Tenders are invited for Hiring an Individual Consultant / Firm to Strengthen the ECD Mapping System and Digitizing the ECD Book and National ECD Standards. Location: Kigali Deadline: Friday, 01/05/2026 17:00 Background and Context The National Child Development Agency (NCDA) is responsible for coordinating and monitoring Early Childhood Development (ECD) services across Rwanda. NCDA currently manages an ECD Mapping System containing information on approximately 32,000 ECD centers across the country, including geographic location, enrollment, caregiver profiles, WASH indicators, and other operational data. Updates are currently managed primarily by District ECD Focal Persons, while many operational records at ECD center level remain paper-based, including the ECD book used to track children and family information. NCDA now intends to modernize and expand this digital ecosystem by digitizing the ECD book and the ECD standards compliance process to improve monitoring, reporting, supportive supervision, and service quality improvement. In parallel, the Government of Rwanda has established a strong policy and standards framework for ECD, including the ECD Policy, implementation arrangements, and ECD Minimum Service Standards Guidelines. Building on the 2023 national ECD mapping exercise completed by NCDA in partnership with CRS and UNICEF, this assignment seeks to strengthen the existing online ECD mapping platform through targeted system enhancements, structured workflows, dashboards, and interoperability readiness. The revised system is expected to support timely access to standardized ECD service information, facilitate quality assurance and self-assessment, and improve decision-making at national and decentralized levels. To this end, with technical and financial support from CRS, NCDA seeks to engage a qualified consulting firm or individual consultant to strengthen the existing ECD Mapping System and digitize the ECD book and National ECD Standards into a more functional, user-friendly, and scalable digital solution. 2. Purpose of the Assignment The purpose of this assignment is to strengthen the existing online ECD Mapping System by digitizing the National ECD Standards and the ECD book, developing dashboards, improving workflows, and building user capacity. The assignment will also enhance the systems architecture and functionality to support interoperability with relevant national systems and improve routine use for planning, supportive supervision, verification, and accountability. 3. Objectives of the Assignment 3.1 Overall Objective To strengthen and extend the existing ECD Mapping System through targeted functional upgrades, improved data structures, dashboards, and digitized workflows for the ECD book and ECD standards compliance monitoring. 3.2 Specific Objectives The specific objectives of the assignment are to: Assess the current ECD Mapping System and define technical and functional requirements for the upgraded solution; Digitize the ECD book into a simple, user-friendly format suitable for caregivers and supervisors; Digitize the National ECD Standards into structured workflows that enable self-assessment, verification, classification, and supportive supervision; Strengthen core system features, including data model, workflows, dashboards, user roles, administration, and interoperability readiness; Test, refine, deploy, and pilot the upgraded system with selected users; Build the capacity of NCDA and relevant sub-national users to operate, manage, and use the system; and Provide complete technical documentation and handover to support Government ownership and sustainability 4. Scope of Work 4.1 Review of Existing Systems and Requirements Definition Review the current ECD Mapping System, including its ArcGIS-based structure, databases, user workflows, and hosting environment; Review the current paper-based ECD book and National ECD Standards tools and processes; Identify key system limitations, opportunities, and requirements for enhancement; Consult NCDA, CRS, and other designated stakeholders to validate user needs and business processes; and Produce a detailed technical and functional requirements specification. 4.2 Digitalization of the ECD Book Review and simplify the structure of the current ECD book for digital use; Design user-friendly digital forms and workflows appropriate for caregivers and other frontline users; Ensure that the digital ECD book captures the required information on children, parents/guardians, attendance, development monitoring, child wellbeing, and other relevant operational records; and Ensure the interface is adapted to users with limited digital literacy. 4.3 Digitalization of ECD Standards and Compliance Monitoring Digitize the National ECD Standards into structured forms, workflows, and validation logic; Develop a compliance monitoring module that supports: initial data entry, verification and validation by authorized users, classification of ECD centers by compliance level, and identification of key gaps requiring improvement; Configure user-centered workflows for self-evaluation, supportive supervision, and quality assurance aligned with the ECD Standards; and Ensure the module supports practical use at national and sub-national levels 4.4 System Development and Enhancement The bidder may propose either: Option 1: System Enhancement extend the existing ArcGIS-based ECD Mapping System to integrate the digital ECD book and ECD standards module; or Option 2: Modular Development develop a separate but integrated module for the digital ECD book and ECD standards monitoring, linked to the existing mapping platform. In both cases, the proposed solution must: Preserve compatibility with the current ECD Mapping System; Support appropriate user roles and permissions; Strengthen data structures and system administration features; Include dashboards and reporting functions for NCDA monitoring; Support interoperability readiness with other relevant national systems; and Be scalable for future expansion 4.5 Dashboards, Analytics, and Reporting The firm shall: Develop dashboards for monitoring ECD service coverage, ECD book usage, compliance levels, and key gaps; Generate reports suitable for national, district, and other authorized users; Ensure dashboards are practical, decision-oriented, and easy to interpret; and Configure data export and summary reporting functions. 4.6 Prototype, Testing, and Demonstration The firm shall: Develop a working prototype of the proposed solution; Demonstrate the prototype to the evaluation committee and respond to technical questions; Refine the solution based on feedback from NCDA, CRS, and other stakeholders; Conduct system testing and user acceptance testing; and Adjust the solution based on test findings and user feedback 4.7 Deployment, Capacity Building, and Handover The firm shall: Support deployment of the final solution in the approved hosting environment; Train Caritas, NCDA technical staff, District ECD Focal Persons, and other designated users; Provide system administration orientation; Submit complete technical documentation, user manuals, and architecture documentation; and Support final handover to NCDA. 5. Key Functional Requirements At minimum, the proposed solution should: Support digital capture and management of ECD book data; Support standards compliance assessment, verification, validation, and classification; Support role-based access and workflow management; Generate dashboards and management reports; Allow integration or interoperability readiness with other Government systems; Be user-friendly for low digital-literacy users; Support secure data storage, audit trail, and backup arrangements; and Be scalable for future expansion to lower administrative levels and broader user group 6. Expected Deliverables The selected firm shall deliver, at minimum, the following: Inception Report Including assignment understanding, methodology, technical approach, work plan, staffing plan, and risk management measures. Technical and Functional Requirements Specification Including system architecture, workflows, proposed enhancement/development approach, user roles, dashboards, and interoperability considerations. Working Prototype A functional prototype of the proposed solution for demonstration and technical review. Draft Enhanced System Including the digitized ECD book, ECD standards compliance module, dashboards, and integrated workflows. Testing and Validation Report Including system testing results, user feedback, revisions made, and readiness for deployment. Final Functional System A fully configured and approved solution integrated with or linked to the existing ECD Mapping System, as applicable. Training and Capacity Building Package Including training materials, attendance evidence, and user/admin orientation records. Technical Documentation and Handover Package Including technical documentation, codebook, system architecture, user manuals, and handover report. Tender Link : https://www.jobinrwanda.com/job/tender-notice-hiring-individual-consultant-firm-strengthen-ecd-mapping-system-and-digitizing
