Summary
Date Posted: Wednesday, December 22, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Terms Of Reference (Tor) Consultancy For Provision Of A Monitoring, Evaluation And Learning Dashboard Solution
Reports to: Head of Monitoring, Evaluation and Learning
Location of project: Nairobi, or remote, with travel to Nairobi
Type of contract: Consultancy
Languages required: English essential, Swahili an advantage
Period of implementation: Three (3) months
1. Organizational Background
Hand in Hand works with marginalized communities in the areas of economic and social empowerment using a participatory approach aimed at helping people fight poverty and vulnerability. The Hand in Hand enterprise and job creation approach is based on a philosophy of self-help, providing training, skills, and support to enable people living in poverty, particularly women, to build and sustain independent, market-based, economic activities. This provides for a higher level of income for them and their families, which in turn contributes to greater food security, better education for children, increased access to healthcare, improved housing, and overall improved livelihoods. Hand in Hand Eastern Africa (HiH EA) is a registered NGO in Kenya and Tanzania and is part of the Hand in Hand global network. Hand in Hand International is a registered NGO in the UK, which provides fundraising, programmes, and technical support to its Hand in Hand network partners around the globe.
2. Background to the Project
Monitoring, evaluation, and learning is a crucial part of our work, holding us accountable to donors and target communities alike, and enabling us to learn and adapt to deliver the best we can with the resources available. In recent years, we have made significant progress in transitioning toward a digital MEL system. Most data from the field is now collected via mobile applications.
Operational data on activities and outputs (for example, number of Members trained, number of enterprises created or enhanced, number of jobs created) is collected via a bespoke app with case management capabilities that is directly linked to HiH EA’s Dynamics 365 MIS. All data collection tools within this app reflect the schema of the MIS and all data is automatically pushed to the MIS.
However, the same is not true for survey data on project outcomes and impacts (for example, revenue and profits, enterprise survival rate, Members’ financial resilience). This data, often referred to as ‘MEL data’,[1] is collected via Kobo Toolbox. It is stored on the Kobo server and is inconsistently backed up to local drives. This results in under-utilized data, missed learning opportunities, and a risk of data loss/misplacement.
Current data flows:
[1] Although this is a misnomer, as operational data is also a crucial source for monitoring, evaluation, and learning
Project stakeholders:
The following key stakeholders need quick access to reliable, consistent, and up-to-date operational and MEL data to drive adaptive learning and meet donor reporting requirements:
1. Hand in Hand Eastern Africa
a. Monitoring, evaluation, and learning (MEL) team
b. Operations team
c. Support services (ICT, Audit, Finance etc.)
2. Hand in Hand International
a. MEL Advisor
b. Grant Managers
c. Comms team
d. Fundraising teams
e. Program Finance team
3. Purpose of the consultancy:
4. To deliver this data access to the key stakeholders outlines above, the MEL and IT teams from HiHEA and HiHI wish to:
i. Configure the Kobo Rest API to connect HiHEA’s Kobo account to the MIS, to ensure backup and storage of all HiHEA survey data within the existing core system
ii. Utilise the PowerBI extension of the Dynamics 365 ERP, within which the MIS resides, to create project and programme results dashboards that can be accessed by remote users to get updates directly.
5. These terms of reference serve as a request for expressions of interest from consultants who are able to execute the above.
6. Scope of Work
7. In performing the assignment, the consultant shall:
a. Analyze the end-user needs of the key stakeholders
b. Define the system requirements
c. Project/Programme/Organizational reporting Power BI dashboards; develop a Power BI dashboard that consolidates and visualizes data from the digitalized MEAL reporting forms; the dashboard will show the progress of all project indicators; Impact, Outcome, Output, monitoring indicators for all programs and projects. For each project and programme, we want a programme customisable dashboard made up of the key organizational indicators and programme specific indicators, as well as financial and other relevant programme data. Power BI visualization dashboards will be easily accessed with permissions and utilized effectively to help HiH EA make decisions and develop insights into project and programme progress.
d. Integration of solution components: The integration includes the MIS, Kobo, digital data collection tools, analytics dashboard, as well as data migration as necessary.
e. Work with the MEL team in HIH EA, TZ, Sweden and HIHI iteratively to ensure that the solution will work for projects/programmes and aggregated reporting across projects for the organization
f. Build the internal IT capacity to manage and maintain the solution as required.
g. Provide advice and support on Knowledge management; data management policy; data migration issues; training and ongoing advice and support throughout the adoption of and maintenance of the new system.
8. Example project report dashboards:
9. Methodology
10. This piece of work will be delivered using an iterative development methodology, to allow Hand in Hand stakeholders early access to working prototypes and the opportunity to shape the final products based on user experience stories and feedback from actual use.
11. Using this iterative methodology, the consultant will design the system from end to end through the following phases, in a cyclical fashion, until a viable end-product is achieved:
i. Systems analysis: Analyse end-user information needs.
ii. Requirement definition: Refine project goals into defined functions and operation of the intended application.
iii. Systems design: Describe desired features and operations in detail, including screen layouts, process diagrams, pseudocode, and other documentation.
iv. Implementation: Bring the systems design to life.
v. Integration and testing: Pilot the systems, checking for errors, bugs, and interoperability. Gather user stories and feedback to refine / revise the systems analysis, requirements definition, and systems design.
12. Acceptance, installation, deployment: Once the systems have been thoroughly tested and refined, put them into production for real-world use and deliver orientation sessions for key stakeholders.
13. Deliverable
14. The deliverables shall include the following:
i. System analysis report
ii. Proposed design structure and layout based on the organizational MEL plan key indicators
iii. A fully integrated working MEL system (Kobo Toolbox, MIS, Power BI) easy to use, with clear navigation available.
iv. A fully working Power BI project dashboards - with user friendly Graphical User Interface (GUI) and a dashboard able to provide clear data analysis and reports.
v. A simple training manual for the system.
15. In support of the key deliverables, the Consultant will produce a work plan agreed with the HIHEA team detailed enough to accurately gauge progress and work quality.
16. Duration of the Assignment
17. The successful consultant will be expected to undertake this assignment on a full-time basis, for completion within 3 months.**
18. Qualification
19. The consultant is required to have the following qualifications and experience:
i. Have a minimum of 5 years’ experience working on digital MEL systems for not-for-profit organizations, ideally in Eastern Africa.
ii. Excellent knowledge of MEL, Knowledge Management and MIS systems and processes, with ability to think both strategically and operationally around the implementation or appropriate tools, processes, and strategies.
iii. Solid understanding of Microsoft Dynamic 365, ERP and associated applications.
iv. Excellent analytical, detail-oriented, presentation and problem-solving skills
v. Experience in developing data visualization tools/dashboards using Power BI
vi. Has skills and experience to design and develop digital forms using digital app and systems like Kobo Collect and ODK Collect, ability to design and implement v1/v2 Kobo Toolbox APIs for both internal and external data access.
vii. Track record of capacity building and change management around systems, processes, and analytics
viii. A university degree preferably in Information Management, Monitoring and Evaluation, Information Engineering with substantial hands-on technique.
ix. Native or near-native fluency in written and spoken English is a must; fluency in Kiswahili would be an advantage.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Submission of proposals
Consultants are invited to submit proposals tailored to the outlined requirements, comprising of:
• Technical proposal (max. 3 pages)
• Work plan (max. 1 page)
• Examples of data dashboards you have previously created (min. 3 examples) Financial proposal with clear cost projection
• CVs for the suggested team (max. 2 pages per CV)
Deadline for submission of proposals is 7thJanuary 2022. These should be submitted via email to: procurement@handinhandea.org.
For more information about Hand in Hand Eastern Africa, please visit: https://handinhand-ea.org/; and for Hand in Hand International, please visit: http://www.handinhandinternational.org/.

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