EXCITING CAREER OPPORTUNITIES.
TERMS OF REFERENCE
RESULTS MANAGEMENT SYSTEM (RMS)
ABOUT THE SRHR ALLIANCE UGANDA
The Sexual Reproductive Health and Rights (SRHR) Alliance Uganda is a consortium of organizations that stand for and promote young people’s SRHR. The Alliance is constituted of eight (8) founding member organizations with strong niches, expertise, and experience in key aspects of SRHR programming for vulnerable and marginalized groups of adolescents and young people. These Organizations include: 1) Reproductive Health Uganda (RHU); 2) Centre for Health and Human Rights Development (CEHURD); 3) Reach a Hand Uganda (RAHU); 4) Family Life Education Program (FLEP); 5) Restless Development (RD); 6) Straight Talk Foundation (STF); 7) National Forum for People Living with HIV/AIDS Networks in Uganda (NAFOPHANU); and 8) Uganda Network of Young People Living with HIV (UNYPA). Over the years their works have been geared towards ensuring that all young people have access to high-quality and youth-friendly SRHR information and services within a supportive environment. Through her programs, SRHR Alliance Uganda also works to ensure that vulnerable groups of adolescents and young people are supported with SRHR information and services to claim their SRHR freely without impediment.
- Overall objectives
The overall objective is to develop, rollout, functionalize, and customize a user-friendly Results Management System (RMS) for improved flow, documentation, management, reporting and compilation of programs results including outputs and outcomes.
- Outputs and deliverables
- An efficient web-based RMS for projects is developed based on specified SRHR Alliance’s needs
- The RMS System is installed and set up
- The MEL Manager has tested the system and is orientated on system maintenance
- SRHR Alliance staff are trained on the system
- RMS user manuals (both a system administrator user manual and a system user manual) are developed and provided to management
- Specific tasks
- Develop, set up and install web-based (hosted on cloud) RMS system for SRHR Alliance based on the below mentioned requirements
- Orient SRHR Alliance MEL Manager and the Programs Manager on system maintenance
- Develop and provide the RMS user system manual and system administrator manual
- Train staff and partners on the RMS
- Specifications of the management information system
The RMS should have a dash board that provides a snapshot of major projects’ achievements, with quick analysis of trends and comparisons against defined indicators, targeted and achieved at various levels. This calls for advice and guidance, in tandem with the projects’ results frameworks and the data collection tools, data entry procedures and analysis of desired data, selection of outputs/outcomes and corresponding indicators. Furthermore, it should be able to generate periodic (monthly, quarterly, bi-annual and annual) quantitative and qualitative inclusive and intersectional reports. The system should be able to generate a list of reports that includes active projects, planned activities status and the corresponding details, status of the reporting process to donors, status of the output and outcome indicators. The Consultant should ensure that there are provisions for the SRHR Alliance, Management, staff and partners to be able to customize generated reports.
The RMS should additionally support the effective internal coordination with other units such as Programs, Procurement, Finance, and Administration through data sharing. This calls for developing well-coordinated data-base regarding programs/projects in consultation with all relevant units.
Further details of the system are specified below:
Hosting of the system
- The SRHR Alliance Uganda shall take full ownership of the host and the service provider for the RMS will assist in setting up the host server and install the necessary software.
- The system will be hosted on cloud servers agreed upon by SRHR Alliance Uganda and the selected service provider.
- The service provider will hand over the server management to SRHR Alliance Uganda after confirming that the system is properly functioning, and all required milestones have been signed off.
- The MEL Manager should have tested all functionalities of the system and the administrator manual at this stage and SRHR Alliance Uganda’s management will be involved for the sign off. Documentation shall also be shared with anonymous donor.
Secure Socket Layer (SSL)
The system’s communication over the internet should be encrypted with a valid SSL certificate to avoid third party access during data transmission after the RMS has been rolled out online.
The delivered system will be portable mobile device friendly with provision for a mobile interface for field/remote data entry. We expect that all users who are carrying out data entry or submitting reports should be able to submit them electronically. The data entry should be immediately seen by the system administrator as well as users of the system centrally.
There shall be a landing page of the system that gives a snapshot of the performance of the multiple projects at SRHR Alliance Uganda. It will display the summary on the Results and the related projects, budgets, and reports submitted/pending/approved, project coverage, statistical summary based on the approved outcomes and output indicators.
Calendar showing planned activities on specific days, but also indicating when they were done, to paint a picture of compliance to timelines.
SRHR Alliance Uganda has four program areas and these are Research and documentation, Advocacy, Capacity building and SRHR information and services. All programs will be managed & tracked under this section. SRHR Alliance Uganda will be able to enter and manage the activities, projects, correspondence, and partner documents, among others. Under their projects, you will be able to manage their results frameworks, work plans, activity log, reports, procurement, finance & disbursements and partner monitoring of any issues and risks that require action.
Projects are planned collaborations between SRHR Alliance Uganda and the development partners. These collaborations have activities that fall under the different program areas. This is the section where the project specific information will be added. It’s under this section where the organization will add details about the project, results framework, indicators, activities to be carried out, monitor the progress and results (based on data sets) with a linkage to the quarterly reports submitted by project officers.
Actual implementation of an intervention is through activities. The system will allow for the users to upload their activity-based frameworks or add one at a time. These also include:
- Lessons learnt
- Good practice
This section lists the various user roles and permissions to either have supervisory roles for the various projects with rights to data entry or any other privileges.
Features placed in the system that manage all finances for the different projects. These can be directly entered into the system or imported with a standard system template. The system will track the Budgeting, expenditure, reallocations, disbursements.
Project Indicators (output and outcome)
This function allows users to define indicators in the system and later link them to specific programs and activities.
Milestones show important achievements of an intervention. They represent or mark specific points along the timelines to indicate progress. The system will be tracking the progress of each milestone within a set timeframe.
The settings module is used to configure the system behaviors, this is ranging from the security configuration, Notification and email configuration, data back up and what kind of inputs are accepted on the system.
This is the reporting section where the user will be able to get all the reports, they require within the system in real time without requiring the developer’s intervention. In this section the user will be able to generate reports such as the results analysis, project indicators progress reports, and project costs indicators among others.
From these reports, users can be able to:
- Generate pivot tables
- Export to CSV or PDF or any other approved formats
- Generate graphs
System Audit Trail
An audit trail report keeps a log of all the events happening within the system. All system activity will be tracked and recorded.
This is a section which will enable the users to be able to upload documents online that are supposed to be accessed by one account alone or shared with others. This will also help in collaboration through sharing of information among the staff. All activity reports will be stored in this section. Each account will have its own folder and shared folders.
Application Programming Interface
An embedded API that will be available to integrate with other existing systems as and when required.
- Managing of Work and Duration
Place of Assignment
The assignment should be completed over a period of 3 month and latest by 30/01/2024.
Assistance by SRHR Alliance Uganda
SRHR Alliance Uganda will supervise the consultant developing the RMS. SRHR Alliance Uganda will also provide the necessary information required by the consultant from time to time up to when the RMS development is completed.
The consultant will report on the weekly basis the RMS development progress to the MEL Manager of SRHR Alliance Uganda.
- Requirements of the consultant
The consultant should belong to a registered company in the field of software development.
The Lead consultant(s) completing this project under the selected company should possess an advanced University degree in Software Engineering, Information Technology, Information systems or a related qualification for this project. These should be attached alongside the company proposal.
Minimum 3-5 years of experience in developing Results Management Systems.
Experience in undertaking at least five similar assignments in the past and working with diverse organizations, including non-profit organizations.
- Selection Criteria
We invite technical and financial proposals from interested firms or individuals for this assignment. The technical proposal must at least include:
- An executive summary of a maximum of 3 pages;
- Work plan;
- Detailed profile (max. ½ page per person) and CVs (max. 5 pages) of individual consultant or technical staff assigned by the firm listing qualifications, experience and professional references.
- Relevant certifications of the consultant firm.
The following criteria will be applied in the technical evaluation of the offers:
|Interpretation of objectives and tasks (60%)||60 %|
|Technical proposal||45 %|
|Work and time schedule||15 %|
|Qualification of proposed individual or staff (40%)||40 %|
|Qualification of consultant||20 %|
|Experience of consultant||20 %|
8. Submission Details
Submit proposals and supporting documents to: email@example.com with a reference “Results Management System (RMS) Consultancy”
All applications should be submitted by December 8th, 2023; before 17:00hrs.