Consultancy for the Establishment of Web-based Monitoring and Evaluation Management Information System (MEAL Digititalization)

Type of contract: Individual Consultant(s)

Duration of contract: 11 months; tentative 60 working days

Reports to: MEAL Unit Coordinator

Summary:

The consultant is required to develop an integrated online (web-based) Management Information System (AIOMIS) for ABAAD’s monitoring, evaluation, learning and accountability (MEAL) unit. The online system will be designed to support ABAAD in monitoring and evaluating the implementation status of its various programs; as well as assisting in the gathering of information regarding activity outputs and programs relating to the various programmes under ABAAD’s portfolio. 

The online system must allow for quantitative data entry in two languages (English and Arabic) at district levels, covering all of ABAAD’s implementing centers: The Women and Girl Safe Spaces (WGSS), Men Centers (MCs), and Midway Houses (MWHs).  The system must also facilitate data management, analysis and and generation of reports, as well as fact sheets and dashboard data that presents trends on a defined period as per program needs.

Context of the Assignment

ABAAD, via its various centers and implementation sites across Lebanon, has vast data and information from multiple activities and services implemented and facilitated.  Therefore, systematization and centralization of all gathered and available data is necessary for the continued efficient work of the MEAL unit.  Hence, the availability of a user-friendly, web-based front-end and back-end interface will facilitate programme monitoring and evaluating on an organizational level; as well, as ensure the availability of an automated recovery plan for data and databases. 

ABAAD’s shift towards an integrated online (web-based) management information system was based on an in-depth analysis of its current operations, data collection, storage, and retrieval practices and mechanisms; as well, as its M&E processes, tracking of project progress and communications among staff/departments/teams across various levels.  The analysis has resulted in the need to (1) gather and consolidate M&E tools used by various programmes to link multiple data points; (2) restructure MEAL systems and practices; (3) strategize to improve operations efficiently and effectively; (4) reduce and minimize efforts regarding the duplication of existing and available tools and databases; (5) improve and enhance collaboration and communication among different departments (field and programmatic); and (6) minimize and reduce use of paper [Going Green].  

The proposed AIOMIS, to be available in English and Arabic, is intended to assist ABAAD’s senior management in making strategic programmatic decisions at various levels; as well, as identifying bottlenecks and foreseeing overall future trends that can assist in programme development. 

Well defined data sharing protocols will be developed to ensure data protection and security; with access to data being hierarchical and its access depending and contingent on (a) type of data needing to be accessed/used, and (b) the staff accessing the data/information.  Regular maintenance of the AIOMIS will be scheduled to ensure minimization of bugs and glitches. 

ABAAD’s MEAL Unit will provide and facilitate extensive trainings to staff at the field and programmatic levels on the shift to the automated and web-based portal; ensuring ease of data entry, collection, monitoring, and evaluation. 

Purpose of the Assignment

The overall purpose of this consultancy is to support the MEAL unit in improving its  current systems for managing the monitoring, evaluating, and overall performance information of ABAAD’s programmatic activities implemented across Lebanon, through the design and development of an integrated online (web-based) Management Information System (MIS).

More specifically, the objectives of this consultancy are:

1. To define the requirements for an integrated online (web-based) Management Information System (AIOMIS) accessible to different stakeholders within ABAAD in two languages and with varying levels of access, to enhance the ability of ABAAD’s senior management  to track project progress and monitor results periodically.
2. To design and develop the system as a standardized tool for reporting and assessing performance, progress and outcome results for each project and to clearly define roles and responsibilities for system users.
3. To build the capacity of the relevant staff to manage the system on a sustainable basis through specific trainings, help documents and tutorials.

ABAAD integrated online (web-based) Management Information System (AIOMIS)

The consultant will support in developing a user-friendly MIS, accessible to different stakeholders, in two different languages (English and Arabic), and with varying levels of access and authority. The system must be designed to support all essential monitoring and evaluation tasks that are to be undertaken by the MEAL unit staff.

The proposed new system will be a web-based platform that’ll include programme specific results frameworks and its logical models, key performance indicators (outcome and output performance indicators and their targets), and implementation plans; with the aim of tracking and reporting against achievements.  In addition, the platform will allow necessary data entry or importing of data from other information systems and data sources. The system would work both offline and online.

More specifically, the AIOMIS should have the following functionality:

1. Planning - data entry and notifications system.
2. Monitoring – data entry, export in various formats (excel format specifically).
3. Reporting – geographical view, reports, graphs and ad-hoc custom reporting capability.
4. Role-based user dashboards that compile all data information, for easy-to-use data visualization and highlighting projects and tasks that require attention; and able to track measurements and progress of the project activities.

The system should also:

• Have web-based front end data entry tools using appropriate and efficient web technologies as well as web-based querying tools for data retrieval.

• Ensure data retrieval/exchange capability with other international systems and databases. 

• Have relevant import / export capabilities to pre-designed templates or databases.

• Display summary pages showing data from all available sources, aggregate statistics and summary visuals which highlight the projects’ progress and to present summary dashboards showing progress towards/against key indicators.

• Allow users to compare data on activities, outputs, and outcomes with data on program spending and aggregated results against program indicators data.

• Provide a database administration model, allowing for advanced user management, with a staggered set of privileges for different users as well as user authorization, tracking/authorizing changes to results hierarchy, database download, online backup and other necessary features.

• Other Tasks:
  • Provide and facilitate trainings on developed system to key ABAAD staff on the usage of the platform. 

• • Monitor platform and make necessary upgrades based on identified/reported bugs.

Assignment specifications

• The consultant recognizes the mission/vision of the organization, the project goals and objectives.

• Demonstrates understanding, and incorporates into practice, the various codes of conduct, values, ethics and standards practiced.

• Is open to receive feedback and willing to make additional changes.

• Maintains a professional conduct, including maintaining professional attire, is punctual and follows the set timeline, and being well organized and fully prepared for the training.

• Understands and deals well with participants from different cultural backgrounds during the staff trainings.

• Remains available for meetings & discussions with the management team whenever required and provides positive and constructive inputs.

• Is ready to conduct the pilot before full implementation.

• Is reputable with proven competency.

• The consultant guarantees enough resources (financial, material, technical etc.) to sustain the project over the period of contract.

Deliverables:

• Implementation plan of AIOMIS with proposed benchmark dates of completion.

• Installation and quality assurance (QA) testing of a complete MIS system.

• Technical and cost proposal with the currency in USD (dollars).

• With details of technology stack and procurement requirements (Hardware/Software/Services) and Security.

• Training plan, methodology and requirements.

• Maintenance period of 1 year: (to define what services will be included in maintenance).

Time frame

The assignment is for 40 to 60 full-time working days from the date the contract is signed. The assignment is expected to be implemented between June 2020 – April 2021.

 Required skills and experience

• Interested individual consultant(s) or lead developer for consulting firms should hold:
  • At least a Master’s degree in IT, Information management, or another related discipline. 

• • At least 2 to 3 experience in developing IT solutions and providing IT support and maintenance services;

• • Proven professional experience in developing and managing databases within the non-profit sector;

• • Proven professional experience in web technologies, including their development and deployment, and development of web-based information systems; and

• • Good understanding of development results and Results Based Management Concepts.
    

    Type of contract: Individual Consultant(s)

     

    Duration of contract: 11 months; tentative 60 working days

     

    Reports to: MEAL Unit Coordinator

     

    Summary:

    The consultant is required to develop an integrated online (web-based) Management Information System (AIOMIS) for ABAAD’s monitoring, evaluation, learning and accountability (MEAL) unit. The online system will be designed to support ABAAD in monitoring and evaluating the implementation status of its various programs; as well as assisting in the gathering of information regarding activity outputs and programs relating to the various programmes under ABAAD’s portfolio. 

    The online system must allow for quantitative data entry in two languages (English and Arabic) at district levels, covering all of ABAAD’s implementing centers: The Women and Girl Safe Spaces (WGSS), Men Centers (MCs), and Midway Houses (MWHs).  The system must also facilitate data management, analysis and and generation of reports, as well as fact sheets and dashboard data that presents trends on a defined period as per program needs.

     

    Context of the Assignment

     

    ABAAD, via its various centers and implementation sites across Lebanon, has vast data and information from multiple activities and services implemented and facilitated.  Therefore, systematization and centralization of all gathered and available data is necessary for the continued efficient work of the MEAL unit.  Hence, the availability of a user-friendly, web-based front-end and back-end interface will facilitate programme monitoring and evaluating on an organizational level; as well, as ensure the availability of an automated recovery plan for data and databases. 

    ABAAD’s shift towards an integrated online (web-based) management information system was based on an in-depth analysis of its current operations, data collection, storage, and retrieval practices and mechanisms; as well, as its M&E processes, tracking of project progress and communications among staff/departments/teams across various levels.  The analysis has resulted in the need to (1) gather and consolidate M&E tools used by various programmes to link multiple data points; (2) restructure MEAL systems and practices; (3) strategize to improve operations efficiently and effectively; (4) reduce and minimize efforts regarding the duplication of existing and available tools and databases; (5) improve and enhance collaboration and communication among different departments (field and programmatic); and (6) minimize and reduce use of paper [Going Green].  

    The proposed AIOMIS, to be available in English and Arabic, is intended to assist ABAAD’s senior management in making strategic programmatic decisions at various levels; as well, as identifying bottlenecks and foreseeing overall future trends that can assist in programme development. 

    Well defined data sharing protocols will be developed to ensure data protection and security; with access to data being hierarchical and its access depending and contingent on (a) type of data needing to be accessed/used, and (b) the staff accessing the data/information.  Regular maintenance of the AIOMIS will be scheduled to ensure minimization of bugs and glitches. 

    ABAAD’s MEAL Unit will provide and facilitate extensive trainings to staff at the field and programmatic levels on the shift to the automated and web-based portal; ensuring ease of data entry, collection, monitoring, and evaluation. 

     

    Purpose of the Assignment

     

    The overall purpose of this consultancy is to support the MEAL unit in improving its  current systems for managing the monitoring, evaluating, and overall performance information of ABAAD’s programmatic activities implemented across Lebanon, through the design and development of an integrated online (web-based) Management Information System (MIS).

     

    More specifically, the objectives of this consultancy are:

     

  • To define the requirements for an integrated online (web-based) Management Information System (AIOMIS) accessible to different stakeholders within ABAAD in two languages and with varying levels of access, to enhance the ability of ABAAD’s senior management  to track project progress and monitor results periodically.
  • To design and develop the system as a standardized tool for reporting and assessing performance, progress and outcome results for each project and to clearly define roles and responsibilities for system users.
  • To build the capacity of the relevant staff to manage the system on a sustainable basis through specific trainings, help documents and tutorials.

  •  

     

    ABAAD integrated online (web-based) Management Information System (AIOMIS)

    The consultant will support in developing a user-friendly MIS, accessible to different stakeholders, in two different languages (English and Arabic), and with varying levels of access and authority. The system must be designed to support all essential monitoring and evaluation tasks that are to be undertaken by the MEAL unit staff.

    The proposed new system will be a web-based platform that’ll include programme specific results frameworks and its logical models, key performance indicators (outcome and output performance indicators and their targets), and implementation plans; with the aim of tracking and reporting against achievements.  In addition, the platform will allow necessary data entry or importing of data from other information systems and data sources. The system would work both offline and online.

    More specifically, the AIOMIS should have the following functionality:

  • Planning - data entry and notifications system.
  • Monitoring – data entry, export in various formats (excel format specifically).
  • Reporting – geographical view, reports, graphs and ad-hoc custom reporting capability.
  • Role-based user dashboards that compile all data information, for easy-to-use data visualization and highlighting projects and tasks that require attention; and able to track measurements and progress of the project activities.

  • The system should also:

  • Have web-based front end data entry tools using appropriate and efficient web technologies as well as web-based querying tools for data retrieval.
  • Ensure data retrieval/exchange capability with other international systems and databases. 
  • Have relevant import / export capabilities to pre-designed templates or databases.
  • Display summary pages showing data from all available sources, aggregate statistics and summary visuals which highlight the projects’ progress and to present summary dashboards showing progress towards/against key indicators.
  • Allow users to compare data on activities, outputs, and outcomes with data on program spending and aggregated results against program indicators data.
  • Provide a database administration model, allowing for advanced user management, with a staggered set of privileges for different users as well as user authorization, tracking/authorizing changes to results hierarchy, database download, online backup and other necessary features.
  • Other Tasks:
    • Provide and facilitate trainings on developed system to key ABAAD staff on the usage of the platform. 
  • • Monitor platform and make necessary upgrades based on identified/reported bugs.

  • Assignment specifications

  • The consultant recognizes the mission/vision of the organization, the project goals and objectives.
  • Demonstrates understanding, and incorporates into practice, the various codes of conduct, values, ethics and standards practiced.
  • Is open to receive feedback and willing to make additional changes.
  • Maintains a professional conduct, including maintaining professional attire, is punctual and follows the set timeline, and being well organized and fully prepared for the training.
  • Understands and deals well with participants from different cultural backgrounds during the staff trainings.
  • Remains available for meetings & discussions with the management team whenever required and provides positive and constructive inputs.
  • Is ready to conduct the pilot before full implementation.
  • Is reputable with proven competency.
  • The consultant guarantees enough resources (financial, material, technical etc.) to sustain the project over the period of contract.

  • Deliverables:

  • Implementation plan of AIOMIS with proposed benchmark dates of completion.
  • Installation and quality assurance (QA) testing of a complete MIS system.
  • Technical and cost proposal with the currency in USD (dollars).
  • With details of technology stack and procurement requirements (Hardware/Software/Services) and Security.
  • Training plan, methodology and requirements.
  • Maintenance period of 1 year: (to define what services will be included in maintenance).

  • Time frame

     

    The assignment is for 40 to 60 full-time working days from the date the contract is signed. The assignment is expected to be implemented between June 2020 – April 2021.

     

     Required skills and experience

     

  • Interested individual consultant(s) or lead developer for consulting firms should hold:
    • At least a Master’s degree in IT, Information management, or another related discipline. 
  • • At least 2 to 3 experience in developing IT solutions and providing IT support and maintenance services;
  • • Proven professional experience in developing and managing databases within the non-profit sector;
  • • Proven professional experience in web technologies, including their development and deployment, and development of web-based information systems; and
  • • Good understanding of development results and Results Based Management Concepts.