Terms of Reference
“Consultancy services to develop Management Information System in Ministry of Human Rights, Government of Pakistan”
Introduction
The Asia Foundation is a nonprofit international development organization committed to improving lives across a dynamic and developing Asia. Informed by six decades of experience and deep local expertise, our programs address critical issues affecting Asia in the 21st century—governance and law, economic development, women’s empowerment, environment, and regional cooperation. Through a continuous presence in Pakistan since 1954, The Asia Foundation has developed deep ties and valuable expertise on local, regional, and international issues. With a staff that is almost entirely Pakistani, and an extensive network of local and regional partners in both government and civil society, the Foundation's projects reach throughout the country, and range from large, nationwide programs to very small, local initiatives.
Strengthening the Human Rights Capacities of Provincial Governments is a 30 months project supported by the Bureau of Democracy, Human Rights, and Labor (DRL) The project is aimed to involve strategically with the federal and provincial governments to promote and protect the human rights and responsibly address the issues of abuses and violations.
Background, Objectives and Scope of the Assignment
Background
Ministry of Human Rights is mandated to review the human rights situation in the Country including implementation of laws, policies and measures. The Ministry coordinates the activities of Ministries, Divisions and Provincial Governments in respect of human rights. It refers and recommends investigations and inquiries in respect of any incident of violation of human rights. It takes initiatives for harmonization of legislation, regulations and practices with the international human rights covenants and agreements to which Pakistan is a party and monitors their implementation. The Ministry of Human Rights addresses human rights violations with its Head Office at Islamabad and four Regional Offices at Lahore, Karachi, Peshawar and Quetta, in collaboration with the relevant stakeholders. It also coordinates and refers the complaints on violation of human rights through its helpline 1099.
Purposes/Rationale of Project
The establishment of an integrated “Human Rights Management Information System” (HRMIS) with its headquarter in Islamabad and sub-systems in four Regional Directorates and in the helpline will be instrumental to maintain a national level database of human rights violations occurred in Pakistan. The database would document each incident of human rights violation by entering case wise details of the incident.
The Database on Human Rights violations would preserve, standardize and represent accurate and credible information for relevant interventions and formulation of public policies to protect and promote human rights as guaranteed in the Constitution of the Islamic Republic of Pakistan and the various international instruments to which Pakistan is a State party or shall become a state party.
HRMIS will provide an integrated solution for data collection, management and reporting and further streamline data entry in order to ensure easy accessibility and availability of reports at all levels.
To provide accurate data for research purposes and to provide credible indicators to assess the trends in the country for the decision making.
Scope of Work
Whilst the consultant/firm is at liberty to propose its work methodology/scheme that would adequately result in the expected deliverables mentioned below, the following activities are suggested as forming the core of this project but are not limited to (need based additions/modifications can be made in activities):
Activity 1
The consultant/firm, as part of project deliverable shall study/understand main functions of the Ministry of Human Rights, its Regional Directorates and attached Units/Departments to conduct comprehensive need assessments and come out with detailed requirement in the form of requirement specifications for Management Information System. The consultant should also conduct meetings with the officers of the Ministry to gather requirements for the proposed system.
Activity 2
- Development of indicators to determine main categories and sub-categories of human rights violations.
- Development of work flow based system to design HRMIS for effective and accurate data entries of human rights violations by the officers in the main Ministry at Islamabad and four Regional Offices at Lahore, Karachi, Peshawar and Quetta without any duplication and automated timeline indicators to monitor progress of the case.
- Development of Performa for making entries of human rights violations, and designing of the main Dash Board of HRMIS to provide for graphical glance.
- Development of an effective system for generating and viewing MIS reports for all sort of activities during a specified period (daily, weekly, monthly, quarterly, yearly and any user defined period) and may also generate MIS reports geographically (Union Councils, Town Committees, Tehsils, Districts, Divisions, Provincial and National).
- The MIS should support both graphical and Textual output.
- The system shall provide MIS reporting with multiple “Slice & Dice” options to generate reports in flexible formats based on user specific needs. The system should be capable to model a reporting format.
Activity 3:
- Develop an appropriate implementation plan
- Identify the training requirements for the officers and staff
- Development of curriculum for training module
- Identify required resources and budget estimates for trainings
- Conduct trainings in an efficient and effective manner to ensure ownership of the process and quality implementation of project based on the established standards
- Identify the overall resources required in terms of machinery, equipment, technologies, software, networks, domains etc. for efficient and effective functioning of HRMIS to fulfill the overall objectives of the project.
Activity 4
Pilot test System: After the development, the system will be first tested by the Client; the testers from consultant shall identify and fix any bugs before final deployment. Consultant should also support client in terms of stabilization and making the system acceptable by the end users.
Timeline:
Starting from thirdweek of December, 2016 and will end by March 22, 2017. The assignment will take approximately three (3) months to be implemented. However, the implementation of this assignment may be stretched to support the team if deemed necessary. The time schedule for the assignment is as shown below. The Consultant will be expected to finalize this schedule with any relevant changes in the inception report.
Key Deliverables:
- The Consultant shall develop proposed MIS Software based on approved functional and system requirement specifications and finalized system designs.
- A standard and approved methodology shall be adopted for the assignment
- Consultant will demonstrate the application to the client on multiple occasions to take feedback from the client.
- Responsibility of test script writing will be on Consultant.
- The feedback provided to the Consultant after each round of testing must be documented and submitted to the Client. The action on feedback need to be demonstrated for seeking Ministry’s approval for carrying out further activity.
- All the assignment reports must be of high quality.
Competencies of prospective Consultant Firm:
- Consultant/ expert having PhD Degree in Human Rights, Social Work, Anthropology, Sociology, with at least 10 year of specific experience related to the MIS development; a Monitoring and Evaluation Specialist having Master’s Degree in Business Administration, Public Administration, Statistics, Economics, Human Rights, Social Work, Anthropology, Sociology, with 7 year of experience in the field of monitoring & evaluation system; and a professional Software Developer having Masters Degree in Software Engineering, Computer Science, Information Technology with 7 year of proven experience in database development and linking computer technology with management decision-making methods.
- Be able to analyze, design, implement, and manage computerized information systems in an organizational environment.
- Proven experience and solid understanding of the politico-legal and social sector understanding of Pakistan.
- Proven experience in assignments with similar nature.
- Demonstration of strong analytical and research skills.
- Ability to deliver quality work on time.
Administration:
The Consultant firm may be a company or consortium of companies and should be able to assume duties immediately after signing of contract.
REPORTING REQUIREMENTS
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S #
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Reporting
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Time Frame
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1
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Inception Report including detailed work methodologies, a work plan and assigned responsibilities, budget, outputs and deliverables, and outline structure of the final report.
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1 week after signing of contract
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2
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Sharing of applications for demonstration and testing (to be submitted for review, comments and approval)
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5 weeks after signing of contract
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3
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Assignment completion Report
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10 weeks after signing of contract
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Application Information
All applications will be reviewed under the following standardized criteria:
- Brief technical proposal (25)
- Previous experience with similar/relevant assignments (10)
- CVs of Team Lead and other Key Experts (10)
- Detailed work plan complying with the timelines (10)
- Innovation and Value Addition to the assignment (5)
- Financial proposal/Charge rate (20)
- Presentation to the evaluation committee (20)
Request for proposal:
The Asia Foundation is inviting Technical and Financial Proposal in hard copy for the aforementioned consultancy. The proposal should be sent in a sealed envelope with two inner sealed envelopes (one envelope with technical and the other with financial proposal). Project name (Strengthening Human Rights Capacities of Provincial Governments) and assignment (Consultancy services to develop Management Information System in Ministry of Human Rights, Government of Pakistan) should be clearly written on the envelope. The Consultant firm should prepare a proposal on how the assignment will be undertaken, a clear work plan, budget and curriculum vitae of the expert(s).The proposal must be concise and straight to the point adhering to the timeframe mentioned above. The proposal must be accompanied with following documents:
- A short technical proposal for conducting this assignment including a comprehensive work plan with clear timelines.
- CVs of Team Lead and other key experts
- Comprehensive Financial Proposal
- Profile of the firm/organization, in case of firm/organization.
Deadline for Proposal Submission:
The proposal must reach at following address by the close of business 5:00 p.m. on Monday December 12, 2016.
Country Representative
The Asia Foundation
EOBI House,
4th Floor, Block 32-34, Mauve Area,
I & T Center, G-10/4, Islamabad.
Tel: 051-2356008
Proposals submitted after the deadline shall not be entertained. The sealed envelope must clearly mention the title of the consultancy. The hard copy will be considered as final. For further queries write to Mr. Farman Ullah (Senior Program Officer) on email address: [email protected].
Note: only shortlisted consultants will be contacted for the presentations.