TASHAROC Programme - Terms of Reference : Developing the Software for a Monitoring, Evaluation and Learning system for the Regional Council of Tangier-
Tétouan-Al Hoceïma and the Regional Agency for the Execution of Projects
TASHAROC is a two-year programme based in Tangier and is funded by the UK Foreign & Commonwealth Office to support the Tangier-
Tétouan-Al Hoceïma (TTAH) Regional Council (RC) in the regionalisation process.
As part of the programme, TASHAROC will provide capacity building and technical assistance across a range of areas in support of the RC’s mandate.
It is structured around the following three key areas :
1) Strengthening the capacity of regional government bodies, primarily the TTAH RC
2) Providing support to the regionalisation process, particularly on implementation and monitoring of the Plan de Développement Regional (PDR)
3) Convening opportunities for more effective dialogue and collaborative working between regional stakeholders (e.g. government institutions, civil society, media, private sector and citizens).
The RC is an elected local body governed by public law and is, according to Organic Law 111-14, in charge of various development areas in the region.
The RC of the TTAH region is one of the 12 regional councils of Morocco that constitute the first administrative division in the framework of advanced regionalisation.
The Regional Agency for the Execution of Projects (AREP) is a new agency set up in 2017, whose mandate is to take over the role of central agencies in funding regional development projects.
It is designed as the executive arm of the regional councils to deliver the PDR projects.
Plan de Développement Régional (PDR)
The RC must develop and implement a six-year PDR, which includes a diagnostic of regional development priorities and must conform to national policies and strategies.
The PDR was finalised and approved by the Regional Council on 25 April 2017. The PDR lists 45 individual programmes. These are graphically presented in the PDR as falling into the following technical areas : Increasing the Attractiveness of the Region, Economic Competitiveness, Social Development and Valorisation of Tangible & Intangible Assets.
Monitoring, Evaluation and Learning (MEL) Software of the PDR for AREP
The RC does not have the software for a MEL system to monitor, evaluate, and learn from its performance with regard to PDR projects.
As part of its ongoing support to improving processes and operating structures, TASHAROC intends to support the RC and AREP in developing a MEL strategy, plan, tools and guideline documents with a view to establishing a solid MEL system, primarily for PDR projects since this is the mainstay of the two institutions’ project management work.
The software for the MEL system will therefore be related essentially to the PDR but will cover, on a broader scope, objectives and indicators, data sources, data collection, analysis, reporting and evaluating, budget, impact assessment and learning.
This will enable it to be utilised for other project management related activities beyond the PDR if required at a future date.
Scope of work
The scope of the 2017-2022 PDR, its results-based approach, complexity and duration, make its execution to be delivered on time with the required quality, a real challenge.
Its implementation therefore requires very close steering and monitoring.
For this purpose, and as part of its technical support to the RC and AREP in the implementation, follow up and forthcoming review of the PDR, and alongside the development of a MEL system for the PDR, the TASHAROC programme seeks to hire a Consultant to develop the software for the aforesaid MEL system.
This software will assist the RC / AREP in measuring in real time, the degree to which their interventions in the region under the PDR have achieved their planned results and automatically generate performance dashboards for results-
based and implementation-focused reporting. It will also provide the RC / AREP with a consolidated data management system showcasing PDR project progress and offer them paths for learning and making improvements, in addition to helping them leverage and enhance their institutional memory.
The Consultant will provide the RC / AREP with the software able to track all the information about the data gathered and to create diagrams, dash boards, and extract reports as necessary for offline reporting and discussion requirements.
The software should have a user-friendly interface, the formulas should be automated, and the alerts should be up to date.
The expected software should :
provide all stakeholders involved in the piloting and execution of the PDR, the appropriate information in the form required, anywhere and in time, to accomplish their respective roles effectively
enable effective monitoring, in real time and at all times, budget achievements and more particularly, the progress made in terms of obtaining results from different projects, thus making it possible to report and serve the reporting needs to be addressed to different stakeholders
examine the progress made towards the expected results, and reflect at all times the deviations from the set targets, and provide forms of alerts against any deviation from these objectives
allow the uploading and downloading of a large amount of information (data, photo-documentation, various reports) so that users are able to create new workstreams, dashboards and files
allow the scanning and storage of all kinds of documents in a publication and storage area so that information can be safely kept and accessed
utilise stable and secure operating platforms that balance cost, usage and accessibility to the user and for updates (see specifications below), and conform to robust standards of cyber-security
enable at any moment access to different types of data and the development of dashboards designed for each level of decision making
At the request of the target users, allow, with the maximum possible flexibility, to cross check data for specific scenarios.
The software must be flexible to adapt at any time to any changes to the PDR content during the intervention phase, programming or any other changes that may occur especially during mid-
term review of the PDR, and have capacity to be extended beyond PDR usage should the RC and AREP require this in the future.
The Consultant will be expected to work closely with the Consultant hired to develop the MEL system, in order to ensure compatibility of all MEL elements for the RC and AREP.
AREP’s software requirements
Web Server Nginx
The structure proposed by the Consultant should be compatible with the infrastructure above.
Technical requirements of the expected software
Modules for a Complete Integration
Multifunction and numerous tabs on the intranet.
Possibility of exporting the dashboards in Excel and Word format
Secure access by password
Capabilities defined at a module, process and data level
Details of the Services and Deliverables expected
The expected Services and Deliverables are detailed below :
Phase 1 : Analysis of existing and required needs
This phase consists of analysing the existing system (semi-automated Excel tables developed by the MEL Consultant) and the existing IT infrastructure, as well as better understanding the needs of the RC and AREP as well as identifying key users of the expected software.
A concise report on the existing assets and future users’ expectations
List of key users of the software and the customisation required for different users
Phase 2 : Design
During this phase, the Consultant is expected to design the expected software structure and functions. The Consultant’s mission will be to ensure :
Adaptation of existing data structures
The setting of management rules
The development of modules
The development of different screens, tabs, menus, documents, status and the sequences of multiple screens or menus, testing that the new design is functioning correctly
What ongoing IT support will be needed to ensure smooth running of the software
Documentation of the configuration and installation of the software
Documentation for the software’s operations, backup, and recovery
Data format outline for the Interface requirements
Descriptive document for each interface including the technical and operational aspects
Phase 3 : Pilot
The Consultant must perform all the necessary tests to ensure the proper operations of each expected software function and to ensure that the components interact properly with each other, before proceeding to the next phase where existing data will be integrated into the software.
The Consultant’s mission will be to :
Set up a plan for testing
Preparatory document containing the list of the tests to be conducted
Report of the test results, including all the tests planned and the problems encountered, with recommendations / solutions
Phase 4 : Integration of existing data
This phase aims to integrate existing data into the new software once its primary functions have been tested and validated.
It is important to specify the following :
The definition of the data to be added, which will have to be the subject of a dedicated workshop with the managers of the Monitoring and Evaluation Unit and the AREP IT specialists
Data for migration will be provided by AREP
Realisation of tests to ensure the smooth transfer of data
Phase 5 : Training
Before the training, the Consultant will have to hold a workshop to define with AREP the rights and authorisations for each category of users.
Training will cover all aspects concerning software technologies, configuration, authorisations, data entry, editions, alert management, data import / export, records management, statistics, etc.
The Consultant should : Develop a User Manual
Develop a User Manual
Design and implement training sessions for all identified users to ensure they understand the system
Train IT staff to follow up the software.
All the key users, at least 20 people, will be involved in the training. The duration is to be proposed by the Consultant.
The training will take place in Tangier, at AREP’s Conference Room.
Administrator Manual (installation procedure, system administration, backup and recovery procedures).
Phase 6 : Deployment and follow up Assistance
The Consultant will be expected to be on hand for follow-up support and maintenance once the software is fully operational.
During this six-month fixed period of assistance after the deployment of the new system, the Consultant will have to assist the users in the operation of the new system.
Assistance will be provided to the users at AREP Headquarters. The number of assistance days provided will be based on the quality of the product and the needs of staff once they are trained.
The final software in two CDs.
Document defining the rights and entitlements of each user
Controlling Status for the validation of the production environment
Frame of references for anomalies encountered and adjustments made
Update of software for a newer version as changes occur
Advanced degree in engineering, computer science or equivalent
A minimum of 10 years’ demonstrable experience in the development of Management of Information and Monitoring & Evaluation programmes
Solid experience in the development of project monitoring and evaluation systems
Good knowledge and proven experience in project management (design, implementation and evaluation)
Good written and presentational skills
Having a certificate from the PMI (Project Management Institute) is an advantage
The assignment will begin with a kick-off meeting with the opportunity to clarify any points. Subsequently, the Consultant and team will schedule regular check-
in calls to discuss progress.
Final drafts of Software / documents / training reports must be submitted in paper form in two copies and in two CDs, in line with AREP requirements to the TASHAROC project team and the software should be installed in’s AREP server, with the configuration defined earlier in the document.
A presentation of the materials to AREP will also be scheduled for discussion, before finalisation of the documents and software.
Level of effort and reporting
The expert will report to the RC Lead, with regular contact at each stage of the assignment to discuss progress, any challenges or questions.
Up to 50 days are available for this assignment divided as follows : 36 days within three months, plus six follow up days within six months (one day per month in average).
In case that AREP deems it useful to modify, correct or improve the deliverable submitted for its validation, it will inform the Consultant who will have a period of two working days to modify it.
The number of days provided does not include any additional time required to amend deliverables outside of the agreed timeframe.
Please note that for this assignment, fluency in French and / or Arabic is essential .