Terms of Reference for Development of M&E System

Terms of Reference for Development of M&E System

The National Organization of Peer Educators (NOPE), is a Kenyan non-governmental organization (NGO) registered in year 2001. NOPE is a leader in HIV/AIDS prevention, sexuality education, reproductive health and Strategic Behavioural Communication (SBC). NOPE uses a combination of communication channels including peer-centred approaches.

Formed in 2000 by peer educators and trainers in the USAID-funded FHI/IMPACT project, the National Organization of Peer Educators (NOPE) was registered as a national NGO in 2001 and received international mandate in July 2007. NOPE has wide experience and a growing reputation as a leading organization in workplace and youth HIV/AIDS and reproductive health programming in Kenya and the East African region.

NOPE has its headquarters in Nairobi and field offices in Mombasa, Malindi, Voi, Nakuru, Narok, Limuru, Kajiado, Kisii and Naivasha. The organization’s services are not however limited to these geographical areas and are available to organizations across Kenya and in Africa.NOPE is making progress towards unity of data and comprehensiveness of the programs reporting. However the reports continue to fall short of presenting a complete picture of the entire NOPE programs including the NOPE Institute. The need for this system is to strengthen the Institution monitoring and evaluation (M&E) system, increase access to real-time data and predictability of reports generated in NOPE.

The first components of the system should be focusing in data collection with consideration of all main tools used in programs, individual’s deliverables and donor requirements. The system should be centralized with a flexible database to accommodate growth for the next decade or later. In the same consideration administration components of the program will be key in compilation of final reports and data flow chart. NOPE is in constant growth and the capacity of identified NOPE staff should be built to a level that they can adjust the system to accommodate growth. NOPE management is in pursuit of a paperless future in conservation of the environment and this should be a visible advantage of the system once it is implemented.

Total advantage of internet technology, cloud computing and virtual technology should be utilized while developing the system, this is shall not in any way stop the architect’s innovation or creativity.

This is a NOPE project and will be coordinated from the Monitoring and Evaluation officer’s office, with involvement of the entire NOPE staff.

B. OBJECTIVE OF THE ASSIGNMENT
The objectives of the assignment are to assist the NOPE programs and staff to:
Document comprehensively the entire program components and activities including financials
Based on best practices and needs, prepare the technical and functional specifications and system architecture for the NOPE M&E system
Review and comment on: NOPE M&E tools; NOPE periodical and donor reports and
(if appropriate) Workplace technical scoring scheme (CWPP); backup measures; PE standards requirements for application software development and other matters of hardware needs;
Conduct briefings and presentations to Management and staff, as required and appropriate; and
Assist the M&E Department in supervising and managing the systems implementation.

C. SCOPE OF WORK
To fulfill the above objectives, NOPE is seeking to engage a consultant to work with NOPE staff and implement an M&E information system. NOPE team will comprise of 1 management representative, 2 IT staff, 2 program staff, and 1 M&E expert who takes the team leadership. The consultants’ duties and responsibilities will include but will not necessarily be limited to the following:

(i)Develop and document a comprehensive Information Systems Architecture for M&E system required to be put in place to support NOPE programs and the NOPE Institute. The consultants would be expected to develop M&E system architecture for NOPE in the context of the relevant functional processes and all departments responsible for the determined processes. To accomplish the consultants will:
a)Develop and document an comprehensive understanding of the fundamental business processes associated with NOPE programs; Planning, implementation and reporting
b) Considering international best practice, identify, describe and document the information needs and information flows associated with various business functions and processes;
c)Discuss with the NOPE team regarding NOPE M&E functions and needs for Planning, implementation and reporting.
d)Review and document the current CRM system capabilities, including hardware and software available, in-house servers, resources, staff skills, status of current application systems and assess how well they can serve the new M&E system processes.
e)Identify a portfolio of computer applications that will be required to be put in place to support the M&E system, with a description of:

(a) the primary data base(s) which will be required, their linkages and interfaces;
(b) the volumes, frequency and mode of data transfer between various processing clients or servers;
(c) the ownership, location and distribution of M&E system ;
(d) system security requirements;
(e) modules for planning, data entry, analyzing and reporting ;
(f) dedicated modules to handle monthly, rolling, short-term (one to three months) and longer-term (three months to end of year) targets ,forecasts, budgets v/s work plans and activities updates and corresponding estimates of the resulting cash expenditures;
(g) built-in analytical tools to offer trend analysis of various programming elements;
(h) Integration requirements with future systems (a mySQL based website, a MsSQL based CRM and 2 MsOffice based systems) and other potential systems including HRMIS (Human Resource Management Information System), DMFAS (Grants Management Financial Analysis System), Procurement Information system and Enterprise Management Information system;
(i) requirements for software licenses and other matters of intellectual property rights;
(j) Application development tools and data modeling tools;
(k) The nature of communications networks required to link regional offices with the headquarters (as required) and local area networks required at the headquarters and regional offices;
f)Develop a Training Plan and costs. The NOPE staff will require the development/upgrading of their in-house data processing organization and capacity to develop, maintain and operate the various operations envisaged above. The consultants would accordingly analyze the existing resources and capacity and develop and document a plan to upgrade NOPE staff as required that would be able to service the informatics needs;

(v)Prepare an Implementation Strategy. The consultants would be required to develop and document an implementation plan for systems development, set priorities for systems development based on the strategic objectives and ICT opportunities identified by management; and specify tentative implementation schedules based on resource availability and absorptive capacity. This would include a schedule for phased acquisition of equipments, and application software development, training plan and a migration plan from existing systems, technologies, as applicable.

D. MONITORABLE INDICATORS OF PERFORMANCE / DELIVERABLES
Signed Acceptance of the Terms of reference by NOPE and the Consultant
Clear work plan on specific dates
Complete documentation for the system architecture
Phased implementation plan
Complete dummy for pretest
Pretest report and recommendations
Running M&E system implanted in NOPE offices
Sign off report

Please send your details including consultancy fee and contact details of three related referees, to The Human Resources & Administration Manager, National Organization of Peer Educators (NOPE) to HR@nope.or.ke. We regret that only short-listed consultants will be contacted.

Closing Date: August 18, 2010