To address these challenges, ICS SP seeks to develop a centralized, web-based Integrated Database Management System (IDMS) that will enable:
Automated data aggregation and analysis across projects and departments.
Seamless API integration with existing data sources (MS Dynamics, Kobo Collect, Microsoft or/and Google Forms, and others) to enable real-time data collection and reduce manual data entry.
Real-time monitoring and visualization for data-driven decision-making through interactive dashboards that provide insights at multiple organizational levels.
Secure, role-based access management for data protection and compliance, ensuring users have appropriate permissions based on their roles.
A structured data hierarchy that allows for tracking and analysis from the project level to regional and organizational overviews, improving comparative performance evaluation.
Results tracking through outcomes and indicators, directly linked to financial data, allowing ICS SP to measure program effectiveness against budgetary allocations.
ICS SP invites qualified consultants, firms, or individuals to develop this system and provide training for ICS staff to ensure effective usage and maintenance.
Objectives
Develop and install a secure, web-based database system with an interactive dashboard aligned with ICS SP’s indicators and reporting needs.
Integrate the new system with existing data sources (MS Dynamics, Kobo Collect, Microsoft/Google Forms, and others) via API connections to allow seamless data flow between platforms.
Develop standard procedures and guidelines for database maintenance and security.
Improve staff competence through comprehensive training on database use, visualization, and reporting.
Ensure GDPR compliance and secure user access control mechanisms to protect sensitive data.
Establish a multi-level data structure, ensuring that data can be filtered and analyzed from project-level granularity to regional and organization-wide perspectives.
Implement results tracking that links performance indicators to financial records, providing deeper insights into cost-effectiveness and program impact.
Scope of Work
The consultant is expected to propose a practical and scalable approach for designing and implementing the IDMS, covering the following tasks:
Database System Development
Conduct a detailed review of ICS SP’s current data management tools and processes.
Propose an efficient and effective database platform that aligns with ICS SP’s needs.
Develop a structured plan addressing:
Database architecture, functionality, and data standards.
Data security, access control, and user roles.
API-based integration with third-party data collection tools (KOBO, Microsoft/Google Forms, MS Dynamics, etc.) to enable automated data transfer and reduce redundancy.
Real-time data visualization and interactive dashboards, allowing users to filter data at project, regional, and organizational levels.
Performance tracking linked to financial reports, ensuring budgets and expenditures align with measurable outcomes.
Install and test the web-based database management system.
Standard Operating Procedures (SOPs) & Documentation
Develop a Standard Operating Procedures (SOP) manual, covering:
Data entry, cleaning, and validation protocols.
Data aggregation across projects, countries, and regions.
Secure data storage, backup, and disaster recovery plans.
GDPR compliance and user access control.
Create user-friendly documentation to support future maintenance and scaling.
Training & Capacity Building
Conduct training sessions for ICS SP staff on:
Data extraction, transformation, analysis, and visualization.
Report generation and automated workflows.
System administration and security best practices.
Provide post-implementation technical support and troubleshooting.
Deliverables
Fully functional, web-based Integrated Database Management System with dashboard and reporting capabilities.
API integrations connecting the system to existing data sources (Kobo Collect, Microsoft/ Google Forms, MS Dynamics, etc.) to streamline data collection and minimize manual input errors.
Comprehensive SOP manual and technical documentation.
Training workshops and knowledge transfer sessions for ICS SP staff.
Recommendations for long-term system sustainability and scalability.
A structured multi-level workspace, enabling analysis from individual projects to nationwide and regional summaries.
A results-tracking framework that integrates outcomes, indicators, and budgetary data to support financial and impact reporting.
Technical Evaluation Criteria
ICS SP will evaluate proposals based on:
Understanding of the TOR and proposed approach.
Compliance with functional and technical requirements.
Cost-effectiveness and long-term maintenance plans.
Flexibility to accommodate future data modifications.
User-friendliness, data protection policies and security measures.
Proven experience in developing similar systems with references or case studies.
Apply via :
icsro@icsafrica.org