Developing a Data Management Consultancy – 360 Campaign

Project’s Objective:

The objective of this consultancy is to build a data management system that document and track data of the implemented trainings, as well as, data of participants. and trainees. The service provider should have the capacity to have had established data management and reporting systems, and has the human resources which can be allocated to designing the data structures, responding to any dynamic changes of entering and documenting this data, and finally, in enabling analysis systems for the entered data periodically, and generally.

Project’s Background:

360 campaign was established as a platform for promoting healthy comprehensive social norms and required behavioral changes around the optimum family size, values, and habits related to social relations affecting family formation, reproduction, and gender roles. The campaign will use both media and community mobilization to raise awareness and expand engagement among target audiences on the three transformative results, using a T.V. drama series as the central component.

Multimedia-related activities that are part of the 360 campaign will include mass media (radio spots and public area branding), online platforms, and social media, which will be carried out simultaneously. Community mobilization will entail capacitating a cadre of community, social, health educators, and young people to disseminate awareness, information, and knowledge around the key messages of the TV series, across Egypt’s governorates at the community level, to complement the airing of the series, ensuring active community engagement. A community-training package that is meant to unify the messages to be tailored for different audiences (such as different age groups, socio-economic backgrounds, etc.) will be used. The program’s target groups are women, youth including persons with disabilities, rural communities, migrants, and people affected by emergencies.

Data Requirements:

The Monitoring & Evaluation (M&E) reporting mechanism should include the following points:

• The mechanism should include information about the type of training type; whether it is a Training of Trainers (ToT), Training of Peers (TOP) etc., and trainees’ data such as name, age, sex, ID, nationality, educational level, governorate, village, training place etc.
• The reporting mechanism should contain the list of the activities types such as community sessions, story-telling, origami, handcrafts, arts, theaters, sports, and other activities, in addition to information regarding their reached beneficiaries such as name, sex, age, nationality, governorate, village etc.
• Forms for pre-test and post-test forms and calculating the results automatically
• Training evaluation forms.
• Different users with different levels of authorizations.
• Offline data entry.
• Generating analytical descriptive reports in different formats such as word, excel, PDF, with different segregations such as sex, nationality, governorate, year, themes, donors etc. in addition to a dashboard (a map dashboard if available).
• Upload scanned attendance lists for verification.
• The mechanism should also allow adding additional users; along with their different authorizations
• Download data in different formats (XLSX, XML etc.).
• The M&E reporting mechanism must be optimized for computers, tablets, Mobile phones (Android and iOS).
• The M&E tool to work with any browser (Google / Microsoft Edge / Microsoft Internet Explorer / Mozilla Firefox / Opera / Safari etc…).

The following advanced M&E requirements should be added as separate items along with their costs if they are applicable: 

• A report generating mechanism to develop customized reports by our team.
• A form builder to build customized data entry forms by our team.

IT Requirements:

• The M&E Reporting Mechanism should support both languages (Arabic and English)
• The M&E Reporting Mechanism should be secured to protect the user data privacy and platform susceptibility to hacking or other violations
• Ability to configure a dashboard to show various types of reports (e.g., graphs, charts, standard reports).
• All actions done by users on the M&E Reporting Mechanism either PC, Laptop, Smartphone mobile or tablet should be tracked on analytics for optimization and future update of the M&E Reporting Mechanism
• The mechanism support graphical reports (bar charts and pie charts)
• To be able to report on (Test / Quiz results / Survey responses / Active or inactive users)
• Separate all results by (village, district, governorate, sex, age, nationality, dates, etc.)
• Export all data to as XLS, CSV, PDF, DOCS and HTML
• Provide the capability to store scanned forms, MS Word documents, PowerPoint, PDFs, etc.
• All required log records will be maintained for a minimum of ninety (90) days
• All required log records will be kept physically and virtually secured to prevent tampering;
• Certain administrative changes to the Services (such as password changes, addition and removal of accounts and roles, and addition of custom fields) will be tracked in a “Setup Audit Log” available for viewing, download, and local storage by mechanism administrators.
• Vendor shall take reasonable measures to mitigate the cause of any Data Breach and shall take reasonable corrective measures to prevent future Data Breaches. As information is collected or otherwise becomes available to Supplier, Supplier shall provide information regarding the nature and consequences of the Data Breach that are reasonably requested to allow to notify affected individuals, government agencies and/or credit bureaus.
• Data at rest, including any backups of Data, will be encrypted according to industry standard best practices where necessary and agreed at a minimum, 256-bit symmetric encryption and minimum 2048-bit RSA keys.
• Vendor will support Identity and access management standards such as SAML, OAuth, OpenID Connect in order to make authentication and authorization decisions.
• M&E Reporting Mechanism data is and will at all times remain the property of Etijah and its partners. Supplier will ensure that all data made available by Etijah and its partners to Supplier or any of its Affiliates or Subcontractors will, by appropriate technical means, be kept strictly separated from Supplier’s data and data of any other client of Supplier or Supplier’s Affiliates’ and Subcontractors’ clients.
• Supplier will perform both internal and external vulnerability scanning and application scanning. Quarterly external scans and annual penetration tests against Production Environment.
• Supplier will maintain a written business continuity and disaster recovery plan.
• The vendor will maintain a written information security program that includes policies, procedures, and controls governing the Processing of Data. The Information Security Program will be designed to protect the confidentiality, integrity, and availability of Data by using a multi-tiered technical, procedural, and people-related control approach in accordance with industry best
• The vendor will not process M&E Reporting Mechanism Data in any manner other than as permitted or required by the Agreement/contract between Supplier and Etijah and its partners.
• The supplier will maintain a formal mechanisms development lifecycle that includes secure coding practices against OWASP and related standards, and will perform both manual and automated code reviews.

Customer Support SLA:

The Maintenance Customer Support policy should include:

1. Maintenance contract included for the first year in the offer and two extra years to be included as an extra Add-on cost service
2. This Service Level Agreement applies to all mobile application web components (browser, domain, external services, plug-ins, servers, technology, etc.)
3. The maintenance contract to include receiving updates for the mobile app, i.e. new features and capabilities.
4. Tech support and maintenance issues, including email inquiries.

1. Response times should not exceed 24 hours within the time of the ticket opening.
2. End User Support – Email and Phone

• Dedicated and Onsite Support

1. Escalation process & policies.
2. Acceptable Number of Hours of operation support should be provided by the vendor.
3. Reporting and communication channels that will be used to keep the customer informed about the status of the service.

• Security and data protection measures that will be in place to protect the customer’s data.
• The website will be available to customers at least 99.9% of the time during any calendar month.
• Responsibility matrix to be included by the vendor for a clear communication channel between Etijah and the vendor.

 If the vendor fails to meet the performance targets or doesn’t provide the support as per the SLA mentioned in the contract, there will be a deduction from the contract as per Etijah’s signed Long Term Agreement (LTA) with the vendor or cancellation of the contract.

Users, roles and workflow logic

Roles and capabilities:

1.  Post only: (Trainers)

1. Can record forms, edit and delete forms before approval
2. CAN NOT delete forms with the status “activity submitted”, “activity rejected”, ”activity closed” or “activity approved”
3. Is able to consult reports about their own forms

1. Supervisor: (IP FPC = Implementing Partner Focal Point in Charge)

1. View all forms with the status “activity submitted” of their users under his/her supervision
2. change the status to “activity approved”
3. change the status to “activity rejected”
4. Is able to consult reports about their subordinates’ form, IP wide.

1. Level 1 IP Managers: (IPs Staff)

1. View all forms with the status “activity approved” of their assigned groups.

1. Level 2 Managers: (Level 2 Staff)

1. View all forms with the status “activity approved” of all IPs groups

Qualifications:

• Relevant experience: in designing and implementing M&E tools for similar projects or organizations. The vendor to include references and case studies to assess their track record.
• Technical expertise: The vendor to demonstrate by proofs experience in designing and implementing M&E tools, including data collection, analysis, and reporting. Requiring certifications or other proof of technical expertise.
• Understanding of the project scope: The vendor should demonstrate a solid understanding of the project and organization’s goals, objectives, and stakeholders. To ensure that their M&E tool is tailored to our specific needs and will provide meaningful insights.
• Data management and security: The vendor should have experience managing and securing data, including best practices for data storage, backup, and protection of sensitive data.
• Collaborative approach: vendors who are willing to work collaboratively with our team to design and implement the M&E tool. This includes regular communication and feedback, as well as a willingness to adjust based on our inputs.
• Budget and timeline: Ensure that the vendor’s proposed budget and timeline align with your requirements and expectations. The vendor to provide a detailed project plan with milestones and deliverables.
• Training and support: The vendor should be able to provide training and ongoing support to our team on how to use the M&E tool effectively and efficiently.

How to apply: