Request for Proposal For External Consultancy Firm Management Information System (Mis)

Request for Information for External Consultancy Firm Management Information System (MIS) for MoY. Closing Date: 7 Nov 2024 Type: Consultancy Request for Information (RFI) To: Offerors From: Creative Associates International, Inc. Subject: Request for Information (RFI) USAID/TAP- RFI -003 Subproject #: External Consultancy Firm Management Information System (MIS) for MoY RFI Issue Date: October 20, 2024 RFI Closing Date: November 7, 2024 RFI Closing Time: 4:00 PM Local Time, Amman Time This is a request for Information. This is not a Request for Proposal (RFP) or Request for Application (RFA) and is not to be construed as a commitment by the USAID Technical Assistance Program (TAP) to issue any solicitation or Notice of Funding Opportunity, or ultimately award a contract or assistance agreement on the basis of this RFI, or to pay for any information voluntarily submitted as a result of this request. Background and Purpose Background USAID/ Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project that seeks to transform the organizational culture and improve the abilities within the Ministry of Education (MoE) and the Ministry of Youth (MoY) to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the USAID/ Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordans outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement. Purpose The purpose of this Terms of Reference (TOR) document is to invite proposals from qualified vendors for the development of a unified comprehensive Data Management Information System (MIS) tailored to the specific needs of the Ministry of Youth (MoY) and in alignment with the relevant strategies of the Government of Jordan (GOJ). The primary goal of this integrated platform is to support and streamline the daily operations both within the MoY and among its affiliated entities, including directorates, centers, youth cities, sports complexes, youth hostels, and camps. The modules of the MIS platform must be seamlessly integrated, allowing for efficient data exchange and transaction processing with primary governmental systems. Additionally, the platform should offer smooth integration with MoYs systems and notification channels, and provide robust support for mobile applications, and connectivity with the youth interactive portal (Shabab.jo), Furthermore, MIS platform should integrate with the Government of Jordans main systems and APIs as required by business needs. The scope of work covers the below: Enhanced data visualization to provide a clearer understanding of processes, applications and projects status. Optimization of the user experience to make the system intuitive and efficient. Ensuring regulatory compliance to protect sensitive data. Improving reporting and data export capabilities for informed decision-making. Enhancing system performance and scalability. Promoting data integration and coordination with external systems. Implement multiple channels for end users, including web, mobile, and APIs. Overview The Ministry of Youth (MoY) has several distributed supportive systems scattered across different technologies for departments. The main components include, but are not limited to, the following: Financial Affairs: The ANALYSIS System, an old legacy application using Oracle Forms technology covers some field financial transactions like expenses, advances, assignments, daily wages, extra work and rents Human Resources: Utilizing Excel sheets to manage employee records alongside a basic Payroll system for salaries which is not integrated with any other systems M&E: The SCREENS web application, eservices to manage the below in a simple way: Youth Centers Annual plan management Basic data management for ministry buildings Managing operations for Husseins camps Managing partner activities within NYS Managing documents related to King Abdullah II Award for Excellence in Government Performance and Transparency Administration Affairs: a correspondence system managing and archiving inbound and outbound messages using the ImageLinks platform, provided as a subscription service by MODEE (DIWAN) IT and Digital Transformation: Ministry Portal hosted by MODEE Based on the above information, the concept emerged to consolidate all supportive systems across multiple Ministry of Youth (MoY) departments into a unified platform for centralized data management, known as the Management Information System (MIS). Specifications The specifications section provides comprehensive guidelines and essential prerequisites applicable to all deliverables. Adherence to these specifications is mandatory for the seamless and effective implementation of the MIS project. Serving as foundational benchmarks, these specifications collectively define the framework within which the offeror must operate to ensure the projects success. Coordination The Contractor must proactively engage with the Institutional Development and Automation Lead in regular consultations, sharing progress updates, addressing concerns, and collectively strategizing to overcome any challenges that may arise during the development process. The success of the project hinges on the synergy between The Contractor and the Institutional Development and Automation Lead as they navigate government regulations, technological requirements, and the specific needs of the Ministry, Collaborative commitment includes: Regular Consultations and Progress Updates: The Contractor will actively participate in regular consultations with the Institutional Development and Automation Lead, delivering comprehensive progress updates. Document Accessibility: In support of effective coordination, The Contractor will ensure that all pertinent project documents are readily accessible to the Institutional Development and Automation Lead. Proactive Problem-Solving: The Contractor is encouraged to proactively identify and address potential challenges. Collaborative problem-solving sessions will be conducted with the Institutional Development and Automation Lead to explore innovative solutions and maintain project momentum. Open Communication Channels: To facilitate a smooth exchange of information, The Contractor will maintain open and transparent communication channels with the Institutional Development and Automation Lead. 2. Acceptance Criteria The acceptance criteria for the project are the predefined conditions and requirements that must be met for the project to be considered successfully completed. These criteria will be used to evaluate and validate the projects outcomes and deliverables. The acceptance criteria for the MIS project include: User Acceptance Testing (UAT): The MIS different modules will undergo rigorous UAT to ensure that it meets the defined functional and technical requirements. User acceptance is a critical criterion for success. Data Integration and Compatibility: The successful integration of the MIS with external systems will be a key acceptance criterion. Data integration must function seamlessly. Data Privacy and Security Compliance: Compliance with data privacy and security regulations will be closely monitored. System Performance and Scalability: The MIS must exhibit improved performance and scalability. Performance improvements will be assessed based on the systems behavior, transaction numbers, document sizing, database storage, and user numbers. Enhanced Data Visualization: The data visualization enhancements will be considered successful if they enable users to discern trends, anomalies, and patterns within data effectively. This is a critical aspect of the projects success. Optimized User Experience: User experience enhancements will be measured based on feedback from stakeholders, including end-users, to ensure that the system is more intuitive, user-friendly, and efficient. Effective Reporting and Export Capabilities: Success will be determined by the systems ability to generate reports and provide data in various formats, including Excel, PDF, TXT, and Word, while also improving the search mechanism for data retrieval, such as reports, KPIs and dashboard Smooth Transition and Knowledge Transfer: The successful transition of responsibilities, documentation, and source code to the ministrys technical staff, as outlined in the transition plan, is a critical acceptance criterion. 3. Training and Knowledge Transfer Training: Training Responsibilities: This section outlines the contractor responsibilities related to the training sessions, including venues, refreshments, materials, and other logistical considerations Training Venues: The contractor will ensure that the training venues are adequately equipped with necessary facilities, including seating, audio-visual equipment, and internet access Refreshments: The contractor will arrange for refreshments, including water, tea, coffee, and light snacks, during breaks. If the training session spans a full day, lunch will also be provided Training Materials: The contractor will supply all necessary training materials, including printed handouts, workbooks, and digital resources. These materials will be provided to participants at the start of the training se Tender Link : https://reliefweb.int/job/4103184/request-information-rfi-usaidtap-rfi-003-external-consultancy-firm-management-information-system-mis-moy