1.      BACKGROUND

The Empowerment, Voice & Accountability for Better Health and Nutrition (EVA-BHN) project is part of DFID’s Provincial Health and Nutrition Programme (PHNP) that aims to support the achievement of MDGs 4 and 5 in the Provinces of KP and Punjab. EVA, a four-year project, primarily focuses on the ‘demand side’ of Reproductive, Maternal, Neonatal and Child Health (RMNCH) services and will complement the ‘supply side’ activities under the broader PHNP framework through: 

• Enhancing Communities’ understanding of their health rights, entitlements and engagement in monitoring the planning and delivery of services
• Organising communities at all levels to catalyse the precipitation of desired policy changes at the local, provincial and national level

2.      SCOPE OF WORK and CONSULTANCY RATIONALE

These Terms of Reference are meant to engage a consulting firm and/or an individual as short-term-technical-assistance (STTA), herein after referred to as the “Consultant”.

The consultant is expected to develop the MIS capacity for EVA project in two phases:

• Phase 1— Design of database, uploading existing data, running intended analysis and producing automated reports (one month): in this phase the consultant will develop a standalone database in MS ACCESS. The database shall integrate and mainstream the various programme modules/components through an interactive dashboard. Subsequently, the interactive dashboard should allow the project staff and partners to access real time data alongside comparative and analytical reports in an automated manner. The system shall also facilitate cross-analysis of various programme components with in-built mechanisms to filter headcounts and avoid double count of the services beneficiaries. The programme modules include:    a) EVA forums (CGs, DAFs and PAFs) data on membership, meetings and maintaining a demand Log,  b) Capacity building activities conducted by the project,  c) Technical work streams data on CBM, Media, Religious Scholars Engagements and HANIF
• Phase 2— Design and roll-out of web-based MIS (two months): in this phase the consultant will transform the standalone database to a web-based MIS.  The web-based MIS will serve as an essential tool for EVA-BHN staff/partners in accessing real-time-data along-side reporting of project activities in an automated, efficient and effective manner. The system should have the characteristics of triggering alerts for critical reported information or when the data entry task is delayed. It should also facilitate staff and partners for interactive knowledge sharing, collaboration and discussion, where multiple users can connect and work together. Ultimately, the web-based MIS will be linked to EVA-BHN Knowledge Management Platform and will have the features of uploading real-time data by using smart-phone applications

 

Across both phases, the consultant will develop user friendly and easy-to-use reference database manuals/guidelines and work with teams to refine/adapt data collection tools if needed. The consultant will also impart training to the concerned staff on technical and administrative features of the database in line to the need of training for varying type of user/s (users who upload data, users who may be able to do data enquiry, users who may need to extract reports and user with administrative rights etc.).

 

The specific objectives of the intended scope of work are as:

         i.            To develop reliable and sustainable MIS capacity (initially a standalone database in Access and then transforming into web-based MIS) within EVA-BHN for information management and comparative reporting in automated, efficient and effective manner

       ii.            To allow users, with administrative rights,  for accessing customized information with in-built flexible mechanism in database to  remove and/or add any additional information or data field/s

 

REPORT TO: Overall: Team Leader, Technically: Senior RME Manager

WORKING WITH: EVA-BHN Programme Technical Leads

 

3.      KEY FEATURE OF THE DATABASE/SOFTWARE

• Allow staff to feed data directly into the database in a friendly manner—uploading either from hard data or using smart phones application (applicable for both levels of databases respectively--for standalone data entry from hard copy files while for web-based MIS it may cover both aspects i.e. data entry from hard copy and as well from smart phone application)  
• Facilitate staff and partners in retrieving programme data as per programme requirements—either on periodic basis or per unit (health facility, union council, district and provinces)—applicable for both levels of databases
• Conduct automated analysis for the selected indicators - tabular, charts, maps or graphically. This may allow staff to customize the analysis per timeframe or aggregated/disaggregated per unit (health facility, district and province level) —applicable for both levels of databases
• Generate automated reports per desired periods (monthly, quarterly, annually or spread over project life span—for individual health facility or cumulative for district or cumulative for province) —applicable for both levels of databases
• The system is flexible enough to export the generated reports from both sort of databases in to Excel, pdf, word formats —applicable for both levels of databases
• Enable staff to access real-time reports and data for all modules of programme. Additionally, the system should trigger alerts for critical reported information or when the data entry task is delayed. There should be format rules and restrictions on the data, so that if any mandatory field is missing or is not in proper format, the data should not be uploaded at all and error line should be highlighted. The upload process should be fully functional and all testing scenarios should be considered i.e. wrong data, wrong file format, missing any mandatory field, error or any hardware failure etc. during data upload —applicable for both levels of databases respectively
• Facilitate staff and partners for interactive knowledge sharing, collaboration and discussion, where multiple users can connect and work together —applicable only for web-based MIS
• Staff should be able to generate dynamic online data entry forms and templates per the programme data needs, whereas each form/template will have several indicators and on average 20-30 variables for all the five modules —applicable only for web-based MIS
• The system should be user friendly and any excessive-scrolling should be avoided to view data. All the modules shall be shown in friendly manner through a dash-board (attractive and user friendly front end interface for both expert and public users). The dash-board shall also enable the staff to run cross modular analysis per programme needs – applicable for both phases
• All error and confirmation messages should be displayed as and where required– applicable for both phases
• The data field should be validated for related data feeding and any wrong input should not be accepted. For example in a text box for telephone number, only numbers should be the acceptable input. Similarly, the web reporting system will have filters that can control the errors in numbers, percentages, etc. – applicable for both phases
• The system should be fully functional and free of bugs – applicable for both phases
• Staff should be able to assign users with pre-defined authentication for data entry purposes– applicable for both phases
• The system should be flexible enough to endure future changes – applicable for both phases
• Staff should be able to upload pictures, narratives in word format, PDF files etc.—applicable only for web-based MIS
• The database should be designed keeping in mind consistency, data integrity and performance – applicable for both phases
• The authorised users should be able to export their excel sheet data into databases (either standalone or web-based MIS) automatically – applicable for both phases
• The designer will mention the tools (programming language) that will be used to develop the frontend and backend of the database – applicable for both phases
• The system should allow to take periodic data backups – applicable for both phases
• The databases should have the ability to search (key words) and navigate – applicable for both phases
• The web-based MIS should generate gradient maps filtered by date, indicator, partner, health facility, district and provincial levels. It may also able to plot all modules information over map —applicable only for web-based MIS
• Source code and user manual should be provided along with the databases and software. The source code should be well commented. All modules and their functionalities, outputs and parameters should be well documented in the form of a technical document, so that it could be used by EVA-BHN for future reference  – applicable for both phases
• All the data will be stored in a centralized repository, and can be accessed by any authorized user (stakeholders) at any time and from anywhere once they have access to net —applicable only for web-based MIS 

4.      KEY TASKS

1. Assess the existing information needs (existing data collection tools) and programme analysis/reporting priorities for designing the database in close collaboration with technical programme leads and RME mangers. Based on this the consultant will develop a comprehensive framework as an initial step that will demonstrate how to accomplish the intended objective of developing and implementing both phases of the intended scope of work: a) immediate output of developing standalone database in ACCESS  alongside testing and importing existing data within the database.  This is a priority and the assignment should be completed in one month after signing of agreement, b) developing web-based MIS, ultimate but long-term objective – applicable for both phases
2. Design the ACCESS database in a way that ensures the integration and mainstreaming of various programme modules/components for cross-reference and analysis, as required. These modules include: EVA forums (CGs, DAFs and PAFs) data on membership, meetings and maintaining a demand Log, b) Capacity building activities conducted by the project, c) Technical work streams data on CBM, Media, Religious Scholars Engagements and HANIF. On average there would be 20 to 30 variables per module and several indicators with values and targets. Additionally, the database should have the key features as listed above – applicable only for phase 1, however, the database should have features to be upgraded to web-based MIS in the 2^nd phase
3. Test the database by importing data from existing excel spread sheets and/or entry data directly into the fields within one month after the inception of activities –applicable only for phase 1
4. Introduce databased-enabled customized reports by providing suitable options for the system users. The customized reports are normally brief and specific, but require self-generated charts and tables build in the system. The Consultant will ensure that this important facility is built in and available to the Client – applicable for both phases
5. The system will also allow all concerned individuals from EVA-BHN management and any other stakeholders to generate customized information for any specific analysis as required by accessing the custom reports that are in-built within the system. The system should has a mechanism of  visual display of outputs (maps, charts, graphs etc.) – applicable for both phases
6. The system should be able to generate and export the custom reports to excel. The choice of selection criteria may differ from module to module. Selection criteria for each module will be discussed and finalized during the requirement phase – applicable for both phases
7. To keep track of system usage, logs should be created every single time system is accessed and used. These logs include: a) Login logs, b) Data modification logs, c) Inquiry logs, d) Data upload logs. The logs should include information about user, IP addresses, time and type of activity —applicable only for web-based MIS
8. Security measures should be taken so that any third party could not access the data during upload. Options for providing maximum security should be provided such as secure VPN for data upload etc.  —applicable only for web-based MIS
9. The Consultant will be responsible for debugging and commissioning of the system at the completion of the design stage – applicable for both phases
10. The Consultant will carry out the system maintenance and fix any troubleshooting that occurs during the period of the contract  and at least for 3 months after handing it over to EVA-BHN– applicable for both phases
11. The Consultant will provide the EVA-BHN a package of guidelines for proper system operation and safeguard at the initial stage of the assignment, and similarly other package of guidelines will be conveyed to the EVA-BHN for the post System development usage – applicable for both phases
12. The Consultant will make available qualified professionals and specialists for the implementation of this assignment, and train the project staff at the management office on the operation of the system. The project focal staff will be trained on user control and system confidentiality measures – applicable for both phases

5.      CONTRACT DURATION and DELIVERABLES/REPORTING

EVA-BHN envisage to accomplish this assignment in two phases, as discussed earlier. EVA-BHN also reserves the rights to contract this assignment to one consultant as a whole and/or contract it to two constants per the intended outputs.

The duration and deliverables of the contract is based on the immediate and log-term objectives of the assignment as:

• Phase 1— Prototype and Fully Functional Database in MS ACCESS: EVA-BHN expect that the consultant will deliver the output of developing standalone database in ACCESS within one month after signing off agreement. In this regard, the consultant will share a work plan that covers aspects: discussion with EVA team for assessing the information needs, designing and developing database, importing data from existing excel spread sheets, testing the database and generating the required analysis and reports and imparting training to the key staff/users of the database. The database will have all the key features as discussed under this ToR. The consultant will handover fully operational database to EVA-BHN within one month
• Phase 2— Prototype and Fully Functional Web-based MIS: After handing over the standalone database, the consultant will transform the database to a web-based MIS. EVA-BHN anticipate that the consultant will accomplish the task within two months period. The consultant will then deliver the expected output of web-based MIS in line with the aspirations that have been described in this ToR
• Other-Deliverables: these include: sharing system requirement specification document for EVA-Database, provide a detailed presentation  (on the system against the ToR) to the concerned EVA-BHN management staff, preparing and sharing reference manuals for both phases, imparting training to concerned staff and offering troubleshooting services as and when required.
• Reporting requirements:  The Consultant is responsible to provide Progress Report on weekly basis on status of activities and deliverables. In course of designing or implementation, if the consultant face any challenge will report immediately and discuss with EVA-BHN management for mitigation. At the end of the assignment, the Consultant will submit the EoA (End of Assignment) together with the other specific reports and manuals. The Consultant will hand over the product to the Client in DVDs with electronic instruction guide

6.      EDUCATION

• University degree in Computer Sciences or related technical field
• Microsoft certifications in Access or SQL Server would be preferred

7.      WORK EXPERIENCE

• Minimum of 5 years work experience in database design or database administration, data management and data analysis,
• Significant experience analysing data and producing reports;
• Ability to use Microsoft Access databases i.e. enter data, update records and fields, modify database structure, generate customized reports;
• Experience with programming Microsoft Access databases;
• Experience with SQL and VBA;
• Ability to design the structure of the database and write appropriate interfaces (e.g. Microsoft Excel) for data entry and ensure data quality and security.
• Experience in training project personnel in the use of database management software applications;
• Experience in writing and maintaining database design documentation and operating manuals;
• Maturity and professional ability to handle sensitive information and ability to respect the confidentiality of such information while working with EVA Project and even after the contract ends.

8.      CORE COMPETENCIES

• Systematic and efficient approach to work assignments;
• Good judgment and analytical ability;
• Ability to manipulate large data sets, and excellent attention to detail;
• Employs a proactive approach to foresee road-blocks and resolve them;
• Excellent communication skills