GVEP
International
Terms of
Reference
IT Consultant
to Review and Upgrade Monitoring and Evaluation Database System
Introduction: Global Village Energy
Partnership (GVEP) International is a UK charity registered in 2007, seeking to
reduce poverty through accelerating access of clean energy services.
We support
the development of a broad range of small businesses and project companies in
the energy economy, and connect them with funders so that they can provide
communities with access to energy at affordable prices.
Background and Context:
GVEP
International has been accelerating energy access through donor funded projects
for the last 8 years.
The
organization has grown steadily to the extent that as at the end of 2015 we had
enabled 11.7 million people access clean energy through supporting 2,658 micro businesses
and 274 large SME companies.
In 2012,
GVEP International designed monitoring and evaluation digital database system
to support Developing Energy Enterprises Program (DEEP) funded by European
Union.
The system
has not been advanced over the years and the plan is to have it upgraded in
order to respond to current emerging program needs.
However,
the M&E digital database system needs a major over haul in line with
current technological development and the growing role of information
management in our program work.
The system
is a stand-alone with two components (data entry and main database) and has the
following main features:
- Collect
data offline through mobile phone and sync with internet connectivity in
order to send data to the main database.
- The
system uses desktop application and it’s not mobile app enabled.
- The
system has different users with difference rights.
- Allows
data validation process.
- Running
under MySQL database which stores all the data.
- Exports
and imports excel datasets.
- Customized
to generate specific reports.
In order to effectively monitor and manage our program work
effectively and efficiently, GVEP International want to hire an IT consultant
who will review and upgrade the M&E digital system which will be integrated
with data collection system and accommodate other project needs.
Goal: GVEP International seeks to
advance our existing M&E database system and make it user friendly allowing
for upgrades and adaptations in our on-going and future programs / projects
that meets the needs of our project teams work.
Objectives:
The job
specific main objectives include the following;
- Review
and upgrade the current M&E Information Management System to meet
current technological standards and emerging program/project needs.
- To
define and create a system that is web-based database that meets the
program/project needs.
- To
create a database that allows for upgrades and adaptations in
future.
- To
devise a system that allows the easy introduction of descriptive
indicators into set fields.
- To
provide a basis for future linking between all the other information
management systems in the organization.
Scope of Work:
The
required outcome shall include the following tasks and whatever additional
efforts are necessary to address the above objectives.
Task 1: To
review the current M&E Management Information System.
Task 2: To
have a one-on-one interaction with each project teams to better understand
their needs and generate user requirements.
Task 3: To
create a system that meets the needs of each project team.
Task 4: To
train and coach staff on the effective use of the system.
Task 5:
Upload data from the existing excel to the new system.
Task 6:
Provide regular and timely support services until the system is up and running
well.
Task 7:
Provide a training manual and user guide for the operation of the system (both
hard and soft copy)
Task 8:
Advice on a back-up system.
Task 9: To
advice on how the system can be integrated into other information management systems
within the organization in future.
Key Deliverables
1. A robust
but user friendly M&E Management Information System that meets
program/project needs of the organization.
2. A manual to
aid the use of the system. The manual should incorporate section on Self-help
tutorials on the use of the system; How to do analysis using the system; clues
on sorting out minor hitches on the system (the manual to be in both hard and
soft copy preferably compact disk – CD). The manual should be used as a user
guide and also act as a training guide.
3. A report of
the review and the work accomplished.
Database Requirements and Priorities
The
following are core requirements and priorities for the M&E database,
presented to serve as a general guide.
1. Data
Management
- Different
users able to access data and reports at different levels.
- Flexible
for periodic upgrades (in house) to accommodate new or modified variables.
- Automatic
query generation.
- Audit
trail for query monitoring, resolutions and data revisions.
- Automatic
reminders for overdue monthly data.
- Ability
to document data quality issues, log changes to data after
submitted.
- Ability
to document/archive program level issues that impact upon data Integration
with other GVEP International data sources.
- Built
in user help/troubleshooting option.
2. Data Entry
- Simple
data entry screens and prompts.
- Improved
check and data validation functions.
- Option
for multiple data entry locations with increased decentralization of data
entry.
- Data
entry access in locations with limited internet access.
- Ability
to track who is entering and updating data
3. Content
- Addition
of new indicators in future; the source codes must remain with GVEP
International for future changes or update to the software.
- Ability
to access and store other strategic information data sources in
country
4. Data Reporting
- Customized
report generation with flexible to use report generation at country and HQ
level.
- Ability
for basic analysis in database.
- Ability
to develop static and flexible reports.
- Ability
to access online and offline reports.
- Access
to database by key users while maintaining security.
- Data
graphic dashboard displaying achievement towards Targets.
Request for Proposals:
The IT
firm/consultant interested in this assignment should submit a brief proposal
outlining the assignment methodology and detailed curriculum vitae.
Please note
that the consultant who will be engaged on this assignment will be expected to
review the system first; meet project teams in different countries (via Skype
or conference call) then develop a proposal containing the system process flow
with all the user requirements and a budget.
Before this
proposal is generated, GVEP will not be liable for any costs at this
stage.
Please send
your proposals quoting “upgrading M&E system” in the subject line to
recruitment@gvepinternational.org and cc john.kabue@gvepinternational.org
The
deadline for submission is 25th March, 2016 by 5:00 pm Kenyan time.
