TERMS OF REFERENCE: Consultancy for the Establishment of Web-enabled Monitoring and Evaluation / Integrated Performance Management Information System (IPMIS) Overview Title: Type of contract: Consultancy for the Establishment of Web-enabled (Online) Monitoring and Evaluation / Integrated Performance Management Information System (IPMIS) Individual Consultant(s) or Consulting Firm / Institution Duration of contract: March - June 2016: 60 days spread over a period of four months, with about 75% of the consulting days anticipated during the March May 2016 period. Summary: The consultant/consulting firm is required to develop an integrated online (web-enabled) PMIS for the Civil Society Education Fund (CSEF) programme 2016-2018. The online system will be designed to support programme monitoring, evaluation, learning and information sharing about the periodic implementation status as well as outputs and outcomes of the programme in relation to the CSEF programme s Results Framework and Theory of Change. The online system must allow for quantitative and qualitative data entry provisions in five languages (English, French, Spanish, Portuguese and Arabic) and at national and regional levels, as well as at global secretariat level. The system must also facilitate data analysis and generation of reports as per the needs of the programme at regional and global levels. 1. About GCE and CSEF The Global Campaign for Education (GCE), founded in 1999, is a global civil society movement working to end the education crisis. GCE members bring together civil society organisations, NGOs, teacher unions, child rights activists, parents associations, young people and community organisations, who work together in coalition in nearly 100 countries. GCE promotes education as a basic human right, and mobilises the public to put pressure on governments and the international community to fulfil their promises to provide free, compulsory, high quality public education for all. GCE provides core support to its members work on education advocacy in Africa, Asia Pacific, Latin America and the Caribbean, and the Middle East and Eastern Europe through the Civil Society Education Fund (CSEF). This is a large-scale initiative to foster the growth and influence of citizens in education policy development, implementation and monitoring, operating in more than 50 countries. Managed by GCE in close collaboration with regional networks and INGO allies in each region (ANCEFA in Africa; ASPBAE and Education International in Asia Pacific; CLADE and ActionAid Americas in Latin America; and ACEA in the Middle East and Eastern Europe), the CSEF supports national coalitions of civil society organizations in more than 50 countries. This support includes channelling funds; providing tools, training and support to build capacity; and facilitating cross-country and cross-regional learning and communication. The CSEF is funded by the Global Partnership for Education (GPE), a multi-donor trust fund based in Washington D.C. and operating as an independent entity with the World Bank as trustee of its funds. Page 1 of 8
2. Background and Context of the Assignment The Civil Society Education Fund (CSEF) programme was set up by the Global Campaign for Education (GCE) in 2009, when the programme entered its first phase of implementation. CSEF funds a single plan for action in each of the countries (over 50) covered, which is developed and implemented by a coalition of civil society actors. National coalitions develop these plans in line with their own contexts and priorities, and in alignment with the overall aims, objectives and expected results for the CSEF programme. CSEF is now entering its third phase (from 2016-2018). At the heart of the CSEF Monitoring, Evaluation and Learning (MEL) system is the Results Framework (RF), which aligns directly with the programme s Theory of Change (TOC). The RF sets out the overall aim, objectives, intended outcomes, indicators, targets, baselines (where possible) and the suggested means of verification that will be used to establish whether these have been achieved on the basis of credible and reliable evidence. It also provides information on key activities aligned to each objective area. The CSEF programme for 2016-2018 has one overall goal, which is that CSEF will contribute to better informed national policy dialogue and strengthened government accountability to citizens for the achievement of equitable, inclusive and quality public education. To achieve this goal, three core objectives have been identified. For each objective there are two associated expected outcomes (6 in total). In addition, there are one or two performance indicators defined for each outcome (8 in total, of which 3 are composite indicators). The primary means of gathering data against these performance indicators and outcomes is through biannual narrative reports, providing both quantitative and qualitative data, from national coalitions, as well as from the regional networks. Reports are supported by evidence of results reported (in multiple languages and document formats). An average of 900 documents are shared and filed for wider sharing electronically per reporting period, and it is anticipated that this volume will increase in the 2016-2018 CSEF phase. The current monitoring and reporting systems and requirements are complex and, while improvements have constantly been made, they are still inefficient. First, reporting processes and requirements for coalitions are burdensome, as they are required to report on finances quarterly, while CSEF narrative reporting is done bi-annually. As well as being a burden on coalitions, this additional reporting does not add sufficient value to the programme s understanding of its outputs and outcomes as it is predominantly activity-based. Reporting templates have continued to evolve since the inception of CSEF. While the changes to the templates have not been particularly structural and have been mainly driven by feedback from coalitions and based on lessons learned about what has worked well to generate useful information, the fact that the changes have been consistently made has not always been received as positive. These changes - while well-intended - have increased complexity for coalitions and impacted negatively on their ability to learn effective monitoring and reporting processes, and to effectively store and use information and report. Data capture, analysis and regional and global report generation is complex and cumbersome, as the reporting templates and components are provided in different formats (MS Word and MS Excel), and manual transfer of information across multiple formats is tedious, time consuming and leaves space for error. GCE itself takes coalition reports and from these reports prepares the required narrative reporting on the whole of the programme. This process is inefficient and ineffective, and it also side-lines the Regional Secretariats (RS), whose designated role is intended to include support for monitoring and reporting. The disconnect between national-regional and national-global reporting, while also driven by limited resources at the regional and global levels, does not contribute to a comprehensive understanding of the programme and its results. Furthermore, there is insufficient staffing within the GCE structure dedicated to the monitoring processes. The monitoring structure as a whole is under-resourced, including staffing at the GCE office and within the RS. The existing system has helped in terms of drawing quantitative data out of the system and has made it easier to provide and capture these figures related to the Results Framework. It does not however contribute significantly to an understanding of programmatic results. The system does Page 2 of 8
not contribute to story-telling to developing a qualitative approach by coalitions for them to express their work, successes and learning, in a well-developed and strong narrative that can be widely shared. In addition, there is insufficient knowledge and skills in coalitions to use the monitoring system effectively for the benefit of the coalition and for effective use by CSEF in programme reporting. Furthermore, there is need for a greater regional focus, aggregation and reporting up to the global level. GCE has a huge task to provide oversight, but results are difficult to trace and reporting cannot be guaranteed to be of consistent quality. Another important hindering factor is that there has not been any significant training in the existing system across the whole of the CSEF programme s funded coalitions and regions. 3. Purpose and Objectives of the Assignment The overall purpose of this consultancy is to support GCE to improve the current systems for management of monitoring, evaluation and performance information of the global CSEF programme for 2016-2018, through the design and development of an integrated online (web-enabled) Performance Management Information System (IPMIS). More specifically, the objectives of this consultancy are: 1. To define requirements for an integrated online (web-based) Performance Management Information System accessible to different stakeholders across five languages and with varying levels of access, to enhance the ability of GCE and Regional Secretariats to monitor results periodically; 2. To design and develop the system as a common tool for reporting and assessing performance and development results; 3. Clearly define roles and responsibilities for the system users at national coalition, regional and global secretariat levels; and 4. To build the capacity of the relevant staff to manage the system on a sustainable basis through specific training, help documents and tutorials. 4. Details of the Assignment The assignment can be broken down into four main components as discussed below. However, it should be noted that the terms outlined within this document are a high-level description. It will be the role of the consultant to propose the specific and comprehensive low-level technical requirements for each of the components of the assignment. 4.1 Prototype model The consultant will be responsible for defining the requirements of the desired system in consultation with all key stakeholders. In summary, the Consultant will be expected, among other duties, to: Establish requirements of the new system based on the CSEF programme Results Framework and Theory of Change and in consultation with all key stakeholders including GCE, Regional Secretariats, and representatives from selected national coalitions; Identify possible linkages with results collected and managed at national and regional levels and available IT infrastructure and facilitate a discussion on realising the links; Facilitate consultations on internet connectivity requirements at all levels (national, regional and global); Define roles and responsibilities for the system administrators and users; and Page 3 of 8
Develop and present a prototype model for the new system and supporting IT infrastructure. 4.2 Integrated performance management information system (IPMIS) The consultant will assist in developing a user-friendly PMIS, accessible to different stakeholders, in five different languages (English, French, Spanish, Portuguese and Arabic), and with varying levels of access and authority. The system must be designed in a way that all core monitoring and evaluation tasks can be easily undertaken by national and regional programme staff. The new system will be a web-based platform that contains and tracks down the achievement of performance indicators and targets of major planning and reporting documents in use by the CSEF programme such as the Results Framework, national, regional and global implementation plans, programme based budgets, performance contracts, and relevant information on performance of operations. The system should contain the logic models of the above documents (outcome and output performance indicators, their targets, budget allocations). It should also allow necessary data entry or importing of data from other information systems and data sources, i.e. national coalitions, regional fund management agencies, regional secretariats and the global secretariat s databases. The system should work both offline and online. More specifically, the IPMIS should have the following functionality: 1. Planning - data entry and notifications system; 2. Monitoring data entry, export in various formats; 3. Reporting geographical view (regional and global), reports, graphs and ad-hoc custom reporting capability; 4. Role-based user dashboards that cumulate data, for easy-to-use data visualization and highlighting projects and tasks that require attentions; and 5. Key programme updates featuring images, human interest journals, measurements, accomplishments, narratives, and custom fields for complete data collection. The system should also: 1. Have web-based front end data entry tools using appropriate and efficient web technologies as well as web-based querying tools for data retrieval; 2. Ensure data retrieval/exchange capability with other national and regional structures systems and databases as agreed in the first part of the assignment; 3. Have relevant import / export capabilities to pre-designed templates or databases; 4. Display summary pages showing data from all available sources, aggregate statistics and summary visuals which illuminate what is and is not working; 5. Present summary dashboards showing progress towards individual national coalitions objectives as well as regional progress; 6. Allow users to overlay and/or compare data on activities, outputs, and outcomes with data on programme spending and aggregated results against programme indicators data; 7. Provide administrators with intuitive tools for reconciling discrepancies between different data sources, and a clear indication in the event that any link between systems becomes inoperable or offline; 8. Provide administrators with tools for defining core headline indicators and defining the relationship between those indicators and higher-level programme objectives; 9. Provide a database administration module, allowing for advanced user management, with a staggered set of privileges for different users as well as user authorization, tracking/authorizing Page 4 of 8
changes to results hierarchy, database download, online backup and other necessary features; and 10. Integration with a Knowledge Management platform. The objective will therefore be to collect as much raw real-time data as possible, that can be accessed from anywhere, anytime over the internet, then harness role-based user dashboard tools incorporated into the IPMIS to generate useful information that can be automatically populated onto a website portal. A reporting module will permit users to create and export customised reports on subsets of the data held in the system, which would be invaluable for programme monitoring and management and to enable focus on addressing identified priority needs. The IPMIS portal would present the information in a variety of ways depending on the preference of the person accessing data. An example would be a Regional level module where primary data captured at source could be aggregated and displayed as reports and graphs for use at the regional level. The IPMIS will also provide a platform for interval (quarterly/half-yearly/yearly) reviews, generating automated reports which allow reporting of progress against the annual targets and results ascribed in the CSEF programme Results Framework. The proposed IPMIS may use a Software-as-a-Service (SaaS) model modified to cover more than global and regional data. The system will be hosted at GCE with technical support, management and training provided for regional and national partner structures. GCE and the Regional Secretariats will be the administrators of the IPMIS. They will ensure timely data entry and quality of data in the IPMIS for the strategic documents they are in charge of. Data entry will be carried out by national and regional M&E focal points/representatives, through a web-based self-registration process, followed by authorization. 4.3 Knowledge Management (KM) Platform To facilitate better communication across national coalitions and regions, the Knowledge Management Platform will serve as a place where M&E focal points across partners can share and manage files, calendars, media etc. The Knowledge Management Platform will be integrated into IPMIS. More specifically, the Knowledge Management System should include: 1. Capacity to create groups, portals etc; 2. Hosting of various shared areas where users can upload, edit and share files; 3. System administrators with the capacity to manage groups, areas etc; 4. Flexible architecture which allows for the adding/removing of pages, sections etc.; and 5. Integration of existing shared databases and platforms. 4.4 Training Sustainability is an important aspect of the assignment and it is important that relevant CSEF programme staff are fully trained and engaged with the system developed. With this in mind, the consultant will be expected to hold multiple planning and review dialogues with key stakeholders in order to ensure that the system is both relevant and useful to partners and that a sustainability plan is in place. All installation steps and steps for linking database systems to the IPMIS must be documented and communicated to staff clearly. Further to this, the consultant will be expected to: 1. Develop training handbooks and IPMIS How to Guides ; 2. Develop video tutorials and other help systems; 3. Develop technical documents including requirements analysis, design documents and user/admin manuals; Page 5 of 8
4. Conduct specific training to relevant staff and partners on each area of the assignment; and 5. Ensure relevant staff are in a position to manage all components of the system upon inception and modify them as needs arise. 5. Deliverables The following deliverables of the assignment have been identified and will be tied to the release of funds. 1. Prototype for IPMIS widely shared and agreed; 2. IPMIS system and individual modules on it developed and operational; 3. Knowledge Management (KM) platform developed and operational; and 4. Staff training, training modules, help systems and technical documents, and handover completed. 6. Payment Schedule Deliverable Number Description % Payment 1. Prototype with proposed system agreed 25% 2, and 3. Deployment of IPMIS and KM platform 50% 4. Training and related support materials 25% 7. Reporting The Consultant will be expected to deliver the following: Inception Report the consultant should produce an Inception Report within 7 days after the contract is signed. The report should provide a clear picture of how the consultant understands the ToRs and intends to achieve the expected tasks. It should identify those that will be consulted and should propose methodology for the assignment, including specific questions that will be researched to carry out the required assessments. The report should also include a work plan with timelines for all the tasks that the consultant will undertake during the assignment. Prototype report the consultant should present a report determining the requirements to the system and a prototype model within 20 work-days after commencement of the assignment. The report will be presented for validation by a reference committee and incorporate feedback and comments from the discussion. Completion Report upon completion of the assignment, the consultant should submit a final completion report. The report should outline all work undertaken, including characteristics of the system developed. Any follow-ups and/or recommendations should also be included in the report. In addition, work outputs should be shared on a monthly basis to ensure alignment between the ToRs and actual work completed. Page 6 of 8
8. Implementation Arrangements A Reference Committee (RC), with representatives from GCE, RSs and RFMAs, will be established to oversee implementation of the assignment, with the GCE acting as Chair of the Committee. The RC will act as a reference group for the consultant and will approve all reports from the consultant. The consultant should provide regular feedback on the progress of the assignment and should ensure strict adherence to timelines i.e. timely delivery of the inception and draft and final work plans and reports. The consultant is expected to be fully self-sufficient in terms of office equipment and supplies, communication, accommodation and transport. 9. Time frame The assignment is for 60 full-time working days from the date the contract is signed. The assignment is expected to be implemented between March and June 2016. 10. Required skills and experience Educational Qualifications: Interested individual consultants or lead developer for consulting firms should hold: At least a Master s degree in IT, Information management, or another related discipline Experience: Interested individual consultants/consulting firms should have: At least seven years experience in developing IT solutions and providing IT support and maintenance services; Proven professional experience in developing and managing databases within the non-profit sector; Proven professional experience in web technologies, including their development and deployment, and development of web-based information systems; and Good understanding of development results and Results Based Management Concepts. 11. Application procedure: Submissions: Interested individual consultants/consulting firms must submit the following documents/information to demonstrate their suitability for the assignment: 1. Up-to-date Curricula Vitae (CV) for each of the expert(s) proposed to work on this assignment including past experience in similar projects and 3 (three) references; 2. Technical Proposal presenting methodology of work and approach; and 3. Financial proposal expressed as a Lump sum for 60 working days. Evaluation criteria: The award of the contract shall be made to the consultant who has received the highest score out of pre-determined technical and financial criteria specific to the solicitation. - Technical criteria weight 70 % - Financial criteria weight 30 % Page 7 of 8
Only candidates obtaining a minimum of 70 points and above would be considered for the financial evaluation. Criteria Weight Points Technical 70% 70 Educational background / qualifications 10% 10 At least seven years experience in developing IT solutions and providing IT support and maintenance services Proven professional experience in developing and managing databases within the non-profit sector Proven professional experience in web technologies, including their development and deployment, and development of webbased information systems Good understanding of development results and Results Based Management Concepts 20% 30 20% 10 10% 10 10% 10 Financial 30% 30 Deadline for submissions: The submissions must reach the following address by 23:00 GMT on 8 th February 2016: consultants@campaignforeducation.org and copied to wolfgang@campaignforeducation.org Late proposal tenders will not be accepted in any circumstances and will not be assessed. Timely delivery of submissions is the responsibility of tenderers and the Global Campaign for Education will not in any circumstances accept liability for late or unsuccessful delivery of proposal submissions. Proposal enquiries: Requests for clarification should be made in writing and sent to: the CSEF Global Programme Manager, Wolfgang Leumer, Email: wolfgang@campaignforeducation.org and copied to john@campaignforeducation.org The deadline for requests for clarification is 10 days before the deadline for submission of tenders. The deadline for replies to queries by candidates is 5 days before the deadline for submission of tenders. 11. Relevant Documents Available For more information on CSEF and GCE please visit the website www.campaignforeducation.org Page 8 of 8