also support the assembly of resource materials, which will facilitate achievement of the project objective. The Specialist will travel to Jordan and meet with the SETVET Project Manager, the Canadian Team Leader, and the SETVET Project Management Advisor. This group will provide guidance to the MIS Specialist during the course of the mission to ensure successful achievement of the project objective. The scope of work will include: Meeting with SETVET and VTC Management to establish priorities and finalize the work plan for the activity; Undertaking a situational analysis of the VTC s strengths and weaknesses related to the establishment of a computerized MIS; Providing VTC with a seminar or other educational session which outlines basic MIS characteristics and an overview of infrastructure and human resource requirements and potential products which could be delivered in order to prepare VTC staff to better articulate their needs; Developing recommendations to VTC for the potential next steps including a report on findings of this mission; Key Activities Key activities associated with this work package are anticipated to include the following: Meet with VTC management and MIS Task Team for a briefing on the task and implementation environment; Association of Canadian Community Colleges (ACCC) Page 4 of/de 8

5 Undertake a review of VTC current information management practices relating to student records, financial management, and human resources management at VTC, in order to determine the baseline for future MIS development. Undertake a review of the current operations of the VTC Information Section which is responsible for providing all data to the VTC Management; Design and deliver a seminar to the VTC MIS Task Team, on the characteristics, information products, technology infrastructure, technical support requirements, management and staff training, costs and benefits associated with the introduction of a management information system into an education and training environment. In collaboration with the VTC MIS Task Team, undertake an analysis of current practices and projected requirements relating to the Student Information component of an MIS for VTC. This will include consideration of the system characteristics and information products relating to the following sub-systems. Student Information Database Admissions Student Records Student Placement Curriculum Scheduling Testing Quality Assessment Graduate Tracking In collaboration with the VTC MIS Task Team, undertake an analysis of current practices and projected requirements relating to the Financial Information component of an MIS for VTC. This will include consideration of the system characteristics and information products relating to the following sub-systems. Financial System Database Budgeting Accounts Payable Accounts Receivable General Ledger Purchasing Fixed Asset Management Space Management In collaboration with the VTC MIS Task Team, undertake an analysis of current practices and projected requirements relating to the Human Resources Information component of an MIS for VTC. This will include consideration of the system characteristics and information products relating to the following sub-systems. Human Resources Information Database Personnel Tracking and Performance Review Payroll Teaching Assignments Skills Inventory Professional Development Association of Canadian Community Colleges (ACCC) Page 5 of/de 8

6 Undertake a preliminary analysis and formulate recommendations regarding the technology infrastructure that will need to be addressed at VTC headquarters and the respective Training Centers in order to introduce an effective MIS. This will include but not be limited to consideration of the following: Staff workstations Database and Application Servers Operating Systems Network Components Database Management Systems Disc Back-up Devices Uninterrupted Power Supplies Undertake a preliminary analysis and formulate recommendations regarding the human resources infrastructure that will need to be put in place at VTC to implement and support an effective computer-based management information system. This will include but not be limited to consideration of the following: Technical Support Network Administration Computer Operations Project Management Systems Analysis and Design Database Administration Training System User Support Hardware, Software and Network Standards. Prepare a list of potential software suppliers for education sector MIS systems together with estimates of initial purchase price and annual support costs. Facilitate a dialogue with VTC senior management regarding potential next steps and formulate TOR s for follow-on Technical Assistance and Study Tour. The specialists will complete final activity reports as identified in Section 8 Reporting Requirements. Key Results/Outcomes In cooperation with the VTC MIS Task Team and VTC Management, the following outcomes are expected from the assignment: The VTC staff will have increased their capacity to determine and articulate their baseline requirements for a Management Information System in three main areas: Financial databases, Human Resources databases and Student Information databases; VTC staff will have increased their understanding of the requirements for an effective MIS (both technical infrastructure and human resource requirements) for the three main areas and articulated these in a preliminary report; A list of potential software suppliers with cost estimates will have been prepared; The requirements for an in-canada study tour and draft Terms of Reference for the tour will have been developed; Association of Canadian Community Colleges (ACCC) Page 6 of/de 8

7 4.0 Qualifications and Experience of the Specialist: The MIS Specialist should have the following key qualifications and experience: Experience in MIS Systems and Supporting Infrastructure The incumbent should have extensive experience in the design/implementation of management information systems in a technical vocational education setting in Canada. Education A Bachelor s Degree in Management Information Systems, Computer Science or other related specialty with related experience as listed below. Consulting or Advisory Experience The incumbent should have demonstrated experience in the provision of consulting or advisory services. International Experience Prior experience of the incumbent should include international activity in the management information system field in a developing country environment. Desirable General Qualifications Superior professional quality writing skills Diplomatic skills, patience and analytical competency are essential Capacity to work under pressure with attention to detail, demonstrating strong organizational skills is required Familiarity with the strategies of development as well as an understanding of the economic and political realities of Jordan is desirable Fluency in English is essential, knowledge of Arabic an asset Excellent health is required. 5.0 Date and Duration of the Assignment: October or early November 2002, prior to Ramadan (Nov ) 6.0 Location of the Assignment: The Specialist will initially report to the SETVET Project Office located in the National Center for Human Resources Development in Amman, Jordan. The majority of the work will take place at the Vocational Training Corporation headquarters. Field visits may be taken to selected training centers throughout the Kingdom as required. 7.0 Counterparts and Assignment Support: This assignment will be completed with the support of the SETVET Management Advisor and the VTC management as MIS Task Team who will be appointed for this work package. Association of Canadian Community Colleges (ACCC) Page 7 of/de 8

8 8.0 Reporting Requirements: The MIS Specialist should provide progress reports to the SETVET Project Manager on a weekly basis. Products generated as a result of the assignment should be delivered to the SETVET Project Manager for inclusion in the Project Resource Centre. Other reporting requirements as identified in the contract between ACCC and the Specialists should be satisfied. 9.0 Reference Documents: The following reference documents should be reviewed at the commencement of the assignment. Other documents or reference materials accessed, identified, or used during the course of the assignment should be referenced in the final report bibliography. SETVET Project Implementation Plan VTC Strategic Plan VTC Annual Report 10.0 General Information: The number of workdays per week and the number of hours per workday will be governed by the imperatives of the assignment and will be considerably more than is normally experienced in a Canadian work setting. The official hours of the Specialists will be guided by the official office hours of the Jordanian partner institutions. Association of Canadian Community Colleges (ACCC) Page 8 of/de 8

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