Terms of Reference

Organization

Pakistan Poverty Alleviation Fund (PPAF) is the premier apex institution dedicated to lifting the poor out of poverty through community-driven development across Pakistan. Established in February 1997 as a not-for-profit company under Section 42 of the Companies Ordinance 1984 (now Companies Act 2017), PPAF’s mission is to transform the lives of the impoverished, fostering a more equitable and prosperous Pakistan.

PPAF receives funding from the Government of Pakistan, prominent international donors, and also utilises its own resources to design and implement projects and initiatives that focus on climate-resilient infrastructure, green growth and energy, health, education, livelihoods, financial inclusion, and disaster resilience at the grassroots level. These interventions are implemented through PPAF's network of partner civil society organisations.

PPAF is committed to building and enhancing the capacity of its partner organisations to improve social mobilisation, and to promote the values of inclusion, participation, accountability, transparency, and stewardship. Through these efforts, PPAF aims to create sustainable and empowered communities, significantly contributing to the nation’s long-term development and stability.

For a complete profile, please visit our website at www.ppaf.org.pk

Background:

PPAF recognizes the critical role that MS Excel plays in enhancing employees' productivity, efficiency, and data management capabilities. To support this, a comprehensive training course is required to design for catering to both basic and intermediate skill levels. This training will equip participants with essential MS Excel skills, from foundational operations to more advanced functionalities. This training has been identified in TNA for the FY-2024-25.

Training Objective / Learning Objective

The primary objective of the MS Excel Training Course, covering both basic and intermediate levels, is to enhance participants' proficiency in using Excel for a range of tasks, from fundamental operations to more advanced data analysis, reporting, and decision-making.

By the end of the course, participants should be able to:

• Understand and apply key Excel functions and formulas, progressing from basic to advanced levels.
• Create, modify, and analyze data using pivot tables and charts for effective presentation.
• Efficiently manage and work with datasets of varying sizes using sorting, filtering, and conditional formatting techniques.
• Develop automated workflows using basic to advanced tools like macros and data validation.
• Collaborate on Excel workbooks through sharing, protection, and version control features.
• Implement best practices for organizing, managing, and maintaining Excel workbooks.

Scope of work

The scope of work for the assignment will include, but not necessarily be limited to, the following tasks:

• To discuss with PPAF – HR unit any problematic areas (focus will be on profiling of participants, training program and implementation plan)
• To prepare training materials.
• To implement the course.
• To evaluate the course.
• To award certificates to participants.
• To provide PPAF with a detailed training report.

Deliverables

• Training Design Module
• Conduct Training Events for staff as per PPAF need.
• Training Report
• Power point presentations for all topics in English.
• Share with HR one complete set of materials including PowerPoint presentations before the training.

Within 7 days after completion of the course, consultant will submit the Evaluation report in hard and electronic copies (Microsoft Word and Excel) to PPAF – HR unit.  All materials and data collected and/or produced during the training period are the property PPAF and can only be copied and reproduced with PPAF permission. The evaluation report must include the following information points:

• Final Participant list for course
• Detailed Training Program Agenda provided to PPAF before the course.
• Evaluation of the participants based on their contribution, participation, and key learning’s & feedback of trainees to the course.

Clients (PPAF’s) Responsibility

PPAF shall provide the following assistance/ information to the consultant.

• Provide all necessary input and documents to the consultant helping him/her in profiling of the participants.
• The course will be conducted in PPAF’s own premises/or maybe in any other available hotel in the vicinity.

Duration

 The duration of both sessions will be no longer than 3 days however may be varied as per the requirement of area. The training course on MS – Excel Basic will be conducted over one day, while MS- Excel – Intermediate will be conducted over two days.

Expected Number of Participants

The expected number of participants for each course may be 20-25.

Target Group for the course: 

 The target audience for the MS Excel Training Course, covering both basic and intermediate levels, could include:

1. The staff across the organization who wish to improve their Excel skills for better productivity and career growth and those whose needs have been identified in TNA for the FY-2024-2025 and need to build or strengthen their Excel skills for day-to-day tasks.

2.  Employees who regularly work with data, reports, or spreadsheets but may have limited experience with Excel's more advanced features.

3. Managers and team lead who need to analyze data, create reports, and make informed decisions using Excel.

Training Design & Methodology:

The training will be a blend of both practical and theoretical sessions including interactive lectures, demonstrations, hands-on exercises, and group discussions.

• Power point presentations: Brainstorming sessions and Group discussions will be included.
• Practical exercises and real-world scenarios will be used to reinforce learning and facilitate practical application.
• Participants will receive training materials, including handouts, exercises to support their learning during and after the course.

Training Contents:

A ) For a one-day MS Excel basic training course.

The mentioned below contents will be covered during the session, these topics cover the essentials of Excel, ensuring that staff members are comfortable with basic operations and can begin using the tool effectively in their daily tasks.

1. Introduction to Excel Interface

• Overview of Excel ribbons, toolbars, and menus
• Understanding workbooks, worksheets, and cells

 2. Basic Excel Functions

• Data entry and basic formatting (font, cell borders, alignment)
• Introduction to basic formulas (SUM, AVERAGE, COUNT)
• Understanding cell references (relative, absolute, and mixed references)

3. Working with Data

• Sorting and filtering data
• Introduction to data validation
• Using basic conditional formatting

4. Introduction to Charts

• Creating basic charts (column, line, pie charts)
• Formatting charts for better presentation

5. Introduction to Tables

• Creating and formatting tables
• Using table features like sorting, filtering, and total rows

6. Basic Data Analysis Tools

• Introduction to PivotTables (basic creation and usage)
• Using simple functions like CONCATENATE, LEFT, RIGHT, and MID

7. Printing and Exporting Data

• Page layout and print settings
• Exporting Excel data to PDF

B ) For two -days MS Excel Intermediate training course.

For a two-day MS Excel intermediate training course, the contents are mentioned below and these topics will ensure that participants are equipped with intermediate Excel skills, including advanced data analysis, visualization techniques, and basic automation, which can significantly improve their productivity.

1. Review of Basic Excel Concepts

• Basic formulas
• Understanding complex cell references

2. Advanced Formatting Techniques

• Custom number formatting
• Advanced conditional formatting with formulas
• Working with themes and styles

3. Advanced Formulas and Functions

• Logical functions: IF, AND, OR, and nested IF statements
• Text functions: CONCATENATE, LEFT, RIGHT, MID, TRIM, LEN
• Lookup functions: VLOOKUP, HLOOKUP, and XLOOKUP
• Introduction to the MATCH and INDEX functions
• Error handling with IFERROR and ISERROR

4. Working with Dates and Times

• Date and time formatting
• Functions: TODAY, NOW, DATE, DATEDIF, and NETWORKDAYS

5. Advanced Data Validation

• Creating drop-down lists
• Custom data validation rules using formulas

6. Advanced Data Analysis Tools

• Deep dive into PivotTables: grouping, calculated fields, and slicers
• Introduction to PivotCharts
• Using Excel’s built-in data analysis tools (Goal Seek, Solver)

7. Advanced Charting Techniques

• Creating combination charts (e.g., line and bar charts)
• Using secondary axes for dual data visualization
• Creating and customizing Sparklines

8. Data Consolidation and Linking

• Consolidating data from multiple worksheets or workbooks
• Using 3D formulas to link data across worksheets

9. Introduction to Excel Macros

• Recording basic macros
• Understanding the basics of VBA (Visual Basic for Applications)
• Assigning macros to buttons

10. Collaboration and Sharing

• Protecting workbooks and worksheets
• Sharing workbooks for collaboration
• Tracking changes and managing comments

11. Tips and Tricks for Productivity

• Keyboard shortcuts and Excel productivity hacks
• Customizing the Quick Access Toolbar

6. Qualifications & Experience:

• The training will be delivered by an experienced MS-Excel instructor with expertise in teaching Basic to advance level Excel skills.
• Trainer must have a minimum of 7-10 years of experience in organizing/ delivering such training events for national, Corporate and development organizations.
• The trainer must possess a bachelors/master’s i.e. 16 years of education in any discipline.
• The trainer will possess comprehensive knowledge of Excel functions, formulas, and features, along with practical experience in data analysis and reporting using Excel

Time Duration

The assignment is expected to be completed within three (3) months from the date of signing of the contract i.e. during the period October – December 2024. The coordinator of this assignment will be Manager – HR.