Term of Reference
AIPHST Project
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Task No:
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Sub-Task No:
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Period:
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Billing Code:
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Prepared by:
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Date:
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TOR Title:
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Development of
Web-based Project Monitoring and Reporting System
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I.
INTRODUCTION
The AIPHST Project is a five-year project that supports the
Government of Indonesia (GoI) to improve the good governance of diversity at
local, district, provincial and national levels. AIPHST will assist in the development
of plans and the implementation of the activities that accommodate good
governance aspect.
Furthermore, a consistent level of baseline information for
the project areas will be formulated so that actions and longer-term plans will
truly address the underlying issues and threats to biodiversity in the focal
geographic areas.
In keeping with Result Based Management (RBM) principles, AIPHST
collects regular feedback from implementing partners to modify and adapt
existing work plan based on the lesson learned. A reporting mechanism has been
established at AIPHST Project to track progress of project implementation.
Progress reports from staff and partners, and monitoring feedback is used to
strengthen and improve existing workplans and is critical input for evaluation.
Options such as web-based reporting could potentially be
considered as the part of M&E System. AIPHST Project does not have yet a
web-based reporting system. For the time being, the AIPHST Project web-based
data reporting is limited to access to reports, documents and specific
database. AIPHST Project is presently focusing on converting their present
reporting system to a more web based system. This will be a stepwise
development of online reporting system tools that will be able to design,
develop and implement a comprehensive computerized web based “Management
Information System” that is cost effective, user friendly and functional and
which responds to the needs for improved project component of AIPHST Project.
II.Justification and Objectives
AIPHST Project is seeking to develop a web based Project
Monitoring and Reporting System to systematically manage and monitor the
project planned as follows:
i. Create
documentation and reporting for all project related report, including but not
limited to the implementing partners Monthly Report, Activity Report, Quarterly
and Annual Report.
ii. Provide
easily downloadable listing of implementing partners and related reports
iii. Track
project progress against the targets mentioned under the AWP
iv. Update
the MEL based on the reports that have been received
v.Streamline project management
III.Scope of Work
AIPHST Project is
seeking proposals from agencies to develop the web-based project monitoring and
reporting system (PMRS) along the lines of the guidelines provided below;
Guidelines for PMRS
Following
guidelines must be followed for the website development:
1)
Easily
Updated – Create a content management system that will permit non-technical
staff to instantly update web-based on-line reporting system content on
specific pages.
2)
User
friendly and Visually Appealing – The website should not be complicated and
should have a user friendly and visually appealing interface. The website
should be easy to navigate. Information should be grouped and presented in a
logical manner and require no more than three levels of “drill down” for the
user to find the desired information. The web pages must be developed in a way
that accommodates the proposed navigation scheme.
3)
The
home page for every client should be aligned with the relevant sections of the AIPHST
Project AWP.
4)
Use
authentication database for the existing AIPHST Project intranet - Every
individual in AIPHST Project has a user name and password to login as a client
to the AIPHST Project intranet. The PMRS will use the authentication database
for the intranet. Additionally, the PMRS will be hosted on the same server as
the intranet and will be displayed as a separate tab on the main intranet home
page.
5)
The
system should be compatible to upload MS Office documents, Pdf and Jpeg files.
It should have a provision to convert and upload new information.
6)
Consistent
Design & Common Theme – Each section of the site should have a consistent
design and a common theme. The logo of AIPHST PROJECT should be prominently
displayed on every page as a common header. The use of photographs, fonts and
layouts should be consistent throughout the site.
7)
Active
Server Pages – The website should be developed in ASP or its higher version.
8)
Technologies
to be used and specifications of the website – Following are the specifications
to be followed while selecting the technologies for
i. Site must be compatible with IE, Chrome and Mozilla browser versions 4.0 and higher.
ii. Web site must not require plug-ins as a default.
iii. The technologies to be used for its development and maintenance should be easily available and cost effective.
iv. The website should be supported by MS SQL database for backend.
v. Website must be built in accordance to the Web Content Accessibility Guidelines 1.0, provided by the W3C.
vi. Fast
Loading Pages – The web site must be designed with a balance of text
and graphics such that each page loads in 8 seconds or less on the
average computer (using a 56K modem).
9) Help – Create site help pages, guided tour, tutorials, etc.
10) Source code – The company/individual would provide the
source code for all the web pages developed for this website, to the Project
Management Team. The company will also provide necessary software and licenses
to maintain site internally or externally.
IV. Modules
under the Project
The system will
have the following sections:
a)
User login for the
clients:
i. Project data entry page – This page would have a data entry
form for entering status on project related outputs and activities. The project
outputs and activities will be in accordance with the AIPHST PROJECT AWP for
the year 2017 and 2018. This page would be dynamic and every time the page
would be loaded on the basis of the updated activities for each of the program
unit.
ii. The users will also be allowed to upload documents such as
reports, work plan, supporting document records, field monitoring visit report,
etc. in the form of files in word, excel, power point and PDF formats.
iii. Report generation – Every user will also have the facility
to generate a number of reports on the status of the project outputs,
implementing partners, status of the AWP activities and MEL Plan as well as
respective delivery.
b)
Administrator login for the Monitoring & Evaluation
unit:
i. The administrator will be allowed to enter and update
information for each program unit. The data would be entered on the status of
the AWP and MEL activities. The AWP and MEL activities will be in accordance
with the AIPHST PROJECT AWP and MEL plan for the year 2017 and 2018. This page
would be dynamic and every time the page would be loaded on the basis of the
updated activities for each of the program unit.
ii. The administrator will also be allowed to upload documents
such as reports, work plan, financial records, field monitoring visit report,
minutes of the meeting etc. in the form of files in word, excel, power point
and PDF formats.
iii. Report generation – Administrator will also have the
facility to generate a number of reports on the status of the project outputs,
implementing partners, status of the AWP activities and MEL Plan as well as respective
delivery.
iv. Master & user administration – under this component the
administrator of the website would have access to create, modify and delete site
names, Program / project names and users.
v. Administration of PMRS data and its status – The administrator
would have the right to approve or modify the uploaded data and its status
entered by the users. Every time the user would update information on the
website, it would be sent to the administrator for approval. The administrator
would have the right to approve as it is, disapprove, approve with appropriate
modifications if required.
V.Deliverables
The deliverables
from the assignment are as follows:
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Deliverable
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Pilot
web based project monitoring and reporting system linked to AIPHST Project
intranet
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Deliverable
2:
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Web
based project monitoring and reporting system developed and launched,
incorporating feedback from the pilot
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Deliverable
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User-manual
for the PMRS product
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Deliverable
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Staff
training on using the PMRP
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Deliverable
5:
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Trouble
shooting assistance and make amendments to the online product as required up
to one-year (cost to be included under the proposal for the project duration)
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VI.Time frame for
the assignment
The assignment is
expected to take 3 months from the start date of the contract.
VII.Competencies and
Experiences
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Minimum
five years working experience in the field of Web Based Project Monitoring and
Reporting Development, Developing Program Management Systems, MIS front-end and
back-end management, and web based MIS management systems.
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Excellent
knowledge of Web based programming languages and databases.
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The
company / individual should have experience of using SDLC (System Development
Life Cycle) approach or similar approach for developing web sites and software.
VIII.Reference Check
Please provide contact name and
addresses of two of your previous clients for reference check, for whom you have
developed Web Based Systems.
IX.
Reporting Modality
The AIPHST Project M&E unit will
provide the coordination and substantive technical support to the web
development team and will work particularly closely with the Team Leader
throughout the duration of the assignment.
Please submit your Proposal and Detail Budget to prestasi66@yahoo.co.id
Closing date of application: December 22, 2017
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