Kenya: Development of Monitoring, Evaluation and Knowledge Management System

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Organization: DAI Global
Country: Kenya
Closing date: 17 Aug 2018

1. Background

The East Africa Trade and Investment Hub is the U.S Government's flagship project under the presidential Trade Africa initiative to boost trade and investments with and within Africa. The project seeks to contribute towards strengthening of Regional Cooperation and Integration in EAC leading to the following end of project results: –

· Double the value of intra-regional trade in the EAC

· Increase non-oil exports to the U.S. under the African Growth and Opportunity Act by 40%

· Foster 10,000 new jobs through firms assisted by the Trade and Investment Hub and its partners

· Facilitate $100 million of new investments in targeted EAC sectors

· Increase the EAC’s intra-regional trade in staple foods by 40%

The overarching focus of the Hub is to deepen regional integration; increase the competitiveness of select regional agricultural value chains, promote two way trade with the U.S under African Growth and Opportunity Act (AGOA) and facilitate investment and technology that drives expanded trade both intra regionally and to the global market, particularly the U.S.

As part of the contractual requirements with USAID, the Hub has developed a Performance Management Plan (PMP) that provides the framework for effective monitoring and evaluation of the outputs, outcomes and overall impact of the project. A set of performance indicators have been selected in consultation with USAID to measure results at the goal, intermediate objective and intermediate results levels. The selected indicators require a mix of data collection approaches including primary data collection from projects partners and beneficiaries and secondary data collection using existing data sources. The Hub uses TAMIS-Technical and Administrative Management Information System, which is based on IBM Domino, as the main information system/database for all project activities and results. All the data from the various activities implemented since the beginning of the project is available in the system.

As the project progresses to the final year of implementation, there is a growing need for a more advanced system that can serve as a repository of all project information and facilitate effective documentation of various knowledge management products that can be shared to a wider audience. The latter is the key M&E focus for the Hub in the final year of the project. The system will the shared to the next iteration of the Hub, should there be one, and serve as a source of baseline information for smooth project design, implementation and delivery.

2. Purpose of the Assignment

The overall purpose of this assignment is to design and develop a functional and comprehensive relational monitoring and evaluation database that can be used to enter both qualitative and quantitative data, perform basic analysis and generate various reports for internal and external consumption.

Specifically the consultant is expected to develop data collection methodology on:

· Design an appropriate information flow chart based on inputs from the Hub

· Develop an efficient, stable, secure and expandable database for the Hub program needs

· Test and successfully launch the database for M&E use

· Undertake on­site User Training for the Hub staff

· Develop a User & Technical Manual and On­line Help

3. Specific Tasks

The Consultant(s) shall provide a solution that matches all the requirements of the project at hand to the highest standards possible. The solution will concentrate on each of the following phases of the assignment:

i. Planning, systems analysis and requirements gathering

ii. System Architecture Design and Development

iii. Documentation

iv. Training

v. Installation and Commissioning

vi. Operations and Maintenance

The proposed solution shall be cloud based running on Microsoft Power Business Intelligence or another major cloud solution provider with license access for both on premise and remote users.

3.1 Planning, Systems Analysis and requirements gathering

  1. Review current and anticipated future data management and reporting processes including the list of the Hub PMP indicators and the accompanying reporting tools
  2. Hold discussions with key personnel to understand the data management processes and suggest workable solutions that match the needs of the Hub
  3. Conduct a system analysis and propose a system that meets the requirements
  4. Prepare a detailed implementation plan, budget and timelines

3.2 System Architecture Design and Development

The system should have functional capabilities to operate using Windows based operating systems. Database design should allow upgrade to newer versions of the backend database platform. The system should have the following minimum features or specifications:-

· Flexibility to add new attributes to data records, add new users, remove existing users and make any other necessary alterations to the users’ details

· Allow the input of both qualitative and quantitative data from operators and stores that data for later retrieval

· User friendly data input interface with enabling features for search and querying and sorting of data

· Report generation facility with ability to import/export data from other database software such as MS Excel, MS Access, SQL Server, SPSS, and CSV formats etc. All reports generated from the system should be branded according to the USAID requirements and to be visually appealing and easy to interpret.

· Operate under a multiuser environment with security features that prevent some users from performing certain functions e.g. entering data, viewing and/or changing certain type of information.

· Provide data integrity features that will prevent more than one feature from changing the same information simultaneously

· Contain an audit trail of all transactions carried out in the system

· Capable of preventing data loss in case of system crash

· Able to take periodic incremental and full back up of application and database

· Contain an inbuilt help function to guide users on the various applications of the database

· Robust security features to include but not limited to the following: SSL encryption, controlled user access, use of HTTPS Protocol, DDoS Prevention, Access logs e.t.c.

· Scalable and able to integrate with other systems combined with functionality to include future upgrades/updates.

3.4 Documentation

The Consultant(s) should document and make available a User’s and/or technical Manual that details all the functional aspects of the database and its programming.

3.5 Training

The Consultant(s) will be required to undertake initial training/orientation on the use of the data base to key staff. Materials for future training including training manuals and/or handouts should be availed to the Hub as part of the deliverables under this assignment.

3.6 Installation and Commissioning

The Consultant(s) should ensure that the database applications together with any other enabling software or licenses are installed for each user and that the system is fully functional. Technical backstopping will be required for a period of 6 months after commissioning to facilitate effective implementation of the database.

3.7 Operations and Maintenance

The Consultant (s) should be able to provide periodic support in system operation and maintenance for a period of 6 months. This will ensure that any hitches experienced at the initial stages of system implementation are addressed and necessary modifications undertaken to optimize the operations of the database.

4. Deliverables

The following are the key deliverables expected from this assignment:-

· A complete, customized and fully functional database application, free of any hick-ups and bugs.

· A technical manual and users’ guidelines.

· Training materials (Manual and/or handouts)

· Full source code (fully documented – for non-proprietary systems)

· Avail 6 months post implementation technical support and incorporating any changes/additions when the need arises.

5. Qualifications

Must have at least a degree in Computer Science/Information Technology, with expertise in developing large databases and web-based applications using database management systems such as Microsoft SQL Server, Oracle, MYSQL, etc.

5+ years of strong experience in designing, managing, administering, documenting and supporting multi-tiered database applications.

Knowledge of various programming languages such as Java, C++, Python, PHP e.t.c.

Demonstrated capacity of undertaking a similar or relevant assignment including having the appropriate skills, logistical capacity and relevant experience.

6. Reporting Arrangements

The Consultant(s) will work under the direct supervision of the M&E Manager with overall supervision by the Hub Chief of Party. The consultant(s) shall provide on a weekly basis progress reports summarizing progress; challenges and presenting any issues that require action from the Hub.

7. Timeframe

The assignment is expected to commence on/about 1st September 2018 and end on or around 30th November 2018 with an estimated LOE of 60 days.

How to apply:

Interested candidates should send their proposal to tenderstih@eatradehub.org by Friday, August 17th, 2018, 11.59AM East African Time. The proposal submitted should contain the following 5 items:

  1. At most 10 pages documented technical approach on applicants understanding of the assignment, how he/she will address each of the 6 specific tasks as stated above, the programming language he/she intends to apply, summary understanding of the expected deliverables and work-plan/timelines for each of the 6 tasks (but limiting the work-plan within 1st Sept to 30th November 2018).
  2. Not more than 2 pages schedule summarizing past information systems and databases development experiences stating assignment title, dates of the assignment, brief description of the assignment, client name, value of work done and point of contact.
  3. At most 2 pages summary budget which should contain the proposed professional fees (preferably stating rate per day and total fees) and operational costs for undertaking this assignment. As a separate but additional information to the budget, the applicant may list the specifications of the software and hardware that Hub should avail for successful execution of the assignment.
  4. Not more than 5 pages curriculum vitae which should include Three (3) referees.
  5. A copy of the highest relevant awarded education certificate

Note: all the applications information will be kept confidentially within Hub. Shortlisted candidates may be requested to present demos of similar database(s) or verbal clarifications of their proposed approaches.

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