TERMS OF REFERENCE
INFORMATION TECHNOLOGY STUDY
FOR THE DEVELOPMENT AND IMPLEMENTATION OF AN INTEGRATED
DATABASE ON HUMAN RIGHTS VIOLATIONS
END USERS WILL INCLUDE THE GOVERNMENT OF INDONESIA, CIVIL SOCIETY ORGANIZATIONS, AND THE PUBLIC
FOR THE EMPOWERING ACCESS TO JUSTICE (MAJU) PROJECT
In May 2016, the National Development Planning Agency (Bappenas) launched the 2016-2019
National Strategy on Access to Justice (SNAK) which is a follow-on to the 2009 SNAK. The new SNAK states that increased access to justice, including the restoration of rights through formal and informal justice systems - as well as the improved capacity of the citizen to influence policy – is
one of the priorities of Indonesia’s national development. To illustrate the importance of access to
justice, the Government of Indonesia defined it as a condition and process wherein the State would guarantee the fulfillment of the basic rights of the people which are protected by the 1945
Constitution and the 1948 Declaration of Universal Human Rights (DUHAM).
Empowering Access to Justice (MAJU) is a five-year project funded by the United States Agency for International Development (USAID) and implemented by The Asia Foundation to enhanced the ability of marginalized citizens to access justice, and at the same time to support the capacity of the Government of Indonesia to protect their rights. Indonesia has an advanced regulatory framework to uphold human rights, but faces challenges in implementation. To assist with these challenges, MAJU focuses on four target groups: (1) religious and ethnic minorities; (2) indigenous people; (3) marginalized individuals; and (4) discrimination and violence against women. High levels of poverty in these groups is attributable to stigma and discrimination, and human rights abuses include gender-based violence, restriction on freedoms of association and expression, lack of legal identity, limited rights over land and natural resources, and discrimination against those receiving public resources.
In providing human rights protection for citizens and in implementing the national strategy that has already been set, the Government also requires accurate information and data on human rights violations. Unfortunately, data on human rights is scattered and inaccessible. The quality and scope of human rights data varies by issue, with data stove-piped across various government institutions. Furthermore, the disparate management of data and access to it makes comprehensive analysis difficult. A consolidated, searchable database is needed.
Before establishing a database that connects such information technology systems, TAF will conduct a study to obtain relevant information so that a database is developed in accordance with
the needs and resources of the host organization and external organizations contributing data. In carrying out the study and possibly developing the database, TAF will identify an organization/ vendor with demonstrated expertise in the field.
OBJECTIVES OF THE STUDY
Through an open bidding process, TAF will select a vendor to implement a study that will include an inventory and analysis of the hardware, software, policies, procedures, human and fiscal resources, and information systems currently being used by a number of MAJU partner organizations, including Komnas HAM which is the proposed organizations to host the human rights database. The study will focus on (1) data delivery, (2) data management, (3) data governance, (4) data storage and control, (5) data security, and (6) data usage. The organizations that the study will include are:
1. Partner LBHs in Java that have existing case management systems;
2. Komnas HAM;
3. Komnas Perempuan;
4. BPHN; and
5. Select Ministries and other key organizations that have existing information technology systems relating to human rights such as the Ministry of Law and Human Rights, Ministry of Home Affairs, Ministry of Foreign Affairs, and Ministry of Communications and
Specifically, this study is intended to provide information critical for the development and implementation of a human rights database housed within Komnas HAM with data being contributed from external sources, such as those organizations and government agencies and ministries mentioned above. The study will focus on:
- Existing automated operating systems that will be linked with the database:
- Software, hardware, operating platforms, IT infrastructure such as server rooms and connect ability, and the age/conditions of both;
- The functions of current databases or technology systems housing human rights data:
- The data security protocols, firewalls,and encryption mechanisms currently in place;
- The likelihood of linking existing databases within Komnas HAM with the database;
- The likelihood of linking external databases and case management systems with the database;
- The capacity of a data storage for existing systems within Komnas HAM
- The capacity for generating reports from existing databases within Komnas HAM;
- The type of search engine needed for the database;
- Sizing and workload considerations; and
- Security, cost-efficiency, applicability and use-friendly considerations.
2. Policies or regulations related to the use, governance, access, and security of data stored in the information technology systems housed within Komnas HAM; and policies/regulations/procedure
s pertaining to public access to database information.
3. Organizational resources of Komnas HAM
- Existing human resource capacity (preparedness and available financial resources to support the performance, operation, upgrading and maintenance of the database;
- Supporting facilities, policies, procedures, safeguards, and governance tools that an organization must have to develop/adopt a searchable database that contains confidential information and will be accessible by various users at various levels of access.
- Recommendations of a proper information technology system/database that is appropriate for Komnas HAM's capabilities/capacity
4. Data Input
- Types of data or types of documents that will be uploaded into the database (excel. word, pdf, image, etc.)
- Does a glossary, indexing system, and search engine currently exist that is robust enough for the database, or does a new search engine need to be developed?
5. Gathering information on the information technology systems being used by organizations mentioned above that will be uploading information into and extracting information from the database, and gathering information about what will be needed to establish web-based or application-based connections with the database for reporting on human rights violation cases. Recommendations regarding connection and interfacing options will be expected.
SCOPE OF THE STUDY
This activity will provide an overview of the information technology systems currently being operated/implemented by the partner organizations of MAJU in handling human rights cases or complaints.
This activity may be carried out through an array of methods such as, but not limited to:
· Organizational surveys
· Focus group discussions
· Report and assessment reviews – desk studies
· Site visits
The selected organization will provide the methodology for the study. The basic elements of the methodology to be used in the study should be included in the submission documents. The final methodology approach is subject to TAF approval.
OUTPUT OF THE STUDY
The output of this study will be a report, in English, that provides information on:
1. The specifications on the existing information technology systems being used by MAJU partners, policies and regulations relating to the operation of these systems, organizational resources currently available and recommendations for those needed that are not readily
available, data delivery, data management, data governance, data storage and control, data security, and data usage;
2. The preparedness and political will of Komnas HAM to house, operate, and
govern an integrated database for internal and external users; and
3. Findings and recommendations for the type of database needed with
security, cost-efficiency, applicability and user-friendly considerations; and its
specifications to fulfill MAJU program goals and to provide linkages for internal
and external users.
TAF will select a third party to implement the study, and possibly develop the database, based on the following criteria:
1. Demonstrated professional experience in the field of information technology data
systems of more than 10 years;
2. Demonstrated professional experience working with GOI agencies for the
design and development of IT systems is an advantage;
3. Excellent track record in performing IT assessments and
preparing report findings and recommendations;
4. Basic knowledge and an understanding of the Indonesian justice system is an
5. Fluency in Bahasa Indonesia and English, along with experience working in a
6. Study design and methodology; and
7. Proposed budget.
PREPARATION AND IMPLEMENTATION SCHEDULE
10 October 2016
Request for Proposal announcement
24 October 2016
Proposal shall be received no later than 5 PM
26 October 2016
TAF Selection Panel
31 October 2016
7 – 11 November 2016
Coordination with TAF for contract
preparation and presentation on methodology to TAF
14 November 2016
Submission of final study design document and budget to TAF
15 – 18 November 2016
Draft Contract to be approved by USAID*
21 November 2016
Signing of the Contract*
21 November 2016 – 21
6 February 2017
Draft Report submitted to TAF*
13 February 2017
Final Report submitted to TAF*
*the final schedule may change depending on USAID approval, and implementation and reporting timeframes may be adjusted to reflect a shorter or longer timeframe
VALUE OF THE ACTIVITY
The maximum budget allocated by The Asia Foundation is IDR 390,000,000.
PROCEDURE TO APPLY – SKILLS AND EXPERTISE
1. Time – Before the COB (5 pm) on October 24, 2016, please submit an email
containing a proposal and other documents required by point 3.
2. Email – Submission via email shall be addressed to: firstname.lastname@example.org and
email@example.com. The following text must be written on the subject of the
email: [IT STUDY MAJU – Name of the Team / Organization]
3. Content of the Email – Your cover letter should describe why your team is an
excellent choice for the job, and please include three references that can
comment on your suitability for this position. The team selected to conduct the
study will need to fulfill mentioned criteria and include the following
a. Summary of experience to implement the study and a description of
why your organization is the best suited for the work;
b. CVs of all members of the implementation team and brief profile
of your organization;
c. A minimum of three references to comment on ability of your
organization to implement the given study;
d. Detailed description of the methodology and approach to be used for the
e. Timeline for implementation of the study; and
f. Detailed line-item budget.