I.
INTRODUCTION
INTRODUCTION
Save
the Children in Rwanda runs both development and humanitarian programmes. With
the current programme portfolio, programme data are increasingly becoming
challenging to manage manually or in silos. Yet, Save the Children in Rwanda is
quality-driven and is therefore longing to ensure quality data are from design
stages, through implementat
the Children in Rwanda runs both development and humanitarian programmes. With
the current programme portfolio, programme data are increasingly becoming
challenging to manage manually or in silos. Yet, Save the Children in Rwanda is
quality-driven and is therefore longing to ensure quality data are from design
stages, through implementat
ion to reporting stage. Current programmes reach
various target beneficiaries mainly children and other community members. The
programme coverage is getting wider to reach all districts of Rwanda in the
near future and we need to continue collecting, managing, and analyzing data to
timely inform our programmes for more impact. In Rwanda, Save the Children implements
health and nutrition, education, child protection, and child rights governance
programmes. There is a growing need to continue tracking the program
performance towards the targets and deliverables through different regional
offices, and some if not all have overlapping catchment areas. Save the
Children in Rwanda is therefore committed to developing an MS Excel or
Access-based database to address data collection, management and reporting
issues across its different programmatic areas.
JUSTIFICATION
FOR THE DATABASE
FOR THE DATABASE
In
alignment with the overarching objectives of Save the Children Rwanda’s
programmes, it is required that data generated at village, sector, district,
and national levels or any other institutional or administrative entity are
captured, analyzed, and monitored to ensure evaluation of project/programme
performance, better project management, learning, informed decision making and
programmatic constructive feedback, etc. Given the coverage and the range of
services provided, performance tracking and program data management assume a
critical role in the management of the Save the Children Rwanda’s programmes.
While Save the Children Rwanda has been relying on Excel-based simple
spreadsheets (isolated from each other) to monitor, capture, and analyze
program data, it is increasingly challenging to track and maintain the
performance related information from different projects using uncoordinated
spreadsheets. Therefore, Save the Children Rwanda needs to procure the services
of a competent firm or individual consultant to establish a functional
computerized and integrated database to facilitate implementation of its
programmes.
alignment with the overarching objectives of Save the Children Rwanda’s
programmes, it is required that data generated at village, sector, district,
and national levels or any other institutional or administrative entity are
captured, analyzed, and monitored to ensure evaluation of project/programme
performance, better project management, learning, informed decision making and
programmatic constructive feedback, etc. Given the coverage and the range of
services provided, performance tracking and program data management assume a
critical role in the management of the Save the Children Rwanda’s programmes.
While Save the Children Rwanda has been relying on Excel-based simple
spreadsheets (isolated from each other) to monitor, capture, and analyze
program data, it is increasingly challenging to track and maintain the
performance related information from different projects using uncoordinated
spreadsheets. Therefore, Save the Children Rwanda needs to procure the services
of a competent firm or individual consultant to establish a functional
computerized and integrated database to facilitate implementation of its
programmes.
OBJECTIVES
OF THE CONSULTANCY FOR THE MIS
OF THE CONSULTANCY FOR THE MIS
The
central purpose of the consultancy is to design, develop and implement a comprehensive
computerized MS Excel or Access database for Save the Children Rwanda which is
cost-effective, user-friendly and functional and which responds to the needs
for improved tracking, capture, and analysis of the programme implementation in
Rwanda. The objective for the coordinated and integrated database is to help in
monitoring and managing project activities in a manner that provides the right
information to the right set of people at the right time to enable timely
responsiveness to project management and evidence-based decision making.
central purpose of the consultancy is to design, develop and implement a comprehensive
computerized MS Excel or Access database for Save the Children Rwanda which is
cost-effective, user-friendly and functional and which responds to the needs
for improved tracking, capture, and analysis of the programme implementation in
Rwanda. The objective for the coordinated and integrated database is to help in
monitoring and managing project activities in a manner that provides the right
information to the right set of people at the right time to enable timely
responsiveness to project management and evidence-based decision making.
Specifically,
this consultant will:
this consultant will:
- Develop
and set up an automated fully-fledged cost-effective MS Excel or
Access-based database to support the monitoring of program performance - Provide
technical support/training on the use and maintenance of the database - Develop
the interlinked modules or spreadsheet for specific target beneficiaries
planned and reached by projects or donors - Install
in all MEAL staff laptops links to the server-, one-drive, or share point-
based database, providing a real-time, synchronous, transparent and
efficient way to capture data from the field - Train
and transfer the required knowledge and skills to MEAL staff to run and
troubleshoot the database using the advanced MS Excel or Access formulas
to allow them to make further improvements or changes to the database for
implementation and sustainability purposes - Carry
out corrective and adaptive maintenance in order to improve the database
when necessary.
METHODOLOGY
The
consultant is expected to include the description of the general methodology
used in the development of the database, with the following items:
consultant is expected to include the description of the general methodology
used in the development of the database, with the following items:
- A
list of technical specifications required to develop near-automated
database - A
definition of the process followed in the development of the database in
accordance with the necessities defined by the consultant him/herself - A
definition of a precise tool to report all the specifications and
requirements for the program MIS, including a clear description of the
modules, options and general inputs and outputs of the database - Design
or adjustments of the database, database architecture, generating the
descriptive documents including all database components. - Installation
of the database onto Save the Children server, one drive or share points
for testing and deploying - Preparation
of the user manual - Corrective
maintenance when it is required and the process oriented toward repairing
defects that may arise with the database; such as: - whenever
the database fails or aborts; - designs
and requirements do not agree with the supporting software; - Adaptive
maintenance when is needed to improve the database, hardware and
documentation operability. This mode will be applied upon the user’s
request, to be implemented during the execution of the program and will
involve: - Definition
of database requirements; - Database
design; - Database
module design; and - Database
development and deployment.
ACTIVITIES
TO BE PERFORMED AS PART OF THE CONSULTANCY
TO BE PERFORMED AS PART OF THE CONSULTANCY
The
database will use an MS Excel or Access-oriented design. The database should
include the following components:
database will use an MS Excel or Access-oriented design. The database should
include the following components:
- Administration
- Target
beneficiaries (targeted/planned vs. reached/actual) - Donor(s)
or project - Managerial
information (process indicators and projections) - Self-generated
report (per target, per donor, and overall report) - Updates
- Administration
The
Administration module must allow for the general administration of the basic
components of the database. This module must allow the access to the database
through the use of previously assigned user accounts. The access to the
database and the modifications made to the database must be automatically
registered in the database and a record is kept of the users who made the
modification, the date and the place it was made.
Administration module must allow for the general administration of the basic
components of the database. This module must allow the access to the database
through the use of previously assigned user accounts. The access to the
database and the modifications made to the database must be automatically
registered in the database and a record is kept of the users who made the
modification, the date and the place it was made.
- Target
beneficiaries
The
database must provide the option of selecting specific geographic areas, and
displays the predetermined target beneficiaries. The selection of beneficiaries
can be performed using the different variables which will be selected according
to the various needs of MEAL staff. All selection requirements may be ranked
prior to the process.
database must provide the option of selecting specific geographic areas, and
displays the predetermined target beneficiaries. The selection of beneficiaries
can be performed using the different variables which will be selected according
to the various needs of MEAL staff. All selection requirements may be ranked
prior to the process.
- Donor
This
database is expected to generate donor- or project-based reports.
database is expected to generate donor- or project-based reports.
- Project
planned and actual target numbers
With
the information registered in the database this module must allow for the
generation and display of planned and actual numbers that the families that are
defined as beneficiaries of the programmes/projects will have throughout the
project time period.
the information registered in the database this module must allow for the
generation and display of planned and actual numbers that the families that are
defined as beneficiaries of the programmes/projects will have throughout the
project time period.
- Managerial
Information
This
module must manage the education conditions, beginning with the generation of
attendance reports or program reach. The module offers several different
options for data entry, the loading of archives or transfer of them over the
Internet. Similarly the module also controls which project or users have not
reported and the closing of the data capture for the project or user that did
not report in time.
module must manage the education conditions, beginning with the generation of
attendance reports or program reach. The module offers several different
options for data entry, the loading of archives or transfer of them over the
Internet. Similarly the module also controls which project or users have not
reported and the closing of the data capture for the project or user that did
not report in time.
- Updates
This
module must allow the possibility of registering all the information updates
that are required from the beneficiary participating in the program. The
updates module also controls the documents that must be presented in order to
update program information.
module must allow the possibility of registering all the information updates
that are required from the beneficiary participating in the program. The
updates module also controls the documents that must be presented in order to
update program information.
- Reports
/ Queries
This
module must allow for the generation of the hard copy reports that may be
needed. The forms are displayed on the screen as automatically generated by the
combination of process indicators that were selected by the user and then
printed in that order so that the reports can be presented.
module must allow for the generation of the hard copy reports that may be
needed. The forms are displayed on the screen as automatically generated by the
combination of process indicators that were selected by the user and then
printed in that order so that the reports can be presented.
IMPLEMENTATION
OF THE DATABASE
OF THE DATABASE
The
implementation of the MIS should at least include three specific steps:
implementation of the MIS should at least include three specific steps:
Development of the database with all the required design levels, and which
matches the initial design of the database
Adjustment of the tool according to the needs discovered during the operational
implementation of the database
Delivery of the database with all its functionalities adapted to the
operational implementation of the database
Prior
to the above steps, the process of developing the MIS system must go through:
to the above steps, the process of developing the MIS system must go through:
Analysis: based on the needs and requirements for MS Excel or
Access-based database
Design: the architecture of the database and its detailed design
Implementation: This is like a point of departure for the database
Test: compare the results observed in practice after the system has been
piloted.
CONSULTANCY
DELIVERABLES
DELIVERABLES
Below
are the deliverables for the consultant engaged to carry out this assignment:
are the deliverables for the consultant engaged to carry out this assignment:
- Database
ready product: fully functional and adapted to the Save the Children MEAL
operational needs - User
manual/guide - Report
of user training
IMPLEMENTATION
AND TIMEFRAME FOR THE CONSULTANCY
AND TIMEFRAME FOR THE CONSULTANCY
The
period is divided into two parts, the first phase for the development and the
second phase is set for pilot, corrective measure and maintenance.
period is divided into two parts, the first phase for the development and the
second phase is set for pilot, corrective measure and maintenance.
EXPERTISE
AND MINIMUM REQUIREMENTS OF THE CONSULTANT
AND MINIMUM REQUIREMENTS OF THE CONSULTANT
For
carrying out this consultancy, a consultant/firm, with expertise in the
implementation of development and humanitarian programme information systems is
required.
carrying out this consultancy, a consultant/firm, with expertise in the
implementation of development and humanitarian programme information systems is
required.
The
minimum requirements for the consultant comprise:
minimum requirements for the consultant comprise:
- At
least a management information systems’ graduate professional with
experience exceeding 3 years in similar assignments. His/her main
objectives will be to train relevant Save the Children staff in the
database operations and to ensure that the database works to suit MEAL
operational needs and requirements identified by the consultant
him/herself. - Must
have worked or participated in database design in at least two different
projects with certificates of good performance from his/her past clients - Must
have worked or participated in the management information system
architecture design in at least two different projects with certificates
of good performance from his/her past clients - Proven
ability to make adjustments to the database as required by MEAL within 3
months after the deployment
CHILD
SAFEGUARING POLICY:
SAFEGUARING POLICY:
Any
employee, consultant, contractor or the supplier undertaking an activity on
behalf of SCI must sign the Child Safeguarding – Declaration of
Acceptance Form] and comply with the SCIs Child Safeguarding Policy
which is a statement of SCI’s commitment to preventing abuse and protecting
children with whom it comes into contact.
employee, consultant, contractor or the supplier undertaking an activity on
behalf of SCI must sign the Child Safeguarding – Declaration of
Acceptance Form] and comply with the SCIs Child Safeguarding Policy
which is a statement of SCI’s commitment to preventing abuse and protecting
children with whom it comes into contact.
·
This extends not only to children with whom SCI and its partners work directly,
but also includes children whom staff are responsible for. SCI believes
that the situation of children must be improved through the promotion of their
rights supported and demonstrated by all members of staff. Save the Children
International’s Code of Conduct sets out the standards which all staff members
must adhere to.
This extends not only to children with whom SCI and its partners work directly,
but also includes children whom staff are responsible for. SCI believes
that the situation of children must be improved through the promotion of their
rights supported and demonstrated by all members of staff. Save the Children
International’s Code of Conduct sets out the standards which all staff members
must adhere to.
Interested
candidates should send an application letter plus updated Curriculum Vitae in
English, including 3 names of professional referees to HR-Rwanda@savethechildren.org. The deadline for
receiving applications is 31st August 2016.
candidates should send an application letter plus updated Curriculum Vitae in
English, including 3 names of professional referees to HR-Rwanda@savethechildren.org. The deadline for
receiving applications is 31st August 2016.
Please mention MS Excel/Access Database Developer as subject of your
mail.
*Note
that only shortlisted candidates will be contacted.
