About SIF

Founded in 1991, Secours Islamique France (SIF) is an international Non-Governmental solidarity Organization acting in the fields of humanitarian and development aid, in France and worldwide. Working in the field for over 20 years, Secours Islamique France is now active in more than twenty countries, mainly in four sectors: water and sanitation, food security, childhood and shelter. Teams of employees and volunteers working for Secours Islamique France also play an active role in France, fighting against exclusion and insecurity by various means. Alongside its operational aid activities, Secours Islamique France has developed an ability to advocate in order to bear witness and to alert the international community about the living conditions of the most vulnerable. SIF is dedicated to alleviating the suffering of the poorest of the poor in France and around the world, while respecting cultural diversity without making any distinction based on origins, political affiliations, gender or beliefs, and without expecting anything in return. It intervenes where humanitarian and social needs require emergency mobilization of relief efforts as well as the implementation of development Projects and advocacy actions. SIF is present in Pakistan since 2010 and currently working in different regions of Pakistan Sindh, KP and ICT and Punjab.

SIF Pakistan currently has manual reporting and data management system which required plenty of time and dedicated human resources to enter and process the information every month on multiple projects reporting templates which has its own drawback including but not limited to time consumption, data redundancy, and lack of data security and risk of errors etc. In order to  streamline the reporting requirements of organizational increasing volumes of multiple projects; Secours Islamique France (SIF) intends to hire the services of reputed firm or consultant to design, develop or establish a new web based management information system (MIS) in Pakistan.  The objectives of the assignment and deliverables are as follows:

Objectives of the Assignment

The main objective of this assignment is to design, develop and maintain a web-based Performance Management Information System (PMIS) with database application that will assist its users (administrators and internal users) to enter, send, access, analyze, process, generate reports and convert data into useful information and infographics.

The specific objectives of this assignment are:

• Review the existing manual reporting and data management process and templates and
  propose or suggest more interactive, advanced and user-friendly interface to report and enter, process and manage the similar types of data or information into PMIS.

• Review the existing internet and band width and to propose or suggest alternative (if required) way forward for internet systems to be compatible with new PMIS.

• To design and develop web-based application for online data entry and reporting, accessible to authorized users (internal only) through android phones, tablets, laptops and desk computer systems.

• To design and develop the system as a common tool for reporting and assessing or measuring the performance and results of project activities and indicators set out at planning stages of program development in PMPs. Base/Project MEAL Officers shall have validation options to track the progress of activities targets and indicators.

To develop an interface to see the summary of all the projects in terms of locations, beneficiaries in terms of sector of intervention and Sustainable Development Goals (SDGs), activities, budget. The System shall be capable of adding new project information during planning stage.

• To design a mechanism or system to enter and manage the multiple projects’ beneficiaries with respect to their age, gender, location, sector of intervention and activities. System should be able to identify the duplication of beneficiaries across the projects and activities with their unique IDs or CNIC numbers. System should integrate the beneficiaries registration of all the projects with respect to their name, father/husband name, CNIC, age, gender, vulnerability types, and location etc. the  

• To design and develop system for entering and processing beneficiaries related suggestions and complaints by concerned MEAL & CRM focal persons and develop dashboards of received suggestions and complaints and generate monthly, quarterly and annual reports.

• Turn Around Time (TAT) should be defined in the system to resolve a complaint. System should alert the user 5 days before TAT expiration in case the complaint is not resolved.

• To develop or establish a notification system that alert the users about time laps to report or enter the data or information. System should be able to alert about monthly reporting deadlines.

• To design or develop an infographics or dash boards of all projects/program sectoral activities and beneficiaries figures with organizational icons (e.g. WASH, Food Security, Livelihoods, Shelter sector of intervention etc.) and Sustainable Development Goals (SDGs) icons. The infographics should has printable functionality to produce quick infographics for dissemination and reporting.

• There should be advance filters available to search the records among large datasets like age group, gender, disability type, vulnerability type etc.

• There should be a functionality that a user can only see the data of projects or geographical locations assigned to him/her. For example a person in Tharparkar working on project X can see the data of project X of Tharparkar only. Other data should not be visible to him/her.

• The design or develop a reporting mechanism for document success stories of the beneficiaries and project activities with the option of uploading pre and post project photos of beneficiaries and activities in addition to narrative description.

• To design or develop a system to report monitoring observations against project activities by MEAL persons. The system should correspond with existing monitoring visit report template along with its follow-up tracking. It will include debrief agreed action points and recommendation follow up sheets (external consultant) that to be tracked and updated into PMIS.

• The system should also have functionality to add and remove the users from using this options considering the short duration of projects.

The system shall be able to compile the information from all the project interventions and generate a consolidated reports. The  reports include MEAL weekly update report which all the MEAL officers will update from their respective locations and MEAL Manager at country office Islamabad will be able to see them individually or collectively.

The system shall have the final validation options available with MEAL Manager and Project MEAL Officers to update the PMPs activities monitoring sheet and indicators monitoring sheets of all the projects including updating Core Humanitarian Standard (CHS) self -assessment matrix for each project. of all the completed projects by end of projects.

• To establish a system to provide facilities for generating and printing different reports including, output tables, summary statistics and figures on result framework indicators.

• To ensure flexibility in PMIS design to adapt/accept the changes in data that may be required in future management. System should have possibility to import and export data or information from/to MS. Excel, Ms. Access etc.  to pre-designed templates or databases.

• PMIS shall have data repository option in which project success stories, trainings & other IEC materials developed by SIF may be uploaded and readily available for internal use by all project interventions.

• To build the capacity of the relevant staff to manage the system on a sustainable basis through specific training, help documents and videos tutorials.

Note: MEAL Manager country office shall have authorization to add and remove field monitoring staff to use this reporting system. This option shall also be applicable for project reporting at all provincial offices and Country Office Head of Mission/Country Program Coordinator shall be given authorization to add or remove the users. 

Eligibility Criteria:

1. Firm/ company should be in existence for at least seven years and must be in the business of secure (mainly authentication, encryption, and integrity etc.) web-based software design, development, installation and deployment the software products.
2. Firm/ company must have successfully designed, developed, and installed at least two Secure (Authentication, Encryption, and Integrity) On-line Data Collection and Processing related Software or Secure Web-based Software.
3. Firm/ company must have, at least one, successfully designed, developed, installed and commissioned such web-based MIS software for any NGO/INGO or department.
4. The firm/ company must be capable of providing enough manpower, financial resources and equipment to perform the entire scope of work mentioned herein.

Deliverables for Consultancy Firm:

The following deliverables are expected from finalized Consultancy Firm:

1. Provide PowerPoint presentation to SIF Management on MIS, its functionality/modality or MIS prototype.
2. Provide inception report of MIS development protocols and prototypes
3. Design and develop MIS and undergo pre-testing of the system developed with the consultation of MEAL department and data management personals.
4. Finalize and put in place MIS after incorporating SIF Management feedback.
5. Identify and trouble shoots the system errors as and when required
6. Provide technical capacity building to SIF MEAL staff and data management personals to maintain and update the MIS.
7. Organize training for all concerned staff for uploading and entering the data or information and general uses of the system
8. Provide copy rights to SIF of source codes for future amendments and modifications.
9. Provide all the information and data security and protection of MIS.