Developing the Software for a Monitoring
DAI Global
Morocco
il y a 6j
source : ReliefWeb

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

Background

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).

Regional Council

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.

AREP

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

Users’ Interface

Multifunction and numerous tabs on the intranet.

Possibility of exporting the dashboards in Excel and Word format

Security

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.

  • Expected Deliverables
  • 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

  • Expected Deliverables - A concise report covering :
  • 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

    Perform tests

  • Expected Deliverables - A concise report includes :
  • 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

  • Expected Deliverables
  • Minutes of test results with recommendations / solutions for any problems encountered
  • 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.

  • Expected Deliverables
  • Training report

    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.

  • Expected Deliverables
  • 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

    Profile Requirements

    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 .

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