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Data Collection & Management System Consultancy

Data Collection & Management System Consultancy

ID 
2016-1183
# of Openings 
1
Posted Date 
7/29/2016
Post End Date 
..
Category 
Field - Other
Country 
Other

More information about this job

Overview

Scope of Work for:

Business Case for Global Communities’ Data Collection and management System

Anticipated Level of Effort (LOE): 70 days

 

Background and Objective:

Global Communities is a development organization committed to working in partnership with communities worldwide to bring about sustainable, impactful changes that improve the lives and livelihoods of the vulnerable. Global Communities is working strategically to integrate its systems to enhance process efficiency, improve visibility, accelerate growth, and promote time and cost savings.

Global Communities aims to develop a Collaborative Program-Management Process (CPMP) that supports its global operations and increase business development. The office of International Operations (IO) at Global Communities wishes to develop and pilot a Data Collection and Management System, a key component of the corporate CPMP.

Global Communities currently works in 27 countries around the world, implementing one or multiple programs in each. At present, country programs identify their own software solutions for the program data needs that are critical for tracking and monitoring indicators, beneficiaries and the services that they receive. Often, these are a series of Excel and database files, though some programs have experimented with more advanced IT solutions. Global Communities is looking for a consistent approach to collect, store and analyze data across programs, enabling the ability of HQ to have real-time access to the data and results, and to have the opportunity to aggregate and assess results and trends across programs.

Global Communities is seeking the services of a Consultant to develop a Plan, supported by a business case, for selecting and deploying a Data Collection and Management System that best suits its current and anticipated future needs as a key component of a corporate CPMP.

Scope of Work:

The Data Collection and Management System will require several features, each serving a specific function. The core set of features may include but not be limited to the following:

  • Online and offline data collection easily available at multiple sites around the world
  • Ability to easily custom design surveys at multiple sites across multiple projects around the world
  • The ability to have high functionality for surveys deployed on either smart or basic devices (cell phones) as the data collection instrument
  • Geospatial tagging, mapping and data consolidation capability
  • Ability to custom design thousands of indicators to meet different funders requirements, while also easily sorting and consolidating those into the limited number that will correlate to Global Communities’ overarching strategic objectives
  • Analytics & reporting both in the field/country offices particular to the objectives of each project, and also consolidated at the HQ level as related to our strategic objectives
  • Robust ability to store and retrieve data indefinitely into the future, including the ability to tag or cross-reference stored indicators so that possible future retroactive reviews and analysis would be possible
  • Centralize program data in a cloud hosted data warehouse environment
  • The system is lightweight, user friendly, easy to adapt in the field, including challenging environments with very limited bandwidth.

The main purpose of this data collection system will be for monitoring beneficiaries, services, and indicators, via data collection, analysis and GIS mapping. Global Communities is conscious that such a system could be offered through a variety of solutions. It is expected that the Consultant will study and propose the competitive advantages of at least 3 viable solutions, develop a plan for piloting at least one of those solutions, and a plan for rolling out the full system globally once the results of the pilot project have been sufficiently assessed.

 

Responsibilities

Key Tasks:

The Consultant will perform the services described below:

 

  1. Conduct Needs Assessment

 

The Consultant will conduct a needs assessment to understand the requirements of the data collection system. To determine these requirements the Consultant will carry out meetings and interviews with a selected group of Global Communities’ staff to understand what our field and headquarters needs are, what systems are being used across our field offices, and then to develop a summary analysis of what Global Communities requires.

 

The Consultant may choose any information gathering method to effectively carry out this assessment (e.g. surveys, one-on-one meetings, skype calls, etc.); however, given time and budgetary constraints, Global Communities will propose the staff and the country programs to focus on during this stage of the consultancy.

The Consultant will discuss the requirements with the Senior Management and the IT Department to understand the organizational viewpoint.

 

During this phase, the Consultant will acquire a clear understanding of Global Communities’ programs, its geographical distribution and systems currently in use, whether they be on paper, excel spreadsheets, data collection forms or databases.

 

A Needs Assessment report including detailed requirements will be submitted to Global Communities. Global Communities will review and, as needed, will revert it back to the Consultant with comments and feedback for further research, refinement and completion.

 

  1. Develop a Business Case

 

Based on the Needs Assessment, the Consultant, in close collaboration with Global Communities’ IO and IT departments, will develop a Business Case for a Data Collection and Management System.

 

The core modules to consider as part of the suite will include the following:

 

  • A Data Collection, collaboration and Management Suite
  • Offline and Online Data Collection
  • GIS Mapping
  • Analytics and Reporting with dashboard capabilities
  • Integration Application(s) to link System Modules/Cloud Applications

 

The Consultant will prepare a Business Case, which will include:

 

(a) A Comparative Analysis of a minimum of three (3) viable tools (solutions) to consider for Global Communities’ Data Collection and Management System. The Consultant will arrange demos of these solutions to the Global Communities stakeholders. The Consultant will submit a comparative analysis among the options considered and will document the reasons why proposed solutions are the most suitable for the organization.

 

The analysis will include a final recommendation for a tool, tool set or solution for a global data collection and management system, including a business case justifying that recommendation. If testing of more than one tool or tool set is recommended then a justification shall be required.

 

(b) Pilot Project Plan. A detailed work plan including the countries or programs where the recommended solution(s) will be tested. Recommended software and hardware, work plan and budget. The pilot project must include mechanisms to assess its performance and effectiveness. This plan will estimate the LOE expected from HQ and the field. If the selected tool or tool set is one that is currently being used on one or more Global Communities projects in the field then the pilot project(s) should be focused on that/those projects, thereby reducing both the cost and time requirements.

 

(c) Global Deployment Plan: The Consultant will propose a Global Deployment Plan to rollout the system to all country programs. Minimally, the plan should include but is not limited to the following:

 

  • Incorporate a feedback/lessons learned process from the pilot project(s).
  • Timeline and work plan for how country programs will transition to the proposed system(s),
  • How data from previous or ongoing programs will be migrated to the proposed solution, and
  • The resources that will require such as effort from both HQ and the field.

 

The business case should make clear why the approach recommended for both the pilot project plan and the global deployment plan is the right approach for Global Communities.

The Business Case must contain but not be limited to the following content:

 

The project description providing enough and clear information why the project viable and worth doing. This should include both the Pilot Project Plan and the Global Deployment Plan.

 

  1. The business opportunity describing the system, and a discussion of the objectives that the system(s) will help Global Communities achieve.
  2. Comparative analysis among the three proposed options.
  3. Financial analysis compares benefits to costs and analyzes the value of a project as an investment.
  4. Assumptions, the events that a business case assumes will happen.
  5. Constraints are schedule, resource, budget, staffing, technical, and other limitations that may impact the success of the proposed Data Base and Management System(s).
  6. Market analysis examines changes in the business environment that impact the success of the proposed Data Base and Management System such as the changing environment in technology.
  7. Organizational considerations examine how a project will impact Global Communities.
  8. Sensitivity/risk analysis evaluates the probability that a project can be implemented successfully and the risks involved in undertaking the project. Risks also may result from not undertaking the project.

 

A Business Case report will submitted as a draft to Global Communities. Global Communities will review and, as needed, will revert it back to the Consultant with comments and feedback for further research, refinement and completion.

 

Schedule of Deliverables:

 

No.

Deliverable

LOE (Days)

1

Needs Assessment Report

15

2

Comparative Analysis and Business Case

15

3

Pilot Project Plan

15

4

Deployment plan

15

5

Final Report

10

TOTAL

70

Qualifications

 

 

Qualifications:

The Consultant must demonstrate the following qualifications:

  • ICT capabilities in data collection systems, minimally including GIS Mapping, Analytics and Reporting, App development on multiple platforms and device types, etc.
  • Clear understanding of Mobile Technology.
  • Knowledge of INGOs Operations is a Plus”.
  • Proven understanding of projects’ monitoring and evaluation processes.
  • Deep knowledge of the Project Management methodologies PMI/PMP or PMD certification is desirable.
  • Familiar with integration of monitoring and evaluation with project management processes.
  • Understanding of APIs, data synchronization amongst multiple platforms and hosted database server environments.
  • Knowledge of, and ideally experience with, the US Federal Government Open Data initiative and platforms

Technical Proposal:

The Consultant should provide a straightforward, concise delineation of how he/she intends to carry out and satisfy the requirements of the Scope of Work.

 

The technical proposal should include the following:

 

Technical Approach:

The Consultant shall demonstrate its understanding, ability and overall approach to performing the requirements described in the scope of work specifically the following:

  • Conducting a Needs Assessment
  • Developing a Business Case
  • Developing a Pilot Project Plan and a Global Deployment Plan

 

Capabilities and Experience:

 The Consultant shall demonstrate the following:

  • ICT capabilities in data collection systems, including GIS Mapping, Analytics and Reporting, App development on multiple platforms and device types, etc.
  • Proven knowledge of INGOs operations, with emphasis in data collection and management systems;
  • Proven understanding of project monitoring and evaluation processes.
  • Deep knowledge of the Project Management methodologies PMI/PMP or PMD certification is desirable.
  • Familiar with integration of monitoring and evaluation with project management processes.
  • Understanding of APIs, data synchronization amongst multiple platforms and hosted database server environments.
  • Knowledge of, and ideally experience with, the US Federal Government Open Data initiative and platforms
  • Knowledgeable of current trends in the app market, especially data collection forms, GIS, analytics and reporting tools.
  • Experience in similar assignments.

 

Past Performance:

The Consultant shall submit a list of all current contracts and completed assignment that are similar in size, scope and complexity to the Scope of Work. The Consultant shall provide the customer’s name, contract value, current postal and e-mail addresses, telephone number for a currently available point of contact.

 

Cost Proposal:

The Consultant shall submit fully completed and signed Contractor Employee Biodata Form to support his/her daily rates this consultancy (Attached).